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CITY OF SANTA ANA <br /> <br /> <br /> <br /> <br /> <br /> <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 /> <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 /> <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 /> <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 /> <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 />  <br />  <br />City Council 12 – 24 8/5/2025