Agenda Packet_2025-08-05 - Laserfiche WebLink

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CITY OF SANTA ANA full or deemed uncollectible. If an account is deemed uncollectible, information regarding this determination must be provided to the City. The firm is not entitled to collection fees after it determined that an account is uncollectible, regardless if payment is made to the City. 10. Firm shall provide to the City quarterly financial summary reports including totals for receipts, net accounts receivable, total accounts receivable, and collection percentage. 11. Firm shall provide to the City an annual financial summary report as of June 30th (City’s fiscal year end) including totals for receipts, net accounts receivable, total accounts receivable and collection percentage. This report should be submitted to the City no later than July 31st of each year. 12. At any time, all records of the firm pertaining to the City shall be subject to inspection, review, or audit by City, State, or Federal officials, during the contract period and for seven (7) years after the termination of the contract. 13. Firm shall guarantee the confidentiality, security and safety of all files, documents and information provided by the City, except as to disclosure required by federal and state laws and regulations. 14. Firm will exercise its best ethical, prudent, lawful, and professional efforts to secure collections on all accounts referred by the City. Collections activities shall comply with all federal, state and local laws, and applicable regulations including but not limited to the Federal Fair Debt Collection Practices Act. 15. Firm will process all customer payments in accordance with applicable Payment Card Industry (PCI) security requirements. 16. Firm shall be HIPPA (Health Insurance and Portability and Accountability Act of 1996) compliant and maintain compliance throughout the term of the contract. 17. Firm shall report all uncollectible accounts to the major credit bureaus. a. Reporting must be done in accordance with all federal, state and local laws, including but not limited to, the Fair Debt Collections Practices Act, the Federal Equal Credit Opportunity act, and the Consumer Credit Protection Act. b. Firm shall not report accounts to the credit bureaus until the firm has worked the account for forty-five (45) days. c. At the request of the City, the firm shall remove an account notification from all the affected bureaus and provide a copy of that notification to the City. d. The City retains the right to recall any accounts assigned for collection without charge or penalty from the firm. Upon recall by the City, no further collection efforts on recalled accounts may be undertaken. i. If the account being recalled was reported to any credit bureaus, it is expected that the record be cleared from the customer’s credit report and written confirmation provided to the City upon request. 18. Firm reporting shall comply in accordance with the Federal Fair Credit Reporting Act (FCRA) regulations which established two types of debt categories: 1) “Permissible Debt” such as, unpaid utility billings, unpaid paramedic billings, and any unpaid sums relating to City Services which were City of Santa Ana RFP No. 25-040 Page 17 of 33 City Council 12 – 34 8/5/2025