Collection Services for the Finance Department

The City of Pasadena is seeking a qualified third-party collections agency to enhance its debt recovery efforts through an informal selection process for Collection Services for the Finance Department. The procurement targets approximately 3,000 delinquent accounts with a total estimated value of $1.5 million, primarily from utility and paramedic accounts. Vendors must demonstrate compliance with federal, state, and local debt collection laws, provide foreign language and hearing-impaired capabilities, and submit detailed monthly reports on collection activities. The City will evaluate proposals based on a comprehensive scoring system: proposed solution (35%), experience (30%), cost proposal (30%), and local Pasadena business preference (5%). Proposals must be submitted electronically through the City's eProcurement Portal by 3:00 pm on March 17, 2025, with a question submission deadline of February 6, 2025. The contract is scheduled to run from November 1, 2024, to October 31, 2027, with the City requiring no less than 70 percent recovery of collected amounts.

The procurement appears to be open to various business types, with an optional section in the Vendor Questionnaire suggesting potential set-asides or preferences for diverse-owned businesses, including minority-owned, female-owned, and disabled-owned enterprises. Vendors must complete several mandatory forms, including a Unique Entity Identifier (UEI) from SAM.gov, a Disclosure of Lobbying Activities form, and provide proof of specific insurance coverages. Required insurance includes Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per accident), Workers' Compensation, Crime/Custodial/Security ($1,000,000 per loss), and Cyber Liability ($2,000,000 per occurrence). While a specific budget range is not explicitly stated, the total value of delinquent accounts is estimated at $1.5 million. Vendors must also comply with local requirements such as the Living Wage Ordinance and City-wide Minimum Wage regulations. The city will require comprehensive documentation of relevant experience, with the Relevant Experience Form allowing contractors to showcase up to five previous projects demonstrating their expertise in municipal collection services.