About this opportunity
AI summaryThe City of Richmond requires a collection agency to recover unpaid debts and delinquent accounts receivable, including parking tickets, bylaw tickets, and sundry accounts receivable. The selected contractor must maintain an inventory reconciliation, preserve account histories, utilize properly licensed collectors, and collect from debtors across Canada. Qualified applicants must be Canada-based, demonstrate at least five continuous years of debt collection experience in Canada, and hold valid collection agency licenses. Bidders must submit digital proposals by December 15, 2026, at 12:00 PM via email or online, and must upload mandatory attachments including collection agency licenses, a collection system sample, and at least two letters of recommendation. Proposals pass through Phase 1 mandatory compliance before advancing to Phase 2 evaluation, and the resulting contract will span a three-year term.
Buyer and opportunity details
- Client
- City of Richmond
- Solicitation No.
- 8635P
Scope of work
- Debt collection services for City accounts including parking tickets, bylaw tickets, and sundry accounts receivable
- Collection from debtors located across Canada and outside British Columbia
- Establishment and maintenance of a separate trust account for City payment remittance
- Account intake, validation, skip tracing, and locating debtors
- Negotiation of settlements and establishment of payment arrangements
- Provision of secure web-based collection system access, audit trails, and reporting
- Transition and assumption of outstanding accounts from the incumbent collection agency
- Regular account reviews and quarterly performance-review meetings
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Phase 1 - Mandatory Criteria | Pass/Fail |
Minimum qualifications
- Ability to collect from debtors regardless of location, including outside British Columbia
- Possession of all licenses, registrations, bonds, and authorizations required lawfully in each jurisdiction
- Use of only properly licensed collection agents or collectors
- Establishment and maintenance of a separate trust account for the City
- Minimum of five (5) years continuous experience providing debt collection services in Canada
- Valid City of Richmond Business License or Metro West Inter-Municipal Business License
- Valid WorkSafeBC coverage
Documents to include with your response
- Schedule C - 1 – Rate Schedule
- Schedule C - 2 – Proponent Experience and Qualification
- Schedule C - 2 – Collection Methodology and Approach
- Schedule C - 2 – Systems, Reporting, and Online Access
- Schedule C - 2 – Transition and Account Management
- Schedule C - 2 – Client Service and Performance Management
- Collection Agency Licenses/Registrations (combined single PDF)
- Sample of Proposed Collections System (combined single PDF)
- Minimum of two (2) written letters of recommendation (combined single PDF)
- GST Registry Verification (print screen or PDF copy)
Key dates
- Opening Date
- November 4, 2026 12:00 PM
- Closing Date
- December 15, 2026 12:00 PM
- Assumed Contract Start Date
- March 2027
How to submit
- Method
- Electronic document upload
- Instructions
- Upload required documents and responses via the bidding system; files must not be defective or corrupted.
Contract details
- Place of performance
- City of Richmond, British Columbia
- Insurance and bonding
- Comprehensive General Liability Insurance as per section 12 of the City's General Terms and Conditions for Supply and Delivery of Goods and Services.