Receivables Collection Services

The Vendor is required to provide to identify damages to state property, research and investigate the individual or party liable for the damage, and bill and collect on state property damage claims on state interstate and state highways.
- The contractor shall collect, match, and maintain damage and cost information related to the following state property:
• Light and utility poles 
• Traffic signal poles 
• Signs 
• Guard and cable rails 
• Concrete highway barriers
• Vehicle debris and cargo
• Embankments 
• Curbs 
• Delineator posts 
• Fences 
• Barricades and gates 
• Crash cushions and traffic barrels 
• Attenuators 
• Department vehicles and equipment 
• Other state highway property and installations specified in the accident report narrative 
• Damages to department bridges
- Identification of responsible individual or party and collection of damages contractor shall: 
• Identify the individual or party who caused the damage
• Identify available insurance coverage(s) 
• Open insurance claims when needed and submit claim packages 
• Identify and invoice the individual or party responsible for the damages 
• Complete and submit on a timely basis victim restitution affidavits to local courts
• Actively pursue collection from uninsured motorists and recipients of department extra-legal dimension (oversized and overweight vehicle) permits in strict adherence to applicable federal and state laws, rules, and regulations. 
• The state and contractor will develop a recollection process for instances of any chargeback or returned check.
• Adhere to state rules and interact with department legal and other department personnel as appropriate to support and assist with state legal action, resolve disputes, respond to subpoenas, and negotiate settlements. 
• Have in place and maintain it systems and software with capabilities to establish automated electronic data transfers with department asset management and financial systems.
• In all claims management, billing and collection activities assume the role of representing department in a manner that reflects positively on the agency in areas including, but not limited to, communication and customer service with the public as well as interactions with insurance carriers, courts, and other state agencies and departments.
• Provide department with all documentation between the contractor and other parties on any claim.
• The contractor will remit any funds collected for department on a monthly basis and will include information on what claims were recovered.
- The payment written commitment, contractor will electronically forward the claim information to department fiscal division accountant in a mutually agreed upon file format so that department fiscal division accountant may create corresponding customer records in its accounting system and forward to selected third party collection service.
-  High risk collections unless otherwise directed by department administration division, in writing, contractor shall not invoice and pursue recovery for accidents and events involving
• An department employee injury,
• Department fleet, allied equipment, or real property, 
• Department real property, boilers, and machinery (mechanical), 
• Losses caused by a weather condition to highway and real property including boilers and machinery (mechanical), 
• Tort or contract claims once department or the contractor receives notice of the legal action,
• Hazardous materials, 
• Fatalities,
• Damages to properties that are not directly owned by department (when an event arises that involves department property in conjunction with the property of other parties, the contractor will only seek recovery for damages that are directly identified by department as belonging to department, unless otherwise directed by department), 
• Damages that involve intergovernmental agreements (IGA'S), memos of understanding (MOU'S), and contracts executed by department for management, construction of department infrastructure, buses, leased fleet or allied and leased properties that require an evidence of property as identified by department,
• Damages that involve state of property, vehicles, and equipment that is not owned by department, including, but not limited to, fleet vehicles, real property owned by the state, and any property identified to be owned by another government entity, including counties or cities,
• Any accident and event that department, in its sole discretion, in writing, gives notice will be handled by department CFA department instead of contractor.
- Documentation and records retention
• Invoices 
• Repair costs and estimates
• Accident reports
• Insurance company claim acknowledgement letters
• Victim restitution affidavits 
• Dunning letters 
• Written notes documenting contacts and correspondence with customers, insurance companies and courts 
• Payments, including copies (photos or electronic image) of all payment instruments i.e. checks, money-orders, and credit card transactions.
- Reporting: possess adequate systems and flexible capabilities for reporting on their claims management, billing and collections activities
• Monthly and YTD summary reports listing the number of claims and recovered dollar amounts of new incidents, billed and unbilled 
• Monthly and YTD summary reports of new incidents listing the number of claims and recovered dollar mounts billed by type of damage, as determined by department
• Monthly and YTD summary reports of new incidents listing the number of claims and recovered dollar amounts billed by region 
• Monthly and YTD summary reports listing the number of claims and recovered dollar amounts 
• Monthly and YTD summary reports listing the number of claims and recovered dollar amounts by type of damage 
• Monthly and YTD summary reports listing the number of claims and recovered dollar amounts by region 
• Open invoice report broken out by department area 
• Cumulative summary of payments report that compares amounts paid to the month of invoice 
• Reporting listing claims referred to department
• Summary report of incidents awaiting repair and cost information from department regional personnel 
• Report listing negotiated settlements with the reason for each settlement
• Individual detailed report per claim.