Debt Collection Services RFP

Agency: City of Harrisonburg
State: Virginia
Type of Government: State & Local
Category:
  • S - Utilities and Training Services
Posted: May 15, 2018
Due: May 25, 2018
Solicitation No: 2018021-PU-P
Publication URL: To access bid details, please log in.

ITB/RFP Number: 2018021-PU-P
ITB/RFP Title: Debt Collection Services RFP
Contact: Ms. Pat Hilliard, Procurement Manager
Purchasing@harrisonburgva.gov
Email links icon


Description:
The purpose of this Request for Proposal (RFP) by the City of Harrisonburg, Virginia (City) is to solicit sealed proposals from interested vendors (Offeror) to provide debt collection services to collect outstanding fees and other delinquent charges or accounts for the City of Harrisonburg VA Public Utilities Department. These inactive accounts are at least 60 days in arrears and have received a final bill owed to the City of Harrisonburg, VA Public Utilities Department.
Publication Date:
May 1, 2018
Closing Date/Time:
May 25, 2018 at 3:00pm local time
Pre-Bid/Pre-Proposal Meeting Date/Time:
N/A
Questions:
All questions must be received no later than May 18, 2018 at 12:00pm (noon) local time.
Submittal Information:

Purchasing Office, 409 South Main Street, Third Floor, Harrisonburg, VA 22801


*Any bids/proposals received after the closing date and time will not be accepted.


Bid/Proposal Opening Information:
Purchasing Office, 409 South Main Street, Third Floor, Harrisonburg, VA 22801
Special Requirements & Highlights:
See RFP document
ITB/RFP Documents & Attachments:
[2MB] Debt Collection Services RFP
Addenda:
[134KB] Addendum #1 (05-15-18)





Attachment Preview

CITY OF HARRISONBURG
DEPARTMENT OF FINANCE
AND PURCHASING
409 SOUTH MAIN STREET,
THIRD FLOOR
HARRISONBURG, VA 22801
REQUEST FOR PROPOSAL (RFP) COVER PAGE
ISSUE DATE:
May 1, 2018
DEPARTMENT:
Public Utilities
DATE/TIME LAST DAY FOR
QUESTIONS:
May 18, 2018 at 12:00pm (noon) local time
REQUEST FOR PROPOSAL NUMBER:
2018021-PU-P
DATE/TIME OF CLOSING:
May 25, 2018 at 3:00pm local time
DATE/TIME PRE-PROPOSAL MEETING:
N/A
FOR:
Debt Collection Services
CONTRACT ADMINISTRATOR:
Sherri Sherman, Program Manager
PRE-PROPOSAL MEETING
MANDATORY:
Yes No N/A
Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers and
agrees, if the proposal is accepted, to furnish items or services for which prices are quoted, , delivered or furnished to designated points within the
time specified. It is understood and agreed that with respect to all terms and conditions accepted by the City of Harrisonburg the items or services
offered and accompanying attachments shall constitute a contract.
Sealed proposals, subject to terms and conditions of this Request for Proposal will be received by the City of Harrisonburg Purchasing Office, 409
South Main Street, Third Floor, Harrisonburg, Virginia 22801 until the date/ time specified above for furnishing items or services delivered or
furnished to specified destinations within the time specified or stipulated by the vendor(s).
The City does not discriminate against small and minority businesses or faith-based organizations.
VENDOR INFORMATION
Name of Vendor:_____________________________________ Telephone #:_________________________________________
Address: ___________________________________________ Federal Employer Identification #:__________________________
__________________________________________________ State Corporation Commission #:__________________________
Contact Name: ______________________________________ Contact Email Address:__________________________________
By signing this bid, Vendor(s) certifies, acknowledges, understands and agrees to be bound by the conditions set forth in this
RFP.
_______________________________________________________
VENDOR’S LEGALLY AUTHORIZED SIGNATURE
________________________________________________________
DATE
_______________________________________________________
PRINT NAME
________________________________________________________
TITLE
Please take a moment to let us know how you found out about this Request for Proposal (RFP) Check one:
City of Harrisonburg Website eVA Website Bid Room (Please List) ___________________________________
The Daily News Record Newspaper Notified by City Directly Other (Please List) ________________________________________
*This document must be completed & returned with proposal submission.
Table of Contents
1.0 INTRODUCTION .......................................................................................................................................3
2.0 BACKGROUND .........................................................................................................................................3
3.0 SCOPE OF WORK......................................................................................................................................3
3.1 CITY REFERRAL FOR DEBT COLLECTION..................................................................................... 4
3.2 COLLECTION EFFORTS....................................................................................................................... 4
3.3 STAFF EXPECTATIONS ....................................................................................................................... 4
3.4 FUNDS COLLECTED ............................................................................................................................ 4
3.5 UPDATED INFORMATION & FEEDBACK TO CITY ....................................................................... 5
3.6 SUSPENSION OF COLLECTION ......................................................................................................... 5
3.7 RECORDS RETENTION ........................................................................................................................ 5
3.8 REPORTING REQUIREMENTS ........................................................................................................... 5
3.9 REPORT TO CREDIT BUREAU ........................................................................................................... 6
3.10 COLLECTION FEES........................................................................................................................... 6
4.0 PRE-PROPOSAL MEETING .....................................................................................................................6
5.0 PROPOSAL REQUIREMENTS .................................................................................................................6
6.0 GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA.............................8
7.0 INSURANCE REQUIREMENTS...............................................................................................................9
8.0 INSTRUCTIONS TO OFFERORS .............................................................................................................9
9.0 QUESTIONS ...............................................................................................................................................9
10.0 PROPOSAL EVALUATION CRITERIA...................................................................................................9
11.0 AWARD OF CONTRACT........................................................................................................................10
12.0 CONTRACT TERM ..................................................................................................................................11
13.0 PAYMENT TERMS ..................................................................................................................................11
ATTACHMENT A. GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA
(JAN. 2016)................................................................................................................................................12
ATTACHMENT B. PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION FORM .........20
ATTACHMENT C. STATE CORPORATION COMMISSION (SCC) FORM .................................................21
ATTACHMENT D. NON-COLLUSION AFFIDAVIT ......................................................................................22
ATTACHMENT E. CITY OF HARRISONBURG SAMPLE STANDARD CONTRACT RFP .......................23
ATTACHMENT F. REFERENCES LIST ..........................................................................................................24
ATTACHMENT G. NOTICE OF EXCEPTIONS................................................................................................25
ATTACHMENT H. INSURANCE REQUIREMENTS FORM ..........................................................................26
City of Harrisonburg, VA - Debt Collection Services RFP (2018021-PU-P)
Page 1 of 28
ATTACHMENT I. COST PROPOSAL ...............................................................................................................27
ATTACHMENT J. RECOVERY RATE SHEET ................................................................................................28
City of Harrisonburg, VA - Debt Collection Services RFP (2018021-PU-P)
Page 2 of 28
1.0 INTRODUCTION
The purpose of this Request for Proposal (RFP) by the City of Harrisonburg, Virginia (City) is to solicit sealed
proposals from interested vendors (Offeror) to provide debt collection services to collect outstanding fees and
other delinquent charges or accounts for the City of Harrisonburg VA Public Utilities Department. These inactive
accounts are at least 60 days in arrears and have received a final bill owed to the City of Harrisonburg, VA Public
Utilities Department.
2.0 BACKGROUND
The City of Harrisonburg is an independent city located in the central Shenandoah Valley region of Virginia. It
is the county seat of Rockingham County and encompasses 17.3 square miles, serving a population of
approximately 53,000. Harrisonburg is located right along Interstate 81 and is only two hours away from both
Richmond, Virginia and Washington, D.C. Harrisonburg is home to two university campuses James Madison
University and Eastern Mennonite University as well as numerous other businesses, non-profit organizations
and a vibrant downtown. The City Manager oversees the delivery of public services through the city departments.
The City of Harrisonburg manages a workforce of approximately 790 employees responsible for providing
government services to our citizens. Each city department then has a role in how services are provided to the
citizens.
The Department of Public Utilities is responsible for providing water and sewer services to residences and
businesses in the City of Harrisonburg and some in neighboring Rockingham County. The City currently has
approximately 28,000 water & sewer utility customers and sends out on average 16,520 bills monthly. Each
customer is billed on a monthly basis for their water, sewer, refuse and solid waste management.
3.0 SCOPE OF WORK
The City is seeking to establish a contract with a qualified firm to provide debt collection services. Contractor
will be required to collect delinquent utility account balances and fees assessed by the City. Once the City has
exhausted all in-house efforts, remaining delinquent accounts that are at least 60 days in arrears and have received
a final bill owed to the City shall be electronically transmitted to the Contractor for debt collection. The
Contractor shall furnish all services, labor, materials, supervision, tools, equipment, transportation, insurance,
programming for electronic transmission and receipt of data by the City’s Department of Public Utilities. The
Contractor shall provide a secure method for data file exchange.
The Contractor shall provide all accounts receivables collection services associated with any and all uncollected
revenue of the City of Harrisonburg Public Utilities Department. The Contractor must perform all services in full
compliance with the provisions of the Fair Debt Collection Practices Act, and all established guidelines by the
Federal Trade Commission and state regulations and guidelines.
No reports, information or data given to or prepared by the Contractor under the resulting Contract shall be made
available to any individual or organization by the Contractor without the prior written approval of the City, which
approval the City shall be under no obligation to grant.
The City reserves its rights of ownership to all material given to the Contractor by the City and to all background
information, documents, and computer software and documentation developed by the Contractor in performing
any Contract resulting from this RFP.
City of Harrisonburg, VA - Debt Collection Services RFP (2018021-PU-P)
Page 3 of 28
3.1 CITY REFERRAL FOR DEBT COLLECTION
The Contractor will be responsible for accepting secure data transmissions from the City of Harrisonburg.
Offeror shall describe the process for accepting secure data transmissions.
The Contractor shall accept for collection all unpaid accounts that the City of Harrisonburg Public Utilities
Department, refers for collection.
3.2 COLLECTION EFFORTS
The contractor shall make every effort to assist the City of Harrisonburg in its efforts to decrease our
uncollected revenue. The Contractor shall implement collection procedures to achieve maximum recovery
of debts. Such procedures should include a reasonable number of contacts via telephone, and a minimum
of three (3) mail efforts. Skip-tracing procedures should be instituted as required.
The Contractor shall make every effort to collect an account prior to returning it to the City of
Harrisonburg. Files to be returned must clearly identify current address or locator information by the
Contractor when:
a. The debtor is known to have assets and refuses to pay;
b. The debtor has legal counsel or files for bankruptcy;
In order to satisfy future requirements, the Contractor should attempt asset location in order to satisfy
judgments.
The Contractor may infer or suggest that the debtor’s failure to repay the debt will result in litigation,
however the Contractor shall have no authority to refer an account placed for collection to an attorney or
other collector without prior written consent from the City of Harrisonburg.
3.3 STAFF EXPECTATIONS
The Contractor’s employees’ conduct must be professional and reflect in a positive way during all
deliberations and dealings with contacts on behalf of the City of Harrisonburg. The Contractor shall be
responsible at all times for the actions and work of its personnel. The City of Harrisonburg reserves the
right to reject Contractor’s employees who, in the City’s judgment, are not adequately qualified to perform
the work.
Normal administrative work hours at the City of Harrisonburg Department of Public Utilities are Monday
through Friday, 8:30 AM through 4:30 PM, except for City holidays
(https://www.harrisonburgva.gov/city-holidays).
3.4 FUNDS COLLECTED
The Contractor shall forward collected funds to the City on a monthly basis by check or other agreed
method. Provide details of collected funds electronically in a predefined file format. The Contractor will
not be paid for customer payments received within 5 (five) days of the account being recorded into the
collection agency’s system.
City of Harrisonburg, VA - Debt Collection Services RFP (2018021-PU-P)
Page 4 of 28
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