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The City of Coalinga is seeking a qualified collection agency for unpaid and delinquent account receivables. The services include collection for damage to city property invoices, returned checks, utility services, service fees, and other miscellaneous receivables. The anticipated term is three years with an option to renew for two additional years. Proposals must be for the entire scope of services and include specific content such as a title page, table of contents, cover letter, qualifications of staff, list of references, agency capabilities in all 50 states and credit bureau reporting, sample statements and reports, sample collection letters, collection methodology, fee structure, and information on online notices. The City will incur no cost for this program, as agency fees will be collected directly from the debtor. The agency must defend, indemnify, and hold harmless the City from any claims arising out of their performance. The selected agency must provide evidence of insurance liability. The contract term will commence upon award, with a three-year term and two two-year options to renew. The City reserves the right to add additional accounts receivable collection items to the contract at the same pricing. Proposals and submitted information will become public records upon contract award. Questions regarding the RFP should be directed to Mai Vang via email. The proposal submission deadline is April 21, 2026. The award will be to the most competitively priced and qualified proposal based on factors including qualifications, related experience, key performance indicators, technology, compliance, completeness of response, competitive cost, and references. The agency must make a minimum of two written or telephone contacts for each account within sixty days. Status reports are required monthly and annually. Skip tracing is required. The agency must indicate its policy on reporting delinquent accounts to credit bureaus. Data must be encrypted in transit and at rest, and the agency must notify the City within 72 hours of a data breach. All data generated or collected by the agency remains the property of the City. The agency must comply with all applicable federal, state, and local laws. Key performance indicators (KPIs) must be developed and reported quarterly. The City reserves the right to audit the agency's records. Records must be maintained for at least seven years. No work shall be subcontracted without prior written consent. Professional and respectful communication with customers is required. The City reserves the right to terminate the agreement with thirty days' written notice.
The proposal submission deadline is April 21, 2026, by 5:00 PM PST. The bid notice states april 21, 2026 by 5: 00 pm pst proposal submission deadline.
The City of Coalinga shall incur no cost for this program; agency fees will be collected directly from the debtor. The bid notice states he city of coalinga shall incur no cost for this program. agency fees will be collected directly from the debtor.
A final contract will be awarded to the most competitively priced and qualified proposal, considering factors such as qualifications of the firm, related experience, key performance indicators, technology, compliance, completeness of response, competitive cost and price, and references and past performance. The bid notice states a final contract will be awarded to the most competitively priced and qualified proposal.
Proposals must include the qualifications of staff proposed for the assignment, their position and types and amount of equivalent collection experience, and a brief summary discussing the firm's qualifications and relevant experience. The bid notice states qualifications of staff proposed for the assignment, their position and types and amount of equivalent collection experience. a brief summary discussing the firms qualifications and relevant experience.
The agency is required to provide sample copies of their current monthly statement of accounts, monthly aging report, and three different sample letters to be sent to delinquent accounts. The bid notice states provide sample copies of the agencys current monthly statement of accounts that are available to your clients. and provide sample copies of the agencys monthly aging report by delinquency length 30, 60, 90, 120 days and provide three different sample letters to be sent to delinquent accounts.
The deadline to submit questions to the City of Coalinga is April 9, 2026, by 5 PM PST. The bid notice states april 9, 2026 by 5 pm pst deadline to submit questions to city of coalinga.
