25-406315 - COLLECTION AGENCY SERVICES

Interested contractors are invited to respond by providing the information requested in this RFP. Responses shall be in the form of a proposal, which defines any consulting services that the contractor proposes to offer to the City. The proposal should demonstrate an understanding of the professional services requested and describe the services the contractor is able to provide.

Contractor agrees to accept award of the agreement based upon the candidate’s proposal and price and execute the City’s standard general services agreement if selected as the top candidate. It is the responsibility of each contractor, before submitting a proposal, to thoroughly examine the City’s standard general services agreement attached to the RFP/RFQ.

More than one proposal from an individual, firm, partnership, corporation, or association, under the same or different names, will not be considered. If the City believes that collusion exists among the contractors submitting proposals, all proposals will be rejected. Proposals submitted after the due date and time will not be accepted.

At a minimum, the proposals shall comply with the General conditions in section VIII and provide the following:

1. 1. Be verified by the contractor before submission to ensure the proposal is accurate and satisfies the RFP/RFQ’s requirements for submittal;
2. 2. Be signed by a responsible officer for the contractor;
3. 3. Acknowledge the contractor has reviewed the general conditions in section VII and agrees the proposal shall remain open for a minimum of 150 calendar days from the Submittal Deadline.
4. 4. Acknowledge the contractor has reviewed the City’s standard general services agreement attached to the RFP/RFQ and a statement that contractor agrees to sign the agreement, as written without modification if awarded;
5. 5. Provide a comprehensive list of services offered and if necessary, an explanation of how those services satisfy the professional services requested in this RFP/RFQ;
6. 6. List the contractor’s key personnel and local supervisors expected to provide the services to City. Qualifications of staff proposed for the assignment, their position in the Agency, and types and amount of equivalent collection experience. Be sure to include any municipal agencies they have worked with and their level of involvement. A description of how overall supervision will be provided should be included (this can be included as part of an attachment).
7. 7. A description of the methodology that would be followed in carrying out the Agency’s responsibilities. Clearly describe all collection services you propose to provide to the City. As a part of the description, identify the responsibilities of the City and the responsibilities of the Agency. Also describe the coordination required between customer, the City, and the Agency if an account is assigned. Please provide any additional information or suggestions that will aid in the City’s selection process.
8. 8. Provide sample copies of the type of reports the City could expect to receive from the Agency for each major source of revenue (previously listed). Each report should be clearly marked as to the type of information the particular report is trying to convey (this can be included as part of an attachment). A monthly report on the amount assigned, the amount collected, the amount returned, and the overall collection rate is required.
9. 9. Provide sample letters to be sent to delinquent accounts. Be sure to indicate what collection method each letter pertains to (this can be included as part of an attachment)
10. 10. Identify references from other governmental entities for whom contractor has provided the same or similar services in the past twenty-four (24) months, including a description of the services performed and the names, telephone numbers, addresses, and email addresses;
11. 11. A statement as to the ability of the Agency to make collections in all fifty states and the Agency’s ability to file reports with all three national credit bureaus.
12. 12. Clearly describe and outline your fees for the services. Be sure to differentiate the fees between the various collection methods being proposed.
13. 13. A statement of the dollar amount of an account under which your Agency will not actively pursue regular collection and/or legal action.
14. 14. Billing and payment expectations including timing and method of payment.
15. 15. Provide overall information to show the average number of days required by your Agency to complete a collection and forward the monies to your customer. In addition, list historical collection percentages achieved by your Agency for the various sources of revenue listed in the RFP.
16. 16. A statement of the services your Agency feels differentiates you from other agencies.
17. 17. Disclose any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to the firm, management, or employees of the firm or other persons relative to the services to be provided under the agreement for services to be awarded pursuant to this RFP/RFQ. If a contractor has no conflicts of interests, a statement to that effect shall be included in the Proposal;
18. 18. Provide evidence that the contractor has sufficient financial resources to provide all work necessary to complete the services offered;
19. 19. Provide contact information, including telephone, fax, and e-mail address.