Collection Agency Services for Utilities

Orange County, Florida is seeking a collection agency to provide professional services for utility-related debt collection through Request for Proposal (RFP) Y25-128. The procurement is specifically targeting a qualified collection agency to manage approximately 300 monthly delinquent utility accounts, estimated at around $45,000 in total outstanding debt. The contract will be a five-year term with the selected agency responsible for comprehensive collection activities including sending letters, tracking accounts, reporting collection activities, and maintaining a minimum 25% success rate in collections. Key deliverables include professional account management from referral through active collection, online account information access, and detailed monthly reporting. The procurement process requires electronic submission through the OpenGov e-Procurement Platform, with proposals due on March 13, 2025, at 4:00 PM local time. A non-mandatory pre-proposal virtual conference is scheduled for February 13, 2025, at 10:00 AM, and the final date for submitting questions is February 17, 2025, at 5:00 PM. The compensation structure will be percentage-based, with the collection agency receiving a portion of gross collections and additional fees for first and second collection letters.

While no specific set-aside designations or restrictions for disadvantaged enterprises are explicitly mentioned in the documentation, the RFP requires bidders to demonstrate specific qualifications and capabilities. The collection agency must provide bilingual services, comply with federal and state collection regulations, and maintain strict data handling and security standards consistent with Orange County's Enterprise Security Standards. Technical requirements include secure data transmission, field-level encryption for sensitive information, and robust reporting capabilities. The county will require the selected vendor to integrate with existing county technology infrastructure, specifically adhering to the Information Technology Standards outlined in the attached documentation. Although a precise budget range is not specified, the estimated monthly account value of $45,000 suggests potential annual collection opportunities around $540,000, with the collection agency's compensation directly tied to successful debt recovery. The contract will be managed by the Orange County Procurement Division, with Kaitlin Kolhoff serving as the contracting agent and oversight provided by Carrie Mathes, the Procurement Division Manager.