See full 16 page bid packet for all details.
SPECIFICATIONS
1. Purpose
a. The City of Auburn Hills fire department is requesting proposals for qualified vendors to perform collection services for delinquent accounts. The successful proposer will furnish all personnel and expertise required to perform all work as described below.
2. Background
a. We utilize the services of a collection agency whose contract is set to expire so we are seeking a competitive bid. It is the intent of the fire department to pursue the collection of outstanding debt as defined below, in a manner that is responsible and respectful of the customers of the City of Auburn Hills fire department. The Collection Agency chosen under this agreement will be held accountable for the successful collection of accounts and for respectful treatment of the collection clients.
b. This RFP will be managed by the fire department. All accounts that are declared to be delinquent and eligible for full collection service will be managed through the fire department. The fire department may continue to conduct independent pre-collection services on their own, before the accounts are transferred.
c. The City of Auburn Hills firmly believes in a positive approach in dealing with debtors. The City does not wish to utilize agencies that use tactics which could be interpreted as harassment, demeaning, or reflect poorly on the City. The philosophy of the Agency must show a consistently clear philosophy, mission and practice that supports those philosophies. The Agency under contract will be subject to review of their collection procedures, and the City may disallow any collection enforcement procedure not consistent with what the City desires. As such, the City will research and ask proposers to describe complaints received by such agencies as the Better Business Bureau in the evaluation of the proposers and the performance of the contract.
3. Contract Term
a. The successful company will be required to enter into a contract with the City of Auburn Hills fire department. The term of the contract will be three (3) years with an option to renew for an additional one (1) year period
4. Scope of Work
a. The successful proposer will provide full service collection and related services for all delinquent accounts referred by the City of Auburn Hills fire department. These services must be conducted in accordance with any applicable federal, state, and/or local requirements.
b. Delinquent accounts are generated primarily from the emergency medical transport operations, but may include additional operations. This RFP will cover accounts with an average value of $600. The age of the accounts will vary, but generally range from ninety (90) days past due up to the statute of limitations (if any). Award of a contract will not guarantee a fixed payment or contract amount; rather it will define the percentage of collected revenue the City of Auburn Hills will base payments on, subject to the successful performance of the scope of work and the terms and conditions outlined in this RFP.
c. The City of Auburn Hills reserves the right to perform background investigations of the successful proposers’ employees.
d. The successful proposer may not negotiate a settlement of a debt or "write off" bad debts without prior written approval from the City of Auburn Hills.
5. Questions Concerning RFP
a. Questions concerning this RFP may be addressed to Assistant Fire Chief Antonio Macias, Purchasing Agent at 248.364.6752 or email to amacias@auburnhills.org
