Debt Collection Services

The vendor is required to provide to assist the district in the collection and debt recovery of its unpaid bylaw notice enforcement infraction and delinquent sundry accounts receivable.
- Innovative ways to minimize the non-payment of customer accounts as well as to minimize the number of accounts being sent to collections.
- Provide proposals which could include limiting the length of time accounts are held by the agency and/or providing secondary resources of collections.
- Accounts may be listed with a collection agency after district staff has exhausted all avenues of collection available to them.
- Services include:
• Will work in close co-operation with, and to the requirements and satisfaction of the district 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.
• A signed access to information agreement to protect the integrity of information received by the district through a third party such as ICBC; 
• A primary contact person and contact information (name, phone number, email) that would be available for meetings during the district’s normal business hours of Monday – Friday, 8:00am – 4:30pm PST (excluding statutory holidays);
• A description of current skip tracing techniques and access to multiple databases to locate debtor (includes out of province/country tracing);
• An option to register customers with a credit bureau (state which are available and process currently in place);
• 24/7 online account payment ability, while meeting all applicable legislative and security requirements relating to online payments, such as PCI security standards;
• Hours of operation that enables debtors to contact the successful proponent via toll free number during Pacific Standard Time;
• Telephone collection in the English language (or other languages as required);
• Letters of demand, legal presentation and assign judgements;
• Compliance with all regulatory requirements applicable to collection agencies such as freedom of information and privacy protection act (FOIPA) and commit to the requirements of the business practices and consumer protection act, prohibited debt collection practices; and
• Verification/obtaining information regarding residential tenancy applications.
• Assume all expenses necessary to carry out the Collection Services including, but not limited to, the pre-collection letter, postage, envelopes, stuffing, paper, pre-printed forms, telephone charges, etc.
- Preparation and maintenance of a database: at its own expense, the successful proponent will establish and maintain a database for the district concerning each account referred, collection efforts made on the account, full transaction details, including payment details and interest calculations, if applicable.
- Provide the District with management reports on a monthly basis and an annual report at the end of each calendar year.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 8, 2025