Collection Agency Services

The vendor required to provide collection services on an as-needed basis.
- Collecting outstanding amounts
•    Pursue reasonable collection effects in a professional, vigorous manner using letters, phone calls, emails, and other legal methods.
•    Offer repayment plans
- Manage accounts
•    Keep track of all payments and update account info.
•    Return uncollected accounts with a detailed summary of collection attempts.
•    Shall not litigate or compromise any undisputed debt for less than its full value.
•    Any debt vendor deems collectible through litigation is to be authorized by agency before any further collation effects pursue.
- Stay compliant and professional
•    Follow all applicable federal, state, and local law, rules and regulations.
•    Maintain appropriate records, including financial records that can be audited.
•    Be respectful and professional with everyone you contact.
•    Provide a written in-depth clear process for handling disputes or complaints.
•    Maintain current licensure and any appropriate bonding as a collection agency with the state.
•    Collection fee: fees shall not exceed the amount allowed by the TCA 40-24-105.
- Keep agency informed
•    Provide regular updates — monthly, quarterly, or as needed — that show:
o    Total collected
o    Outstanding collections
o    Any disputes or issues
•    Be able to adjust reports if need different formats or data.
•    Provide notification to agency during same business day of any file transmission errors or system interruptions.
- Use secure and modern tools
•    Maintain data safe and secure at all times.
•    Provide a secure easily accessible website to real-time account status.
•    Follow any data privacy laws that apply
- Technical details
•    Be able to securely send and receive data (via encrypted files, secure portals, etc.).
•    Work with common formats we use, like excel, csv, or xml.
•    Keep systems secure and have backup plans in place.
•    Be open to syncing or integrating with our current systems, as applicable.

- Contract Period/Term: 2 years