Private Counsel Debt Collection - Northern District of Texas

Form / Attachment / Pricing Sheet

This document is a template for bidders to submit their price proposals for the "PRIVATE COUNSEL DEBT COLLECTION - NORTHERN DISTRICT OF TEXAS" opportunity (Solicitation Number: 15JPSS26R00000067).

• CLIN 1: Unsecured Debt Collection
  • Contingency fee for collecting unsecured debt
  • Attorney hourly rate
  • Paralegal/legal assistant hourly rate
• CLIN 2: Secured Debt Collection
  • Flat fee for foreclosures
  • Flat fee for deed in lieu of foreclosure actions
  • Flat fee for eviction or possessory actions
  • ODCs/materials for foreclosures (reimbursed at cost)
  • Attorney firm-fixed hourly rate
  • Paralegal/legal assistant firm-fixed hourly rate
• CLIN 3: Bankruptcy
  • Per case fee for bankruptcy proceedings
  • ODCs/materials for bankruptcy proceedings (reimbursed at cost)
  • Attorney firm-fixed hourly rate
  • Paralegal/legal assistant firm-fixed hourly rate
• CLIN 4: ODCs/materials-returning cases, miscellaneous (Reimbursed at cost)
• CLIN 5: Travel (Reimbursed at cost)
• CLIN 6: Miscellaneous Costs
  • Attorney firm-fixed hourly rate for miscellaneous ancillary activities

Bidders must complete this template by inserting their company name, the date, and their proposed rates (percentages or dollar amounts) for each CLIN and sub-CLIN. This information is critical for the government's evaluation of pricing and for determining the final contract award. Failure to provide complete and accurate pricing in the specified format may impact proposal acceptability.

Form / Attachment / Pricing Sheet

This document is a template for bidders to provide their past performance information for the U.S. Department of Justice, Private Counsel Debt Collection Program solicitation (Solicitation No. 15JPSS26R00000067) for the Northern District of Texas. It requires vendors to identify three (3) client references for whom they have performed the most collection work in the past three years, similar to the work required under this solicitation.

• Vendor Information: Placeholder for Vendor Name, Address, Point of Contact (POC) Name, Telephone, and Email.
• Proposal Submission Date & Validity Period: Fields to be completed by the offeror.
• Client References (3 required): For each reference, bidders must provide:
  • Name and Address of the client entity.
  • Name, Telephone Number, and Email of the principal contact.
  • A brief description of the bidder's responsibilities and services provided.
  • The period of performance for the work.

This template is crucial for bidders to demonstrate their relevant past performance. Bidders must complete this form accurately and submit it with their proposal. The government will use this information, along with submitted past performance questionnaires and potentially other sources, to assess the recency, relevancy, and quality of the bidder's past performance, which will influence the confidence assessment rating. Failure to provide adequate past performance information may result in an unfavorable evaluation.

Form / Attachment / Pricing Sheet

This document serves as a template for vendors to submit their technical proposals for the U.S. Department of Justice's Private Counsel Debt Collection Program in the Northern District of Texas. It outlines the required information and format for the proposal submission.

The template includes sections for:

• Business Data: Vendor legal name, address, Unique Entity ID, Point of Contact (POC) information, SAM registration status, and business size.
• Administrative Information: Contractor representative for contract administration and key personnel (Lead Attorney, Paralegal/Legal Assistant).
• Debt Collection Experience: Detailed requirements for describing the firm's and proposed attorneys' experience in debt collection, including types of debt, clients, litigation experience (federal, state, local), electronic case filing experience, and specific experience representing the U.S. as a plaintiff.
• Attorney Qualifications: A checklist for attorney qualifications, including admission to Federal District Court, good standing with the court and state bar, and disclosure of any disciplinary actions. Resumes and signed letters of commitment (if applicable) are required.
• Administrative Office Attributes: Description of office organization, staffing (attorneys, paralegals), departments (billing, IT), debt collection process from intake to resolution, case management, system updates, invoicing, and handling increased case volume. It also addresses remote operations if no local office is maintained.
• Quality of Writing: Requirements for writing samples, focusing on grammatical correctness, structure, and relevance.
• Supporting Data: A checklist of required supporting documents, including SF 30, resumes, letters of commitment, certificates of admission and good standing, and writing samples.

This template is crucial for bidders as it dictates the specific information and documentation required for their technical proposal. Adhering to this template ensures all necessary aspects of the vendor's qualifications and proposed approach are presented to the government for evaluation.

Solicitation / RFP / RFQ

This document is a solicitation (SF 1449) for private counsel debt collection services for the Northern District of Texas. The government is seeking legal services to collect unsecured and secured debts, as well as handle bankruptcy proceedings.

• Unsecured Debt Collection: Contingency fee basis for successful collections. Attorney and paralegal hourly rates for ancillary litigation, requiring prior written approval.

• Secured Debt & Bankruptcy: Fixed fee/rate basis for successful collections and litigation. Attorney and paralegal hourly rates for ancillary litigation, requiring prior written approval. Reimbursement for direct/material costs on an actual cost basis with proof.

• Performance Period: Five years (11/21/2026 – 11/20/2031), with a potential six-month extension under FAR 52.217-8.

• Background Investigations: Required for all contract employees prior to commencing work.

• Preservation, Packing, and Marking: In accordance with commercial practice, with the contract number clearly marked.

• Inspection and Acceptance: Performed at the place of performance or destination by the COR or designee. Government has 30 calendar days to inspect invoices.

• Deliveries or Performance: Contractor to perform at its place of business and specified courts. Performance will be periodically evaluated.

• Contract Administration: Will be managed by an Administrative Contracting Officer (ACO) and a Contracting Officer's Representative (COR).

• Key Personnel: Lead Attorney and Paralegal/Legal Assistant are required.

• Security: Personnel security requirements, including background investigations, are detailed. Access to DOJ information and systems requires adherence to strict security protocols.

• Confidentiality: Strict confidentiality of data is required, with specific provisions for handling sensitive information and reporting breaches.

• Contract Type: Combines fixed-price, labor-hour, and cost-reimbursement features, with a contingency fee component.

• Performance Period: Five years (11/21/2026 – 11/20/2031), with a potential six-month extension.

• Offerors must complete blocks 12, 17, 23, 24, and 30.1.

• Specific invoice submission instructions will be provided by the COR after award.

• Performance evaluation will be conducted periodically.

• The solicitation indicates it may be a small business set-aside, but specific details are not fully populated in this section.

• This solicitation incorporates FAR 52.212-1, 52.212-4, FAR 52.212-3, and FAR 52.212-5 by reference, with addenda.

• Numerous attachments are referenced, including Statement of Work, CLIN Descriptions, and Confidentiality Agreements.

Other / Unclassified

This document is a list of acronyms used within the context of the opportunity. It provides definitions for various abbreviations related to government agencies, contracting, debt collection, security, and investigations.

This list is relevant for bidders to understand the terminology used in other documents associated with this opportunity, such as solicitations, statements of work, or performance work statements. Familiarity with these acronyms will aid in comprehending the requirements and specifications of the procurement.

Other / Unclassified

This document, "Rules of Behavior (ROB) for General Users, Version 12," dated January 1, 2019, outlines the cybersecurity and privacy responsibilities for all Department of Justice (DOJ) personnel, including employees, interns, and contractors, who have access to DOJ information systems and data. It details acceptable use policies, user responsibilities, and consequences for non-compliance.

While this document is primarily for internal DOJ personnel, it establishes the framework for how DOJ handles information security and privacy. Potential bidders should be aware that any engagement with DOJ systems or data will be subject to these stringent rules. Understanding these requirements can help bidders anticipate security protocols, data handling expectations, and potential compliance obligations when working with the DOJ. It underscores the importance of robust cybersecurity practices and data protection in any potential partnership or contract with the Department.

Statement of Work (SOW) / Performance Work Statement (PWS)

To contract with private counsel to provide legal services for the collection of delinquent debts owed to the United States, as authorized by the Federal Debt Recovery Act (FDRA).

• Furnish all legal services, including negotiation, compromise, settlement, and litigation, for secured and unsecured Federal debts.

• Services include participation in bankruptcy, foreclosure, and other ancillary proceedings.

• Work must be performed within the United States Federal Judicial Districts.

• Litigation must be brought in the United States District Court in the debtor's judicial district, unless state/local courts are deemed more efficient for foreclosure matters.

• Compliance with all Federal, state, and local statutes, regulations, Executive Orders, Bar rules, and ethical standards is mandatory.

• Violation of any applicable laws, rules, regulations, or ethical standards is cause for termination.

• Contractor is solely responsible for its own defense against debtor claims.

• Not explicitly defined in this document, but work is to be performed within specified Federal Judicial Districts.

• Automation: Contractor must use the Consolidated Debt Collection System (CDCS) and be registered for electronic case filing (ECF) in the relevant court. Specific hardware and software requirements are detailed.

• Security: PIV cards are required for access to DOJ information systems. Contractor personnel must adhere to security requirements and complete cybersecurity training.

• Reporting: Contractor must maintain current records electronically within CDCS and provide periodic reports.

• Liaison: An Assistant United States Attorney (AUSA) will serve as the primary point of contact.

• Fees: Contingency fees are calculated and paid by the Government; Contractor shall not deduct fees from collected sums. Specific rules apply to fee computation and payments for which no contingency fees are due.

• Foreclosure: Services include foreclosure proceedings on real and/or personal property securing debts, with specific tasks and fee structures outlined.

• Bankruptcy: Procedures for handling cases where debtors have filed for bankruptcy are detailed.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) outlines the methodology for assessing the performance quality of a contractor providing Debt Collection Management Staff's services for private counsel debt collection for the Northern District of Texas. It serves as the basis for the Government to monitor contractor effectiveness and ensure compliance with established performance objectives as detailed in the Statement of Work (SOW).

The QASP focuses on monitoring the contractor's management and technical services related to debt collection. The contractor is responsible for management and quality control, while the Government (specifically the Contracting Officer’s Representative - COR) performs quality assurance.

The QASP details specific performance requirements, including:

• Quality of Litigation and Collection Services: Ensuring physical or virtual files are maintained and updated with all relevant activity.
• Schedule: Promptly working assigned cases to avoid negative outcomes and returning uncollectible or closed cases.
• Management and Business Relations: Maintaining professional and timely communications with Agency Representatives, USAO, and PCPO.
• Cost Control: Prompt and proper invoicing, avoiding excessive billing, seeking cost approvals, and notifying PCPO of funding needs.
• Regulatory Compliance: Ensuring outreach to debtors complies with FDCPA, state, and local laws, and that litigation does not raise concerns with the assigned AUSA.

Each performance standard has a 100% Acceptable Quality Level (AQL) and is monitored via Periodic Inspection, with CPARS ratings as a potential incentive/penalty.

Not explicitly detailed in this document, but pertains to debt collection services for the Northern District of Texas.

Surveillance methods include Demonstration, Inspections (Random/Stratified Sampling, Periodic/Judgmental/Planned Sampling, 100% Inspection), and Customer Feedback. The COR is responsible for maintaining contract knowledge, documenting performance, identifying deficiencies, and approving priorities and schedules. The COR's authority is limited to technical aspects of the contract.

Forms / Attachments / Pricing Sheets

This document provides detailed descriptions of the Contract Line Item Numbers (CLINs) that will be used for this opportunity. It outlines the specific services or goods associated with each CLIN and the proposed payment structure.

CLIN 0001 – Unsecured Debt Collection

• CLIN 0001AA: Contingency Fee for collecting unsecured debts. Payment is a percentage of collected monies, excluding court costs from the fee calculation.
• CLIN 0001AB: Attorney Firm-Fixed Hourly Rate for ancillary litigation issues not covered by other CLINs. Requires prior written approval from COR/AUSA.
• CLIN 0001AC: Paralegal/Legal Assistant Firm-Fixed Hourly Rate for ancillary litigation issues not covered by other CLINs. Requires prior written approval from COR/AUSA.

CLIN 0002 – Secured Debt Collection

• CLIN 0002AA: Flat fee for handling uncontested foreclosure activities.
• CLIN 0002AB: Flat fee for labor in connection with accepted Deeds in Lieu of Foreclosure.
• CLIN 0002AC: Flat fee for labor in connection with evictions or other possessory actions.
• CLIN 0002AD: Reimbursement for Out-of-District Costs (ODCs)/Materials for secured debts on an actual cost basis (e.g., service of process, filing fees, appraisals).
• CLIN 0002AE: Attorney Firm-Fixed Hourly Rate for ancillary litigation issues related to secured debt collection. Requires prior written approval from COR/AUSA.
• CLIN 0002AF: Paralegal/Legal Assistant Firm-Fixed Hourly Rate for ancillary litigation issues related to secured debt collection. Requires prior written approval from COR/AUSA.

CLIN 0003 – Bankruptcy

• CLIN 0003AA: Flat fee for labor in connection with Chapters 11, 12, and 13 bankruptcy cases.
• CLIN 0003AB: Reimbursement for ODCs/Materials for bankruptcy proceedings on an actual cost basis.
• CLIN 0003AC: Attorney Firm-Fixed Hourly Rate for ancillary litigation issues in bankruptcy proceedings. Requires prior written approval from COR/AUSA.
• CLIN 0003AD: Paralegal/Legal Assistant Firm-Fixed Hourly Rate for ancillary litigation issues in bankruptcy proceedings. Requires prior written approval from COR/AUSA.

CLIN 0004 – ODCs/materials – returning cases, miscellaneous

• Reimbursement for mailing/shipping cases and other miscellaneous costs on an actual cost basis as directed by the Government.

CLIN 0005 – Travel

• Reimbursement for DOJ-approved travel associated with DOJ-approved training outside the judicial district. Local travel is not reimbursed.
• Reimbursement for necessary travel within a geographically dispersed judicial district (exceeding 50 miles round trip) for litigation or debt collection enforcement activities, requires COR approval.

CLIN 0006 – Miscellaneous Costs

• CLIN 0006AA: Attorney Firm-Fixed Hourly Rate for miscellaneous ancillary activities (e.g., assisting with manuals/guidance) at Government discretion. Requires prior written approval from COR/AUSA.

This document is critical for understanding how services will be priced and compensated. Bidders must carefully review each CLIN to determine how their proposed costs align with the described services and payment structures, particularly noting the requirements for prior written approval for hourly rate work and the conditions for ODC reimbursement.

Form / Attachment / Pricing Sheet

This document is a Confidentiality Agreement for Contractor Employees related to Contract/Order No. 15JPSS. It outlines the terms and conditions under which contractor employees must safeguard sensitive data accessed during contract performance.

• Definition of Data: Includes all information furnished by or originating from the Government, and data first produced by the Contractor under the contract.
• Restrictions: Employees agree not to reveal, publicize, disseminate, or remove data without written permission from the Contracting Officer or COR.
• Post-Employment Obligation: The confidentiality obligations continue after employment under the contract is completed.
• Government Property: Data furnished by the Government is the property of the Government, and employees must surrender such materials upon request.
• Unauthorized Disclosure: Failure to surrender materials or improper conversion may violate 18 U.S.C. 641 (theft of Government property).
• External Release: Prohibits releasing information about contract performance to other clients without express permission.
• Superseding Provisions: Clarifies that this agreement does not supersede existing statutory or Executive order obligations regarding classified information, communications to Congress, whistleblower protections, etc.
• Modification: The agreement may be modified by the Government or require disclosure pursuant to a court order.

Potential bidders should be aware that their employees, if awarded the contract, will be required to sign this agreement. It highlights the sensitive nature of data involved in the contract and the strict confidentiality requirements that will be imposed on personnel performing the work.

Other / Unclassified

This document, "Consolidated Debt Collection System (CDCS) Rules of Behavior (ROB) for General Users Version 3.3," outlines the acceptable use, security, and risk management policies for individuals accessing the Department of Justice (DOJ) Consolidated Debt Collection System (CDCS). It details user responsibilities, security protocols, and consequences for non-compliance.

Potential bidders should review these rules to understand the security and compliance obligations associated with using the CDCS. This includes:

• User Accountability: All users, including contractors, are accountable for their actions and must protect sensitive information, particularly Personally Identifiable Information (PII).
• Data Protection: Strict guidelines are in place for handling, storing, and transmitting sensitive data, including encryption requirements for mobile devices and removable media.
• Prohibited Activities: Users must not introduce unauthorized data, circumvent security controls, or use systems for non-official purposes.
• Reporting Requirements: Security incidents, vulnerabilities, and loss or theft of data must be reported immediately.
• Penalties: Non-compliance can result in disciplinary actions, including removal of system access, termination, and potential criminal prosecution for certain violations related to unauthorized disclosure of taxpayer information.

Understanding these rules is crucial for any contractor or individual who will interact with the CDCS, as adherence is mandatory and violations have significant consequences.

Policy Statement

This DOJ Policy Statement (1400.03) establishes the Department of Justice's policy and procedures for Private Counsel Offices (PCs) under contract for debt collection services. It mandates that these PCs refer eligible post-judgment civil debts to the Treasury Offset Program (TOP).

• Referral to TOP: PCs must begin referring eligible civil debts to TOP.

• Notice of Intent (NOI): Before referring a debt, the debtor must receive an NOI detailing the claim, the intent to collect via administrative offset, and the debtor's rights.

• Debt Eligibility: Debts are eligible for TOP referral 60 days after the NOI is sent, provided they meet specific criteria.

• Non-Referable Debts: Debts that are paid in full, have a balance less than $25, are in foreclosure, or have specific bankruptcy causes of action are not referable to TOP.

• Payment Plans: PCs have the option to add or remove debtors from payment plans to and from TOP, adhering to contract terms.

• Contingency Fees: Contingency fee payments will not be made to PCs for collections received through TOP offsets.

• The policy applies to PCs under contract with the DOJ for debt collection services and overseen by U.S. Attorneys' Offices.

• The Justice Management Division (JMD), Debt Collection Management Staff (DCM), manages this program and oversees PC use of TOP.

• The document outlines the process for referring debts to TOP, including required information and steps.

• It details how debtors can be removed from TOP (e.g., debt paid, bankruptcy, case closed, payment arrangements, death).

• It specifies that TOP offsets can include various federal payments like income tax refunds, salary, and vendor payments.

• Not applicable; this is a policy statement for internal DOJ operations and contracted PCs.

• The document includes a glossary of terms and acronyms, a table of contents, and appendices detailing exempt payments and certification requirements.

• Points of Contact (POCs) for questions are provided, though some details are marked as TBD.

Form / Attachment / Pricing Sheet

This document is the ACH Payment Enrollment Form (SF-3881), used for Automated Clearing House (ACH) payments. It provides instructions for vendors to enroll in the program to receive government payments directly into their bank accounts via electronic funds transfer (EFT).

• Agency Information: Department of Justice details.
• Payee Information: Fields for the recipient's name, address, and taxpayer identification number.
• Financial Institution Information: Fields for bank routing transit number, depositor account title, account number, and account type (checking/savings).
• Instructions: Details on how to complete the form, including sections for the payee and financial institution, and the requirement for the ACH coordinator's signature.

Bidders who are awarded contracts requiring payment via EFT will need to complete this form to receive payments. It outlines the necessary banking and personal information required for direct deposit and emphasizes the importance of accurate information to ensure timely payment. Failure to provide complete or accurate information may delay or prevent payments.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback from clients regarding a firm's performance in debt collection and litigation services. It is used by the U.S. Department of Justice (DOJ) as part of a competitive procurement for their Private Counsel Program.

• Part I (Offeror Information): To be completed by the offeror (the firm being evaluated), including firm name, address, and details of the past performance being referenced (agency/client, contract number, types of debt collection/litigation activity, and duration of services).
• Part II (Evaluator Information): To be completed by the client reference, including their name, title, organization, contact information.
• Part III (Performance Levels): Defines rating scales from Unsatisfactory to Exceptional.
• Part IV (Performance Elements): Evaluates the firm on Quality, Schedule, Cost Control, Management, Small Business Subcontracting, and Regulatory Compliance, with space for narrative explanations.

Offerors must complete Part I and distribute this questionnaire to relevant clients. Clients will submit completed questionnaires directly to the DOJ. This questionnaire is critical for the DOJ's evaluation of a firm's past performance capability in providing legal services for debt collection and litigation. The submission deadline for references is July 1, 2026, at 10:00 a.m. ET. Offerors are responsible for following up with their references to ensure timely submission.

Form / Attachment / Pricing Sheet

This document is a sample Employment Commitment Letter. It is intended to be used by individuals who commit to working for a firm should that firm be awarded a contract in response to Solicitation No. 15JPSS26R00000067, "Private Counsel Debt Collection – Northern District of Texas."

• Date
• To (Recipient Firm Name and Address)
• Reference to the specific Solicitation Number
• Commitment statement
• Signature, Printed Name, and Date fields for the individual making the commitment

Bidders may be required to submit similar commitment letters as part of their proposal. This sample provides an example of the expected format and content for such a commitment.