The City of West Sacramento intends to obtain the services of a full-service collection agency ("Agency") to provide revenue collection for unpaid and delinquent accounts receivable to include, but may not be limited to: A. Collection of miscellaneous delinquent accounts receivable items where customers have not paid for services or charges from the City (e.g. Transient occupancy taxes, work order billing, false alarm, permits, rent/lease payments, citations, returned checks, business licenses, miscellaneous receivables, etc.). B. Utility billing (water, sewer, and refuse) receivables. The range and extent of the services is subject to negotiation, but at a minimum must include the services and personnel to perform the following scope of work: A. City shall provide documentation to Agency for each account, including name, any available customer information, last known address, account number, and balance due. B. Agency shall make a minimum of two written or telephone contacts for each account (unless the account clears sooner) within forty-five (45) days of receipt of account. C. Report, correct and/or delete credit bureau reporting and provide evidentiary documentation to the Finance Department. The City retains the right to recall any accounts assigned for collection without charge or penalty from the firm. Upon recall by the City, no further collection efforts on recalled accounts will be undertaken. If the account being recalled has been reported to any credit bureau, it is expected to be immediately cleared from the customer’s credit report and provide written confirmation of such upon request. D. Comply with Federal and State regulations regarding fair debt collection practices. Collection shall be conducted ethically and legally with the highest level of customer service. E. Maintain separate files for each account for audit purposes. Auditing of any and all assigned records is at the discretion of the City. F. Maintain confidentiality on all accounts assigned by the City. G. Maintain a disaster recovery plan to protect the City’s receivables and the confidentiality of the information contained therein. H. Accept data from the City in electronic formats. The assignment will include the following information, if available, and any other relevant information in the City’s possession at the time of referral as deemed appropriate: name(s), address, type of account, unpaid balance, date of birth, and driver’s license (if on file), phone numbers, account numbers, and account start, date of last bill, date of last payment, email address, and stop dates. I. Immediate return of all accounts still pending upon termination of the contract by any party. J. Accept and process credit card payments via telephone. Accept and process electronic payments from debtors. The Agency is responsible for all costs associated with this service, including but not limited to the payment of the merchant’s discount fee. K. Bear all expenses and costs incurred to affect collection of any account referred to them by the City, including but not limited to litigation and transportation. L. Remit monthly to the City all monies collected, less collection fees. Remittance should include a breakdown by the debtor and type of account. 1. When possible, the City would like to pass all collection fees to the customer. The City should not bear any of the cost of collections. M. Provide monthly reports detailing: 1. Status of each account with customer pertinent information. 2. Monthly status of accounts, including assigned and current balance. 3. Collection received during the month. 4. Total amounts in collection. 5. Percentage of recovery in comparison to the total dollar value of assigned accounts 6. On a needed basis, ad hoc reports as requested, including but not limited to collections, legal actions, adjustments, updated addresses, and corrections. N. Provide to the City an annual financial summary report as of June 30 (City’s fiscal year end) including totals for receipts, net accounts receivable, total accounts receivable, and collection percentage. This report should be submitted to the City no later than July 30th of each year.
