Specifications include, but are not limited to: The following generally describes the “Scope of Services” that will be the successful Collection Agency’s responsibility: a. JCW will assign delinquent active and final accounts to the Collection Agency for collection. The Collection Agency will acknowledge receipt of all forwarded accounts within twenty-four (24) hours of receipt and will use all legal means to effect collection of such accounts. b. When accounts are submitted for collection, JCW will provide the Collection Agency with a file in .txt format via electronic file on a secured FTP site containing at least the following information: • Customer Number • Service location (street address) • Service location City, State and Zip Code • Person number • Customers’ name • Mailing address • Customer phone number(s) • Account Balance • Total record count • Disconnect date (when applicable) • Last Invoice Date; c. The Collection Agency will pay to JCW the full amount collected. The County shall pay the Collection Agency’s collection fees within 30 days of receipt of the invoice. JCW requires a monthly account analysis in summary form and by individual account. The analysis must provide a comprehensive, detailed recap of services performed. For example, services performed may include legal services, pay arrangements, partial payments, full payments, correspondence, etc. The account analysis summary should be accompanied by an invoice. d. JCW may, at its discretion, recall any account at any time upon written notification to the Collection Agency. Written notification will include the following: email notification or correspondence written on JCW and/or Johnson County Legal department letterhead. The Collection Agency shall then suspend collection efforts, either temporarily or permanently as requested by JCW and/or Johnson County Legal department. Collection Agency shall receive no compensation and no penalty shall be paid from JCW to the Collection Agency for accounts temporarily or permanently recalled by JCW or returned to JCW by Collection Agency in accordance with the provisions hereof. In the event that JCW shall recover all or a portion of said accounts by litigation or lien, the Collection Agency shall be due no compensation or penalty payments. e. The Collection Agency will identify accounts worthy of pursuing in court if collection efforts are not successful. f. The Collection Agency shall continue debt collection procedures on all uncollected amounts unless otherwise notified by JCW to discontinue the debt collection effort. g. The Collection Agency will have a primary contact person and other “key” personnel designated as contacts for JCWs and Johnson County Legal staff. The personnel will be available from 8:00 AM to 5:00 PM CT, Monday through Friday excluding holidays. h. The Collection Agency shall provide monthly records management, including, but not limited to: • Account status of all delinquent accounts that JCW has assigned to the agency with an updated status of each account • Summary report reflecting payment types (full or partial) • Notification and summary report of all accounts with a pay arrangement • An invoice to JCW for commission due for monies collected from delinquent accounts • Summary of accounts reported to credit bureaus and subsequent releases • JCW will require one of the following: o A weekly payment file for upload into JCW’s Customer Information System (CIS) using a file format specified by JCW and a corresponding weekly wire transfer. o A daily payment file for upload into JCW’s Customer Information System (CIS) using a file format specified by JCW and a corresponding daily wire transfer. • Debt Settlements must be approved by JCW before acceptance.
