THE CITY OF BRISTOL, TENNESSEE
801 Anderson Street
P. O. Box 1189
Bristol, Tennessee 37621-1189
Purchasing Department
Telephone: (423) 989-5528
Email: vriley@bristoltn.gov
Request for Competitive Sealed Proposal for Collections Agency Services
RFP 27-003
The City of Bristol, Tennessee (The “City”) is requesting competitive sealed proposals from qualified
Agencies (“Agency”) to provide collection services including complete management of the collections
process. The City’s intent is to enter into an agreement for a period of five (5) years.
The Request for competitive sealed proposals (“RFP”) defines the scope of services and outlines the
requirements that must be met by Agencies interested in providing such services. Agencies shall carefully
examine the entire RFP, and addenda thereto, and all related materials and data referenced in performing the
services requested. Agencies are advised to read all sections of this RFP before submitting a proposal.
Sealed proposals will be accepted in the Purchasing Department, 801 Anderson Street, Room 203,
Bristol, Tennessee 37620; until September 4th, 2026 at 10:00 a.m., EST. Please include the proposal
reference number on the proposal envelope.
All sealed proposals must bear the title “RFP 27-003 - City of Bristol, TN Collection Services
Proposal” along with the vendor’s name and address. Please submit one (1) original and four
(4) complete copies of the proposal. All proposals must bear original signatures. No oral,
telephonic, telegraphic, electronic (E-Mail) or facsimile proposals will be considered. Proposals
received after this deadline will be rejected regardless of postmark date. Any late proposals
will not be considered. It is the responsibility of the proposer to ensure that the proposal
arrives at the correct location by the correct time.
Contact Vicki Riley at 423-989-5528 if you have any questions regarding the proposal process. Any
firms found to be soliciting other representatives of the City of Bristol, Tennessee during this
Request for Proposal process may be disqualified.
All proposals and information submitted in response to this RFP shall become public record after the
decision to award is made, and will be available for review upon request. The City reserves the right to
reject any and all responses and to wave any irregularities and informalities in the proposal process.
RFP 27-003
Collection Agency Services
City of Bristol, Tennessee
REQUEST FOR COMPETITIVE SEALED PROPOSALS
RFP Reference No. 27-003
Table of Contents
I. Introduction
II. Description of Requirements and Scope of Services
III. Pricing Information Sheet
IV. Vendor Statement of Non-Collusion
V. Insurance Checklist
VI. General Contract Form
VII. Appendix A: Sample Reports
Enclosed
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pg. 2
RFP 27-003
Collection Agency Services
City of Bristol, Tennessee
DESCRIPTION OF REQUIREMENTS AND SCOPE OF SERVICES
1.0 INTRODUCTION
1.1 Introduction
The City of Bristol, Tennessee Finance Department is responsible for utility services such as
water, sewer, stormwater, and refuse as well as citations and parking tickets, ambulance
charges, and standard invoicing on behalf of the City. It is the desire of the Finance Department
to seek proposals for collection agency services to assist the City in collecting receivables when
the methods outlined in the City’s policy have failed. The Agency chosen would be responsible
for any receivables that were not collected using the City’s current collection methods. The
City typically turns over to a collection agency an average of 225 accounts per month with an
approximate value of $70,000.00 per month.
1.2 Terms
The City assumes no contractual obligation as a result of the issuance of this RFP, the
preparation or submission of a proposal by a bidder, the evaluation of an accepted proposal, or
the selection of finalists. The City is not bound until both parties execute a written contract for
the performance of the work.
The City intends to enter into an agreement for a period of five (5) years. Either party shall
have the option after one year to terminate the agreement for convenience upon one hundred
twenty (120) days written notification. The agreement will contain standard provisions for
termination for cause. All conditions associated with the services related to herein shall remain
in effect for the entire length of the agreement.
1.3 Proposal Costs
All costs incurred by the Agency in preparing the proposal, or costs incurred in any other
manner in responding to this proposal, will be solely the responsibility of the Agency. The City
is not liable for any costs incurred by proposers in responding to this RFP. All material and
documents submitted by the Agencies in response to this RFP become the property of the City
of Bristol and will not be returned.
1.4 Fixed Price Period
All prices, costs, and conditions outlined in the proposal shall remain fixed and valid during the
contract period.
pg. 3
RFP 27-003
Collection Agency Services
2.0 AWARD EVALUATION CRITERIA
2.1 Proposal Timelines
Publish and advertise the request for proposal
Question Submittal deadline
Question Answer deadline
Sealed proposals due
Review and evaluation of submissions
Interviews, if needed
Award for RFP
August 14, 2026
August 26, 2026 - Noon
August 31, 2026 – 3:00 p.m. EST
September 4, 2026, 10:00 a.m. EST
September 4-11th, 2026
September 14-21st, 2026
October 6, 2026
2.2 Notification of Award
Each Agency whose proposal is reviewed by the Evaluation Committee shall receive written
notice of determination.
2.3 Acceptance of Proposal Content
The successful Agency’s proposal content shall become contractual obligations if procurement
action ensues. Failure of the successful proposer to accept these obligations in a contractual
agreement may result in cancellation of award.
2.4 Standard Contract
The City reserves the right to incorporate standard City contract provisions into any contract
negotiated as a result of any proposal submitted in response to this RFP.
Assignment: No right or duty in whole or in part by the Agency under this contract may
be assigned or delegated without the written consent of the City.
Hold Harmless: The Agency shall indemnify and hold harmless the City and all of its
officers, agent and employees from all suits, actions or claims of any character brought for or
on account of any injuries or damages received by any persons or property resulting from the
operations of the Agency, or any of its contractors, in processing work under this agreement.
2.5 Contract Termination
The City reserves the right to terminate this contract due to non-renewal, unavailability of funds,
or unsatisfactory performance, as determined by the City. Circumstances deemed
unsatisfactory would include: failure to provide required periodic statements, poor quality and
infrequency of services as determined by the Finance Department. Failure to act consistently
with the applicable debt collection provisions of the Fair Debt Collection Practices Act under
15 U.S.C. sec. 1692 et. seq. would also qualify for termination. This may include any cessation
pg. 4
RFP 27-003
Collection Agency Services
or diminution of service, including but not limited to, failure to maintain adequate personnel,
whether arising from labor disputes, or otherwise, any substantial change in ownership or
proprietorship of the Agency which in the opinion of the City is not in its best interest, or failure
to comply with the terms of this contract.
The City shall serve written notice to the Agency of contract neglect and may terminate the
contract by giving thirty (30) days’ notice in writing by registered or certified mail of its
intention to cancel this contract.
Should the City breach any terms or provisions of this contract, the Agency may terminate the
contract by same.
In the event of contract termination, the Agency shall discontinue collection action as of the
contract termination date. All referrals uncompleted and all monies due but not yet paid over
at such time shall be transmitted to the City within fifteen (15) days after contract termination
date. The Agency shall apprise the City of the current status of each referral being returned.
Any monies received by the Agency on behalf of the City after the contract termination date
shall be forwarded immediately and shall not be subject to collection fee.
2.6 Other Information
News releases pertaining to this procurement or any part of the proposal shall not be made
without the prior approval of the City’s Director of Finance.
The Agency shall be financially responsible for obtaining all required permits, licenses, and
bonding’s to comply with pertinent regulations, municipal, county, state, and federal laws and
assume liability for all applicable taxes.
The Agency shall not engage the services of any person employed by the City including any
Department, Commission or Board thereof without written consent of the City.
It is understood that the Agency’s officers and employees are in no way considered employees
of the City.
The contractor agrees that this agreement has been entered into without collusion or other action
in restraint of competition.
3.0 SCOPE OF SERVICES
This section outlines the minimum contract requirements for collection agency services. The
City desires to pursue a partnership in order to obtain the optimal collections percentage. The
minimal requirements are listed here, however, the City is open to alternatives to meet the
requirements that may or may not be described below.
pg. 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
