Collection Agency Services

The City of West Sacramento is soliciting proposals for Collection Agency Services through RFP #25-048-RFP, seeking a qualified firm to manage delinquent customer accounts across multiple revenue streams. The scope encompasses collecting outstanding receivables including transient occupancy taxes, work order billing, false alarm fees, permits, rent/lease payments, citations, returned checks, business licenses, and utility billing receivables. Proposers must demonstrate at least five years of experience providing collection services to California public agencies and maintain strict confidentiality while complying with fair debt collection practices. The evaluation criteria are weighted across six categories: Proposal Transmittal Letter (10.5%), Proposer Qualifications and Experience (21.1%), Proven Ability (26.3%), Technical Approach (15.8%), Acceptance of City's Standard Contract (5.3%), and Cost Proposal (21.1%). Key dates include a question submission deadline of May 30, 2025, and a proposal submission deadline of June 22, 2025 at 11:59 pm, with an initial contract term potentially extending up to 3 years and possible extensions for two additional 1-year terms.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the documentation. The contract will require comprehensive insurance coverage, including Commercial General Liability ($1,000,000 per occurrence), Commercial Automobile Liability ($1,000,000 per accident), Workers' Compensation, and Professional Liability ($1,000,000 per claim). While no incumbent vendor was identified, the city emphasized that cost is not the exclusive determining factor, and the lowest proposer is not guaranteed contract award. Proposers must complete a W-9 form and undergo a SAM.GOV debarment status verification. The documentation indicates that the city will evaluate proposals holistically, considering factors beyond pricing, with a focus on demonstrated experience, technical capabilities, and proven ability to successfully manage collection services. Though a specific budget range was not disclosed, the contract allows for potential total duration of up to 5 years, suggesting a substantial opportunity for the selected collection agency.