ARCADIA HOUSING AUTHORITY
REQUEST FOR PROPOSALS
Publish Date: October 14, 2015
Subject: RFP for Debt Collection Services for Arcadia Housing Authority
DEBT COLLECTION SERVICES
The Housing Authority of the City of Arcadia Florida, aka - Arcadia Housing Authority (AHA), Arcadia Florida is soliciting proposals from qualified firms for the collection and associated reports relative to AHA’s delinquent accounts.
BACKGROUND
AHA is a public body, corporate and politic established pursuant to Florida State Statutes and administers Federal housing programs for low income families. AHA receives funding primarily from the United States Department of Housing and Urban Development (HUD) and is entitled to apply for funding to acquire, construct, modernize, maintain, and operate housing developments.
AHA is governed by a seven member Board of Commissioners. The Board of Commissioners hires the Executive Director to oversee the day-to-day administration of AHA. The daily accounting is handled by the Executive Director.
PROPOSAL SUBMISSION AND AWARD
Proposers must submit three (3) original copies of each proposal in accordance with the requirements of this RFP.
AHA will receive, stamp and process at the prescribed time/date through delivery at AHA's Administrative Office address referenced as follows;
Proposal receipt deadline; 2:00 p.m. E.D.T,
Monday, November 16, 2015.
Proposal submission shall be clearly marked on the mailing envelope exterior; “2015 Debt Collection Services” - Delivery address:
THE ARCADIA HOUSING AUTHORITY
7 BOOKER T. WASHINGTON RD.
ARCADIA, FL 34266
NO ELECTRONIC MEDIA SUBMISSIONS WILL BE ACCEPTED
Any questions related to the RFP should be directed to;
Becky-Sue Mercer, Executive Director
(863) 494-4343
(863)494-5364 FAX
Email:
GENERAL
AHA reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein, upon its determination that such cancellation or rejection is in the best interest of the AHA. The AHA further reserves the right to award the contract to that firm whose proposal best complies with the specifications. No firm may withdraw their proposal for a period of sixty (60) days from the date set for the bid review period.
Attached is the Scope of Work for the subject RFP.
In accordance with HUD established procurement procedures and AHA’s Procurement Policy, the Contract will new awarded to the provider that best addresses the RFP elements at the lowest cost meeting the established timeframes.
In the interest of fairness to all competing proposers, AHA will treat as ineligible for consideration any proposal that is received after the deadline.
Proposals and material contained therein shall become the property of AHA upon submittal.
Regardless of outcome, the Authority will pay no compensation to any respondent for any costs related to the preparation or submittal of their proposal or in negotiating towards a contract.
AHA will reject the Proposal of any firm who is debarred by the U.S. Department of Housing and Urban Development (HUD) from providing services to PHAs.
SCOPE OF WORK
AHA manages 130 subsidized rental apartments for low-income families in Desoto County. On Occasion, our residents move out and leave while owing AHA money. AHA has very limited staff and does not have the resources to fully pursue and effectively collect on these uncollected accounts. Therefore, AHA desires to engage a Vendor to provide Debt Collection Services. The services required include, but are not limited to, the collection of outstanding rents, move out fees, court costs and fines, maintenance fees and restitutions in accordance with generally accepted collection and accounting standards.
AHA will provide the vendor with data of the persons who have outstanding debts over 60days old. The data fields will include the following:
Former resident’s name;
Former residents last known address;
Former residents known family/incase of emergency contact information;
Former residents known income source;
Social Security numbers; and
Total amount of former resident’s outstanding debt.
The total amount owed cannot be negotiated down in an attempt to collect the debt.
INFORMATION REQUIRED from VENDOR
Vendor’s response must include the following:
· Statement of the Problem – state in succinct terms your understanding of the problem presented or the services required by the RFP.
· Work Plan – Describe in narrative form your technical plan for accomplishing the tasks required.
· Personnel – Include the names and qualifications of executive & managerial personnel who will be engaged in the project. Include their responsibilities for the project.
· Collection Fee and Related Information – the collection fee information is required to support the reasonableness of your proposal. The vendor’s proposed collection fee must be stated as a percentage of collections.
Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal.
CRITERIA for SELECTION
All responses from Vendors will be reviewed and evaluated.
· 70% - Collection Fee – this factor will be weighted heavily but will not necessarily be the deciding factor in the selection process.
· 30% - Company &Personnel Qualifications – This refers to the competence of professional and technical personnel who would be assigned to the job by the Vendor to address AHA’s collection needs.