HomeMy WebLinkAbout2002-167ORDINANCE. o?OOo� �ly
AN ORDINANCE OF THE CITY OF DENTON, TEXAS ACCEPTING COMPETITIVE
SEALED PROPOSALS AND AWARDING A BEST VALUE ANNUAL CONTRACT FOR
COLLECTION SERVICES FOR MISCELLANEOUS ACCOUNTS RECEIVEABLES;
PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE; AND PROVIDING AN
EFFECTIVE DATE (RFP 2768-COLLECTION SERVICES AWARDED TO CREDIT SYSTEMS
INTERNATIONAL, INC.).
WHEREAS, the City has heretofore solicited, received, and tabulated competitive best value
bids, for the purchase of necessary materials, equipment, supplies or services in accordance with the
procedures of State law and the City of Denton, Texas ordinances; and
WHEREAS, the City Manager or a designated employee of the City with authority, have
reviewed and recommended that the herein described bids are the best value bids for the materials,
equipment, supplies or services as shown in the "Bid Proposals" submitted therefore based on the
selection criteria set forth in the requests for bids; and
WHEREAS, the City Council has provided in the City Budget for the appropriation of funds
to be used for the purchase of the materials, equipment, supplies or services approved and accepted
herein; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION 1. The findings and conclusions set forth in the preamble of this ordinance are
incorporated within the body of the ordinance.
SECTION 2. That the options in the following numbered bids for materials, equipment,
supplies, or services, shown in the "Bid Proposals" on file in the office of the City Purchasing
Agent, is hereby accepted and approved as being the best value bid for such items:
RFP
NUMBER
2768 Collection Services
VENDOR
Credit System International, Inc.
AMOUNT
Exhibit A
SECTION 3. That by the acceptance and approval of the above items of the submitted
bids, the City accepts the offer of the persons submitting the bids for such items and agrees to
purchase the materials, equipment, supplies or services in accordance with the terms, specifications,
standards, quantities and for the specified sums contained in the Bid Invitations, Bid Proposals, and
related documents.
SECTION 4. That the City Manager is hereby authorized to execute any and all
necessary written contracts for the performance of the services in accordance with the bids accepted
and approved herein, provided that such contracts are made in accordance with and relating to the
items specified in Section 1, which written contract(s) shall be attached hereto; provided that the
written contract is in accordance with the above Request to Submit Bids, Bid Proposals, and
documents relating thereto specifying the terms, conditions, plans and specifications, standards,
quantities and specified sums contained therein.
SECTION 5. That by acceptance and approval of the above numbered items of the
submitted bids, the City Council hereby authorizes the expenditure of funds therefore in the amount
and in accordance with the approved bids or pursuant to a written contract made pursuant thereto as
authorized herein.
SECTION 6. That this ordinance shall become effective immediately upon its passage and
approval. / Al
PASSED AND APPROVED this day of ,2002.
`^
EULINE BROCK, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APIROVED�S TO LEGAL FORM:
HERBERT L. P UTY, ITY ATTORNEY
BY:
2-ORD-PSA 2768 COLUCTION SERVICES
Exhibit A
STATE OF TEXAS §
COUNTY OF DENTON §
BEST VALUE BID AGREEMENT
FOR COLLECTION SERVICE
THIS AGREEMENT is made and entered into as of the -&— day of
2002, by and between the City of Denton, Texas, a Texas Municipal
Corpora on, with its principal office at 215 East McKinney Street, Denton, Texas 76201
(hereafter "CITY"); and Credit Systems International, Inc., with its corporate office at 1277
Country Club Lane, Fort Worth, Texas 76112, (hereafter "COLLECTOR"); each acting herein,
by and through their duly authorized representative or officer.
WITNESSETH, that in consideration of the covenants and agreements herein contained,
the parties hereto do mutually agree as follows:
ARTICLE 1
EMPLOYMENT
The CITY hereby contracts with COLLECTOR, as an independent contractor, and the
COLLECTOR hereby agrees to perform the services herein in connection with the Project as
stated in the articles to follow, with diligence and in accordance with the professional standards
customarily obtained for such services in the State of Texas. The professional services set out
herein are in connection with the following described Project, to wit:
To provide collection services for miscellaneous accounts receivable. Accounts
receivable that are owed to, but have not been collected by the CITY, can include services for
utilities, ambulance and other miscellaneous accounts. The requirement is to increase revenue
collections and at the same time maintain a professional approach when managing "bad debt"
accounts of the CITY.
ARTICLE 2
SCOPE OF SERVICES
The COLLECTOR shall perform the following services in a professional manner:
A. The COLLECTOR shall perform those services as are necessary and as described in the
CITY'S "Request for Bid by Best Value for Utility and Miscellaneous Collection
Services" which is attached hereto, incorporated by reference and made a part hereof as
Exhibit "A."
B. Referral of Accounts - Collector agrees to accept all first placement accounts receivable
referred to Collector for collection ("Accounts") by CITY. It is expressly agreed that any
and all Account information disclosed to Collector through placement of Accounts will
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remain in the strictest confidence and will not be disclosed to any other party without the
CITY's written authorization.
C. Collection Efforts — COLLECTOR's services and collection efforts shall include the
sending of demand letters; attempting telephone contact with debtors; attempting to
locate debtors; obtain updated financial and credit information with respect to debtors;
and arranging payment arrangements from the debtors in order to satisfy the indebtedness
to be collected. For each Account, COLLECTOR shall make these collection efforts for
the length of this contract period. At the end of the contract period, all Accounts must be
promptly returned to the CITY, along with a listing of all Accounts' current status and
COLLECTOR's findings and recommendations. COLLECTOR shall be entitled to
receive its fee as provided in Article 4 hereof for payments physically collected within
the subsequent thirty (30) days directly following the termination of the contract. All
debtors who are on a payment plan when this contract is terminated must be notified by
the COLLECTOR that their payments must be sent to the CITY. Any payments received
from the debtors after the thirty (30) day period must be immediately forwarded to the
CITY. Fees will not be applicable after the thirty (30) day period.
D. Collections and Settlement - COLLECTOR shall in all cases attempt to collect the total
sum of outstanding receivables and all charges owed by the debtor on an Account.
E. Notification of Claims - COLLECTOR agrees to promptly advise CITY of any claims or
causes of action asserted against the CITY by any debtor.
F. Return of Accounts - Unless this Agreement shall be terminated as hereinafter provided,
and unless CITY expressly agrees otherwise, in advance, for each Account,
COLLECTOR shall cease its activities and return the Account to the CITY immediately
upon the expiration of this contract, along with a listing of all Accounts' current status
and COLLECTOR's findings and recommendations. COLLECTOR shall be entitled to
receive its fee as provided in Article 4 and Article 2, Section C.
G. Withdrawal of Referred Accounts - CITY may withdraw any Account that has been
placed with the COLLECTOR in error and payment is not expected to be received from
the debtor due to the following reasons:
➢ a bankruptcy notice has been received on an Account.
➢ an Account that belongs to a property management firm who still has an active
Account(s) with the CITY.
➢ an Account in which the balance has changed due to an billing adjustment or
correction.
➢ any other Account that the CITY and the COLLECTOR mutually agree should be
withdrawn.
COLLECTOR shall cancel these types of Accounts without charge, at the client's
request.
H. Reporting - COLLECTOR shall submit to the C]TY, activity reports and such other
information relative to the Accounts as is requested in the "Request for Bid by Best
Value" document attached hereto as Exhibit "A."
I. If there is any conflict between the terms of this Agreement and the Exhibits attached to
this Agreement the terms and conditions of this Agreement will control over the terms
and conditions of the attached Exhibits.
ARTICLE 3
PERIOD OF SERVICE
A. This Agreement shall become effective on its date of final approval by the Denton City
Council. The term of this Agreement shall be for one-year. It shall be renewable for up
to three (3) additional one-year periods, with all the terms and conditions remaining
unchanged, if agreed to by both parties, provided that COLLECTOR's performance of
this Agreement is not objectionable as determined by the City Council. Provided
however, the renewal of said Agreement for each of the three (3) additional one-year
periods shall be automatic unless either CITY or COLLECTOR shall provide a minimum
of sixty (60) days written notice to the other parry, before the Agreement term or any
such renewal term expires.
B. CITY may terminate this agreement immediately by oral or written notice if (i)
COLLECTOR violates or breaches any term or condition of the Agreement, or if (ii)
CITY reasonably determines that there has been a material adverse change in
COLLECTOR's financial condition. COLLECTOR shall still be entitled to receive its
fee as provided in Article 4 and Article 2, Section C hereof for payments collected up to
thirty (30) days subsequent to the termination date of this contract. In case of termination
hereunder this paragraph (i) all accounts and file materials shall be returned immediately
to the CITY, (ii) COLLECTOR shall immediately cease all collection efforts on CITY
Accounts.
ARTICLE 4
COMPENSATION
COLLECTOR as full compensation for its services performed hereunder shall receive the
following fees for the Accounts that are in the COLLECTOR's possession for which the
COLLECTOR has begun active collection procedures:
➢ 18.9% on all monies collected on the initial batches of Utilities/Miscellaneous
Receivables Accounts
➢ 19.9% on all monies collected on the initial batches of Ambulance Accounts
➢ 21.9% on all monies collected on the Utilities/Miscellaeous Receivables Accounts
assigned to the COLLECTOR each month
➢ 23.9% on all monies collected on the Ambulance Accounts assigned to the
COLLECTOR each month
➢ 21.9% on monies collected through a combined collection effort for Utilities,
Miscellaneous Receivables, and Ambulance Accounts.
Active collections will be based on proof of first contact with the debtor. These fees are more
particularly outlined in the "Summary" attached hereto as Exhibit `B". The fee for collections
requiring legal action shall be determined in advance based on each individual Scope of Work
(SOW). The CITY reserves the right to handle these legal items in-house. It is understood,
however, that no legal action will be taken by the COLLECTOR without the express advance
written approval of the CITY.
ARTICLE 5
REMITTANCES
COLLECTOR shall instruct debtors that they may send their payment(s) to either the
COLLECTOR or the CITY. COLLECTOR shall include payment instructions, as specified in
the "Request for Bid by Best Value" (Exhibit "A' hereto), in all correspondence or other
materials sent to each debtor. The COLLECTOR shall also include payment instructions for the
debtors who wish to send their payments directly to the COLLECTOR. The COLLECTOR shall
remit gross monthly statements and receipts via overnight delivery service to the CITY no later
than the 106' of each month. The gross monthly statements shall list all payments received from
the CITY's debtors. The CITY, in turn, will provide a monthly report of payments received
from debtors on Accounts during the previous month. The CITY shall remit monthly, by the 20u`
working day of each month, the agreed fee to COLLECTOR based solely upon the reported
information.
ARTICLE 6
INDEPENDENT CONTRACTOR
The COLLECTOR shall provide services to the CITY as an independent contractor, not
as an employee of the CITY. COLLECTOR shall not have or claim any right arising from
employee status.
ARTICLE 7
INDEMNITY AGREEMENT
THE COLLECTOR SHALL INDEMNIFY AND SAVE AND HOLD HARMLESS THE
CITY AND ITS OFFICERS, AGENTS, AND EMPLOYEES FROM AND AGAINST ANY
AND ALL LIABILITY, CLAIMS, DEMANDS, DAMAGES, LOSSES AND EXPENSES,
INCLUDING BUT NOT LIMITED TO COURT COSTS AND REASONABLE ATTORNEY
FEES INCURRED BY THE CITY, AND INCLUDING WITHOUT, LIMITATION
DAMAGES FOR BODILY AND PERSONAL INJURY, DEATH AND PROPERTY
DAMAGE, RESULTING FROM THE NEGLIGENT ACTS OR OMISSIONS OF THE
COLLECTOR OR ITS OFFICERS, SHAREHOLDERS, AGENTS, OR EMPLOYEES IN THE
EXECUTION, OPERATION, OR PERFORMANCE OF THIS AGREEMENT.
NOTHING IN THIS AGREEMENT SHALL BE CONSTRUED TO CREATE A
LIABILITY TO ANY PERSON WHO IS NOT A PARTY TO THIS AGREEMENT AND
NOTHING HEREIN SHALL WAIVE ANY OF THE PARTY'S DEFENSES, BOTH AT LAW
OR EQUITY, TO ANY CLAIM, CAUSE OF ACTION OR LITIGATION FILED BY
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ANYONE NOT A PARTY TO THIS AGREEMENT, INCLUDING THE DEFENSE OF
GOVERNMENTAL IMMUNITY, WHICH DEFENSES ARE HEREBY EXPRESSLY
RESERVED.
ARTICLE 8
ARBITRATION AND ALTERNATE DISPUTE RESOLUTION
The CITY and COLLECTOR may agree to settle any dispute under this Agreement by
submitting the dispute to arbitration or other means of alternate dispute resolution such as
mediation. No arbitration or alternate dispute resolution arising out of or relating to, this
Agreement involving one party's disagreement may include the other party to the disagreement
without the other's approval.
ARTICLE 9
BOND
During the performance of the professional services under this Agreement, the
COLLECTOR shall maintain the following surety bond with a surety licensed to do business in
the State of Texas and in a form approved by the City Attorney:
A. A surety bond in an amount of at least $10,000, guaranteeing payment to the CITY for
monies due the CITY during the Agreement term or any renewal thereof, to be in effect
for the term of this Agreement or any renewal thereof, and for an additional period of
ninety (90) days thereafter.
ARTICLE 10
RESPONSIBILITY FOR CLAIMS AND LIABILITIES
Approval by the, CITY shall not constitute nor be deemed a release of the responsibility
and liability of the COLLECTOR, its employees, associates, agents, subcontractors and sub -
consultants for the competency of their work; nor shall such approval be deemed to be an
assumption of such responsibility by the CITY for any work by the COLLECTOR, its
employees, associates, agents, subcontractors, and sub -consultants.
ARTICLE 11
NOTICES
All correspondences in regards to money remittances shall be sent via overnight delivery
service. All notices including termination and legal notices, and other correspondences that are
vital in nature shall be personally delivered or mailed to the respective parties by depositing
same in the United States mail at the address shown below, certified mail, return receipt
requested unless otherwise specified herein. Mailed notices shall be deemed communicated as of
three (3) days mailing:
TO COLLECTOR:
CREDIT SYSTEMS
INTERNATIONAL, INC.
Attn: LaiLrEmmhns
1277 Country Club Lane
Fort Worth, TX 76112
TO CITY:
For Contractual Notices
CITY OF DENTON
Attn: Susan Croff
Utility Services Manager
601 East Hickory St., Ste. F
Denton, TX 76205
For Account Activity
CITY OF DENTON
Attn: Pamela Dugger
Revenue Analyst
601 East Hickory St., Ste. F
Denton, TX 76205
All notices shall be deemed effective upon receipt by the party to whom such notice is given or
within three days mailing.
ARTICLE 12
ENTIRE AGREEMENT
This Agreement consisting of eight (8) pages and two (2) Exhibits constitutes the
complete and exclusive statement of the terms of their agreements and supercedes all prior
contemporaneous offers, promises, representations, negotiations, discussions, communications
and agreements which may have been made in connection with the subject matter hereof.
ARTICLE 13
SEVERABILITY
If any provision of this Agreement is found or deemed by a court of competent
jurisdiction to be invalid or unenforceable, it shall be considered severable from the remainder of
this Agreement and shall not cause the remainder to be invalid or unenforceable. In such event,
the party shall reform this Agreement to replace such stricken provision with a valid and
enforceable provision which comes as close as possible to expressing the intention of the stricken
provision.
ARTICLE 14
COMPLIANCE WITH LAWS
The COLLECTOR shall comply with all federal, state, local laws, rules, regulations, and
ordinances regarding Fair Debt Collections practices for which is applicable to the work covered
hereunder as they may now read or hereinafter be amended.
ARTICLE 15
DISCRIMINATION PROHIBITED
In performing the services required hereunder, the COLLECTOR shall not discriminate
against any person on the basis of race, color, religion, sex, national origin or ancestry, age, or
physical handicap.
ARTICLE 16
PERSONNEL
A. The COLLECTOR represents that it has or will secure at its own expense all personnel
required to perform all the services required under this Agreement. Such personnel shall
not be employees or officers of, or have any contractual relations with the CITY.
COLLECTOR shall promptly inform the CITY in writing of any conflict of interest or
potential conflict of interest that may arise during the term of this Agreement.
B. All services required hereunder will be performed by the COLLECTOR or under its care,
custody, and supervision. COLLECTOR shall ensure that all personnel engaged in work
are duly qualified, and permitted under state and local laws to perform such services.
ARTICLE 17
ASSIGNABILITY
The COLLECTOR shall not assign any interest in this Agreement and shall not transfer
any interest in this Agreement (whether by assignment, novation or otherwise) without the prior
written consent of the CITY.
ARTICLE 18
MODIFICATION
No waiver or modification of this Agreement or of any covenant, condition, limitation
herein contained shall be valid unless in writing and duly executed by the party to be charged
therewith. No evidence of any waiver or modification shall be offered or received in evidence in
any proceeding arising between the parties hereto out of or affecting this Agreement, or the
rights or obligations of the parties hereunder, unless such waiver or modification is in writing,
and is duly executed. The parties further agree that the provisions of this article will not be
waived unless as herein set forth.
ARTICLE 19
MISCELLANEOUS
A. The following Exhibits are attached to, incorporated herewith, and are made a part of this
Agreement:
1. Exhibit "A" -Request for Bid by Best Value for Utility, Ambulance and
Miscellaneous Collection Services.
2. Exhibit `B" - Summary of Proposed Services
B. Venue of any suit or cause of action under this Agreement shall lie exclusively in Denton
County, Texas. This Agreement shall be construed in accordance with the laws of the
State of Texas.
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C. COLLECTOR will promptly advise CITY of any Account on which it receives a notice
of bankruptcy.
D. If COLLECTOR's efforts result in collateral, securing an Account, being returned to the
CITY, then COLLECTOR shall be entitled to receive the standard fee that otherwise
would have been paid under Article IV herein, based upon the net amount of money that
the CITY receives from the sale of the collateral. The cost to the CITY of repossession,
of storing, and of selling the collateral shall be first deducted from the amount of sale
proceeds COLLECTOR is paid a fee on. CITY shall promptly report to COLLECTOR
when the collateral is sold, the applicable costs of repossession, of storage, of selling the
collateral, and the sale price. CITY shall then remit COLLECTOR's fee hereunder
within thirty (30) days from receipt of payment from the Purchaser of the property at the
sale.
E. COLLECTOR will accurately, lawfully, and fairly report all Accounts to the top three
national credit bureaus: EXPERIAN, EQUIFAX, and TRANS UNION immediately after
an Account has been with the COLLECTOR for sixty (60) days.
F. COLLECTOR will provide technical support to enable electronic placement of Accounts.
COLLECTOR will also provide regular, periodic software or electronic reports to the
CITY to enable Account balance review by the CITY, and COLLECTOR comments
regarding review of Accounts held by COLLECTOR, each in order to comply with the
specifications of the "Request for Bid by Best Value" attached hereto as Exhibit "A."
G. The captions of this Agreement are for informational purposes only and shall not in any
way affect the substantive terms or conditions of this Agreement.
IN WITNESS HEREOF, the City of Denton, Texas has executed this Agreement by and
through its duly authorized undersigned City Manager; and COLLECTOR has executed this
Agreement by and thro its duly au rized undersigned officer, in duplicate original
counterparts, on this the day of , 2002.
CITY OF DENTON, TEXAS
A Texas Municipal Corporation
By:
CHAEL A. OND MANAGER
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
By.
APPROVED AS TO LEGAL FORM:
BERBERT L. PROUTY, TTY ATTORNEY
By:
CREDIT SYSTEMS INTERNATIONAL, INC.
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WITNESS/ATTEST:
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sAour document\contmcts\02\CSI collection services contmet.doc
RFP # 2768
Exhibit A
REQUEST FOR PROPOSAL by BEST VALUE
for
UTILITIES, MISCELLANEOUS RECEIVABLES and/or AMBULANCE
COLLECTIONSERVICES
The City of Denton (City), is seeking a qualified Collection Company (Vendor), to provide
collection services for accounts receivable. Accounts reccivable that are owed to, but have not
been collected by the City, can include services for utilities, ambulance, and other miscellaneous
accounts. It is preferred that collection services are provided for all the services listed above.
The majority of accounts sent to the vendor for collections will consist of utilities and ambulance
services. If collection services cannot be provided for both utilities and ambulance services,
please submit a quote for each service that can be performed by your company.
The contract will be awarded by City Council for one (1) year. The contract may be renewed
annually if agreed by both parties with all terms and conditions remaining the same.
The contract will be awarded to the vendor whose proposal is determined by the City to be the
best -valued bidder who meets specifications and who ranks the highest on the evaluation criteria.
The criteria are listed on page 3 of this document. The following requirements must be met for
full consideration in the decision making process.
• Vendor must obtain a surety bond for $10,000.00, guaranteeing payment to the City for
monies due the City during the contract period, and for an additional period of ninety (90)
days thereafter.
• Vendor must be able to. accept and transmit information from the City via electronic file
transmission, mail, or fax at the City's option.
• Vendor must report all accounts to Experian and/or another national credit bureau,
immediately upon receipt of accounts information on the accounts are received from the
City.
• Vendor must actively pursue all receivables, tumed over by the City, regardless of the
amount owed.
• Vendor will retain all accounts for a period of 180 days. At the end of 180 days, inactive
uncollected accounts must be promptly returned to the City along with its findings and
recommendations. Active accounts (those who have a payment pending or are actively
on a payment plan) maybe retained by the vendor for an additional 180 days for a total of
365 days, but will be returned sooner if an account becomes inactive. If the vendor has
not succeeded in collecting any part of the account during that time period, then the
vendor must promptly submit its findings and recommendations to the City.
S prch/bidspec/2768 collections:
RFP # 2768
• Vendor must provide monthly reports on the collection activities. These reports are due
to the City by the 1 Oth working day of each month and should include:
• Acknowledgment of accounts received (number of accounts and
total revenue)
• Itemized monthly activity statements (include for each service:
summary of collection activity, each debtor account collection
status, and verified fee amount due to collector)
• Statement of accounts being returned to the City
Vendor must provide regular, periodic software or electronic reports to the City to enable
account balance review by the City, and vendor comments regarding review of accounts
held by the vendor. Vendor must provide technical support to enable electronic
placement of accounts.
Vendor must have debtors send their payment(s) directly to the City. The vendor must
include payment instructions in all correspondence or other materials sent to each debtor.
The instructions should include sending payment(s) and remittance slip(s) for
utilities/miscellaneous receivable accounts to P.O. Box 961082, Fort Worth, Texas
76161-0082. The account number on the remittance slip for utilities and miscellaneous
receivable accounts must be bar-coded in OCR -A font (example:123a456-117).
Payments and remittance slips for ambulance accounts shall be mailed to P.O. Box 1942,
Denton, Texas 76202-1942.
• The City will pay the agreed upon fee based on the amount collected on a monthly basis.
A monthly report will be provided by the City by the 5a working day of payments
received from debtors during the previous month for billing purposes.
• It is preferred that the vendor is located within the state of Texas and preferably located
within the Dallas/Fort Worth/Denton Metroplex. The vendor must be licensed to conduct
business in the state of Texas.
• It is preferred that the vendor employs bilingual collectors who can correspond with
Spanish-speaking debtors both orally and in writing.
• Vendor correspondence and collection methods must comply with a format acceptable to
the City and be in accordance with all federal, state and local statutes regarding Fair Debt
Collections practices.
• Vendor's collection experience and qualifications must be sufficient to provide the most
adequate and secure collection services as determined by the City.
• Vendor must provide skip -tracing services.
• Bid proposal must include the following items:
S prcWbidspec/2768 collections:
RFP # 2768
o Resumes of chief operating officers and staff
o Schedule of collection events
o Examples of all correspondence used in the collection process
o Names, addresses, and phone numbers of current customers and a list of
customers from the past five years.
Initially, the City will turn over to the vendor two batches of aged uncollected utility and
ambulance accounts for collections. The total amount of the batches for utilities will be no
greater than $2,852,162. The total for the ambulance batches will be approximately $899,300.
The first batch of utility accounts that will be sent for collections will be no greater than
$954,000 for 3,189 debtor accounts. The final billing dates for this batch occurred from
February 2001 through July 2001. The first batch for ambulance will be no greater than
$368,000 for ambulance services billed from Octnher 2000 through Match 2001.
The second batch for utilities will be no greater than $1,898,162 for 5,348 debtor accounts
finaled from October 1999 through January 2001. Ambulances second batch will be no greater
than $531,300 for ambulance services billed from March 1999 through September 2000. In
addition to the initial two batches for each service, the City will send an average of $54,200 per
month for utility/miscellaneous accounts and $19,500 per month for ambulance services. The
City reserves the right to turn over all or part of the stated collection amounts.
Each bid will be evaluated based on the following criteria and rankings (maximum 100 points):
1. Rate Proposals and Fee Structure (45 points)
2. Collection Process (25 points)
3. Experience and Reputation (20 points)
4. Compatibility (10 points)
The deadline to submit your bid is March 14, 2002. by 2:00 p.m. Please provide a reference list
of collection revenue over $500,000 annually including the name and telephone number of the
contact persons.
In addition, please list all governmental agencies, if any, currently using your company for
collection services along with the answers to the attached questionnaire. Any questions
regarding the bid process should be directed to:
Tom Shaw
Purchasing Agent
City of Denton
901-B Texas St.
Denton, TX 76201
S prch/bidspec/2768 collections:
RFP # 2768
Telephone: (940)349-7100
Fax: (940)349-7302
E-mail: Tom.Sbaw(alcitvofdenton.com
All technical questions regarding this bid should be directed in writing to:
Susan Croff
Utilities Services Manager
City of Denton
601 E. Hickory St., Ste. F
Denton, TX 76205
Fax: (940)349-7211
E-mail: Susan.CroffCa,citvofdenton.com
S prch/bidspec/2768 collections:
RFP # 7768
Exhibit B
Criteria Y 1
BEST VALUE BID RAITE PROPOSALS
for
UTILITIES, MISCELLANEOUS RECEEIVABLES and/orAMBULANCE
COLLECTIONSSERVICES
1. 1 Utilities/ Miscellaneous Receivables
Initial batches
a.
• Batch 1(February 2001- July 2001))
3189
$954,000
18.9
b.
4 Batch 2 (October 1999 -January 200 01)
5348
$1,898,162
18.9 %
C.
Monthly collections
180
$54,200/mo.
22.9 %
2.
Ambulance
Initial batches
a.
• Batch 1 (October 2000 - March 200111)
1288
$368,000
2069 %
b.
• Batch 2 (March 1999 - September 2(Y000)
1780
$531,300
90/0
c.
Monthly collections
215
$191500/mo.
24.9
3.
Monthly collections for Utilities / Miscellaneo,ous
Receivables / Ambulance (combined)
395
$73,700/mo.
22.9
4' Account collected by City if account had bee I'
turned over to the vendor that collections has s not
yet been actively pursued. N/A N/A N / A 0/6
5• I Legal Collections** N/A N/A °/
tl CSII not submitting rate withoout s ope o work for 11 J
legal accounts.
* If your fee structure is not based on a percentage s structure as shown above, please provide a
detailed explanation of your fee structure.
** No legal action will be taken without the expresss approval of the City of Denton.
S:prcb/bidspecl2768collections