WEEDY LOT COLLECTION SERVICES RFP 2024-25-47.pdf

CITY OF WESLACO

REQUEST FOR PROPOSALS FOR WEEDY LOT

BILLING AND COLLECTION SERVICES

RFP No.: 2024-25-47

Proposals Due Date: September 8, 2025

Time: 9:00 A.M. CST.

City of Weslaco

Request for Proposals/ RFP No.: 2024-25-47

WEEDY LOT BILLING AND COLLECTION

SERVICES

Electronic submissions of proposals addressed to Homer Rhodes, Purchasing Agent, will be accepted via BIDNET. RFP deadline 9:00 AM on September 8, 2025, at which time they will be opened and read aloud via ZOOM meeting (Zoom link provided in RFP document).

Potential respondents are advised that documents related to the solicitation of proposals can be downloaded from the City of Weslaco web page address:

https://www.bidnetdirect.com/texas/cityofweslaco, Be advised that the BIDNET portal/website is the primary source of all Request for Proposals documents. BIDNET portal/website must be monitored regularly for addendums and/or Request of Proposals communication notices. Respondents are responsible for obtaining all the necessary information required for a compliant submission of the proposals.

A non-mandatory Zoom pre-proposal meeting will be held on August 21, 2025 at 9:00 A.M. (Zoom link provided in RFP document)

The City of Weslaco reserves the right to accept or reject any or all proposals, to waive any informalities, and to accept the proposal to be the best value and most advantageous (as allowed in Local Government Code 252.043) to the City and to hold the proposals for a period of sixty (60) days without taking action, for the purpose of reviewing and investigation of respondent’s Proposals prior to award. Request for Proposals must be submitted electronically through BIDNET, no other form of submission will be accepted.

City of Weslaco

/s/ Homer Rhodes

Purchasing Agent, 956-447-2240 hrhodes@weslacotx.gov https://www.bidnetdirect.com/texas/cityofweslaco

VENDOR’S NOTICE OF INTENT TO SUBMIT

If you intend to submit a proposal for a Weedy Lot Billing and Collections Services RFP No.: 2024-25-47 with the City of Weslaco as outlined in the specifications, please indicate your intention on BIDNET portal. The BIDNET portal/website must be monitored regularly for addendums and/or Request for Proposals communication notices. Respondents are responsible for obtaining all the necessary information required for a compliant Statement of Proposals.

Important Notice:

1. Contact Only Homer Rhodes: All communication about the RFP should be directed to Homer Rhodes at the provided phone number (956) 447-2240 and email hrhodes@weslacotx.gov

2. Regarding this RFP Avoid Contacting Other City Officials or Staff: Reaching out to anyone other than Homer Rhodes, including elected officials or other city staff, could result in disqualification from the selection process.

3. Procurement Schedule & Zoom Links

8/13/2025 1st advertisement in the Advance News Journal 8/20/2025 2nd advertisement in the Advance News Journal 8/21/2025 Pre-Proposal Meeting at 9:00 AM (ZOOM) https://us02web.zoom.us/j/85177487333?pwd=ElDONbnmIf6YyRosGL4ZxVfiiIRjiU .1 Meeting ID: 851 7748 7333 / Passcode: 906073

8/26/2025 Last day of questions at 5:00 PM 9/8/2025 Proposal Opening at 9:00 AM (ZOOM) https://us02web.zoom.us/j/82609827933?pwd=qmeQVZ1hvpOTQt6UM2yNnSNp HTGbKw.1 Meeting ID: 826 0982 7933 / Passcode: 066737

9/16/2025 City Commission Meeting/Possible award at 5:30 PM mailto:hrhodes@weslacotx.gov https://us02web.zoom.us/j/85177487333?pwd=ElDONbnmIf6YyRosGL4ZxVfiiIRjiU.1 https://us02web.zoom.us/j/85177487333?pwd=ElDONbnmIf6YyRosGL4ZxVfiiIRjiU.1 https://us02web.zoom.us/j/82609827933?pwd=qmeQVZ1hvpOTQt6UM2yNnSNpHTGbKw.1 https://us02web.zoom.us/j/82609827933?pwd=qmeQVZ1hvpOTQt6UM2yNnSNpHTGbKw.1

Introduction

The City of Weslaco is seeking proposals from qualified vendors to provide collection and recovery services for outstanding abatement fees assessed for code violations related to weedy or overgrown lots. These services are essential to support enforcement of local ordinances, maintain community appearance and safety, and recover public funds used for lot cleanup and mowing services.

2. Scope of Work

The selected firm will assist the City in recovering costs from property owners whose lots have been mowed or abated due to ordinance violations. Responsibilities include managing account follow-ups, billing, communication, and escalated collections when necessary.

2.1 Account Types

• Fees related to mowing, weed abatement, or lot clearing

• Administrative and enforcement penalties assessed per ordinance

• Properties where a lien may have been filed

2.2 Services Required

• Timely billing and follow-up notices to violators

• Courteous and legally compliant communication with property owners

• Structured collection process for overdue accounts

• Tracking of payments and balances

• Ability to manage accounts that are not yet delinquent as well as those referred after 30/60/90 days

• Optional lien filing or foreclosure process support (if authorized)

2.3 Reporting

• Monthly status of accounts and recovery activity

• Success rates and recovery benchmarks

• Reports on delinquent vs. recovered accounts

• Optional dashboard access or online portal

2.4 Legal & Compliance

• Must adhere to FDCPA, Texas Debt Collection laws, and local ordinances

• HIPAA compliance is not required, but data security and privacy must be observed

• City reserves the right to approve all letters, notices, and scripts

3. Proposal Requirements

Proposals must include:

1. Company Information o Company name, address, contact person, years in business o Experience with municipal collections or nuisance property enforcement

2. Collection Methodology o Description of process, communications, and escalation o Technology or tools used for account management o Handling of disputes or payment plans

3. Fee Structure o Percentage of recovered funds or flat rate o Minimum fees or setup costs o Any contingency terms

4. Compliance & Risk Management o Compliance policies with state/local laws o Recordkeeping and privacy practices o Sample notices or call scripts

5. References o At least 2–3 references from similar contracts (municipal preferred)

6. Reporting Capabilities o Sample of monthly/quarterly reports o Performance metrics tracked

4. Evaluation Criteria

Criteria Max Points

Relevant experience with municipal collections 25 points

Collection process and legal compliance 20 points

Fee structure and value to City 20 points

Reporting and transparency 15 points

Technology and data security 10 points

Client references and reputation 10 points

Criteria Max Points

Total Possible 100 points

5. Submission Instructions

• Deadline for Submission: September 8, 2025 at 9:00 AM CST

• Submission Format: PDF via BIDNET portal only

6. Terms and Conditions

• The City reserves the right to reject any or all proposals.

• The selected vendor will be required to enter into a formal contract.

• The City is not responsible for any costs incurred in preparing the proposal.

• All proposals become public records upon submission.