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1 <br /> CITY OF SANTA ANA <br /> account is assigned. Please provide any additional information or suggestions <br /> that will aid in the City's selection process. <br /> v. Provide sample copies of the type of reports the City could expect to receive <br /> from the firm with each report clearly marked as to the type of information the <br /> particular report is trying to convey (this can be included as part of an <br /> attachment). A monthly report on the amount assigned, the amount collected, <br /> the amount returned, and the overall collection rate is required, at minimum. <br /> vi. Provide sample letters to be sent to delinquent accounts. Be sure to indicate <br /> what collection method each letter pertains to (this can be included as part of <br /> an attachment). <br /> vii. Provide a statement of the dollar amount(s) of an account below which your <br /> firm will not actively pursue regular collection and/or legal action. (Indicate <br /> whether dollar amount(s) is applied per individual assigned debt or bundled per <br /> multiple assigned debts). <br /> viii. Identify any toll-free numbers / dedicated email addresses for customer <br /> service and support and during what hours live phone assistance and email <br /> assistance are available in PST/PDT times. <br /> f. References: Attachment B— References shall be submitted for similar projects <br /> performed for state and/or similar government clients. <br /> 2. Cost Proposal <br /> All Proposers are required to submit a fixed rate fee with their Cost Proposal. <br /> Compensation shall be contingent upon actual collections of debts owed to the City. <br /> Agency may subtract a fee negotiated through this agreement, from the amount of the <br /> debt collected and paid to the City, as a percentage of the debt collected with a specified <br /> maximum. All Proposers must identify the fee or percentage, how it is determined, and <br /> the fee must be consistent across all debts collected. Furthermore, the City may withdraw <br /> any uncollected accounts without any charge or penalty regardless if collection efforts <br /> were made. <br /> Pricing instructions should be clearly defined to ensure fees proposed can be compared <br /> and evaluated. Cost Proposal must include a payment schedule if applicable. City <br /> reserves the right to negotiate compensation and/or payment schedule prior to award of <br /> any resulting agreement. When applicable, if providing hourly rate sheets, Proposer shall <br /> not include rate ranges or averages. <br /> The City shall not provide reimbursement for travel-related expenses, mileage, parking, <br /> lodging, meals, incidental fees, insurance,freight/shipping and handling/delivery, and any <br /> other business expenses, supplies and materials related to providing services as <br /> specified herein. Additional costs will not be considered and will not be reimbursed by the <br /> City, therefore, such costs must be absorbed in Proposer's cost proposal fee structure. <br /> Any language related to travel reimbursement shall be stricken from the document by the <br /> City and if not stricken, shall be deemed invalid. <br /> Proposals shall be valid for a minimum of one hundred eighty (180) days following <br /> Proposal deadline. The cost for developing the Proposal is the sole responsibility of the <br /> Proposer. All Proposals submitted become property of the City. <br /> City of Santa Ana RFP No.25-040 Page 7 of 33 <br />