Collection Agency Services

The vendor is required to provide general collection services for the city’s delinquent accounts and past due invoices.
- Revenue collection services for unpaid and delinquent accounts receivables will include
• Collection of miscellaneous delinquent accounts receivable items where customers have not paid for services or charges from the city
• Collection on delinquent administrative citations where members of the public have not paid for citation(s) issued due to a code violation within the city limits.
• Administrative citations and/or unpaid city taxes and fees associated with cannabis accounts
• Collection of delinquent paramedic and ambulance ground emergency medical transportation service charges.
• Collection of other debts, charges, or monies owed to the city by members of the public and current or previous employees or officials of the city
- The exact range and extent of services is subject to negotiation, but at a minimum must include professional services and dedicated personnel to perform the following of services:
• Firm shall provide collection services for debts owed to the city for delinquent billing.
• Firm shall designate a manager for the city’s account who will be the city’s primary contact with the firm.
• City and city’s contracted third-party vendor shall submit delinquent accounts for collection via email or electronic filing. firm shall provide acknowledgement within five (5) business days of account
placement.
• City shall provide documentation to firm for each account, including name, any available customer information, last known address, account number, and balance due.
• Firm shall make a minimum of two (2) written or telephone contacts for each account within forty-five (45) days of receipt of account.
• firm shall discuss their recommended use of skip tracing on delinquent accounts.
provide a description of the specific tools used to conduct skip tracing.
• Firm shall maintain complete records of each account referred by the city, including all correspondence, documents, account records, transactions and a detailed log of all collection efforts
of actions.
• These records shall be retained for a minimum of three (3) years after termination of collection actions on each account.
• The firm should be able to provide a detailed action plan outlining its backup and disaster recovery
procedures for servers containing debtor data, ensuring data integrity, security, and business
continuity in the event of a disaster.
• Firm shall provide to the city a monthly report on the status of each account including: account
number, customer name, the amount received, the balance due and date of last payment, and the
actions taken on the account.
• Firm should immediately advise the city of any account that is paid in full or deemed uncollectible.
if an account is deemed uncollectible, information regarding this determination must be provided to the city.
• The firm is not entitled to collection fees after it determined that an account is uncollectible, regardless if payment is made to the city.
• Firm shall provide to the city quarterly financial summary reports including totals for receipts, net
accounts receivable, total accounts receivable, and collection percentage.
• Firm shall provide to the city an annual financial summary report as of june 30th (city’s fiscal year
end) including totals for receipts, net accounts receivable, total accounts receivable and collection
percentage.
• This report should be submitted to the city no later than july 31st of each year.
• At any time, all records of the firm pertaining to the city shall be subject to inspection, review, or audit by city, state, or federal officials, during the contract period and for seven (7) years after the
termination of the contract.
• Firm shall guarantee the confidentiality, security and safety of all files, documents and information
provided by the city, except as to disclosure required by federal and state laws and regulations.
• Firm will exercise its best ethical, prudent, lawful, and professional efforts to secure collections on all
accounts referred by the city.
• Collection’s activities shall comply with all federal, state and local laws, and applicable regulations including but not limited to the federal fair debt collection practices act.
• Firm will process all customer payments in accordance with applicable payment card industry (PCI)
security requirements.
• Firm shall be HIPPA (health insurance and portability and accountability act of 1996) compliant and
maintain compliance throughout the term of the contract.
• Firm shall report all uncollectible accounts to the major credit bureaus firm reporting shall comply in accordance with the federal fair credit reporting act (FCRA) regulations which established two types of debt categories: 1) “permissible debt” such as, unpaid utility billings, unpaid paramedic billings, and any unpaid sums relating to city services which were electively sought or contracted for from the city, and 2) “prohibited debt” such as, taxes, licensing and permit fees, towing & impound fess/costs, administrative code violations, and damage to city property
• Firm shall not assign or subcontract any portion of this agreement or transfer or assign any claim,
pursuant to the contract, without the written consent of the city.
• Firm shall make contacts with delinquent accounts under the name of the firm and not the city
• Firm shall instruct consumers to submit payments to the firm and not to the city except
by written agreement by the city.
• Firm shall collect and deposit payments from customers on no later than the 15th day of every month, submit an ach deposit to the city for all monies collected in the previous month, less collection fees, along with a report including the account name and number, amount collected and collection fees.
• Any compromise settlement of principal or charges shall be agreed upon in writing between the firm
and the city prior to acceptance.
• Firm may allow for time payment agreements (payment plans) and may enter into time payment
agreements with consumers for any period less than one year without the consent of the city
• No legal actions shall be taken by the firm without express written consent of the city.
• Firm shall be solely responsible for any and all costs incurred in and associated with the collection of
debts referred to it by the city.
• The event of contract termination or the bankruptcy and dissolution of the firm, all accounts and
documentation relating to city accounts shall be returned to the city, regardless of status or payment
arrangements made with consumers.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 24, 2025