What the buyer needs
AI summaryThe City of Independence Utility Customer Services, a division of Independence Power and Light, requires an offsite contractor to provide collection services for outstanding utility balances owed over 90 days from the final bill due date. The contractor must accept debtor account data via CSV files, adhere strictly to Fair Debt Collections standards and federal guidelines, and obtain written permission before instituting legal action. Eligibility is restricted to onshore United States organizations only. Interested vendors may submit their responses digitally by email or online, and all questions must be submitted no later than November 16, 2026.
Scope of work
- Accept account information for collection of outstanding utility balances submitted via SFTP CSV data file
- Undertake collection of accounts through proper and lawful means within three days from receipt without regard to amount
- Adhere to Fair Debt Collections standards and FTC, FCC, local, state, and federal laws
- Execute collection procedures including minimum three mailings, reasonable phone calls, and skip tracing when necessary
- Maintain notations of collection efforts with dates and times on customer accounts
- Suspend or recall collection efforts temporarily or permanently upon written notification by the City
- Institute, maintain, or prosecute suits on accounts only after written permission from the City
- Remit gross collections monthly by check or EFT along with detailed monthly statement and reports
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Transfer of information and tracking of collection practices | up to 40 points |
| Cost | up to 20 points |
| Implementation and Transition Plan | up to 20 points |
| Experience and Reliability | up to 10 points |
| Substantial Compliance | up to 10 points |
Minimum qualifications
- Five (5) years of experience providing collection services under the current company name
- Must provide an account manager or single point of contact for the City
- Must be able to submit monthly reports including account listing by customer name, balance, and status
- Certification of authority to conduct business in the State of Missouri
- Procure necessary local permits, licenses, and a City of Independence business license (unless exempt under state law)
- Register online as a vendor on the City's Vendor Self-Service (VSS) portal
Documents to include with your response
- Completed cover page (Page 1) with Proposing Firm details and Authorized Agent signature
- Attachment 1 – Pricing Page for Collection Services
- Attachment 2 – Affidavit of Non-Conflict of Interest and Non-Collusion (notarized)
- Attachment 3 – Contract for Services (completed and signed, including any exceptions)
- Attachment 4 – Immigration/E-Verify Long Form Affidavit
- Attachment 5 – Affidavit of Acceptance of Anti-Discrimination against Israel Act
- Response to the requirements in the RFP
- Implementation and Transition Plan
- Example of the form utilized to report collections
- Proof of insurance and City of Independence business license (required for firms selected for award)
How to submit
- Method
- Online via www.publicpurchase.com
- Instructions
- Submitted online into a virtual lockbox; paper, fax, or email responses will NOT be accepted and will not be returned.