Debt Collection Services

COSUMNES COMMUNITY SERVICES DISTRICT
REQUEST FOR PROPOSALS (RFP)
FOR
Debt Collection Services
(FD-27-001)
Release Date: May 14, 2026
Proposal Deadline: June 11, 2026, by 12:00 pm (PST)
Proposals must be received via email at the email address below by the deadline.
Timory Moritz, Management Analyst
Email: TimoryMoritz@CosumnesCSD.gov
Phone: 916-405-7122
Cosumnes Community Services District
8820 Elk Grove Blvd.
Elk Grove, CA 95624
PLEASE READ: Ukraine/Russia-Related Sanctions Compliance. Consultant/Contractor is aware of
the requirements of California Executive Order N-6-22 ("Ukraine/Russia-Related Sanctions), which
obligates consultants/contractors to comply with existing economic sanctions imposed by the U.S.
government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state
law. The Services may be subject to compliance monitoring by the District. It shall be the
consultant's/contractor's sole responsibility to comply with all applicable economic sanctions.

Cosumnes Community Services District
FD-27-001 Debt Collections Services
SECTION 1 - PURPOSE
The Cosumnes Community Services District ("District") is soliciting proposals from qualified vendors to
provide contracted debt collection services for ambulance transport, fire prevention, and related
services delivered by the Cosumnes Fire Department. The selected proposer must demonstrate
established experience in delivering debt collection services in compliance with federal, state, and local
regulations.
SECTION 2 - DISTRICT PROFILE
The District is located in California's Central Valley, within the southern part of Sacramento County,
approximately four miles south of the Sacramento City limits. The District is the largest community
services district in California, encompassing 157 square miles and serving an estimated population of
210,000 residents.
The District serves as a regional agency providing fire protection services to the cities of Elk Grove and
Galt, as well as to unincorporated areas in southern Sacramento County. Additionally, the District
provides parks and recreation services exclusively to the Elk Grove community.
The District is committed to improving the quality of life for residents, businesses, visitors, and
employees in the diverse community by protecting lives, property, and the environment through superior
fire suppression, emergency medical services, fire prevention, and special operations response; and
by providing well-maintained parks and recreational opportunities that support health, wellness, and
social interactions.
The District is comprised of four main departments:
Office of the General Manager
Finance and Information Technology Department
Parks & Recreation Department
Fire Department
Fire Department
The Fire Department saves lives and protects the community through prevention, preparedness, and
timely, courteous, and effective emergency response. Both Emergency Medical Services (EMS) and
Fire Prevention are significant revenue sources for the District.
Table 1 - Emergency Medical Services (EMS)
Calendar Year 2024 and 2025
Total Billable Calls by Type 2024 2025
Advanced Life Support (ALS) 7,258 7,305
Basic Life Support (BLS) 5,190 5,216
First Responder 2,005 2,124
Assessed/Treated, Non-Transport 2,672 2,759
Total Collection Account Placement (Cumulative)
Number of Accounts Listed 4,313
Amount Listed $2,569,512.18
1

Cosumnes Community Services District
FD-27-001 Debt Collections Services
Table 2 - Fire Prevention
Calendar Year 2024 and 2025 (Cumulative)
Total Collection Account Placement by Service Type
State Mandated Inspections 183 for $109,000/year 6% *
Operational Permit Inspections 206 for $100,000/year 16% *
* Percentage % of invoices that exceed 90 days prior to payment
SECTION 3 - SCOPE OF SERVICE
The District is requesting proposals from qualified vendors for collection services for ambulance
transport, fire prevention, and any other outstanding debts owed to the District. The submitting vendor
("Proposer") must ensure that the product submitted meets or exceeds the minimum requirements
detailed in Exhibit A - Scope of Service.
Award of Contract
The District will award the contract to the Proposer, or Proposers, that is most advantageous to the
District. The Board of Directors of the Cosumnes Community Services District reserves the right to
reject any or all Proposals and to waive any informality in any Proposal. The District reserves the right
to choose one or more vendors for the services.
SECTION 4 - RFP OVERVIEW
RFP Timeline
The District will endeavor to administer the RFP process in accordance with the terms and dates
outlined below (Table 3); however, the District reserves the right to modify the terms, activities, timeline,
or any other aspect of the process at any time as it deems necessary.
Table 3 - RFP Schedule of Events
EVENT DATE/TIME
RFP Posted May 14, 2026
Deadline for Questions May 28, 2026, 4:00 pm (PST)
Answers to Questions Posted Online June 5, 2026, 4:00 pm (PST)
Deadline for Submission June 11, 2026, 12:00 pm (PST)
Demonstrations/ Interviews (if needed) July 15-16, 2026
Contract and Collection Term Start Date November 4, 2026
The District reserves the right to modify the proposed timeline at any time as it deems necessary.
RFP Coordinator
All communications concerning this RFP must be submitted via email to the RFP Coordinator identified
below. The RFP Coordinator will be the sole point of contact for this RFP.
Timory Moritz, Management Analyst
Email: TimoryMoritz@CosumnesCSD.gov
Phone: 916-405-7122
2

Cosumnes Community Services District
FD-27-001 Debt Collections Services
RFP Amendment and Cancellation
The District retains the exclusive right, at its discretion, to modify this Request for Proposal (RFP) in
writing at any point. Furthermore, the District reserves the right to cancel or reissue the RFP at its sole
discretion. In the event of an amendment, the District will notify all Proposers of the changes and publish
the notice on its official website at www.CosumnesCSD.gov/Bids. Proposers are expected to respond
to the final written RFP, along with any exhibits, attachments, and amendments thereto.
RFP Questions - Directions for Submission
All specific inquiries regarding the Request for Proposal (RFP) should be directed via electronic mail to
the designated RFP Coordinator before the "Deadline for Questions." Such inquiries must precisely
specify the relevant section of the RFP and include the page number(s) relevant to the question. Both
the submitted questions and the District's responses will be published on the District's official website
at www.CosumnesCSD.gov/Bids.
Proposal Submittal
Proposers must submit their proposals no later than the date and time specified in the RFP timeline.
Submissions received after this deadline will not be considered. Incomplete submissions will also be
ineligible for consideration. All submissions must be transmitted electronically to the RFP Coordinator.
Any submission made to the District via email will be acknowledged with a confirmation reply during
regular business hours. The RFP Coordinator will send an email confirming receipt of the submission.
If a Proposer does not receive such confirmation, they must contact the RFP Coordinator prior to the
proposal deadline.
SECTION 5 - PROPOSAL SUBMISSION REQUIREMENTS
The following guidelines are provided for standardizing the preparation of RFP submissions. The intent
is to assist Proposers in the preparation of their submissions and to assist the District in simplifying the
review process by providing standards for comparison of submissions.
Submissions in response to this RFP must include a complete response to the requirements in this
section in the order presented. Submissions should be a straightforward delineation of the Proposer's
capability to satisfy the intent and requirements of this RFP and should not contain redundancies or
conflicting statements.
Proposal Submission Format and Content
Proposals should be prepared on standard 8 12" x 11" paper. All pages should be numbered. Failure to
follow this specified format, to label the responses correctly, or to address all subsections may, at the
District's sole discretion, result in rejection of the submission.
Proposals must contain the following information in the order listed:
1. Introductory Letter
The introductory letter should be addressed to:
Timory Moritz, Management Analyst
Cosumnes CSD
8820 Elk Grove Blvd.
Elk Grove, CA 95624
3

Cosumnes Community Services District
FD-27-001 Debt Collections Services
The letter must include the following:
a. Proposer's legal name and corporate structure.
b. Proposer's primary contact information, including name, address, phone, website, and email.
c. Identification of use of subcontractors and scope of work to be performed by subcontractors.
d. Identification of any pending litigation against the Proposer.
e. Disclosure of any bankruptcy or insolvency proceedings in the last ten (10) years.
f. Statement indicating the proposal will remain valid for at least 120 days.
g. Signature of a company officer who is authorized to bind the Proposer to the provisions of this
RFP and any contract awarded pursuant to it.
2. Executive Summary
This section of the submission should provide a concise synopsis of the Proposer's qualifications
and credentials to deliver the services sought under the RFP. In addition, this section should explain
how the proposed solution will differentiate itself from other vendor solutions and why the District
should select it. This may include a list of unique features that give the Proposer a competitive edge.
This section should not exceed two (2) pages.
3. Qualifications and Experience
In this section, the Proposer should identify the vendor/company and the personnel responsible for
providing services, including their qualifications and experience. List types and locations of similar
work performed by the Proposer in the last five (5) years that best characterize the quality and past
performance.
4. Work Plan and Services
This section should provide a detailed work plan for the services listed in Section 3 - Scope of Work
of this RFP. This should include an overview of the Proposer's qualifications to perform each
component as detailed in Exhibit A - Scope of Service.
5. References
Include a minimum of three (3) references for comparable public agencies receiving similar services
from the Proposer. References may be contacted during the review and selection process. For each
reference, the Proposer must provide the following:
a. Name and contact information (i.e., name, title, agency, address, phone, and email)
b. Brief description of the work provided
6. Commitment to Diversity, Equity, and Inclusion
The District is committed to ensuring that diversity, equity, and inclusion are integral parts of day-
to-day management, work, and service delivery. The District's Board approved the Equity statement,
which is within District Policy "Commitment to Diversity, Equity, and Inclusion." Proposers should
review the statement available at www.cosumnescsd.gov/DEI. Proposers should detail how they
ensure their commitment to and detail their culture of diversity, equity, and inclusion, which guides
their principles across their culture and operations. In this section, the Proposer must state and
provide a detailed narrative of any diversity, equity, and inclusion programs offered by their
organization.
4

Cosumnes Community Services District
FD-27-001 Debt Collections Services
7. Disclosures
Statement that the Proposer or any individual who will perform work for the Proposer is free of any
conflict of interest. The Proposer should identify any professional or personal financial or other
interest that could be a possible conflict of interest in performing the services of the RFP. This
includes any activities or relationships of the Proposer that might create a conflict of interest for the
Proposer or the District, and, if such activities or relationships exist, a description of the facts, legal
implications, and possible effects sufficient to permit the District to appreciate the significance of the
conflict and to grant any conflict waiver, if appropriate and necessary.
8. Contract Alterations
Attached to the RFP is the draft Professional Services Agreement ("Contract"), including Exhibit
E - Business Associate Agreement ("BAA"). The District's standard Contract and BAA may be
modified, in the District's sole discretion, to address the specific provisions of this RFP, and
Contractors should note that any specifications or other requirements specific to this RFP must be
included in the Contract and BAA, as well as the Contract's exhibits following an award of the
Contract.
Proposers should review the Contract and BAA carefully and note in the proposal any exceptions
or alterations. Alterations or changes to the Contract and BAA that are not in the Proposer's
response will not be allowed after the selection of the Proposer. This includes alterations,
exceptions, or changes to the insurance and indemnity provisions. By requiring these requests up
front, the District can compare all respondents on an equal basis. However, the District reserves the
right, in its sole discretion, to accept or reject any and all proposed changes to the District's standard
Contract.
9. Exhibit B - Price Proposal
This section should include the cost for the services requested as outlined in Exhibit A - Scope of
Service. The Proposer must clearly outline fees for the services to be provided. Given the District
is seeking a multi-year term contract beginning in November 2026, any annual rate adjustments
should be included as needed.
10.Attachment - Interview Schedule
11.Supportive Information
The Proposer may include any additional information, literature, or sample product brochures as
applicable. Any additional information should be considered supplementary and supportive of the
response to the RFP, and not as a substitute for any submission requirements of the RFP.
SECTION 6 - PROPOSAL EVALUATION
The District will conduct a comprehensive, fair, and impartial evaluation of all complete submissions
received in response to this RFP. Overall responsiveness to the RFP, including demonstrated ability to
meet all requirements outlined in Exhibit A - Scope of Service, compliance with applicable laws and
regulations, and adherence to District policies, will be central to the evaluation process. Submissions
will be evaluated on the following criteria (in no particular order or weight). No single factor will determine
the final selection.
Submissions will be evaluated on the criteria below (in no particular order or weight), with no single
factor determining the final selection.
5

Cosumnes Community Services District
FD-27-001 Debt Collections Services
Proposal Evaluation Criteria
1. Qualifications, Experience, and References
a. Demonstrated strength, stability, experience, and technical competence in performing
compliant debt collection services, particularly for public agencies and medicalrelated
collections, as described in Exhibit A.
b. Successful past performance with clients of comparable size, scope, regulatory complexity,
and operational requirements.
c. Qualifications, experience, and training of personnel assigned to perform the services.
d. Demonstrated compliance capability with all applicable federal, state, and local laws,
including but not limited to:
i. HIPAA (Health Insurance Portability and Accountability Act)
ii. HITECH Act (Health Information Technology for Economic and Clinical Health
Act)
iii. California Medical Information Act (CMIA)
iv. CCPA (consumer privacy and data rights)
v. Rosenthal Fair Debt Collection Practices Act
vi. Fair Debt Collection Practices Act
vii. California AB 716 and SB 1061
e. Demonstrated ability to maintain required security certifications and internal controls,
including but not limited to SOC 2, HITRUST, PCI, or equivalent, where applicable.
f. Assessment by client references.
2. Rates and Fees
a. Reasonableness and competitiveness of proposed fees.
b. Transparency and justification of all costs associated with the services described in Exhibit
A - Scope of Service.
c. Inclusion of any anticipated multiyear rate adjustments, consistent with longterm contract
structure.
3. Quality and Responsiveness of the Proposal
a. Completeness, organization, clarity, and adherence to all submission requirements.
b. Demonstrated understanding of the District's operational needs and compliance obligations
as outlined in Exhibit A - Scope of Service.
c. Strength, feasibility, and completeness of the Proposer's transition and implementation plan,
including readiness to assume operations, communication strategy, onboarding, system
integration, and capacity to address customer issues from the start of service.
d. Demonstrated procedures for timely and compliant dispute resolution, including
documentation, escalation steps, and coordination with the District.
e. Strength and reliability of payment processing controls, including:
6

Cosumnes Community Services District
FD-27-001 Debt Collections Services
i. Acceptance of required payment methods
ii. Cash deposit timelines (one business day)
iii. Monthly reconciliations
iv. Remittance timeliness procedures
f. Strength of proposed internal controls, data protection measures, and cybersecurity
safeguards that ensure compliance with HIPAA, CCPA, and other applicable regulations.
g. Demonstrated ability to meet or exceed District Key Performance Indicators (KPIs),
including:
i. Recovery rate
ii. Compliance incidents
iii. Dispute resolution time
iv. Remittance timeliness
v. Reporting accuracy
vi. Training compliance
h. Clarity and applicability of any proposed technological tools, reporting dashboards, or
system access features to be provided to District staff.
Interviews, Clarifications, and District Discretion
The District may, in its sole discretion, request clarifications, conduct interviews, or obtain supplemental
information to support the evaluation process. Interviews may be used to verify proposal content,
validate operational capacity, or assess compliance readiness.
The District reserves the right to award a contract based solely on the written proposals received.
SECTION 7 - GENERAL TERMS AND CONDITIONS
Collusion
By submitting a response to this request, each Proposer represents and warrants that its response is
genuine and not made in the interest of or on behalf of any person not named therein; that the Proposer
has not directly induced or solicited any other person to submit a sham response or encouraged any
other person to refrain from submitting a response; and that the Proposer has not in any manner
colluded to secure any improper advantage over any other person submitting a response.
Gratuities
No person will offer, give, or agree to give any District employee or its representatives any gratuity,
discount, or offer of employment in connection with the award of a contract by the District. No District
employee or representative will solicit, demand, accept, or agree to accept from any other person a
gratuity, discount, or offer of employment in connection with a District contract.
Required Review and Waiver of Objections by Proposers
Proposers should carefully review this RFP and all attachments and submit comments, questions,
defects, objections, or any other matter requiring clarification or correction (collectively called
7

Cosumnes Community Services District
FD-27-001 Debt Collections Services
"comments") in writing to the District. This will allow the issuance of any necessary amendments and
help prevent the opening of defective proposals upon which a contract award could not be made.
Protests based on any alleged defect with this RFP will be considered waived and invalid unless the
Proposer brings the alleged defect to the attention of the District, in writing.
Nondiscrimination
No person will be excluded from participation in, be denied benefits of, be discriminated against in the
admission or access to, or be discriminated against in treatment or employment in the District's
contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national
origin, or any other classification protected by federal or California State Constitutional or statutory law;
nor will they be excluded from participation in, be denied benefits of, or be otherwise subjected to
discrimination in the performance of contracts with the District or in the employment practices of the
District's contractors. Accordingly, all Proposers entering into contracts with the District will, upon
request, be required to provide proof of nondiscrimination and to post in conspicuous places, available
to all employees and applicants, notices of nondiscrimination.
Proposal Preparation Costs
The District will not pay any costs associated with the preparation, submittal, or presentation of any
Proposal made in response to this RFP.
Proposal Withdrawal
To withdraw a Proposal, the Proposer must submit a written notice of intent to withdraw, signed by an
authorized representative, to the Proposal Coordinator. After withdrawing a previously submitted
Proposal, the Proposer may submit another Proposal at any time up to the deadline for submitting
Proposals.
Proposal Errors
Proposers are liable for all errors or omissions contained in their proposals. Proposers will not be
allowed to alter the proposal documents after the Proposal submission deadline.
Incorrect Proposal Information
If the District determines that a Proposer has provided, for consideration in the evaluation process or
contract negotiations, incorrect information which the Proposer knew or should have known was
materially incorrect, that proposal will be determined non-responsive and will be rejected.
Clarification of Terms
If any prospective Proposer has questions about the specifications or other solicitation documents, the
prospective Proposer should contact the RFP Coordinator no later than five working days before the
due date. Any revisions to the solicitation will be made only by an addendum issued by the RFP
Coordinator.
Assignment and Subcontracting
The Contractor may not subcontract, transfer, or assign any portion of the contract without prior written
approval from the District. Each subcontractor must be approved in writing by the District. The
substitution of one subcontractor for another may be made only at the discretion of the District and with
prior written approval from the District.
8

Cosumnes Community Services District
FD-27-001 Debt Collections Services
Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under this
RFP, will be the prime contractor and will be responsible for all work performed and for all costs to
subcontractors for services provided by the Proposer. The Proposer is prohibited from performing any
work associated with this RFP or using contractors for any service associated with this RFP offshore
(outside the United States).
Right to Refuse Personnel
The District reserves the right to refuse, at its sole discretion, any subcontractors or any personnel
provided by the Proposer or approved subcontractors. The District reserves the right to interview and
approve all Proposer staff members in the District's sole discretion. Proposer's staff may be subject to
the District's background and drug testing processes at any time.
Proposal of Additional Services
If the Proposer offers services in addition to those required by and described in this RFP, those
additional services may be added to the contract before execution at the sole discretion of the District.
Licensure
Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary business and
professional licenses. The District may require any or all Proposers to submit evidence of proper
licensure.
Conflict of Interest and Proposal Restrictions
By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly or
indirectly to an employee or official of the District as wages, compensation, or gifts in exchange for
acting as an officer, agent, employee, subcontractor, or consultant of the Proposer in connection with
the procurement under this RFP.
Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another governmental
entity from making a proposal, being considered for award, or being awarded a contract under this RFP.
Any individual, company, or other entity involved in assisting the District in the development, formulation,
or drafting of this RFP or its scope of services will be considered to have been given information that
would afford an unfair advantage over other Proposers, and said individual, company, or other entity
may not submit a proposal in response to this RFP.
Contract Negotiations
After reviewing the proposals and completing the evaluation process, the District intends to enter into
contract negotiations with the selected Proposer. These negotiations could include all aspects of
services and fees.
Execution of Contract
If the selected Proposer does not execute a contract with the District within fifteen (15) business days
after notification of selection and approval by the Board of Directors, the District may give notice to that
Proposer of the District's intent to select from the remaining Proposers or to call for new proposal
submissions, whichever the District deems appropriate. The District reserves the right, in its sole
discretion, to extend this timeframe if it is determined that both parties are negotiating the terms of the
final contract with the intention of entering into a contract within the necessary timeframes to avoid
adversely impacting District operations.
9