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HomeMy WebLinkAboutResolution - 2517 - Agreement - Check Systems - Financial Collection Services - 01/22/1987Prepared by Legal Department for City Council ,Meeting of January 22, 1987. MH:js RESOLUTION Resolution #2517 January 22, 1987 Agenda Item #31 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Professional Services Agreement by and between the City of Lubbock and Check Systems, attached herewith, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 22nd ATTEST: Ranet a Boyd, City Secretary APPROVED AS TO CONTENT: Robert Massengalel Assistant City Manager for Financial Services APPROVED AS TO FORM: Michel Hart, Assistant City Attorney day of January 1987_ C. . C. McMINN, MAYOR Resolution #2517 THE STATE OF TEXAS § § PROFESSIONAL SERVICES AGREEMENT COUNTY OF LUBBOCK § THIS AGREEMENT entered into this day by and between the City of Lubbock, hereinafter called "City," and Check Systems, herein- after called "Corporation;" WITNESSETH: WHEREAS, the City may have checks which it may desire Corpo- ration to collect from time to time, and whereas, Corporation is qualified to collect such unpaid checks as may be referred by City; and NOW THEREFORE, the City and the Corporation mutually agree as follows: 1. Corporation agrees to perform collection on insuf- ficient funds checks upon the terms stated in Exhibit "A", which are attached herewith and made a part hereof for all purposes. 2. The term of this Agreement shall be one (1) year commencing on February 1, 1987 and ending on January 31, 1988. 3. The Corporation shall keep full and complete re- cords of its progress in a form agreeable to City, which form shall be approved by City prior to commencement of col- lection activities. 4. Corporation shall not assign any interest in this Agreement and shall not transfer any interest in this Agree- ment, whatsoever, without prior consent of the City. 5. Corporation shall save and hold harmless the City from all suits, actions or claims brought on account of any activities engaged in by Corporation pursuant to this Agree- ment. 6. City shall assist Corporation by making available to Corporation all records and dates on file that will as- sist Corporation in the discharge of its duties under this Agreement. 7. Corporation agrees that it will comply with all laws pertaining to collections of this nature, both federal and state. 8. This Agreement may be terminated by either party during its course by delivery of thirty (30) days written notice of intent to the other party at the following ad- dresses: CHECK SYSTEMS 2603 Boston P.O. Box 12050 Lubbock, Texas 79452 EXECUTED this 22nd CITY OF LUBBOCK: C B. C. MCMINN, MAYOR ATTEST: CITY OF LUBBOCK P.O. Box 2000 Lubbock, Texas 79457 day of January , 1987. Ranet e Boyd, City Secretary APPROVED AS TO CONTENT: Robert Massengale, Assistant City Manager APPROVED AS TO FORM: Michele Hart, Assistant City Attorney CHECK S�' ' MS: GENERAL MANAGER ATTEST: 1UM U -1 1/ Secretary- - 2 - CITY OF LUBBOCK REQUEST FOR PROPOSAL FOR FINANCIAL COLLECTION SERVICES RFP #9172 The City of Lubbock Is requesting proposals for financial collection services from Account Collection Agencies located within the Lubbock City limits. OEM M. WO.T.T.M. Responses to this request for proposals (RFP) should be submitted in a sealed envelope no later than 2:00 p.m. on December 8, 1986, clearly Identified as "Proposal for Financial Collection Services", and mailed (or delivered) to: Gene Eads, C.P.M. Purchasing Manager 1625 13th Street, Room L04 Lubbock, Texas 79401 2. Responses: All responses must be presented on the standardized "Financial Collection Services Response Form" which has been provided. The CItyfs decision will primarl[y be based on a comparison of the standardized proposal forms received and accompanying information. The City reserves the right to reject any and all proposals, or to informaliy negotiate certain points of the final contract with a qualified agency. A proposal conference will be held in the Municipal Building Committee Room at 10:00 a..m. on December 1, 1986. At that time, all prospective agencies are invited to request any additional clarification or information necessary to the preparation of their individual responses. Telephone questions to Individuals within the City are not encouraged, but will be permitted, with the expl ic;it roviso that any responses thus obtained are not binding on the proposal process or upon the award of the contract. 4. Schedule - Proposal Conference 10:00 a.m., December 1, 1986, Room 103 Municipal Building, Committee Room. All proposals must be In the hands of the City Purchasing Department no later than 2:00 p.m., December 8, 1986. The City Council will consider the award of the contract on December 18, 1986. Implementation date for contract, January 1, 1987. 5. Selection Criteria: The following criteria will be used to evaluate proposal responses and to make a recommendation for award to the City Council: a. The completeness of the response to all required items on the standardized proposal forms. b. The proposed cost of collection services. c. The physical convenience of City Officials. d. The experience and continuity of the Collection Agency personnel who are identified as primary contact personnel. SCOPE OF SERVICES 1. The City currently has approximately 230 uncollectable checks per month to be collected by a Collection Agency. The returned checks are forwarded to the collection agency direct from the City's depository bank. The agency will collect the face amount of the check plus an approved service charge which Is added by the City. The agency will service checks referred by City at the approved rate, per check co.11ected. In the event said service charge Is not collected, there will be no charge to City on face amount of check collected. The agency will remit to City the total amount collected once a week. The final payment for each month shall be remitted to the City no later than the second business day following the close of the month. Payments shall consist of two checks. One check will be the face amount of the checks collected. The second check shall be the net amount of the service charges collected less the collection charges. Any check and service charge which remains uncollected on the 45th day following the Agency's receipt of the check from the City's depository bank will be forwarded promptly to City, and the agency Is relieved of all responsibility and rights of collection of the face amount and the service charge. if the agency collects on the check during the 30 -day period following the return of the check to (2) the City, the agency shall have the right to retrieve the check from the City and all responsibilities and rights of collection will be restored to the Agency. Lubbock Power and Light (LP&L) will have first right of collection on all checks and drafts remitted to LP&L. LP&L will send an LP&L employee to the Collection Agency on a daily basis and pull some checks and drafts which will be classified as unworkable to the agency. No service charge will be assigned to unworkable checks. On the 3rd business day following the end of the month, the agency will furnish the City with the following monthly reports. 1. The report of checks in process of collection at beginning of month. 2. The report of checks received from the bank during the month. 3. The report of checks returned to City as uncollectable during the month. 4. The report of the checks returned to the City as unworkable during the month. 5. The report of service charge collected during the month. 6. The report of checks collected during the month. 7. The report of checks in process of collections at end of month. In addition to the monthly reports, several reports are required daily or whenever applicable. These include: 1. The report of checks received from the bank. This report should reconcile to the bank charge back slip. 2. The report of the checks returned to the City as unworkable. The agency will notify City and recommend legal action when necessary to affect collection on any specific check. Appropriate fee to be paid to the agency will be negotiated on a one to one basis. No legal action will be taken without written approval of the City. 2. The collection agency wili.perform all normal collection services on overdue accounts owed to LP&L on a contingency basis. An overdue account is a final account which is approximately two (2) months old. There are approximately 600 overdue LP&L accounts per month with an average of $215.00. if the'coilection rate falls below 10% during any two (2) consecutive months, the agreement Is terminated and a new agreement must be negotiated. (3) The collection agency shall remit to the City the gross amount of all monies received on City accounts within five (5) working days after the last day of the month. The agency will bill the City for any fee due the agency on regular monthly statements at the approved rate. The collection agency shall honor requests by the City to withdraw accounts from collection upon the City's request. Once an account has been turned back over to the City, the agency is relieved of all responsibility and rights of collection. The collection agency shall notify LP&L of any account legal expense prior to paying such expense. Account Information will be made available to LP&L personnel upon request. 3. The collection agency will perform all normal collection services on current and overdue weed mowing charges. The weed mowing charges average $40.00 each and there are approximately 3,000 per year. Current account collection shall consist of a ten (10) day letter statement and a twenty (20) day collection letter. The twenty (20) day collection letter shall be sent by certified mail return receipt requested. All current collection procedures will be done under City of Lubbock letterhead and the Assistant City Manager for Financial Services must approve all form letters. Any account which remains uncollected on the 60th day following the Agency's receipt of the account from the City staff will be returned promptly to the City. All correspondence which is vital to the City's ability to file liens on the property must be returned to the City. These documents will include: Copies of Letters Sent Copies of Letters Returned Notes of Response by Telephone Returned Receipts for Certified Mail - Account information will be made available to City personnel upon request. The collection agency shall remit to the appropriate City department the gross amount of all monies received on City accounts within 5 working days after the last day of each month. Each payment must identify the amount applicable to Community Development and the amount applicable to the City General Fund. The agency will bill the City for any fee due the agency on regular monthly statements. All fees will be on a contingency basis. The agency shall honor requests.by the City to withdraw accounts from the collection upon the City's request. Once an account has been turned back over to the City, the agency is relieved of all responsibility and rights of collection. If the agency collects on the account during the 30 -day period following the return of the account to the City, all responsibilities and rights of collection will be restored to the agency. The collection agency shall notify the City of any account legal expense prior to incurring such expense. (4) 4. The collection agency will perform all normal collection services on current and overdue paving assessments. There are approximately 1,000 Paving Assessment accounts averaging approximately $1,000 each set up on yearly installments. The installment billing shall consist of a statement sent at least thirty (30) days prior to the due date. All collection procedures will be done under City of Lubbock Letterhead and the Assistant City Manager for Financial Services must approve all form letters. Paving assessment accounts are considered delinquent on the 31st day following the due date. The collection agency shall remit to the appropriate City department the gross amount of all monies received on city accounts within five (5) working days after the last day of each month. The agency will bill the City for any fee due the agency on regular monthly statements. All fees will be on a contingency basis. The agency shall honor requests by the City to withdraw accounts from collection upon the City's request. Once an account has been turned back over to the City, the agency is relieved of all responsibility and rights of collection. If the agency collects on the account during the thirty (30) day period following the return of the account to the City, all responsibilities and rights of collection will be restored to the agency. 5. The collection agency will perform all normal collection services on other current and overdue accounts which the City desires handled by a collection agency. Some examples of these accounts would include but not be limited to the following: Water and Sewer Pro Rata Grave site Purchases Accounts Receivable Funeral Home Accounts Receivable There are approximately thirty (30) Funeral Homes accounts receivable per month at a price ranging from $175.00 to $300.00 and 20 Grave Site accounts receivable per month at an amount from $225.00 to $500.00. All current collection procedures will be done under City of Lubbock letterhead and Assistant City Manager for Financial Services must approve all form letters. The collection agency shall remit to the appropriate City department the gross amount of all monies received on City accounts within 5 working days after the last day of each month. The agency will bill the City for any fee due the agency on regular monthly statements. All fees will be on a contingency fee basis. The agency shall honor requests by the City to withdraw accounts from collection upon the City's request. Once an account has been turned back over to the City, the agency is relieved of all*responsibility and rights of collection. The collection agency shall notify the City of any account legal expense prior to incurring such expense. Account information will be made available to City personnel upon request. (5) 6. The collection agency shall procure, pay for, and maintain during the term of the contract, with a company authorized to do business in the State of Texas and acceptable to the City, the following minimum insurance coverage listed below. Substantial compliance on Insurance coverage will be considered acceptable. (1) workers Compensation with liability limits of not less than $100,000. (2) ComprehenslyQ A tomobile Liability covering liability on owned or hired automobile with minimum limits of $250,000/$500,000 bodily injury and $100,000 property damage. (3) Comprehensive 29DIU1 Lta� bi�y with limits of not less than $500,000 bodily injury per occurrence and $100,000 property damage per occurrence. (4) $1.000.000 ymbrella Liab L(tty Covers - such coverage should follow the form of underlying coverage. (5) Professional_ A ility In =ran- including errors and omissions with minimum aggregate limits of $1,000,000 per occurrence. (6) Blanket Crime Insurance with limits of not less than $5,000 for loss of money or securities due to dishonesty of employees, robbery, or theft, counterfeit paper or currency, or forgery of outgoing instruments. In addition, a separate policy with limits of not less than $145,000 which covers employee Infidelity and depositors forgery. (7) Ya1ua 1e Papers which cover loss of destruction of valuable papers, notes, and records at the premises, in transit, and temporarily at the premises of others with limits of not less than $200,000. 7. The City reserves the right to enter into contractual agreements with the agencies presenting the lowest cost In each area of service. Each agency will be asked to sign a contractual agreement prior to the presentation to City Council. 8. The City will enter into a signed contractual agreement with the collection agency selected for a period of one year, with a explicit right to renew the contract for one additional one-year extension. This agreement may be terminated by either party during its course by delivery of thirty (30) days written notice of intent to the other party. (6) FINANCIAL COLLECTION SERVICES RESPONSE FORM Check Collection - unit price per check !„ Account Collection: Lubbock Power & Light 1. Current Accounts - 30 days or less 2. Accounts - 31- 60 days % 61-120 days _ % 121-180 days % 181 -year 1 year -18 months Over 18 months J Account Collection: Weed Mowing 1. Current Accounts - 30 days or less 2. Accounts - 31- 60 days % 61-120 days 121-180 days 181 -year % 1 year -18 months % Over 18 months Account Collection:. Water & Sewer Pro Rata I. Current Accounts - 30 days or less 2. Accounts - 31- 60 days % 61-120 days % 121-180 days % 181 -year % 1 year -18 months % Over 18 months J Financial Collection Services Response Form Page 2 Account Collection: Funeral Home -Accounts Receivable 1. Current Accounts - 30 days or less 2. Accounts - 31- 60 days % 61-120 days % 121-180 days % 181 -year % 1 year -18 months % Over 18 months % Account Collection: Lot Purchases -Accounts Receivable 1. Current Accounts - 30 days or less 2. Accounts - 31- 60 days % 61-120 days % 121-180 days % 181 -year % i year -18 months % Over 18 months % Account Collection: Paving Assessments Installment Billings Current Accounts (Less than 31 days overdue) Delinquent Accounts 31 to 395 days Over.395 days Additional Information Required: (Please attach additional Information to this response form). 1. A detailed account of past history as a Collection Agency and include any information on similar accounts your agency handles. 2. A clearly defined outline of all collection procedures. 3. A list of key personnel of the Agency, a job description, and a brief summary of their professional experience. 4. All pertinent agency Information, i.e. - annual financial reports of the agency and insurance Information. 5. All pertinent bonding information. CHECK SYSTEMS 0) 747-4487 A COMPUTERIZED CHECK VERIFICATION AND COLLECTION SERVICE. cQ �, cv� �z rtc�nc�i a,� G'o fives Se4a'ae �eeenLPeh 8, 1986 • P.O. BOX 12050 • LUBBOCK, TEXAS 79452 Exhibit A CHECK SYSTEMS 306) 747-4487 A COMPUTERIZED CHECK VERIFICATION AND COLLECTION SERVICE. Dee,2eh 8, 1986 4&e� `7a Rr�d la z, 94,nawz4,a e C e4Aa'rl t 9� laaa� W,n-q� 46d urcuL dta4 tech iw 11 daac/a L& -990 can aAeer- a &n 2. i�szce 'e'4" fl -e i &a Nouenzeh 9 9 8 0, cQ amaze na uc apya, f maw 9 o o mehc4 ,,tj, a2 ucel.� a2 ta aWze,-z a4ec� a.ct'z- q4 -i c in I-Ww Julzze. U' r1�Ztice�z 2 Poe ,Lde n t, Pam eaape z, ?lice P�z� Pte, ata 24�z ' z -/ems �'ec. `%recut. p�Axuze rnezc�430ye44p c� and a cow ac�encr� rt L'� e itp 7", an ae. "ram�, 3 �,e nat cep, and the Pte. ca &wq� an cher% due-, . uAbM atize,L 30 . yeas ae 3 2a, --f" and dRu"�&wPa At 4 o mz, emptaye" ahe hna tin V.4,,L e zc� v -t" V -e- 4eeP..ehct �ya-i� 17e t (?ottecttaa w.44,eA uee ane �GP2� -- 4,4, IlAe d av eAec./u a4,p- 4ee.e i uec?, aze ccznLx�teh. �� �t a�ze c�� and 4e vL mac 2 ta 3 tj wR�L a we --A. tie 2nd na&,c a zd ma,&. . c e.ueaz r ce u ttA tie taut ccw2c� euczi� A?-` aPPU2-'cma e.4- !A' 44 0115) `"`g -j. • P.O. BOX 12050 0 LUBBOCK, TEXAS 79452 -CHECK SYSTEMS 106) 747-4487 A COMPUTERIZED CHECK VERIFICATION AND COLLECTION SERVICE. h� ua ? e- me -t. oer cova4x ai' /24�d. �!r 4z me 4 awz- acccum� Se-- P.O. BOX 12050 0 LUBBOCK, TEXAS 79452 CHECK SYSTEMS 306) 747-4487 A COMPUTERIZED CHECK VERIFICATION AND COLLECTION SERVICE. time a au s me4,c &� aJiaw4,ag� ca c4z�,� aRer-t i circ 4 the- AW- ietae true: st. Aflac tli co� (?ant sr t 19 �ae .9nce 2 lam Re --A ler�,lvrczc Z eerLteh 13 Nemgern 1 1 1 5 2 2 2 9 9 1 5 51 5 1 1 P.O. BOX 12050 Rat- eatetru.a Ra'a N'z 1301 4w,.el ee �n. sA�--'as""Z'� L:CtJIJr t O Uz 2zce dfaiaA-e'p� 12al gateljl2.ee Pct 4tte'v, ftay-Zfcrvz4�1- )a" gatdmaa Pa�se & r3a,P4 eaz y0jm 13'z' me D ftl 0 LUBBOCK, TEXAS 79452 sir FINANCIAL COLLECTION.SERVICES RESPONSE FORM 1 1. Rate Schedule: Check Collection - unit price per check 59,E n Account Collection: Lubbock Power & Light 1. Current Accounts - 30 days -n/a. or less 2. Accounts- 31- 60 days n /a 61-120 days n�a .121-180 days _ _ n/a % 181 -year n/,a 1 year -18 months 11 Over 18 months La % Account Collection: Weed Mowing 1. Current Accounts - 30 days n/ or less 2. Accounts - 31- 60 days n-/ A % 61-120 days _ n!a % 121-180 days n !a % 181 -year n!a % 1 year -18 months _ n.la Over 18 months „!a -% Account Collection: Water & Sewer Pro Rata 1. Current Accounts - 30 days n/a or less 2. Accounts - 3,1- 60 days n /a % 61-120 days n/a % 121-180 days n/a % 181 -year n!a % 1 year -18 months n /a % Over 18 months _ n/a Financial Collection Services Response Form Page 2 Account Collection: Funeral Home -Accounts Receivable 1. Current Accounts - 30 days / a % or less 2. Accounts - 31- 60 days n /a 61-120 days n/a % 121-180 days _ _n/a % 181 -year n/a % 1 year -18 months n/a % Over 18 months _n a % Account Collection: Lot Purchases -Accounts Receivable 1. Curren; Accounts - 30 days n/ a % or less 2. Accounts - 31- 60 days of a % 61-120 days n/a % 121-180 days n Ja % 181 -year _ n/a % 1 year -18 months -./j.a % Over 18 months _n % Account Collection: Paving Assessments installment Billings Current Accounts (Less .4 % than 31 days overdue) Delinquent Accounts 31 to 395 days n/a % Over 395 days n/a % Additional JDi 4rmation EgDgj red; (Please attach additional information to this response form). 1. A detailed account of past history as a Collection Agency and include any information on similar accounts your agency handles. 2. A clearly defined outline of all collection procedures. 3. A list of key personnel of the Agency, a Job description, and a brief summary of their professional experience. 49 All pertinent agency information, i.e. - annual financial reports of the agency and insurance information. 5. All pertinent bonding information. �, TRIPLE John Russell & Associates CHECK 5145 69th Street December 4 , 1986 Lubbock, Texas 79424 INCOME TAX SERVICE Telephone 806: 794-3848 To the Board of Directors and Corporate Officers of Verification Systems, Inc. Lubbock, Texas We have prepared the accompanying balance sheet of: Verification Systems, Inc. As of August 31, 1986 and the related statement of income, for the period then ended under the tax accounting principles of the Internal Revenue Code, Rules and Regulations. Our preparation is limited to presenting, in the form of a financial statement, information that is the representation of management. We have not undertaken to analyze conventional conformity or ascertain substantial conformity of the accompanying financial statement to the tax accounting principles of the Internal Revenue Code, Rules and Regulations and, accordingly, do not express an opinion or any form -of assurance on it. We have omitted substantially all of the disclosures regarding the underlying tax accounting principles of the Internal Revenue Code, Rules and Regulations under which this statement was prepared. If the omitted disclosures were included in the financial statement, they might influence the user's conclusions about the company's financial position, results of operations, changes in financial position and tax liability. Accordingly, this financial statement is not designed for those who are not informed about such matters. 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