Debt Collection Services

The vendor is required to provide debt collection services to assist the city in the collection and debt recovery of its unpaid bylaw notice enforcement infraction and delinquent sundry accounts receivable.
- The successful Proponent:
• Will work in close co-operation with, and to the requirements and satisfaction of the City to provide professional collection services;
• Will make contact(s) with delinquent account holders under the name of the collection agency;
• Will use up-to-date collection systems and be able to undertake negotiation and legal action as part of the comprehensive collection process;
• Will observe debtor rights within the constraints of all provincial and federal laws, statutes and regulations whether municipal, provincial or federal including the business practices and consumer protection act and regulations thereto; and
• Shall not, under any circumstances, use any threats, intimidation, or harassment of a debtor in the collection of accounts or violate any other applicable governmental guidelines.
- Account Maintenance: The city will work with the successful proponent to ensure all current relevant information being held on the account is provided to aid in the collection; this information will be provided in an electronic format as agreed upon; there will be no hard copy or electronic copy of the invoice provided unless requested; the successful proponent will outline the pertinent information that is required for each type of account to increase the ability of collection.
- Preparation and maintenance of a database: at its own expense, the successful Proponent will establish and maintain a database for the City concerning each account referred, collection efforts made on the account, full transaction details, including payment details and interest calculations, if applicable.
- Documentation of Contacts: All contact made by the successful Proponent with the debtor shall be documented and maintained in the database.
- Recall of Accounts: The city may cancel an account or reduce/amend the amount due on any account referred at any time; cancelled accounts will not be subject to collection fees; collection fees for reduced/amended accounts will be based upon the reduced/amended balance.
- Uncollectible Accounts: Uncollectible accounts shall be returned to the city with a transaction listing detailing the efforts to collect and reasoning to why the account is uncollectible.
- Out of Province Debtors: The city does have a small component of out of province debtors; the ability to collect from debtor’s regardless of location (i.e. be licensed and bonded as required by regulation in each Canadian province and territory, or other geographical areas where a debtor may be located) would be an asset.

- Contract Period/Term: 3 years