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Home My WebLink About2002 04 22 Consent C Collection Services on Bad Debts COMMISSION AGENDA ITEM c CONSENT X INFORMA TIONAL PUBLIC HEARING REGULAR April 22. 2002 Meeting MGR ~DEPT ~~ A lIthoriz::ttion REQUEST: Finance Department Requesting Authorization to Piggyback off of the City of AltaIDonte Springs contract for Collection Services on Bad Debts. PURPOSE: The purpose of this Board item is to request authorization to Piggyback off of the City of Altamonte Springs contract (AIR 72-00) for Collection Services on bad debts by Merchant Association Collection Division, Inc. CONSIDERATIONS: The City utilizes the services of a collection agency for its bad debts. The agency currently utilized charges 35% of the amount collected as a fee. Our contract with our current agency expires April 30, 2002. We are proposing to piggyback off of the City of Altamonte Springs contract (AIR 72- 00) with Merchant Association Collection Division, Inc.. The City of Altamonte Springs contract expires on April 30, 2002; per the Purchasing Director, the City has renewed the contract for another year. The contract was a one year contract with an option to renew for two consecutive years at one year each. Merchant Association Collection Division, Inc. charges 20% of the amount collected as a fee. Collection services provided include letters and telephone calls to our former customers (and current garbage/stormwater delinquent customers), and notification to the three credit reporting agencies of the bad debt. Merchant Association Collection Division, Inc.'s collection service division has been in business since 1958 and services such customers as City of Altamonte Springs, City of Lake Mary, Kissimmee Utility Authority and Florida Power in Miami. April 22, 2002 Consent Agenda Item Page 2 FUNDING: Fees are paid from amounts collected at 20%. RECOMMENDATION: It is recommended that authorization be given to Piggyback off of the City of Altamonte Springs contract (AIR 72-00) for Collection Services on bad debts by Merchant Association Collection Division, Inc. at a cost of20% payable from the collected fees. ATTACHMENTS: City of Altamonte Springs Contract AIR 72-00 COMMISSION ACTION: '~9IME!~~:.~~~ct #AfR.721>9 - COI:.~EctF?N S~RVI~~~.::..l!TKLt'(~JLLlNG ACCOqf.IT..~ECE(Y~BLES . NR P~e From: Judl Mazur To: Jim Poulallon Subject: Contract #AIR 72-00 - COLLECTION SERVlCES - UTILITY BILLING ACCOUNT RECEJVABLES - AIR The above oontract has been slgned by MERCHANTS ASSOCIATION COLLECTION DIVISION. INC. and renewed for another year and expires on April 30, 2002. Prices stayed the same as last year. There Is one more renewal left on this contract. cc: Barbara Kiser ~/=;;::."> :> , -(' r- I....: .,/~_ f ~, /~.. '''---....... I <t.-! />f"<,... l.. ......./o~ '-1/""'3 :L ,. (; ..... t..-__ I F~OMI MERCHANTS ASSOC FRX NO. I 407 246 7199 e2-13-01 11.:.~~ e.: e @ CITY OF AL T AMONTE SPRIl'TGS ~rrnmt Division 22SNEWBURYPORT AVENUE AlTM10NTE aPRlNG8. FLORIV"327Ot...J097 FAX TRANSMISSION COVER SHEET CONTRACT RENEWAL FORM I ~I l'eb~uarYI 2001 I f or PN.;ES Im:LUDI~ CCJVn: -...~ -=- :1 'rO: 9and1 Doa.ton-Kneer J1U:lIl: Judi Mazur: HQrehante ~~ocl~tion Collectton Oivi~1oQ. %ClC purehas.ing A.gent DO'S ..... 407..246-7136 BUS PSICl'm: 407-571-8076 .:r.:E ~: 407-246-71~9 FAX P!$(lI!m: 407-..571-8082 - R2 t CON"1'RACT NO.: AIR 12-00 BIO NO.: 72-00 BID TITLE: COLLECTION SE~VICES - UTILI~ BILLING ACCOONT REC~IVABLES oc:N4bn'8 : The above referenced annu~l cont~act is due to expire on 94/30101. Th~ city of Altamonta Sprinq3 would like to renew this contract for an additional one yea.r periOd beqinning 05/01/01 through 04/30L02. All term6, conditions, and prices shall ramain in effQct: unless tho bid documents allow the cont:x;actor to roake annual price adjustmenta. Ple3o~ sign below and retu.n one copy to this office on or before .!)3/30/0~. 8E~ C2GC: I wish to ro~ew ~ I do not wish to ~en~w PRICE ADJUg~9(if bid docume~t allow6) 6~e attached: ~ES ~o ~ 1?rint )tMtE , TITI.E: ~J!AIb:r ~1t~N EEl< ~/4tAJAL DATE:~J. -/ ~.. t) / J..e Mt 8:IGNATURE : CI\rocnu;\KI8<;\~l"RJ\CT R1i:HDf fOr/1l. S..pte!Qb<~C' 1, 2000 CITY OF ALTAMONTE SPRIl\1GS 225 NEWBURYPORT AVENUE ALTAMONTE SPRINGS. FLORIDA 32701-3697 April 12, 2000 Sandi Deaton-Kneer Merchants Association Collection Division, Inc. 605 E Robinson Street Orlando FL 32801 re: APPROVED CONTRACT DOCUMENTS BID NO: 72-00 COLLECTION SERVICES. UTILITY BILLING ACCOUNT RECEIVABLES Dear Ms. Sandi Deaton-Kneer, Attached is one (1) original fully executed approved coptract document for the above bid which was awarded by the City Commission on Tuesday. March 21, 2000. Deputy Finance Director Jim PoulaIion is the City's "Project Manager" and will be your primary contact person. He can be reached at 407-830-3869. On behalf of the City, thank you for your interest and we look forward to a successful partnership. Sincerely, .. "-~ Barbara Kiser Procurement Manager cc: Bid File Jim Poulalion, Deputy Finance Director Pat Wainright. City Clerk ~PUe{AIR.71AX1)I' NOTICE OF CONTRACT City of Altamonte Springs, Florida Date of Contract: April 7.2000 CC Approval Date: Tuesday. March 21. 2000 Term of Contract: May 1. 2000 to April 30. 2001 (May be renewed for two additional one year periods) Department: Finance Division: Accounting Vendor Name: Merchants Association Collection Division. Inc. Vendor Address: 605 E Robinson Street Orlando FL 32801 Vendor Number: 1008806 COLLECTION SERVICES - UTlLlTY BILLING ACCOUNT RECEIVABLES 20% of amou collect, NOTE: Collection fees to be deducted from total amount collected TOTAL 20% of amou collect. ~ ~ a-l~ 1_ ,L../~/0l'c>6 Barbara Kiser, Procurement Manager AIR 72-00 Contract Number BID NO. 72-00 Bid Number .i . .. CONTRACT BID NO: 72-00 COLLECTION SERVICES.- UTILITY BILLING ACCOUNT RECEIVABLES THIS AGREEMENT, made and concluded this.2!i day of iff}"; I , 20 QQ., by and between the City of Altamonte Springs, hereinafter generally called the Owner, and Merchants Association Collection Division. Inc. (Contractor) 605 E Robinson Street. Orlando FL 32801 (Address) hereinafter generally called the Contractor. WITNESSETH, that for and in consideration of the payments and agreements to be made and performed by the Owner, Contractor, and its own proper cost and expense and with skill and diligence, will perform the services included in a Contract for Bid No: 72-00, titled: COLLECTION SERVICES - UTILITY BILLING ACCOUNT RECEIVABLES in accordance with attached Contract Documents, and in full compliance with this Agreement. And the Contractor agrees to honor the prices stated in the Proposal Bid Form attached in full compensation for furnishing and executing the services contemplated in this Contract; the Contractor for such consideration, shall be responsible for all loss or damage arising out of the nature of the services aforesaid or from any action of the elements encountered in connected with the service, and furnishing the services, until their final completion and acceptance. To prevent all disputes and litigations, it is agreed by and between the parties to this Contract that the City shall in .all cases determine the quality of performance which are to be paid for under this Contract in relation the bid specifications. Payment shall be made in accordance with provisions as outlined elsewhere in these specifications. The Contract Documents shall consist of the following: I. Invitation to Bid Document 2. Bidders Bid Submittal/Response This Agreement, together with these documents, form the contract, and they are as fully a part of the contract as if hereto attached or herein repeated. c The Contractor and the Owner for themselves, their heirs, executors, administrators, su~cessors, and assigns, hereby agree to the full performance of the covenants herein contained. IN WITNESS WHEREOF THEY HAVE EXECUTED THIS AGREEMENT: City of Altamonte Springs ~. . . JLrjftJ-: ~u .. ~ - (SIgnature) 1?ws se./ 5. 1111 u c k (Name, Written or Typed) M~Y- (Title, ritten or Typed) Contractor Attest: ~~a~1 ,/ AFFIX CORPORATE SEAL Officer: 4/J-~~ (Signature) Robert H. Walton (Name, Written or Typed) Vice President (Title, Written or Typed) TOTAL CONTRACT AMOUNT: $ 20% (of amount collected). Twenty Percent (Total Amount Written In Words) ) .. . $ . .. , . I I . ORIGINAL . RESPONSE TO CITY OF ALTAMONTE SPRINGS INVITATION TO BID NO. 72-00 COLLECTION SERVICES-UTILITY BILLING . ACCOUNTS RECEIVABLES . Date: March 1, 2000 Responder: Merchants Association Collection Division, Inc. Authorized Representative: Sandi Deaton-Kneer AutborizedRepreseutativeSlguature: ~. +I(JYJ - ~ Contact: Sandi Deaton-Kneer, Regional Sales Manager Merchants Association Collection Division, Ine. 605 East Robinson Street Suite 120 Orlando, Florida 32801 . (407) 246-7136 FAX (407) 246-7199 . . $ I . . . I e INVITATION TO BID NO. 72-00 COLLECTION SERVICES - UTILITY BILLING ACCOUNTS RECEIVABLE Responder: Merchants Association Collection Division, Inc. . Authorized Representative": Sandi Deaton-Kneer Regional Sales Manager 605 East Robinson Street Suite 120 Orlando, Florida 32801 (407) 246-7136 FAX (407) 246-7199 The City of Altamonte Springs will be placing certain delinquent debts owed to the city, for collection, to include, but not be limited to, water, sewer, refuse collection and disposal service. We will work closely with the City's staff to see t4at implementation of the contract is smooth. A supervisor will be assigned to handle the daily routine of the accounts and our management, supetvisor and collection staff will coordinate all areas of collections with the City's staff. . Merchants Association can receive your accounts in manual format or in the preferred tape file transfer to enter them into our system. Using Merchant's automated, on-line collection system we will send a collection letter, handle all telephone calls and requests for information, attempt to contact the debtor by telephone, and place accounts on the Trans Union, Equifax, and Experian credit bureau files. The collection services will be provided to the City of Altamonte Springs in accordance with all applicable Federal, State and local laws. Merchants Association Collection Division. Inc. Page 2 . $ I.. . Accounts are automatically skip traced through our national Trans Union TRACE program (Social Security Number lookup). The Trans Union Credit Bureau file is accessible through the on-line system to determine recent inquiries. We also have direct access, on-line to State agencies to obtain driver's license information, tag and vehicle information and to conduct name searches. Our experience, performance, length of years in business and collection clients show that we are dedicated to the collection industry. We are long standing members of the Florida Collectors Association and the American Collectors Association. We are actively involved in local credit and collection associations. Merchants Association Collection Division, Inc. acknowledges the city's right to incorporate this proposal into a contract. As selected proposer, Sandi Deaton-Kneer will assume responsibility for all services offered in this proposal and will be the City's sole point of contact with regard to contractual matters, including payment of any or all charges. Sandi Deaton-Kneer is the authorized representative of the Merchants Association Collection Division, Inc. and has the authority to sign a binding proposal. . . Merchants Association Collection Division, Inc. Page 3 , .. $ ,. . I . Those persons authorized to represent the responder are: Sandi Deaton-Kneer Regional Sales Manager Merchants Association Collection Divisio~ Inc. 605 East Robinson Street Suite 120 Orlando, Florida 32801 (407) 246-7136 Robert H. Walton Vice President Merchants Association Collection Division, Inc. 134 South Tampa Street Tampa, Florida 33602 (813) 273-7748 . T. Curtis Flynn Vice President Merchants Association Collection Division, Inc. 134 South Tampa Street Tampa, Florida 33602 (813) 273-7721 Debra Cremata Marketing Representative Merchants Association Collection Division, Inc. 605 East Robinson Street Suite 120 Orlando, Florida 32801 (407) 246-7140 . Merchants Association Collection Division, Inc. Page 4 - .$.' '. .,... . . . " :". .... " '. "t" . ',+ . . . . .' I' \ ;: , . I I' . . History: MERCHANTS ASSOCIATION OF FLORIDA, INC. . Merchants Association of Florida, Inc. is very proud of its heritage. This remarkable tradition dates back to 1916 when the parent association was chartered. As Tampa was growing during the change of the century, prominent business people saw a need to foster a closer relationship between business interests, promote just and equitable trade practices, encourage needful legislation and oppose measures detrimental to mercantile interests. At the time, there was no credit information exchange or any real merchants protection. The founding charter was put into force on July 13, 1916. There would come a time that a collection service division would be established to complement the phenomenal growth. MERCHANTS ASSOCIATION CREDIT BUREAU, INC. Merchants Association has run the Credit Bureau as a division of its operation from its inception in 1916. . The basic function of the Credit Bureau is to assemble, store, maintain and deliver consumer credit information as required by members. This is accomplished through the use of the facilities of Trans Union in Chicago. Trans Union maintains more than 200 million consumer credit files for its nationwide credit bureau subscribers. Participating local credit bureaus across the United States are enabled to obtain files by accessing the central database in Chicago. The Merchants Association Credit Bureau is Florida's premier statewide credit-reporting agency. Its many services are aimed at allowing members to know who they are dealing with before they close a deal. The bureau is a significant operating division of the Merchants Association of Florida. MERCHANTS ASSOCIATION INFORMATION SERVICES DIVISION, INC. . In 1973 Merchants Association Information Services Division, Inc. was formed as another wholly-owned subsidiary to operate the computerized accounting functions and to provide automated services for the Collection Division and the Credit Bureau. The Collection Division's automated system is handled on the in-house UNISYS computer system, with the automation of the Credit Bureau files and reports being handled on the Trans Union system. Merchants Association CoUection Division, Inc. Page 5