Debt Collection Services

The vendor is required to provide that debt collection services formally demanding payment of each collection item and seeking an arrangement satisfactory to the city under which the collection item will be paid;
- Skip tracing on returned mail with collection efforts to follow, if necessary;
- Handling and processing all customer calls;
- Sending all notices to customers;
- Receiving and processing all correspondence when applicable;
- Receipt and processing of payments;
- Reporting to major credit bureaus where appropriate;
- Maintenance of appropriate records, including auditable financial records and logs of customer complaints.
- The successful proposer must be prepared to devote substantial personnel time and resources to this undertaking to assure a major, aggressive but professional and courteous effort is made to collect the collection items without delay;
- Legal services for accounts authorized; and
- Monthly reporting, tracking and updates to the city for each city department as requested.
• Acknowledgment of new accounts submitted
• Status of all accounts submitted
• Accounts no longer being pursued and the reason
• Active accounts showing the amount submitted, amount paid in the current period (30 days), amount paid to date, balance remaining on the account, and the amount of commission resulting from any current payment.
• Summary report detailing by year the number of accounts and amounts placed in collection, and commission to date.
- Have established internal computer systems to accept and communicate with all city computer systems to provide acceptance and information of city’s file transmissions.
- Accept any account submitted to the agency regardless of account amount or age of receivable.
- Provide notification to the city during the same business day of any file transmission error or system interruption, and verification to the city of receipt of the completed file transmission.
- Provide primary and secondary contact to the city for daily operational issues.
- The successful proposer(s) shall meet with the city at least biannually or as often as required by the city.
- Only upon approval by the city’s chief financial officer or designee will the agency pursue legal action for collection.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 21, 2025