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Preparing an RFP. Don Dugan Director Collection Support & Reporting NYSHESC. Preparing an RFP. RFP Purpose Enter into a collections contract with a qualified firm for the collection of defaulted student loans. RFP Background

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Preparing an RFP

Don Dugan

Director

Collection Support & Reporting

NYSHESC

2008 Debt Management Conference, Orlando, FL


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Preparing an RFP

RFP Purpose

Enter into a collections contract with a qualified firm for the collection of defaulted student loans.

RFP Background

New York State Higher Education Services Corporation is a state agency responsible for the origination and collection of student loans. HESC awards on an annual basis over $6 Billion in financial aid to residents of New York and students attending schools in New York State.

2008 Debt Management Conference, Orlando, FL


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Preparing an RFP

  • RFP Terms and Definitions

  • RFP Schedule

    • Provide a schedule of dates including issuance of RFP, bidders conference, due date for bidders questions, date response to the questions will be provided, submittal date of proposal, date evaluation completed, date of anticipated contract/award.

  • RFP Scope of Work

    • Bidder is responsible for collection of defaulted student loans

    • If delinquent activities to be included must state in proposal

2008 Debt Management Conference, Orlando, FL


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Preparing an RFP

  • RFP General Requirements

    • Proposal Response - written response to be received by 3:00PM EST on XX Date

      • Original and five copies mailed to the attention of Mary Smith, Manager of Contracts Management

    • Proposal Presentation - must submit 5 copies and original

      • Must be signed by Chief Executive Officer

      • Bidders will be required to make oral presentation if selected

2008 Debt Management Conference, Orlando, FL


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Preparing an RFP

  • RFP General Requirements (Con’t)

    • Oral Presentation

      • If required what are the requirements of the bidder

    • Financials

      • Bidder must provide last three years audited financial statements

      • Bidder must provide proof of insurance in the amount of $$

2008 Debt Management Conference, Orlando, FL


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Preparing an RFP

  • RFP Specific Requirements

    • Experience and Qualifications

      • Company

      • Staff

    • Debt Collection

      • Accept Credit Card Payments

      • Provide monthly statements to payers

      • Provide quarterly statements to non-payers

      • IRS 1099 and IRS 1098 Statements

      • Administrative Wage Garnishment

        • Non compliant employers

        • Conduct Hearings

2008 Debt Management Conference, Orlando, FL


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Preparing an RFP

  • RFP Specific Requirements (Con’t)

    • Subcontractors must be pre-approved

    • Payment remittance

    • Lockbox operation

    • Referral confirmation

    • References

    • Cost

  • RFP Technical Requirements

    • File Transfer Requirements

    • Access to Contractor System

    • Telecommunications

  • 2008 Debt Management Conference, Orlando, FL


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    Preparing an RFP

    • RFP Evaluation and Award Criteria

      • Listing of Evaluation Criteria

        • Initial Screening

        • Ability to Meet Requirements

        • Administrative Burden

        • Cost

        • References

    2008 Debt Management Conference, Orlando, FL


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    Preparing an RFP

    • Description of Evaluation Criteria

      • Initial Screening

        • Pass/Fail

          • Response received by deadline

          • Response received in required format

          • Response included all financial data

      • Ability to Meet Requirements

        • Evaluation that the Bidder’s proposal demonstrates ability to meet the RFP requirements.

    2008 Debt Management Conference, Orlando, FL


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    Preparing an RFP

    • Administrative Burden

      • Any burden that is inherent in the services as proposed by the Bidder

    • Cost

      • Total cost proposed by the Bidder for each category or function

      • Some RFP may eliminate cost by defining payment

        • Collections at 10% Commission

        • Consolidations at 4% Commission

    • References

      • Information as required under requirements

    2008 Debt Management Conference, Orlando, FL


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    Preparing an RFP

    • Unique Conditions

      • State of New York requires specific Appendices

        • Standard Clauses for All NYS Contracts

        • EEO for Minorities and Women

        • Governing Law will be New York law except for Federal supremacy

        • Tropical Hardwoods

        • MacBride Fair Employment Principles

    2008 Debt Management Conference, Orlando, FL


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    Preparing an RFP

    • Contract Reporter (CR)

      • All New York Bids must be listed in the CR

      • A minimum of 15 business days must elapse between publication and due date of the proposal

      • www.nyscr.org

    2008 Debt Management Conference, Orlando, FL


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    Responding to RFPs

    David Yim

    Vice President

    DCS, a Performant Company

    2008 Debt Management Conference, Orlando, FL


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    Read & Understand the RFP

    What is the RFP’s main objective?

    Is there a hidden secret?

    Yes there are stupid questions!

    2008 Debt Management Conference, Orlando, FL


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    Find the Breadcrumbs

    Strategize

    Prioritize

    Mobilize

    2008 Debt Management Conference, Orlando, FL


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    No Brainers?

    Is it a winner?

    Consider the reader

    Don’t serve leftovers

    The truth shall set you free

    There are no mulligan's

    2008 Debt Management Conference, Orlando, FL


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    Helpful Hints

    • Best due date

    • Reduce the Q & A volume

    • Is it really needed?

    • Share evaluation criteria

    2008 Debt Management Conference, Orlando, FL


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    Evaluating an RFP

    Kelly Harrison

    Director

    Training & Development

    Florida Dept. of Education, OSFA

    2008 Debt Management Conference, Orlando, FL


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    Evaluating an RFP

    Items being evaluated

    • Ability to follow directions

    • Adherence to the process

    • Meeting the RFP requirements

    2008 Debt Management Conference, Orlando, FL


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    Evaluating an RFP

    • Ability to follow directions

    • Adherence to the process

      • Pass/Fail

      • Deadlines/timeframes met

      • Response prepared properly (format)

      • All required documentation present

        • Including state or agency specific requirements

    2008 Debt Management Conference, Orlando, FL


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    Evaluating an RFP

    • Meeting the RFP requirements

      • Develop a scoring model

        • Assign point values based on section importance

        • 100 point scales are commonly used

        • Develop a detailed “score sheet”

        • Apply consistently

    2008 Debt Management Conference, Orlando, FL


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    Evaluating an RFP

    • Scoring Model – Example:

      • Management Plan = 35 points

      • Technical Plan = 10 points

      • Work Plan = 10 points

      • References = 20 points

      • Cost = 25 points

    2008 Debt Management Conference, Orlando, FL


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    THANK YOU!Please be sure to complete your conference evaluation forms after the conference!

    2008 Debt Management Conference, Orlando, FL


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