Collections and Accounts Receivable System

The Vendor is required to provide install, and maintain a replacement software as a service (SaaS) solution for agency legacy collections system (referred to as the collections and accounts receivable system).
- The replacement collections and accounts receivable system (CARS or system) will be utilized for uploading delinquent accounts from various departments, assigning accounts, tracking collection activity, sending dunning notices, referring accounts to other agencies, posting, distributing, reconciling, and reporting payments.
- System implementation strategy that identifies the best approach for implementation and rollout.
- Tracking must include description, current status, severity level, anticipated correction date, and documentation of final resolution of all identified issues;
- Tracking must include the probability of those risks occurring, potential consequences (e.g., impact to schedule and cost) and risk mitigation strategies;
- Transfer to production environment the successfully tested system software.
- The CARS to enforce the financial orders of the court through collection and distribution of restitution, fines, and fees.
- CARS also produces the required production reports for the payments received, disbursed, and transferred.
- Accountants process restitution payments to the victims through an interface with another system and transfer the collected fees and fines to probation.
- Restrict access based on configurable end user profiles.
- Perform queries on all data fields within the database. In addition, end users must have the ability to run ad hoc reports on any data field in the database.
- Allow end users to export data as needed in file formats specified by the agency such as, comma separated value (csv), delimited, excel, portable document format (pdf), etc.
- Build queues and prioritize accounts based on status codes including, but not limited to, broken payment arrangements, newly assigned accounts, and previous day’s work that was not completed.
- Set up daily queues, display status of queues, and have queues update in real-time.
- Schedule accounts for future follow-up action(s) by date and/or the time of day.
- Change queue assignments using workflows based on account status changes and client codes.
- Set up custom data fields without requiring custom programming. 
- All data fields must be available for use in letters and notices.
- Customize screens that display both standard and custom data fields without requiring custom programming.
- Access on-line descriptions/definitions of all collection and accounting codes and letter names.
- Search function based on specific criteria and data fields specified by the agency.
- Print screen function on all screens.
- Fill out on-line claims, ability to pay form, financial statements, and request forms.
- Integrate with automated dialer technology (e.g., amazon web services cloud contact center).
- Edit business rules without requiring custom programming.
- Edit list box data values and addition of fields and database columns without requiring custom programming.
- Assign queues of accounts to collectors, based on assignment workflows, and track the movement of accounts from one queue to another.
- Categorize different types of charges including, but not limited to, principal, interest, cost, and fees within an account and to set the priority for payment posting based on the account type/client.
- Assign individual account numbers to co-responsible debtors, track collections from all debtors, and alert when the full balance of the account is collected.
- Interest may be based on the account type (e.g., defaulted loan) or judgment interest on legal accounts.
- The End Users must be able to record/track the payment source of each payment, e.g., cash, check, electronic payments, tax intercept payments, OCA payments, etc.

- Contract Period/Term: 5 years
- A Virtual Mandatory Proposers Conference Date: July 31, 2025
- Questions/Inquires Deadline: August 1, 2025