Collections Software

The vendor is required to provide for a comprehensive collection management software system.
- The various collection accounts the software may include, but not be limited to, the following:
• Damage to city property (autos, landscape, traffic signs and signals, utility facilities, etc.)
• paramedic ambulance services
• Returned checks
• Closed utility accounts.
• Returned checks
• Civil citations
• Parks and recreation fees
• Various accounts receivable (fees, charges, permits, etc.)
- System should demonstrate the ability to interface with the city’s various billing systems to extract delinquent account information (ex. account numbers, customer account contact information, amounts due, aging, contact discussions, and payment plans). 
- The system should provide the ability to query accounts based on various criteria to enable the capability of locating them.
- System should also provide a means to assign specific accounts to various collection agencies the city utilizes for assistance when needed. 
- Include various sample reports that can be generated by the system to assist in tracking the status of the various accounts and payments received. 
- The software's ability to archive and purge account data should also be explained and illustrated in the proposal.
- Track payment plans
• Allow for the creation and management of various payment plans, with built-in notifications, automated payment scheduling, and reporting.
- Payment processes
• Real-time integration with current in-person city cashiering system (Tyler cashiering) and Tyler payments for online transactions.
• Include a solution or integrate with an online payment platform that allows customers to submit payments using credit card, ach, or other electronic methods.
- Automated notifications
• Enable automated mail, email, and SMS notifications for overdue balances, payment reminders, and account updates.
- Reporting
• Provide real-time reporting and dashboards to track collections performance, aging accounts, payment statuses, etc.
• Reporting capabilities including customization of system reports, such as changing field names or adding columns, and custom letter templates for correspondence with customers.
- Integration
• Seamlessly integrate with other city applications and systems.
• Support for custom APIs or file-based integrations with third-party systems such as third-party collections services, and third-party receivables systems currently used across the city including Tyler Munis ERP system, c2m utility system, Tyler enterprise permitting & licensing, Wittman paramedics system, and fire recovery system.
- Data conversion
• Extraction of existing legacy data from CUBS collections
• Data cleansing, transformation, and validation
• Identify and document data mapping of legacy data fields to the new system
• Loading of data into the new system
• Ensure data integrity and consistency
• Document of conversion logic and exceptions
- System features:
• Detailed description of the proposed collections management system, including functionality, system architecture, and key features.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: July 7, 2025