Collection Agency Services

Location:	California
Posted:	Mar 31, 2026
Due:	Apr 21, 2026
Agency:	Coalinga city
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

City of Coalinga

COLLECTION AGENCY SERVICES

Release Date: March 31, 2026

Submission Deadline: April 21, 2026 by 5:00 PM PST

Contact

Mai Vang, Financial Services Director

Email: mvang@coalinga.com

CITY OF COALINGA

REQUEST FOR PROPOSAL

COLLECTION AGENCY SERVICES

Section I: General Information/Overview

A. Overview

The City of Coalinga is seeking the services of a qualified and experienced full-service Collection Agency to provide

collection services for unpaid and delinquent account receivables for the City which include damage to City property

invoices, returned checks, utility services, service fees, and other miscellaneous receivables. It is anticipated that the term

of the services to be awarded will be for three (3) years with an option to renew for two (2) additional years.

B. Description of the Government

The City of Coalinga was incorporated in 1906 and operates as a general law city with a Council-Manager form of

government, focused on providing municipal services to roughly 18,000 residents. A five-member City Council, elected by

citizens, governs the city, sets policy, and appoints a City Manager to oversee daily operations, with a strong focus on

community development, public safety, and financial stability.

C. Proposal Content and Format

Proposals must be for the entire scope of services stated in this RFP. Incomplete proposals will not be considered.

1. Title Page

Page showing the Request for Proposal’s subject, the firm’s name, the name, address, e-mail address, and

telephone number of a contact person; and the date of the proposal.

2. Table of Contents

3. Cover Letter

Provide a letter of introduction, approximately one (1) page in length, stating the proposer’s

understanding of the work to be done, a statement why the firm believes itself to be best qualified to

perform the engagement, state of incorporation, name of owner(s) and principal party(ies), number and

position title of staff. Information regarding any collection associations of which the proposer and its staff

are members should be included. This letter shall be signed by an officer of the bidding firm authorized to

bind the firm to all commitments made in the proposal.

4. Qualifications of staff proposed for the assignment, their position 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. A brief

summary discussing the firm's qualifications and relevant experience.

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5. List of references (at least 4) of present clients for comparable work performed, including a summary of

similar engagements with other governmental agencies.

6. Is the agency able to make collections in all 50 states and the agency’s ability to file reports with all three

national credit bureaus?

7. Provide sample copies of the agency’s current monthly statement of accounts that are available to your

clients.

8. Provide sample copies of the agency’s monthly aging report by delinquency length (30, 60, 90, 120+ days)

9. Provide three different sample letters to be sent to delinquent accounts.

10. A description of your agency’s collection methodology, how many agents you will use in our collection

effort, the geographical area you service, and an outline of your agency’s collection success rate.

11. The City of Coalinga shall incur no cost for this program. Agency fees will be collected directly from the

debtor. Clearly describe the agency’s contingency-based fee structure (percentage of the amount

collected), any legal action fees, and any other charges associated with the collection process.

12. A statement of the dollar amount of an account under which your agency will not actively pursue regular

collection and/or legal action.

13. Provide information if notices are available online and searchable by account for City of Coalinga to

access.

14. A statement of the services your agency feels differentiates your agency from other agencies.

D. Instructions/Conditions/Legal Requirements

1. Agency agrees that failure on its part to list all cost components related to the service will not be accepted by

the City as an acceptable justification to re-quote the proposal. Agency acknowledges that the original proposal

and costs provided stand. However, the agency has the option of withdrawing a proposal at any time until a

final contract is executed.

2. The City of Coalinga has outlined the requirements herein in as much detail as is currently known. Please provide

any exceptions, additional information, or suggestions that will aid in the City’s selection process (attachments

are acceptable).

3. The agency shall provide collection services as outlined in the specifications section of this RFP.

4. Agency shall defend, indemnify, and hold harmless the City of Coalinga, its officers, officials, employees, and

volunteers from and against any and all claims, damages, losses, liabilities, and expenses, including reasonable

attorneys’ fees, arising out of or related to Agency’s performance of services, including but not limited to

violations of applicable laws, data breaches, or negligent acts or omissions.

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5. The City reserves the right to negotiate terms and specifications/scope of work with the highest ranked agency

or piggyback on any existing governmental contract. If an agreement cannot be negotiated the City reserves the

right to negotiate with any other finalist.

6. Agency shall identify those services, if applicable, that will be outsourced to a subcontractor and receive

approval prior to assigning the services. The prime Agency will be responsible for verifying the qualifications and

validity of licenses, permits, and quality of work for any outsourced work to subcontractors. The prime Agency

is also responsible for paying its employees and any subcontractors the prime Agency hires.

7. The selected agency shall enter into a Professional Services Agreement with the City.

8. At the time of execution of the contract, the selected agency is obligated to provide evidence of insurance

liability to include: Workers Compensation, General Liability, Automobile Liability, and Professional Liability in

the amount of $1,000,000 per occurrence.

9. The successful agency shall be an independent firm, and nothing shall be construed to cause the agency to be

deemed or represent itself as an agent or employee of the City.

10. Any evidence of collusion among agency’s acting illegally to restrain freedom of competition by agreement to

propose fixed price, or otherwise, will render the proposal of such agency void.

11. The term of the contract shall commence upon award by the City. The City of Coalinga intends for this service

to result in a three (3) year contract, which will have two (2), two-year options to renew. Each renewal period

will be for two (2) years. The City of Coalinga will grant extensions for each of these years on a two (2) year basis,

subject to prior review and approval.

12. The contract between the agency and the City of Coalinga is non-transferable. The agency shall under no

circumstances assign the agreement without written permission of the City. The agency shall notify the City, in

writing, of any changes in business ownership at least thirty (30) days prior to said change.

13. The City reserves the right to add additional accounts receivable collection items to the existing contract. Agency

agrees pricing will be the same for any additional receivables.

14. The agency is required to carefully and fully investigate all the requirements of the RFP. By submitting a proposal,

the agency represents and certifies to the City that such investigation has been completed and that it fully

understands the specifications/scope of services.

15. The City will not reimburse agency for any costs involved in the preparation and submission of proposals.

Furthermore, this RFP does not obligate the City to accept or contract for any expressed or implied services.

16. If a requirement cannot be met by an agency, then the agency should submit a ‘no proposal response’ for the

items affected. Alternate or equivalent items may be submitted for consideration by the City, unless otherwise

specified.

17. All submitted proposals and information included therein or attached there to shall become public records upon

contract award.

18. The specifications/scope of services is a suggested list only. If agency needs to revise or make additions,

computer or typed alterations are allowed as long as the City format is maintained.

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19. The City reserves the unilateral right to amend, cancel, or reissue this RFP in writing at any time.

20. Disclosure: Materials submitted by Professionals are subject to public inspection under the California Public

Records Act (Government Code Sec. 7927.000 et seq.), unless exempt. Any determination that a document is or

is not a public record pursuant to the Public Records Act shall be decided solely by the City. In the event the

Professional believes a document or record to be confidential, the Professional shall mark the document in a

conspicuous location as “CONFIDENTIAL” before providing it to the City.

21. Any questions regarding this RFP should be referred to Mai Vang, Financial Services Director via email at

mvang@coalinga.com.

E. Schedule for RFP Process

Date and Time

March 31, 2026

April 9, 2026 by 5 PM PST

April 17, 2026

April 21, 2026 by 5 PM PST

April 22 – May 1, 2026

May 8, 2026

May 21, 2026 (or after)

Process Steps

Request for Proposal released

Deadline to submit questions to City of Coalinga

Reponses to Questions Posted

Proposal Submission Deadline

Evaluation of Proposals

Notification of Awards

Contract Start Date

Section II: Evaluation and Award

A final contract will be awarded to the most competitively priced and qualified proposal. The City reserves the right to

select the appropriate firm based on the most qualified proposal. The determination of the most qualified and most

competitively priced proposal may involve all or some of the following factors:

1. Qualifications of Firm (20%)

Strength and stability of the firm; strength, stability, experience and technical competence of for

handling collections for public agencies of a similar size, particularly with utility services and service

fees.

2. Related Experience (15%)

Experience in providing services similar to those requested herein; experience working with public

agencies; size of the agency; assessment by client references.

3. Key Performance Indicator/Reporting (15%)

Ability to track, measure, and report performance through clearly defined metrics.

4. Technology (10%)

Availability and the use of secure technology for customers and the City.

5. Compliance (10%)

Adherence to all applicable federal, state, and local laws and regulations governing debt collection

and data privacy, including FDCPA, CFPB Regulation F, CCPA/CPRA, TCPA, and FCRA. This includes

policies demonstrated, training, and internal controls to ensure lawful, ethical, and secure collection

practices.

6. Completeness of Response (10%)

Completeness of response in accordance with RFP instructions; exceptions to or deviations from the

RFP requirements; inclusion of required licenses and certifications.

7. Competitive Cost and Price (10%)

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Collection Agency Services
Category:	RFP/RFQ's Solicitations
Status:	Open