Active SLED Opportunity · SOUTH CAROLINA · BEAUFORT COUNTY, SC
AI Summary
Beaufort County, SC seeks a firm for EMS delinquent account collection services including locating violators, generating notices, and managing collections. The contract includes data acquisition and requires submission of a detailed proposal with qualifications, approach, and pricing. The RFP closes April 29, 2026.
The selected firm will enter into a contract for the purposes of locating the name and address of violators, generating notices, and collection of delinquent accounts. The contractor(s) selected for the name and address acquisition and noticing will be supplied with appropriate data on a regular basis to be agreed upon by the contractor and the County.
Demonstrated understanding of the problems and needs presented by the project. 0-10 Points
Soundness of offeror’s approach to the problems and needs presented by the project, including offeror’s methodology for achieving specific tasks and objectives.
Experience and capacity of offeror, including recent and related experience.
Qualifications of project personnel and offeror’s ability to commit a capable staff and support for a project of this size under the time constraints as listed in the RFP. 0-20 Points
Cost effectiveness and reasonableness of offeror’s proposed fee.
The contractor certifies, by submission of this qualification statement or acceptance of a contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State, Federal department, or agency.
It further agrees by submitting this qualification statement that it will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the bidder/contractor or any lower tier participant is unable to certify to this statement, it shall attach an explanation to this solicitation/bid.
CERTIFICATION BY CONTRACTOR
Regarding
NON-SEGREGATED FACILITIES
The Bidder certifies that he does not, and will not, provide and maintain segregated facilities for his employees at his establishments and, further that he does not, and will not, permit his employees to perform their services at those locations, under his control, where segregated facilities are provided and maintained. Segregated fountains, transportation, parking, entertainment, recreation, ad housing facilities; waiting, rest, wash, dressing, and locker room, and time clock, work, storage, restaurant, and other eating areas which are set apart in fact, or by explicit directive, habit, local custom, or otherwise, based on color, creed, national origin, and race. The Bidder agrees that, except where he has obtained identical certifications from proposed subcontractors for specific time periods, he will obtain identical certifications from proposed subcontractors prior to the award of subcontractors exceeding $10,000.00 which are not exempt from the provisions of the Equal Opportunity clause, and that he will retain such certifications in his files.
The Bidder agrees that a breach of this certification is a violation of the Equal Opportunity clause in this Contract. The penalty for making false statements is prescribed in 18 U.S.C. 1001.
To achieve a uniform review process and allow for adequate comparability, the information is to be organized in the manner specified below and the entire package must not exceed 15 double-sided printed pages excluding cover pages. Please include a cover page at the start of each section.
Please provide your complete pricing proposal.
Q (Rates): What is the collection success rate (recovery rate/liquidation percentage) of the current incumbent(s)?
A: 6.5%
Q (Volume): What is the TOTAL volume of accounts to be referred (including both number/count and dollar value)?
A: The average is 560 accounts with a value of $328,500 per month.
Q (Volume): What is the anticipated ongoing, regular (not backlog) referral volume?
A: Monthly volume ~400 to ~450
Q (Inventory): What is the average balance of accounts referred or anticipated to be referred to collections?
A: $586
Q (Inventory): What is the average age of accounts at the time of referral (i.e., 90-days, 150 days, etc.)?
A: 91 days
Q (General): With what frequency will the County refer accounts (i.e., daily, weekly, monthly, etc.)?
A: Monthly
Q (General): Is it acceptable to place supporting attachments (i.e., sample reports/letters) at the rear of the proposal, as long it we do not exceed 30 pages?
A: Yes
Q (Submittal Instructions): RFP Page 12, PROPOSAL SUBMITTAL, Item #8: Will our pricing proposal also be uploaded as a separate file/document and not part of the 30-page limit?
A: It will be a separate upload
Q (Submittal Instructions): RFP Page 12, PROPOSAL SUBMITTAL, Item #7(4) under Experience & Qualifications: It is not clear if the County is asking for actual references (with contact information, etc.) in this Section; or are you simply asking us to list other project/client names that are similar to this project. Please clarify what amount of detail you are seeking here with regard to our clients.
A: We are interested in your qualifications in medical collections
Q (Submittal Instructions): RFP Page 12, PROPOSAL SUBMITTAL, Item #7: Since this proposal is electronic/digital, please confirm that the page limit is actually 30 pages vs. 15-page (double sided). a. Does this 30-page limit exclude a Table of Contents and proposal cover page as well?
A: 30 pages since this is submitted digitally. Table of contents and cover pages are excluded.
Q (Reports): RFP Page 9, MONTHLY REPORTS, Item #2: Please clarify the exact metrics you are seeking here. Are you asking for a report that provides not only Gross Collection amounts but also Recovery Rates (%) as well? Please advise.
A: Monthly collections statement and cancelled or closed accounts. Additionally report for Annual Recover Rate Report. Other reports may be requested on an as needed basis.
Q (General): Does BCEMS obtain or have email addresses and/or mobile phone data on accounts that will be referred?
A: We do not normally obtain email address. We do often obtain mobile phone numbers.
Q (Legal Collections): Are legal collection services required as a part of this RFP? a. If yes, how many accounts were approved and pursued by legal action in the last FY? b. If Yes, are we able to submit legal pricing as well?
A: No
Q (General): Will the County continue any collection efforts on these accounts after referral to the agencies? If yes, please describe those efforts?
A: Yes. The county will still file claims on any insurance information obtained by the Collection Agency or provided by patients/family after receiving collection notice. The county also participates in the South Carolina Setoff Debt Program. See scope of work for specifics on this process.
Q (General): What collection activities take place on the accounts, by the County, prior to referral to the agencies?
A: EMS MC invoices patient 3 times and then after inactivity or no additional payment for 60 days the account is then sent over to collections.
Q (General): What percentage of accounts will have a judgment in place at the time of referral, if any?
A: None
Q (General): With what frequency will the County provide these update/payment files to the contractor (i.e., daily, weekly, etc.); (i.e., daily, weekly, etc.); specifically, for payments received directly by the County?
A: Payment files sent on the 2nd, 11th and 21st of every month
Q (Inventory): Will the inventory currently assigned to existing agencies be pulled and sent to any new agencies awarded? If yes, what is the estimated volume (# and $ value) and the average age of the accounts to be re-referred to a new agency?
A: 9479 Primary Accounts with a value of $5,879,287 and an average age of 796 days, and 4830 secondary accounts with a value of $2,413,249 and an average age of 3274 days.
Q (General): How or in what method/manner will the County provide update/payment files to the contractor?
A: FTP site
Q (Incumbent): How much was the current incumbent(s) paid by the County in the last Fiscal Year?
A: This information may be requested via a FOIA request
Q (Rates): What are the current rates charged by the incumbents to perform each of the listed services in Section 5.1 ‘Scope of Work’?
A: This information may be requested via a FOIA request
Q (General): RFP Page 19, Items #10.0 and 11.0: Please advise if out-of-state agencies are required to register as non-resident taxpayers and/or obtain a Beaufort County Business License if awarded?
A: A Beaufort County Business License is required if awarded. Registration as a non-resident taxpayer may also be required; however, it is the responsibility of the awarded agency to review applicable tax laws and ensure their own compliance with all state and local requirements.
Q (Incumbent): How long have these incumbents been providing these services to the BCEMS?
A: 5 Years
Q (Incumbent): Who are the incumbents currently providing debt collection services for the BCEMS?
A: Diversified Adjustment Service Inc
Q (Submittal Instructions): RFP Pages 11 and 12, PROPOSAL SUBMITTAL, Items #2 and #6: Both of these sections ask for upload of licenses. Please advise in which section we should be submitting these or are we to submit duplicate copies? a. Additionally, please clarify if bidders are required to upload these licenses & insurance certificates as separate files form our technical proposal, and b. Please confirm that these licenses / certificates (whether included in the technical proposal or uploaded as separate documents) will NOT be counted toward the 30-page limit (digital) or 15-page (double-sided) limit.
A: Please submit in section #2
Q (No subject): What collection attempts are performed or will be performed internally prior to placement?
A: EMS MC invoices patient 3 times and then after inactivity or no additional payment for 90 days the account is then sent over to collections.
Q (No subject): Will the selected vendor be allowed to litigate balances exceeding a certain dollar amount on your behalf, with your explicit approval?
A: No Beaufort County does not currently litigate medical balances.
Q (No subject): What is the total dollar value of accounts available for placement now by category, including any backlog?
A: Insurance - $53,462.45. Medicaid - $885.43. Medicaid MCO - $2,272.66. Medicare - $6,758.24. Medicare Advantage - $18,911.97. Other Govt. Payers - $1,782.10. Patient (Private Pay) - $198,402.83.
Q (No subject): What is the total number of accounts available for placement now by category, including any backlog?
A: Average monthly number of accounts sent ~400 to ~450
Q (No subject): What is the average balance of accounts by category?
A: $586 and all collections are for outstanding medical bills.
Q (No subject): What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category?
A: DOS Insurance Medicaid Medicaid MCO Medicare Medicare Advantage Other Govt. Payers Patient Grand Total 2024-06 1 1 2024-08 1 1 2024-09 2 2 2024-10 2 2 2024-12 3 3 2025-01 1 1 1 3 2025-02 1 1 1 1 4 2025-03 1 1 2 2025-04 2 1 1 2 6 2025-05 5 4 6 15 2025-06 3 1 1 2 6 13 2025-07 4 2 4 6 16 2025-08 4 1 3 9 19 36 2025-09 16 4 13 18 59 110 2025-10 38 4 13 34 1 72 162 2025-11 8 2 5 41 56 2025-12 2 8 10 Grand Total 81 1 10 39 76 5 230 442
Q (No subject): What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category?
A: Insurance - $53,462.45. Medicaid - $885.43. Medicaid MCO - $2,272.66. Medicare - $6,758.24. Medicare Advantage - $18,911.97. Other Govt. Payers - $1,782.10. Patient (Private Pay) - $198,402.83.
Q (No subject): What billing servicer do you utilize?
A: EMS Management and Consultants, Inc.
Q (No subject): Have all cases been fully adjudicated by the time of placement?
A: Beaufort County does not currently take legal action to recover outstanding medical bills.
Q (No subject): If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a one-time placement at contract start up?
A: Yes
Q (No subject): What is your case management/accounting software system of record?
A: Proprietary EMSMC software
Q (No subject): Who is your electronic payment/credit card processing vendor?
A: EMSecure Pay
Q (No subject): Can you please indicate what inbound and outbound contact methods, beyond phone calls or letters (such as email and text), would be permitted by the scope of work?
A: Phone calls, letters, emails and texts are all permitted methods of communication with delinquent debtors.
Q (FOIA Instructions): Your answers to Questions 20 & 21 are that "this information is available through a FOIA request"; as such, please provide the exact details, including links, portals, websites, contacts and instructions on how to submit these FOIA requests for this data.
A: https://www.beaufortcountysc.gov/foia/index.html
Q (No subject): Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.
A: Satisfied with collections incumbent.
Q (No subject): What has been the historical rate of return or liquidation rate provided by any incumbent(s), and/or what is anticipated or expected as a result of this procurement?
A: 6.5%
Q (No subject): What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?
A: Monthly ~400 to ~450 accounts
Q (No subject): What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?
A: This can be requested via a FOIA request
Q (No subject): How are fees currently being billed by any incumbent(s), by category, and at what rates?
A: Via invoice if more is owed than collected by the collection agency in a month. Medical bills only. Commission rate of 12.4% for any account less than 365 days delinquent and 18.9% for any accounts older than 365 days delinquent.
Q (No subject): If this is a term contract subject to renewal, what is the term and the maximum number of option periods?
A: The term will be 1-year contract with renewal options of 4 additional years for a total of 5 years maximum
Q (No subject): When is the anticipated go-live date?
A: July 1, 2026
Q (No subject): When is the anticipated contract start date?
A: July 1, 2026
Q (No subject): When is the anticipated award date?
A: Award date is dependent on committee and council approval
Q (No subject): To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?
A: It is not part of the evaluation criteria
Q (No subject): Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?
A: No, we are requesting percentages based on amounts collected only. Pricing is to be uploaded in section 8 Proposal submittal
Q (No subject): What do we do with any found insurance?
A: Any insurance found must be returned to the billing company in order for a claim to be filed.
Q (Q&A Responses): By what date does the County anticipate answering all submitted questions?
A: We generally have questions answered about a week before the submittal deadline but there is no set date. The County is actively working on answering the questions now.
Q (Inventory): . What is the current inventory size eligible for referral and the expected monthly inflow during the base term? Please provide distribution of average account balances (e.g., median, mean, and percentiles) by debt type.
A: 9479 Primary Accounts with a value of $5,879,287 and an average age of 796 days, and 4830 secondary accounts with a value of $2,413,249 and an average age of 3274 days. All debt types are medical
Q (Term Relationship): Is the County anticipating a long‑term partnership with renewal options, or a short‑term recovery effort?
A: The term will be 1-year contract with renewal options of 4 additional years for a total of 5 years maximum
Q (Experience and Qualifications): Will the County consider firms with extensive debt‑collection experience (e.g., 40+ years) across multiple lines of business—including tax, federal, state, and local government, and other public‑sector receivables—provided they meet all other requirements of the RFP— even if their experience is not focused on EMS collections?
A: Yes
Q (Beaufort County, SC Consolidated Questions ): Account Volume & Placement • What is the annual and monthly volume of EMS accounts historically placed with collections? • What is the average balance per account? • What is the age of accounts at placement (e.g., 90, 120, 180+ days)? • Are accounts placed on a rolling basis or in periodic batches? • Are insurance residual, self-pay, or post-adjudication balances included? • Does the County exclude certain account types (hardship, indigent, deceased, bankruptcy)? Historical Performance • Can the County share historical recovery rates from prior EMS collections vendor? • How is incumbent vendor (if any) performance evaluated? Pricing & Commission • Does the County prefer a blended contingency rate or tiered pricing? • Will pricing be evaluated on percentage or net revenue retained by the County? Technology & Data Integration • What billing system or EMS billing vendor is currently used? • Will the contractor receive ongoing demographic or insurance updates from the billing vendor? • Are specific data fields or role-based access controls required? Setoff Debt Program • Approximately what percentage of accounts are eligible for the SC Setoff Debt Program? • Who is responsible for submitting, tracking, and reconciling Setoff accounts? • How will the County notify the contractor when accounts enter or exit Setoff? • Can collections resume automatically on July 1 or require County authorization?
A: Many of these questions are answered elsewhere in this RFP response. Below are the answers not provided elsewhere in this RFP: • Approximately what percentage of accounts are eligible for the SC Setoff Debt Program? Answer: On average between 10% and 20% annually •Who is responsible for submitting, tracking, and reconciling Setoff accounts? Answer: Beaufort County EMS administrative staff along with billing company staff. • How will the County notify the contractor when accounts enter or exit Setoff? Answer: A file of accounts will be submitted when the notification and appeal process has completed. • Can collections resume automatically on July 1 or require County authorization? Answer: Consultation between Beaufort County EMS administrative staff, the billing company and collections will determine when collections activities resume. • Does the County exclude certain account types (hardship, indigent, deceased, bankruptcy)? Answer: Bankruptcy only. • Are specific data fields or role-based access controls required? Answer: Role based access is required to adhere to the HIPAA law and guidelines.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.