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HomeMy WebLinkAboutPR 24642: COLLECTION OF FEES FOR THE FINANCE DEPARTMENT Energy City of eiey % art rthu _ Texas INTEROFFICE MEMORANDUM FINANCE DEPARTMENT To: The Honorable Mayor and Council Through: Ronald Burton, City Manager From: Dr. Bella LeBlanc, DM, Collections Manager RE: PR No. 24642 Collection of fees for the Finance Department Introduction: The purpose of this memorandum is to request City Council approval authorizing the City Manager to execute a two-year contract, with options to renew for two additional two-year terms, with Alliance One Receivable Solutions of Blue Bell, Pennsylvania, for the provision of collection services for the City's Finance Department. Background: The City of Port Arthur experiences a substantial volume of delinquent and uncollectible accounts owed to the City. To improve revenue recovery while minimizing administrative burden and financial risk, the City sought proposals from qualified collection agencies. Pursuant to Chapter 252 of the Texas Local Government Code, the Purchasing Division issued Request for Proposals No. P25-072 for collection services for the Finance Department. The RFP was advertised on July 19, 2025, and July 26, 2025, and seven (7) proposals were received and opened on August 20, 2025. An evaluation committee comprised of City staff reviewed and scored each proposal in accordance with the published evaluation criteria. Alliance One Receivable Solutions received the highest overall ranking and was determined to provide the best value to the City. Scope of Services Under the proposed agreement, Alliance One Receivable Solutions will provide professional collection services for delinquent accounts referred by the Finance Department. Services include account recovery efforts, reporting, and compliance with all applicable federal and state laws governing collection activity. The agreement is structured on a contingency-fee basis, whereby a collection fee of up to twenty percent (20%) of the amount collected may be assessed and added to the debtor's account, depending on the nature of the collection. Budget Considerations: The City will incur no direct cost for these services. All collection fees will be assessed to and paid by the account holder, allowing the City to retain 100% of the principal balance owed. Alliance One will submit monthly invoices and activity reports to ensure transparency and facilitate audits. No budget appropriation is required for this contract. Recommendation: It is recommended that the City Council approve the attached resolution authorizing the City Manager to execute a two-year contract, with renewal options, with Alliance One Receivable Solutions for collection services for the Finance Department. +P.R.No. 24642 11/07/2025 BDL-TNR RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A TWO-YEAR CONTRACT, WITH OPTIONS TO RENEW FOR TWO ADDITIONAL TWO- YEAR TERMS, WITH ALLIANCE ONE RECEIVABLE SOLUTIONS OF BLUE BELL, PENNSYLVANIA, FOR COLLECTION SERVICES FOR THE FINANCE DEPARTMENT WHEREAS, pursuant to Chapter 252 of the Texas Local Government Code, the City of Port Arthur issued Request for Proposals No. P25-072 for the provision of collection services for the Finance Department, which was duly advertised on July 19, 2025, and July 26, 2025; and WHEREAS, seven(7)proposals were timely received and opened on August 20, 2025; and WHEREAS, a duly constituted evaluation committee of City staff reviewed and scored each proposal in accordance with the published evaluation criteria and determined that Alliance One Receivable Solutions of Blue Bell, Pennsylvania,received the highest overall ranking and represents the best value to the City(evaluation attached hereto as Exhibit"A"; and WHEREAS,due to the volume of delinquent and uncollectible accounts owed to the City,the use of a professional collection agency is necessary to enhance the City's ability to recover outstanding revenues; and WHEREAS, under the proposed contract, collection services will be provided on a contingency-fee basis,whereby a collection fee of up to twenty percent(20%)of the amount collected may be assessed and added to the debtor's account, depending on the nature of the collection; and WHEREAS, all collection fees shall be borne by the account holder and not by the City, ensuring that the City retains one hundred percent(100%) of the principal balance owed, and the City shall incur no direct cost for these services; and WHEREAS,Alliance One Receivable Solutions shall submit monthly reports and invoices to the City reflecting collection activity from the preceding month, consistent with the terms of the agreement; and WHEREAS, the City desires to enter into a two-year contract, with the option to renew for two additional two-year terms, with Alliance One Receivable Solutions, in substantially the same form as attached hereto as Exhibit "B". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: +P.R.No. 24642 11/07/2025 BDL-TNR THAT,the facts and opinions in the preamble are true and correct; and THAT, the City Manager is hereby authorized and directed to execute a two-year contract, with options to renew for two additional two-year terms, with Alliance One Receivable Solutions of Blue Bell, Pennsylvania, for the provision of collection services for the Finance Department, in substantially the same form as the agreement attached hereto as Exhibit"B." and THAT The contract shall be administered in a manner that imposes no direct financial obligation upon the City,with all collection fees assessed to and paid by the account holders, as provided in the agreement. THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED on this day of A.D., 2026, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor Council Members NOES: Charlotte M. Moses Mayor ATTEST: Sherri Bellard City Secretary +P.R. No. 24642 11/07/2025 BDL-TNR APPROVED • Roxann Pais Cotroneo City Attorney APPROVED FO ISTRATION: Ronald Burton, City Manager Lynda oswe Director of Finance Clifton ' illiams Purchasing Manager EXHIBIT "A" ( \ �� 'I .::;, rtf,*i 4, / -."-,-----.. .9 -- ..... a \� \ d « jJ e _ 2 _ G r $ C } / j ±5 ) \ a ( # % R._ 3 r.m C \ \ \ \ \ ) § / ® % 2 / § a cc / .§ ) } - $ ; C 2 © Lo R 3 7 k \ ( - - Og ¥ \ ^ . Z � IF ] 2 } x $ 2 0-4 » ` O / \ % / j \ /§ N § N m ƒ / m �LO a C - \ � % ; \ \ E } \ § « § R 2 § _ C J / Vla o . - © C' © s \ ° fr.! 143 Ix z 023 E & ?k ` \ / 5 /5 # , & /\ ~ \ C ƒ %\3 2 0 z / ] w ; 0 \ C k \ ] \ 7 EXHIBIT " B " CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM HAROLD L.DOUCET,SR., City of CITY MANAGER MAYOR PRO TEM \\ , ,,,1 SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR. n r t r t it t!r TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM ttlS CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. July 18, 2025 REQUEST FOR PROPOSAL COLLECTION OF FEES FOR FINANCE DEPARTMENT DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m.,Central Standard Time, Wednesday, August 13, 2025 (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, August 13, 2025 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. MARK ENVELOPE: P25-072 DELIVERY ADDRESS:Please submit one(1)original and three(3)exact duplicate copies and USB of your RFP to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET,4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writing to: City of Port Arthur, TX Clifton Williams, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 clifton.williams@portarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 10891444 4th Street I Port Arthur,Texas 776411 409.983.8160 1 Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. Clifton Williams Purchasing Manager Page 2 of 22 REQUESTS FOR PROPOSALS COLLECTION OF FEES FOR FINANCE DEPARTMENT (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid,we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City, State,Zip Code: Date: I Page 3 of 22 SECTION A AGREEMENT ANNUAL CONTRACT FOR COLLECTION OF FEES FOR THE FINANCE DEPARTMENT THIS AGREEMENT, made this day of , 2026, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY" and Alliance One. hereinafter called "CONTRACTOR". WITNESSETH: That for and in consideration of the payment terms, conditions, and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be for two years from the date of execution, with an option to renew for two additional two-year terms,unless sooner terminated under the provisions hereof The City can terminate this contract at its convenience, which includes, but is not limited to, funding not being available in any budget cycle within thirty (30) days' written notice. 2. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor, and other services necessary to connection therewith, excepting those supplies specifically not required of the Contractor in the Specifications. 3. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms stated in the bid. 4. The term "Contract Documents" means and includes the following: a) Agreement b) Advertisement for Bid c) Information to Bidders d) Contractor Response e) Scope of Work and Evaluation Criteria fJ Letter of Interest g) Notice of Award h) Non-Collusion Affidavit i) Affidavit j) Conflict of Interest k) SB 252 Chapter 2252 Certification 1) House Bill 89 Verification m) References n) Addenda 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. IN WITNESS WHEREOF, the parties hereto have executed or caused to be executed by their duly authorized officials, this Agreement in ( 2 copies), each of which shall be deemed an original on the date first written above. Signed on the day of 2026 ATTEST CITY OF PORT ARTHUR BY CITY SECRETARY Signed on the day of , 2026 WITNESS ALLIANCE ONE BY PRINT NAME PRINT NAME: TITLE: SECTION B ADVERTISEMENT FOR BID CITY OF PORT ARTHUR Request for Proposals Collection of Fees for Finance Department July 19, 2025 July 26, 2025 PUBLIC NOTICE REQUESTCITY TEXAS FOR PROPOSALS of Pork Arthur will be Proposals,addressed tot the City Port Arthur, CityHall 444 4th Street or P.O.B x 089Ceived will ur. [ICE IS HEREBY GIVEN THAT sealed Prap August 13,2025. Propo �tved at the Office thanof the City P. Wednesday, Council Chambers' as 7764b na later 3:0 P. M.,ednesday,August 13,2025 in the City d aloud beginning at 3:15 M., described as: Hall,5th Floor for certain services briefly REQUEST FOR PROPOSALS COLLECTION OF FEES FOR FINANCE DEPARTMENT will not be oposals received after the deadline stated above, regardless of method of delivery, insidered and returned unopened. Office,444 cu inspection without charge.They can also be opies of the Specifications and other Contract Documents are on file in the Purchasing Office, of Port Arthur,and are open for publicrblicp th Street,City ortarthuRx.govlbids.aspx or www.P atrieved from the City's website at www.p ids and to waive informalities. and all b rhe City of Port Arthur reserves the right to reject any Council shall not ter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance,the City Per Chap that is in arrears in its obligations to the City. award a contract to a company f1� clift Williams, PP Purchasing Manager PUBLIC NOTICE CITY OF PORT ARTHUR,TEXAS REQUEST FOR PROPOSALS NOTICE IS HEREBY GIVEN THAT sealed Proposals,addressed to the City of Port Arthur.will be received at the Office of the City Secretary,City Hall 444 4th Street or P.O. Box 1089, Port Arthur, Texas 77641 no later than 3:00 P. M.,Wednesday,August 13,2025. Proposals received will be read aloud beginn ng at 315 P. M., Wednesday,August 13,2025 in the City Council Chambers, City Hall,5th Floor for certain services briefly described as: REQUEST FOR PROPOSALS COLLECTION OF FEES FOR FINANCE DEPARTMENT Proposals received after the deadline stated above, regardless of method of delivery, will not be considered and returned unopened. Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,444 4th Street,City of Port Arthur,and are open for public inspection without charge.They can also be retrieved from the City's website at www.portarthurtx.govlbids.aspx or www.publicpurchase.com. The City of Port Arthur reserves the right to reject any and all bids and to waive informalities. Per Chapter 2 Article VI Sec.2-262(C)of the City's Code of Ordinance,the City Council shall not award a contract to a company that is in arrears in its obligations to the City. *Z.1,4 liams,ct'PB Purchasing M1ianager 4 SECTION C INFORMATION TO BIDDERS GENERAL INFORMATION: Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and `Proposal" shall be equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance with the laws of Texas,to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations,alteration,or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the signature of an authorized individual,to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST:No public official shall have interest in this contract, in accordance with Vernon's Texas Code Annotated,Local Government Code Title 5, Subtitle C, Chapter 171. CONFLICT OF INTEREST: Provide a completed copy of the Conflict of Interest Questionnaire (Form CIQ).The Texas legislature recently enacted House Bill 914 which added Chapter 176 to the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Port Arthur, including affiliations and business and financial relationships such persons may have with City of Port Arthur officers. The form can be can be located at the Texas Ethics Commission website: https://www.ethics.state.tx.us/filinginfo/conflict forms.htm By doing business or seeking to do business with the City of Port Arthur including submitting a response to this RFP,you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and you are representing that you in compliance with them. Any information provided by the City of Port Arthur is for information purposes only.If you have concerns about whether Chapter 176 of the Texas Local Government Code applies to you or the manner in which you must comply,you should consult an attorney. ETHICS: Public employees must discharge their duties impartially so as to assure fair,competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence in the integrity of the City of Port Arthur's procurement organization. Page 10 of 22 Any employee that makes purchases for the City is an agent of the City and is required to follow the City's Code of Ethics. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. It is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively,beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel)in Port Arthur,the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Accounts Payable,P.O. Box 1089,Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Page 11 of 22 Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax;therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest,direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. Page 12 of 22 The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE:If,through any cause,the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above,the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE:The City may terminate this contract at any time giving at least thirty(30)days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply. RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE: All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract,whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits Page 13 of 22 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $1,000,000 single limit per occurrence or$1,000,000 each person/$1,000,000 per occurrence; and, b. Property Damage $1,000,000 per occurrence regardless of contract amount; and, c. Professional Liability: $1,000,000. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers,effective dates and expiration dates)and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered,modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be filed with the City of Port Arthur not more than ten(10) days after execution of this Contract. NOTICE TO PROCEED: Notice to Proceed shall be issued within ten(10)days of the execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed cannot be issued within such period, the time may be extended by mutual agreement between OWNER and CONTRACTOR. Page 14 of 22 SECTION D CONTRACTOR RESPONSE , s: $ rk�r '.:" x a:u+x' a , x.a� � x Ic 'R �y *«* _.ft ' as xA1'3 -t $1'' K,"" *}' . p �� W. y . .* � � "W / Y ad . ,if '1 &ab r d , ',te '': ' +,w ,f, l A,,iA . t.; , s'• t '4 mr' r : :�v: '4 a ' wF .s ° 4 t " § xa. k' ;" * r01 ' Yd r s . a c ` ✓ *i C '' ,g ^ f �Pc °`?,x w f fps„ ,"t = s ,,sZ'. 1* '" :'i sa »y1i#41 t 1' t yt v.4. 4' •'". ;, , ,,,: $7.7 ..4 ,,,, ' Z ;.*- } T f..: E ,y i a r;.;7' '� .:, P `r-.• roa r ..._ -. 8 ,, , ;.6,,,y.. ;�' ``"� c 5�'"�+A `-;' 3 ,'s.r '.", 4 " �yy'^t"k' 4 ... i �, tL i � $ { k • s rn, ... j.a. �` ' .0 t" -• .cz6. ..: . r=...,a.:. M 41, .,...sa^.• :.: i Alliance Receivable Solutions AllianceOne Receivable Solutions' Response to City of Port Arthur, TX RFP for Collection of Fees for Finance Department Due Date: August 13, 2025 Contact: Keith Jones VP Business Development Phone#: 214-980-9583 Email: keith.jones@allianceoneinc.com Alliance One Receivable Solutions I Table of Contents Table of Contents 2 Cover Letter 3 A.Qualifications 5 B.Collection Procedures 7 C.Collection Staffing&Systems 13 D.Monthly Activity Reports 18 E.Cost,Fee,or Percentage Charged to the City i9 Attachments A—Sample Letters B—Sample Scripts C—Sample Reports D—Sample Invoice E—RFP Required Forms(Letter Of Interest,Vendor References,Completed Affidavit,Completed Conflict of Interest Form,HB 89,SB 252) I I I I I I I I r City of Port Arthur,TX RFP Collection of Fees for Finance Department 2 f AllianceOne Receivable Solutions Cover Letter ' August 11,2025 Purchasing Manager City Secretary City of Port Arthur 444 4th Street,4th Floor Port Arthur,Texas 77640 Subject:RFP for Collection of Fees for Finance Department Dear City Secretary: On behalf of AllianceOne Receivables Management, Inc., I am pleased to submit our response to the City of Port Arthur's request for services related to the Collection of Fees for the Finance Department. With over 42 years of experience in government collections, AllianceOne understands the scope and importance of this work. We are confident in our ability to deliver exceptional results while maintaining the highest standards of empathy and professionalism in every customer interaction. ti We appreciate the opportunity to partner with the City of Port Arthur and look forward to the possibility of supporting your financial operations with integrity and efficiency. As a leading nationwide provider of customized receivable solutions for city services, AllianceOne Receivables Management, Inc. is proud to offer the City of Port Arthur a compelling set of advantages: ✓ Over 40 Years of Experience Proven success in government collections, with a long-standing track record of delivering results. �t $2.05 Billion Recovered Since 2008 Demonstrated performance in court collections, reflecting our ability to drive meaningful financial outcomes. I Specialized Expertise and Infrastructure We bring deep knowledge, robust systems, and scalable processes tailored to the unique needs of government clients. I Lean Six Sigma-Driven Operations Our data-centric approach ensures continuous improvement and operational excellence. ✓ Certified Great Place to Work — 2025 Recognition based on third-party employee satisfaction surveys, reflecting a strong, motivated workforce. ✓ Up to 41%Year-Over-Year Collection Improvement Our strategies consistently enhance recovery rates and financial performance. I Long-Term Government Partnerships Our top 10 government clients have partnered with us for an average of 12 years, underscoring our commitment to collaboration and sustained success. 1 p City of Port Arthur,TX RFP Collection of Fees for Finance Department 3 AllianceOne Receivable Solutions By selecting AllianceOne Receivables Management, Inc.,the City of Port Arthur will benefit from a trusted collections partner committed to: • Superior recovery performance • Maximized net returns • Timely, accurate, and transparent reporting • Fully compliant operations • Rigorous data security and confidentiality ' • Minimized risk of complaints • Enhanced customer satisfaction We are eager to support the City of Port Arthur in achieving its collections objectives with integrity, efficiency, and care. For all matters related to this proposal, please contact Keith Jones, Vice President of Business Development, his contact information is provided on the cover page of this submission. As the authorized representative for AllianceOne, I welcome the opportunity to discuss this proposal further and address any questions you may have. Kind regards, Tim Casey President and Chief Executive Officer Itim.casey@tp.com Phone#:801-953-9128 I I I City of Port Arthur,TX RFP Collection of Fees for Finance Department 4 AllianceOne Receivable Solutions A. Qualifications 1. Experience in the area of collections as it applies to the collection of outstanding fees.Specifically list clients that the Offeror has represented in the past five(5)years and include what type of collections was carried out for them. AllianceOne offers over 40 years of government collections experience, including contracts at the municipal,county,state and federal levels, nationwide.Government is our largest business segment, representing approximately 28.3%of our business.We are licensed in all jurisdictions nationwide,where required, providing the City the ability to collect across the U.S. AllianceOne collects a broad array of government debt types, including, but not limited to: ✓ Corporate Taxes ✓ Healthcare Debt • Income ✓ Misdemeanors and non - compliance • Franchise • Excise ✓ Moving and traffic violations I Personal income taxes I Ordinances and Permits I Sales and use taxes ✓ Fines and Fees I Withholding and other payroll taxes I Civil judgments J Property taxes I Court debt I City and business taxes ✓ Miscellaneous city debt ✓ Privilege licenses I Probation I Fuel taxes I Public Works ✓ Bad checks I Tuition/School District ✓ Education I Toll/port violations I Delinquent accounts I Government overpayments ✓ Parking/red light violations I Permit and licensing fees I Housing I Utilities(water,sewer,sanitation and electric) Below are some examples of similar type accounts we have over 5 years'experience with: City of Bellingham,Washington:Types of accounts include:Office of Finance, DUI fines, Parking, Permit, Parks& Rec,and Planning City of Olympia,Washington:Type of accounts include: Restitution, Misc, Utility, Police Department,Code Enforcement,Checks,and EMS Transport fees City of Bremerton,Washington:Types of accounts include: Risk Management City of Kent,Washington:Types of accounts include:Tax, Planning Permits, Risk Management,and Accts Receivable City of Port Arthur,TX RFP Collection of Fees for Finance Department 5 AllianceOne Receivable Solutions 111 2. Experience in municipal governments. List references from current and previous clients. NOTE:All references requested in this proposal shall include the name of client, name of contact person, physical address,telephone and fax numbers,and the email address of the contact person. We have provided references under separate coverage on the Vendor Reference Sheet. Headquartered in Blue Bell, PA,AllianceOne Receivables Management, Inc. is a leading, nationwide provider of debt collection services for governments at the state,county, municipal,and federal levels,as well as for quasi-government entities such as toll and transportation authorities. -- Our legal name is AllianceOne Receivables Management, Inc.,which is a Delaware Corporation, formed March 5, 1999,and is a wholly owned subsidiary of AllianceOne, Incorporated.AllianceOne Incorporated is a wholly owned subsidiary of TP USA.AllianceOne was purchased by TP on August 1, 2007, and operates with our own executive's management staff,allowing for immediate decision- making abilities,while providing us with the resources and financial backing of TP,the global leader in outsourced customer experience management. I As a proud member of TP,at AllianceOne we operate by the ethic that"Each Interaction Matters." We treat your customers with respect.This approach achieves competitive results while maintaining your positive public image.We offer the strength of TP's well-developed customer care processes and technology,coupled with AllianceOne's deep experience in debt resolution. AllianceOne offers knowledge,expertise,financial stability,technical,and human resources to deliver superior service and performance to the City. 3. Experience in receiving/transmitting data electronically. AllianceOne has established robust capabilities in electronically receiving and transmitting data through secure, user-centric platforms.The systems AllianceOne supports are: • Electronic Bill Presentment and Payment,enabling seamless digital transactions. • Email-Based Document Delivery,allowing clients to receive account communications electronically with user confirmation protocols. • Secure Account Profiles,ensuring data integrity and controlled access. • Reliable Data Transmission, backed by proactive safeguards and contingency measures to maintain service continuity. These services reflect AllianceOne's commitment to secure,efficient,and compliant electronic communication, making them a trusted partner for digital data exchange. 4. Experience and stability of key staff.State the location of the office,as well as,the number of professional staff employed at that office that will have primary responsibility for the service. AllianceOne proposes to perform collection services consisting of calls,texts,emails and requesting letters)from our Government Services contact center in Port Orchard. Street and Mailing Address: 451 Southwest Sedgwick Road,Suite 220 Port Orchard,WA 98367 Toll free: 800-456-8838 I I City of Port Arthur,TX RFP Collection of Fees for Finance Department 6 P AllianceOne Receivable Solutions nAllianceOne's Port Orchard location serves as a I major hub for our Government Services division �:' ` and houses a Government-dedicated contact S t I center,as well as Government-dedicated "ii T i` tit 11 _ management,collection personnel,client its au I service, legal, payment processing, network, IT _ personnel,and support staff.The office is open to the public and is fully accessible to all people, regardless of any physical challenges.Several I personnel in our Port Orchard office are bilingual in Spanish and English. We offer toll-free and local telephone lines to accept calls from consumers, negotiate resolutions to cases, II provide responsive customer service,and process —_ s electronic and other payments. ,,p ‘ . f A . lIl , _ y i ` Our Port Orchard offers: -'., II I Collection agents with over 10 years of experience a ___ vI Balance of collection staff with tenure from 2 Imonths to five years / Supervisors with average of 10 years of tenure I .✓ Assistant Contact Center Manager with 25 years of experience AllianceOne proposes to perform collection services consisting of calls,texts,emails and requesting letters from our office in Streator.This office has over 13 years of debt collection experience serving rfederal,state,county and municipal accounts with similar portfolios.The site has sufficient workstations and cubicles to ramp up operations, should collection volume increase appreciably. IB. Collection Procedures 1. Provide a summary of collection activities and techniques proposed to collect the City of Port IArthur's outstanding fees. AllianceOne scores all inventory, upon placement, using EBureau for initial scrubs that include I Banko,deceased and new phones,and develop a first-level score (propensity to pay) model.This initial score is enhanced using elements provided by our clients in the placement file.Typical elements used include the age,type of debt,and account balance,along with indicators for P commercial vs.consumer(if applicable). Phone data is also an important factor in determining strategy. In addition to scoring and data enrichment,AllianceOne employs a comprehensive digital collections strategy that includes outreach via text messaging,email,and webchat.We also offer a I full suite of self-service capabilities,such as interactive voice response(IVR),and a customer portal accessible through our website,allowing consumers to manage their accounts independently and efficiently.The scoring vendor provides the first level of the skip tracing waterfall,at placement,and I these phone numbers,along with client-provided phones,are used as an additional element of the overall score.Crossmatch accounts with phone numbers are then assigned to finalize our custom scoring model. I City of Port Arthur,TX RFP Collection of Fees for Finance Department 7 L Alliancene Receivable Solutions Using all the above elements,our internal analytics model generates a comprehensive score that reflects both the consumer's propensity to pay and their contactability.This dual-purpose score P'" enables us to tailor a collection strategy that is both data-driven and dynamic,guiding outreach efforts throughout the lifecycle of the account.Strategies are calibrated to optimize engagement, leveraging the most effective communication channels—whether digital,self-service,or live agent—based on the score profile.This approach ensures that each account receives a customized treatment path designed to maximize recovery while maintaining a positive consumer experience. Using all the above elements,our internal analytics model produces a score that provides both a propensity to pay as well as a contact-ability score,all in one.A collection strategy is then created 1 and used,for the lifecycle of the account, based on these scores. I I I 1 I I I I I I I I City of Port Arthur,TX RFP Collection of Fees for Finance Department 8 I Alliance One Receivable Solutions IAccount Handling Flowchart The flowchart below provides a high-level overview of AllianceOne's collection process. I Data base saw ned for matching accounts. I Transferred Validation notice mailed electronically to collector Telephone attempts begin Mail return No mail return �'— r:ithin 24 hours Transferred to electronic Telephone customer No telephone number skiptracing process • '40. !Every 3days within the 41—‹ first 120 clays rilltilaccount ------ -_- —-- resolution) ,J,, Transferred to electronic _ skiptracing process No address or phone - found + Outbound SMS text If not found,manual messages and skiptracing process I Manual skiptracing emails can also be used ._. _ _ efforts via Internet, r '-' _phone directories 411, If correct number found I �r employer or relarelativeses r --------- - -----' - - - . if correct phone Request payment in full If correct address is found number is found - — — --- - II - -_.. -- \--'izs - No J I Payment received V ' Mai!1•notice " jj i ' Ilf Ascertain circumstances i Customer responds i r and ability to pay Mail 2'notice - I f } Additional client- Payment in If hardship ', • approved letters sent as fullI exists appropnate _. •Note: Account electronically assigned are typically entered within 24 hours of I receipt.Manual entry is completed within 1-3 business days,dependent upon volumes received Date Hardship Payment payment ahead for received plan future 'Note 2: if no payment is taken within 35 days,the account automatically review Itransfers to another collector for additional handling. I I City of Port Arthur,TX RFP Collection of Fees for Finance Department 9 AllianceOne Receivable Solutions 2. Provide detailed explanation of collection methodology including timetable of your work plan and expected rate of recovery. AllianceOne's service to government clients spans nearly 40 years and includes pre-collection through full-service third-party delinquent debt collection, including litigation services. Government represents over 40%of all AllianceOne business—our largest segment.AllianceOne is fully licensed ' and/or bonded to collect throughout all 50 states. AllianceOne continuously provides our government clients with exceptional service and revenue recovery results.We pride ourselves on our extremely low number of complaints.AllianceOne has had no ethical or legal challenges by ' government entities.We understand government collections.Our dedicated Government team is prepared to provide you with exceptional service and recovery. AllianceOne collectors are trained and experienced with government debt and undergo extensive monitoring of staff to ensure complete compliance with all applicable local,state and federal laws and regulations governing the collection industry. • 150 government clients nationwide • $986.7 Million in government referrals in 2019 • Nearly 40 years of government collection experience t • Multiple call centers specializing in Government collections • Full-service debt collections customized to your needs • On-site staffing at client locations where volumes warrant • Outreach programs • Tailored programs to meet the needs of the City • Secure,online, real-time access to our collection system for authorized City users • Business analytics team utilize data interpretation tools to develop the most effective work plan • Customized reporting • Tailored data communication ' • PCI-DSS certified • IRS Publication 1075 Compliant ' 3. Describe the methodology for handling customer questions/problems. To facilitate seamless communication,toll-free numbers are provided that route directly to contract- trained representatives,ensuring that clients and their assigned customers reach an informed and qualified individual each time they contact AllianceOne.These representatives are trained specifically in contract requirements,client protocols,and applicable regulatory standards to deliver ' accurate and compliant responses. Key Components of Our Methodology: ' • Direct Access to Trained Staff Toll-free numbers connect customers to dedicated representatives who are trained on the specific contract,ensuring familiarity with client expectations and customer needs. ' • Active Listening and Issue Identification Representatives engage in active listening to fully understand the nature of the inquiry or City of Port Arthur,TX RFP Collection of Fees for Finance Department 10 AllianceOne Receivable Solutions 111 problem. Issues are categorized and documented in our CRM system for efficient tracking and resolution. • Resolution and Escalation Protocols a Routine questions are resolved during the initial contact whenever possible. o More complex or sensitive issues are escalated to specialized teams following predefined protocols. o All actions are taken in accordance with regulatory requirements and client-specific guidelines. • Transparent Communication Customers are kept informed throughout the resolution process,with clear updates and confirmation upon issue closure.Communication is tailored to the customer's preferred channel (phone,email, portal). • Documentation and Quality Control All interactions are logged and monitored for accuracy,compliance, and service quality. Supervisors conduct regular audits and performance reviews to ensure standards are met. w • Continuous Improvement Feedback and interaction data are analyzed to identify trends, improve training,and enhance service delivery.This ensures our methodology evolves with customer expectations and client needs. This comprehensive approach ensures that every customer interaction is handled with professionalism,empathy, and efficiency, reinforcing AllianceOne's commitment to excellence in customer service. 4. Describe the methodology for handling non-English speaking customers. AllianceOne has the capability to communicate with all customers. We have Customer Experts who can communicate in the most frequently spoken non-English languages. AllianceOne has multiple bilingual and multi-lingual Customer Experts to work with non-English speaking individuals.Our Government Services division has 80 bilingual employees,and we have access to a wide variety of other non-English languages throughout the company who can readily assist with these needs. If a Customer Expert is unable to communicate with a customer,they can conference in a third party which operates from the same real-time collection and phone system.A select team of collection representatives will be assigned to this contract and will have the ability to communicate with Spanish speaking customers. Additional bilingual and multi-lingual employees exist throughout the company,including through our affiliate company, LanguageLine Solutions,which translates 240+languages,and will be called upon to assist with this contract as necessary. Additionally,collection letters are printed with Spanish translations on the reverse side,and we can accommodate other non-English translations. I I City of Port Arthur,TX RFP Collection of Fees for Finance Department 11 AllianceOne Receivable Solutions 5. Provide examples of correspondence that will be used for collecting delinquent fees. At AllianceOne,we tailor letters to meet your exact specifications. Subsequent letters are sent after ' the initial demand letter,and a letter schedule is set based on client requirements. Letters can be provided in English and Spanish and can be made available in other languages.All are reviewed by one of our in-house attorneys for compliance with all applicable federal, state,and local laws. ' AllianceOne will partner with the City to develop and approve a letter series for this contract.All draft letters are submitted for client approval prior to implementation. Letters can reference the City's account number(s) and any other identifying information requested. ' Our system allows for electronic restrictions to be added, restricting the sending of a particular letter within a given period.AllianceOne provides its collection representatives with client approved letter options to effectively evoke payment. Samples of correspondence have been provided in Attachment A. 6. Describe the adequacy of your telephone resources.Provide examples of telephone scripts that will be used for collecting delinquent fines. Please see Attachment B for sample scripts. To improve recoveries AllianceOne has developed several in-house programs including Recommender®,our proprietary Al-based analytics platform,which drives propensity-to-pay modeling and omnichannel segmentation to maximize payment recovery from delinquent accounts. ' ADVA OA$om= + cONvemnos = man 0 OVUM ' ACCOUNTS Recommender delivers actionable insights, including propensity-to-pay forecasts(predicting how, when,and how much a customer can pay),optimal contact channel recommendations(mail, SMS, ' email, or voice), best times to reach customers,and customized verbiage tailored to customer segments. These analytics empower us to craft precise scripts, letters, and digital communications,ensuring ' the right message reaches the right customer through the right channel at the right time. For example,Recommender might identify a segment of tech-savvy customers with high SMS response rates, prompting a tailored text campaign over traditional calls.Working in partnership with the ' State,we refine treatment strategies by portfolio segment to align with client-specific work standards and achieve superior results. I City of Port Arthur,TX RFP Collection of Fees for Finance Department 12 I AttianceOne Receivable Solutions IOur digital infrastructure amplifies these efforts with advanced telephony and a unified platform. Our outbound dialing campaigns scale efficiently,detecting answering machines and blocked lines I to leave automated messages,while adhering to TCPA and state robocall standards with human- approved call sequences—ideal for contacting a busy professional during their lunch hour,as identified by Recommender. I AllianceOne also developed Interact®,a proprietary compliance-monitoring application to support debt collection solutions. Interact leverages interaction analytics technology to drive compliance with specific state and federal regulations while supporting Customer Expert effectiveness.Our Ipost-call analytics have increased by 2000-4000%thanks to this technology. I TP Interact analyzes data from multiple channels,including calls,chats,emails,surveys and social media and supports both structured&unstructured data. Data Security:PCI and Leverages Artificial g Multi-Channel Interaction Intelligence&Machine tlC' Analytic solution sensitive data redaction Learning to analyze every from audio&transcripts customer interaction I Custom Categories co Automated Scoring on Self-Learning and �y e9personalized Training videntify contact resons, ' agent performance for © Moduies for your process behaviors 100%interactions champions I �= Data Visualization toolkit Cloud Based:Speedy and n. Real-Time monitoring on ', to bring interaction data cost-effective deployment ' performance story to life I C. Collection Staffing & Systems 1. Identify and describe the qualification and length of service of the lead staff that will be assigned to coordinate and resolve all business matters between the City of Port Arthur,Texas and the I Offeror. Jason Koontz,Senior Vice President, Domestic Operations,will serve as the primary point of contact and lead staff member responsible for coordinating and resolving all business matters between the ICity of Port Arthur,Texas,and AllianceOne. He brings a wealth of experience and leadership to this role, backed by a strong track record in government services and operational strategy. I As SVP of Domestic Operations,Jason oversees all U.S.operations for AllianceOne. He is responsible for: • Developing and executing strategic work plans I • Designing customized collection treatments tailored to portfolio characteristics • Driving performance to exceed client expectations and contractual goals I Jason has over 17 years of progressive experience in call center operations management and business analysis,with a significant focus on government contracts and services. Experience: Director of Government Operations(Jan 2020—Jun 2021): Led government-focused Iinitiatives,ensuring compliance, performance,and client satisfaction. Senior Analyst,Government Services Division (Jun 2017—Jan 2020): Provided analytical support for municipal and state contracts, producing daily performance reports and collaborating with management to optimize recovery rates and service delivery. r City of Port Arthur,TX RFP Collection of Fees for Finance Department 13 AllianceOne Receivable Solutions Jason's deep understanding of government operations,combined with his strategic leadership and analytical expertise, makes him exceptionally qualified to manage the City of Port Arthur's account with precision and professionalism. 2. Identify and describe the qualification and length of service of the lead staff that will be assigned to oversee and manage the collection activities for the City of Port Arthur,Texas. Carrie Silvernale,Call Center Manager,will serve as the lead staff member overseeing and managing collection activities for the City of Port Arthur,Texas. Ms.Silvernale is the Call Center Manager at AllianceOne's Government Services Division in Port Orchard,Washington. With nearly 28 years of experience at AllianceOne, Ms.Silvernale brings extensive expertise in government collections,operational oversight,and team leadership.She currently manages a 1 specialized team dedicated to government collections,including three direct supervisors and a staff of trained Customer Experts. Key Qualifications and Responsibilities: • Extensive Tenure:Approaching 28 years with AllianceOne,demonstrating deep institutional knowledge and long-term commitment to public sector collections. • Leadership:Oversees daily operations of the Government Services collection department, r- ensuring that collection revenue goals are consistently met. • Quality Assurance:Conducts daily audits of collection files and reviews collection actions to ensure compliance and effectiveness. • Training&Development: Identifies training needs,coordinates with the training department, and monitors progress to maintain high performance standards. • Client Support:Assists in client audits to verify proper account handling and evaluate outreach ' strategies,including letter and dialing campaigns. • Operational Excellence: Recognized for her ability to lead under pressure, meet tight deadlines, and motivate teams toward achieving client objectives. Ms.Silvernale's proven track record,strategic oversight,and commitment to excellence make her exceptionally qualified to manage the City of Port Arthur's collection activities with precision and ' professionalism. 3. Describe the qualification and number of collection staff that will be assigned to the collection ' activities for the Port Arthur,Texas. For Port Arthur-specific collections,AllianceOne will assign a dedicated team of trained professionals who specialize in government receivables and municipal collections.These staff members are well-versed in regulatory compliance,customer service best practices,and ethical recovery strategies.The team will include: • Collection Agents with experience in public sector debt recovery,trained in FDCPA,TCPA,and state-specific regulations • Supervisors and Quality Assurance Analysts to monitor performance,ensure compliance,and support continuous improvement • Client Services Representatives to provide real-time updates, reporting,and issue resolutions for the City of Port Arthur City of Port Arthur,TX RFP Collection of Fees for Finance Department 14 P AllianceOne Receivable Solutions Staffing levels will be scaled to meet the volume and complexity of accounts placed,with flexibility to adjust based on seasonal trends or performance goals.Our proven recruiting, hiring, and training /M- infrastructure ensures we can rapidly onboard qualified personnel while maintaining high standards of professionalism and accountability. 11 4. Describe the personnel in the local office that will be available to assist with contract matters. All personnel are trained in government collections and contract compliance and are available during regular business hours to respond to inquiries, provide updates,and support the City's I operational needs. Keith Jones,Vice President of Business Development, is based in Plano,TX and serves as a primary point of contact. His location provides convenient access to Port Arthur,allowing for in-person meetings whenever needed to ensure responsive and personalized support. His Icontact information is listed below: Keith Jones,VP Business Development 111 Phone#:214-980-9583 Email: keith.jones@allianceoneinc.com 5. Provide a brief description of the computer system used and its update capabilities. Describe the Iadequacy of your data processing resources. AllianceOne utilizes the FACS Collection System,a robust and widely respected platform in the I receivables management industry.This system includes a comprehensive suite of software and support modules,along with the GC Host software package,to fully support our collection operations. I Each client is set up on the FACS collection system independently,allowing for custom programming of the automated workflow processes.When a client is on-boarded,the following processes are set up for automated processing: II Skip trace waterfall Il ScoringIli ✓ Letters series strategy "" ✓ Mail return processing I Account segmentation workflow ^—" - _ a�. ✓ Account follow-up reminders _ — „ I .! Recycled Account skip _ trace processing ✓ Auto-link of dialing strategy(as _ I the host system and dialer are integrated) ✓ Automated payment posting from mailed-in payments to online payments. IAllianceOne offers in-house data conversion and support resources,the ability to produce electronic statements and to access online skip-trace and bankruptcy search information.Some of the 111 advantages of the AllianceOne system are: i City of Port Arthur,TX ._ RFP Collection of Fees for Finance Department 15 ii I AllianceOne Receivable Solutions I Multi level Online Complete User-defined I security payment legal system parameters facilities posting I Programmable Flexible work User defined Linking reporting standards windows accounts package I System Features:Some primary automated functions of FACS include the following: I ./ Maintains and supports all collection functions through on-line processing of the comprehensive data contained in client records I ✓ Custom programming to automate workflow processes by client ✓ Generates a variety of billing,correspondence and collection notices I ✓ Facilitates the production of supervisory and management tasks and reports I Accommodates system-to-system interface and electronic fund transfers I Supports the processing of new account placements from various media including email, FTP, I EFT transfers ✓ Provides the ability to assign accounts to operational groups in the most efficient manager, based on the type of account,client needs, and other determining factors II Provide comprehensive audit capabilities and detailed reports 6. Describe the methodology and procedure for data transfers. Identify the form and frequency of Ielectronic data transfers both to and from your company. AllianceOne has experience in communicating with over 250 different government client systems I nationwide and will provide a smooth communication process for the City.We currently have over 100 custom electronic interfaces with clients.Testing of the data transmission process will occur during the implementation phase to ensure that all processes function properly and meet I requirements. AllianceOne can accept data in virtually any format. The most common method of data transfer is using our no-cost hosted SFTP server.The SFTP server provides industry standard high security I encryption in transit as well as server-configured encryption at rest using 256-bit AES.AllianceOne asks for client IP addresses so that incoming connections can be validated along with an AllianceOne-supplied user login and password.We also support SSH key-based authentication. IFiles are securely copied via SFTP from our hosted server to our data processing system.The data processing system is located inside our network environment.This network is segmented from the I primary network by firewalls and other security mechanisms. The files are processed using Python data processing libraries into a standardized flat file.The standardized flat file is then copied to the collection environment via a secured webpage.Our client I services team then uses the collection environment import menu to load the flat file and create a new batch.This process is identical for new account loads, updates,and payment transactions. I City of Port Arthur,TX RFP Collection of Fees for Finance Department 16 I AllianceOne Receivable Solut;ons I7. Describe the type of access that will be made available to the CITY for on-line inquiry. AllianceOne's FACS Web product enables clients to access receivables management information I online.Authorized City users will be able to access their accounts and reports through a secure log- on,24/7/365.Clients can view and optionally update account information, run reports,and enter accounts and payments in real time.AllianceOne warrants an SLA of no less than 99.4%availability Iof FACS Web. Benefits: I ✓ Saves time by reducing the need to contact your AllianceOne Client Services representative I Client access is available using only a browser—no other hardware or software requirements I ✓ Integrates to the look and feel of your existing Web presence I Easy to use and navigate ✓ Training provided I AllianceOne reports are accessible online and can be run by authorized City users,as needed.These reports provide real-time data. IThe screen below shows the ways you can search for a specific account. AllianceOne ® Account lntornat,o, U _Mv+ Warm(4y 1.ent•ct N6YrvUton ( i -• ®'1 _s.'i P e I MC I I 8. Describe the ability to maintain records of placements,collections,recovery and producing reports,and billing of for an unlimited number of clients and debtors,and describe back-up capabilities. I We maintain records by account type and payment method for all funds collected on behalf of the City and provide those reports within ten business days upon request of the City. FACS'features enhance our agents'ability to collect, including multiple account matching, alpha- I social reference searches,automatic display of accounts,customized letters,and agent reports.The platform enables us to build and manage custom databases. Its modular architecture allows unlimited expansion to handle an unlimited number of accounts. It uses a windows-based collection I screen with web interface for easy access to multiple skip tracing tools. FACS uses action response codes and client-specific scripts,enabling customization to meet the City's exact specifications. 1 City of Port Arthur,TX RFP Collection of Fees for Finance Department 17 AllianceOne Receivable Solutions I/ 9. Describe the record retention capabilities. AllianceOne use and maintain Records and other Information in accordance with applicable law, .. regulations,and operating requirements.All information is stored according to the timelines contractually agreed upon with our clients, if no data retention period is defined,data must not be kept for more than 36 months.After business use(i.e. where the data is no longer required), all ONE reasonable steps must be taken to delete and/or destroy from AllianceOne's systems,such data in accordance with all applicable records retention schedules and policies. D. Monthly Activity Reports tt 1. It is agreed that the successful Offeror shall maintain and make available for inspection,audit and/or reproduction by authorized representatives of the CITY or any external auditor representing the CITY,the books,documents,and other relevant information pertaining to the collections carried out for the CITY and the expenses of this contract. I AllianceOne has read and will comply with maintaining and making available for inspection,audit and/or reproduction by authorized representatives of the City or any external auditor representing the City,the books,documents,and other relevant information pertaining to the collections carried Iout for the City and the expenses of this contract. FACS allows complete customization of reporting.The following reports are descriptions of typical I reports currently provided to a variety of government clients.The reports provided to the City will depend upon your specific requirements. • Acknowledgement Report.This report lists all accounts entrusted to AllianceOne for I collection.The Acknowledgment Report is designed to enable your personnel to reconcile their transmittal controls.This report will be issued no later than seven days after each placement. I • Billing Statement.This report records the following data for each customer's payment:case number, respondent's name, month/year case was placed, month/day payment was I received,amount paid,balance,and AllianceOne's fee. • Performance Report/Batch Report.This report is designed to reflect AllianceOne's collection performance for each month/year in which you have placed accounts.The IPerformance Report is generated monthly for each AllianceOne-assigned client number. • Inventory Report.The Inventory Report illustrates the current month's activity as well as the III summary status of each account, including amount placed. • Close Out List.This report lists all accounts either closed by AllianceOne or returned at the request of the client. IAd Hoc Reporting All special ad hoc reporting is conducted on a client-by-client basis. Reporting can be created to I meet the City's specific or special requirements.Spreadsheet-based reporting is the most common application,with data sorted by alpha or numeric sequence.AllianceOne also can customize our system-generated reports provided to clients.Timing for each special report is dependent upon the I specific request.Typically, report requests can be accommodated within 24 to 48 hours. In addition, authorized users of the City can access information on their accounts any time via FACS Web.On I City of Port Arthur,TX RFP Collection of Fees for Finance Department 18 AllianceOne Receivable Solutions FACS Web,taxpayer account information and collectors' notes and actions appear in real time as described above. 2. The Offeror should acknowledge the need for a cooperative effort and open communication between the successful Offeror and the CITY.The successful Offeror will be required to provide monthly collection activity reports to the City of Port Arthur,Texas AllianceOne has read and will comply with providing the City with open communication. AllianceOne will provide monthly collection activity reports to the City of Port Arthur,Texas. w3. Please provide the following: a)Examples of reports used to document collection results. b)Examples of monthly reports that will be provided to the CITY. c) Frequency of reporting and the content of data transmitted to the CITY. d) Flexibility in meeting the CITY's reporting needs. AllianceOne can comply with all reporting requirements. Examples of standard reports AllianceOne typically provides clients as described above in response to question 1 have been provided in Attachment C. E. Cost, Fee, or Percentage Charged to the City 1. The Offeror's proposal must clearly explain the cost/fee structure and how the City of Port Arthur, Texas will be invoiced for collection services.The proposal must include at a minimum the following: The following outlines the proposed cost structure and invoicing process for collection services provided to the City of Port Arthur,Texas: a)Cost/fee/rate for collection services that will be provided to the CITY. Percentage-based fee of 20%of the total amount collected may be applied,depending on the nature of the collection.The collection fee will be added to the balance on the account. b)Explain clearly how the cost/fee/rate will be applied per transaction. 20%of each dollar collected. The 20%fee will be added to the balance on each account so the City recovers 100%of the balance owed. If a debtor owes a$100 dollar balance,$20 will be added to the balance so they owe$120.When we collect$120 AllianceOne will keep$20 and remit$100 to the City. c)Explain clearly how the invoice will be calculated. Each invoice will itemize: • Total number of accounts collected during the billing period • Amount collected per account • Applicable fee(flat or percentage) • Total fees due for the period A summary section will provide the total amount due,along with a breakdown of services rendered. r City of Port Arthur,TX MIN RFP Collection of Fees for Finance Department 19 AllianceOne Receivable Solutions 11 d)Frequency of billing(invoice)submitted to the CITY(as applicable). AllianceOne will submit invoices to the City of Port Arthur on a monthly basis, by the 5th business day of each month,covering all collection activity from the preceding month. Additionally,AllianceOne is flexible and can accommodate weekly statement submissions if preferred by the City,ensuring timely and transparent financial reporting tailored to your operational needs. e)Number of days allowed for payment The City of Port Arthur will be granted net 30 days from the invoice date to remit payment.This standard payment term ensures adequate time for internal processing while supporting consistent financial operations. f)Explain if any late charges or interest would be applicable and how it will be calculated. If payment is not received within the standard 30-day window,the following charges will apply: • A late fee of 1.5%per month will be assessed on the outstanding balance. • Interest will be calculated daily, beginning on the 31st day following the invoice date, based on the unpaid amount. g)Provide an example of the invoice/bill that will be used to bill the CITY. AllianceOne has included a sample invoice as Attachment D to this proposal.The sample illustrates the format and content that will be used to bill the City of Port Arthur. I I I I 1 I p l' City of Port Arthur,TX RFP Collection of Fees for Finance Department 20 Attachment A — Sample Letters 1 r rSend all written correspondence to: I:1 A l l i a n c e f 6 AllianceOne Receivables Management, Inc. 512 Township Line Road,Suite 301 `° Blue Bell,PA 19422 i , — - Name :JOE CONSUMER Telephone : 1-800-456-8838 Account Number: 8470819 PIN : XP I January 24, 2024 Creditor Reference Number : See the reverse side of this letter or attached detail page Creditor: See the reverse side of this letter or attached rdetail page YOUR PAYMENT IS IN DEFAULT rPlease mail payment in full or contact our office immediately if you require additional information. For your convenience you can now make debit card or credit card payments towards your AllianceOne account through various methods!You can simply scan the QR code above to pay electronically on our payment website, manually enter I https://www.pavaoi.com into your browser, or download our AllianceOne Payment App. Please use your AllianceOne account number 8470819. I This communication is from a debt collector. This is an attempt to collect a debt, and any information obtained will be used for that purpose. I I I I r ACCOUNT INFORMATION Assigned Amount Assigned Interest Post Assigned Interest Other Fees or Charges Payments Received TOTAL BALANCE DUE $ 1273.93 $0.00 , $7.17 $0.00 $0.00 $1281.10 I < Detach Bottom Portion And Return With Payment X i To contact us regarding your account,call: Alliance 11/11 PO BOX 510267 i 1-800-456-8838 LIVONIA MI 48151-6267 RETURN SERVICE REQUESTED Account Number Amount 8470819 $ 1281.10 .�•,_. t Mail return address only;send no letters Please make check or money order payable to the address 4 below or if you wish to pay by Debit or Credit Card,fill in the information on the reverse and retum. rS-CUAMFC10 L-LATE ALLIANCEONE RECEIVABLES MANAGEMENT, INC. P- 100002 PO BOX 3100 r JOE CONSUMER SOUTHEASTERN PA 19398-3100 l 4763 ALDERSON RD#63 BLAINE WA 98230 5 r ALL 0000000000000000 08470819 7 00000000 0000127393 0000000000 0 Pr ICREDITOR CREDITOR REFERENCE NUMBER ASND AMT ASND INT POST INT OTHR FEES PAY REC TOTAL TEST CLIENT 0A0000000 WCS IT 727.09 0.00 7.17 0.00 0.00 734.26 TEST CLIENT 0-0000 546.84 0.00 0.00 0.00 0.00 546.84 ITOTAL 1273.93 0.00 7.17 0.00 0.00 1281.10 I I I I I I I I I If you wish to pay by Debit or Credit Card, till in the information below and return. I Check One: ❑Visa ❑ MasterCard ❑ Discover ❑American Express Credit Card Number Payment Amt: $ Exp.Date: I I CW#: I (Numbers on back of card) Card Holder Name Signature of Card Holder Date I I I I f I ALiLance PO BOX 510267 ,. LIVONIA MI 48151-6267 X. "" RETURN SERVICE REQUESTED AllianceOne Receivables Management, Inc. :' *Mail return address only;send no letters 512 Township Line Road,Suite 301 I Blue Bell,PA 19422 1-800-456-8838 from 8am to 6pm ET, Monday-Friday www.allianceoneinc.com S-CUAMFC10 L-NTC1 rP- 100481 Reference: 52899456 I How can you dispute the debt? JOAN JETT t, 1 EASTEND AVE ` Call or write to us by May 15,2023,to dispute EAST MEADOW NV 11554 all or part of the debt. If you do not,we will assume that our information is correct. OIf you write to us by May 15,2023, we must stop collection on any amount you dispute until we send you information that shows you owe the debt.You 03/31/2023 may use the form below or write to us without the form.You may also include supporting documents. We accept disputes electronically at rii AllianceOne Receivables Management,Inc. is a debt al.disputes@allianceoneinc.com. r collector. We are trying to collect a debt that you owe to TEST CLIENT.We will use any information you give us to What else can you do? help collect the debt. # Write to ask for the name and address of the original creditor, if Our information shows: different from the current creditor. If you write by May 15, 2023,we You have an account with TEST CLIENT with account must stop collection until we send you that information.You may use number 123456A2. the form below or write to us without the form.We accept such requests electronically at al.disputes@allianceoneinc.com. As of October 15,2020,you owed: $674.00 6 Go to www.cfpb.govldebt-collection to learn more about your Between October 15,2020 and today: rights under federal law. For instance, you have the right to stop or You were charged this amount in interest: + $1.66 limit how we contact you. r You were charged this amount in fees: + $0.00 g Contact us about your payment options. If you would like to make You paid or were credited this amount debit or credit card payments visit our website at www.pavaoi.com or toward the debt: - $0.00 download our AllianceOne Payment App. € Total amount of the debt now: $675.66 0 Pbngase en contacto con nosotros para solicitar una copia de este formulario en espanol. ; r rNotice: See reverse side for important information. Detach Bottom Portion And Return X r- How do you want to respond? Check all that apply: ❑ I want to dispute the debt because I think: ho This is not my debt. O The amount is wrong. 4 Mail this form to: O Other(please describe on reverse or attach additional information). ❑ I want you to send me the name and address of the original creditor. ❑ I enclosed this amount: $ ALLIANCEONE RECEIVABLES MANAGEMENT, INC. PO BOX 3100 r SOUTHEASTERN PA 19398-3100 Make your check payable to AllianceOne Receivables Management, Inc.. Include the reference number 52899456. ❑ Quiero este formulario en espanol. i ALL 0000000000000000 52899456 9 00000000 0000067400 0000000000 4 Notice: Important Information Correspondence Address: IThis communication is from a debt collector. This is an Disputes and payments should be sent to: attempt to collect a debt and any information obtained AllianceOne Receivables Management, Inc., will be used for that purpose. To ensure professional PO Box 3100, Southeastern PA 19398-3100 service and legal compliance, all incoming and outgoing telephone calls to AllianceOne Receivables Any other correspondence should be sent to: Management, Inc. may be recorded and/or monitored. AllianceOne Receivables Management, Inc., 512 Township Line Rd.Suite 301 Blue Bell,PA 19422 I I I I I N N p I I I I I P 1000002 A-52899456oio1J000o Send all written correspondence to: AllianceOne Receivables Management,Inc. Alliance n e 512 Township Line Road,Suite 301 Blue Bell,PA 19422 Telephone : Toll Free 1-866-897-5349 Name : JOE CONSUMER January 17, 2024 Account Number : 56609328 PIN : N/A Creditor Reference Number :ABC000000 Creditor : TEST CLIENT This is to notify you that your postdated check or your pre-authorized check in the amount of$65.25 will be deposited on 01-26-24. Thank you for your payment. Please have sufficient funds available to cover this check. This communication is from a debt collector. This is an attempt to collect a debt, and any information obtained will be used for that purpose. 1 I I I PO BOX 510267 LIVONIA MI 48151-6267 RETURN SERVICE REQUESTED Ir t Mail return address only;send no letters I '111III1'IiI""IlII1l1'•.1,1l.11i1.11ullu11lI'I'IIIII"'llll'I'I III1111.11.11'Il'I11i'l1I1Il.li111l1'111l'11l11.1i11l'1'111111"1 S-CUAMFCIO L-PD-5-DEP ALLIANCEONE RECEIVABLES MANAGEMENT, INC. p.m. PO BOX 3100 JOE CONSUMER SOUTHEASTERN PA 19398-3100 1715 TEST RD SUMNER WA 98390-2766 t Please make check or money order payable to the above address: r" Send all written correspondence to: 0 4,0 • ancen AllianceOne Receivables Management, Inc. "+ 512 Township Line Rd.Suite 301 ° .... Allt. Blue Bell,PA 19422 Telephone : 888-459-7515 Name : JOE CONSUMER — January 24, 2024 Account Number : 31092516 PIN : XP Creditor Reference Number : 1000000 -- Creditor : TEST CLIENT Dear Sir or Madam: — PAYMENT PLAN CONFIRMATION (Plan Established 01-11-24 ) Today's Pay-off Balance: $2139.05 Payment Amount: $40.00 Total Interest to Accrue: $0.00 1st Payment Due Date: 02-16-24 Total Amount of Plan: $2141.94 Final Payment Amount: $21.94 Payment Frequency: MONTHLY Final Payment Due Date: 07-16-28 Total Number of Payments: 54 Current Payment Due Date: 02-16-24 If any payment is not received on or before its due date, your plan will be terminated without further notice and the balance will be due in full. For your convenience you can now make debit card or credit card payments towards your AllianceOne account through various methods!You can simply scan the QR code above to pay electronically on our payment website, manually enter https://www.Davaoi.com into your browser, or download our AllianceOne Payment App. Please use your AllianceOne account number 31092516. ~ This communication is from a debt collector. This is an attempt to collect a debt, and any information obtained will be used for that purpose. — A$3.00 fee will be charged for each credit or debit card payment made,with the exception of mail-in and walk-in payments. No fees are charged for checks, money orders,mail-in,or walk-in payments at our office located at 512 Township Line Rd.Suite 301 Blue Bell, PA 19422 The California license number issued to AllianceOne is 10273-99. — X Detach Bottom Portion And Return With Payment X To contact us regarding your account,call: Alliance r PO BOX 510267 tS88 459 7515 LIVONIA MI 48151-6267 RETURN SERVICE REQUESTED Account Number Payment Amount . , 31092516 $40.00 ♦Mail return address only;send no letters Please make check or money order payable to the address 4 below or if you wish to pay by Debit or Credit Card,fill in the information on the reverse and return. IS-CUAMFC10 L-PPLAN ALLIANCEONE RECEIVABLES MANAGEMENT, INC. P- 100012 PO BOX 3100 r JOE CONSUMER SOUTHEASTERN PA 19398-3100 170232NDST SAN DIEGO CA 92102 r - ALL 0000000000000000 31092516 9 00000000 0000052200 0000000000 1 i F- I I I I I I I I I I I I I If you wish to pay by Debit or Credit Card, fill in the information below and return. r Check One: ❑ Visa ❑ MasterCard ❑ Discover ❑ American Express Credit Card Number Payment Amt:i$ Exp.Date: j l CW#: I (Numbers on back of card) Card Holder Name Signature of Card Holder Date I n 0r 11 di P Send all written correspondence to: ID .70 AtLianceOneAllianceOne Receivables Management, Inc. :• 512 Township Line Road,Suite 301 �a IBlue Bell,PA 19422 Name : JOE CONSUMER Telephone : 1-800-456-8838 Account Number: 27239012 PIN : XP I January 24, 2024 Creditor Reference Number: See the reverse side of this letter or attached detail page Creditor: See the reverse side of this letter or attached Idetail page Thank you for your recent payment. We have credited your account. Please note, should any of the funds be returned at any Itime, the account balance will be adjusted accordingly. For your convenience you can now make debit card or credit card payments towards your AllianceOne account through various methods! You can simply scan the QR code above to pay electronically on our payment website, manually enter https://www.pavaoi.com into your browser, or download our AllianceOne Payment App. Please use your AllianceOne account number 27239012. I This communication is from a debt collector. This is an attempt to collect a debt, and any information obtained will be used for that purpose. I I I I ACCOUNT INFORMATION Assigned Amount Assigned Interest Post Assigned Interest Other Fees or Charges Payments Received TOTAL BALANCE DUE $2,553.15 $0.00 $4,746.85 $0.00 $7,300.00 j $0.00 Ill X Detach Bottom Portion And Return With Payment X To contact us regarding your account,call: I Alliance 1 PO BOX 510267 800 a56 a838 LIVONIA MI 48151-6267 RETURN SERVICE REQUESTED Account Number Amount I 27239012 $0.00 t Mail return address only;send no letters Please make check or money order payable to the address l below or if you wish to pay by Debit or Credit Card,fill in the information on the reverse and return. S-CUAMFC10 L-RCPT111 ALLIANCEONE RECEIVABLES MANAGEMENT, INC. P- 100006 PO BOX 3100 JOE CONSUMER SOUTHEASTERN PA 19398-3100 9907 130TH ST CT E APT J212 PUYALLUP WA 98373 r rALL 0000000000000000 27239012 1 00000000 0000255315 0000000000 1 CREDITOR CREDITOR REFERENCE NUMBER INT RATE ASND AMT ASND INT POST INT OTHR FEES PAY REC TOTAL TEST CLIENT CR0000000 ABC CT 0.00 2,553.15 0.00 9,796.85 0.00 7,300.00 0.00 TOTAL 2,553.15 0.00 9,746.85 0.00 7,300.00 0.00 I I I I I I I Pi If you wish to pay by Debit or Credit Card, fill in the information below and return. I Check One: ❑ Visa ❑ MasterCard ❑ Discover ❑American Express Credit Card Number Payment Amt: $ Exp.Date: i / CW#: I (Numbers on back of card) Card Holder Name Signature of Card Holder Date I PI I I PSend all written correspondence to: 0 fi I] A l l i a n c e s t AllianceOne Receivables Management, Inc. ; 512 Township Line Rd,Suite 301 �° rBlue Bell,PA 19422 Telephone : 1-800-456-8838 Name :JOE CONSUMER ".. January 24,2024 Account Number: 29353790 PIN :XP Creditor Reference Number: See the reverse side of this letter or attached detail page Creditor: See the reverse side of this letter or attached detail page 11 Below is the information regarding your account assigned to AllianceOne. — For your convenience you can now make debit card or credit card payments towards your AllianceOne account through various methods! You can simply scan the QR code above to pay electronically on our payment website, manually enter httos://www.payaoi.com into your browser, or download our AllianceOne Payment App. Please use your AllianceOne account number 29353790. This communication is from a debt collector. This is an attempt to collect a debt, and any information obtained will be used for that I r purpose. I I I I IACCOUNT INFORMATION Assigned Amount Assigned Interest Post Assigned Interest Other Fees or Charges Payments Received TOTAL BALANCE $0.00 $0.00 i $0.00 $70.00 $0.00 $70.00 X Detach Bottom Portion And Return With Payment X To contact us regarding your account,call: /� I l e r PO BOX 510267 1-800 456-8638 �y LIVONIA MI 48151-6267 RETURN SERVICE REQUESTED Account Number Amount - ; 1 29353790 $70.00 t Mail return address only;send no letters Please make check or money order payable to the address 4 below or if you wish to pay by Debit or Credit Card,fill in the 1 information on the reverse and return. S-CUAMFC10 L-REQ ALLIANCEONE RECEIVABLES MANAGEMENT, INC. P- 100010 PO BOX 3100 r' JOE CONSUMER SOUTHEASTERN PA 19398-3100 3715 NW COYNER AV ROCHESTER WA 98579 111 — ALL 0000000000000000 29353790 8 00000000 0000000000 0000000000 7 ICREDITOR CREDITOR REFERENCE NUMBER ASND AMT ASND INT POST INT OTHR FEES PAY REC TOTAL TEST CLIENT 211 0.00 0.00 0.00 70.00 0.00 70.00 TOTAL 0.00 0.00 0.00 70.00 0.00 70.00 I I I I 1 I I I I I I I If you wish to pay by Debit or Credit Card, fill in the information below and return. Check One: __ Visa ❑ MasterCard ❑ Discover ❑American Express Credit Card Number Payment Amt: $ Exp.Date: / CW#: (Numbers on back of card) Card Holder Name Signature of Card Holder Date I I I Send all written correspondence to: V al • AllianceOne Receivables Management, Inc. A L C 512 Township Line Rd,Suite 301 Blue Bell,PA 19422 Name : JOE CONSUMER Telephone : Toll Free 1-877-541-8420 Account Number: 57813109 PIN : XP January 24, 2024 Creditor Reference Number: See the reverse side of this letter or attached detail page Creditor:See the reverse side of this letter or attached • -- detail page `'' I Y�Mk�• - Your account has been placed with AllianceOne for immediate collection efforts. It is important to contact us as soon as possible. If remitting payment, please include the payment stub below and be sure your account number appears on your check or money order. All contacts and payments are to be made through this office to ensure proper posting. - For your convenience you can now make debit card or credit card payments towards your AllianceOne account through various methods!You can simply scan the QR code above to pay electronically on our payment website, manually enter https://www.pavaol.com into your browser, or download our AllianceOne Payment App. Please use your AllianceOne account number 57813109. This communication is from a debt collector. This is an attempt to collect a debt, and any information obtained will be used for that purpose. ambe ACCOUNT INFORMATION Assigned Amount Assigned Interest Post Assigned Interest Other Fees or Charges Payments Received TOTAL BALANCE DUE $2,182.12 $0.00 - $545.54 - $2,727.66 X Detach Bottom Portion And Return With Payment >( To canted us regarding your account,call: Affiance PO BOX 510267 Toll Free 1-87 7-54 1 434 20 LIVONIA MI 48151-6267 RETURN SERVICE REQUESTED Account Number Amount - , 57813109 $2,727.66 t Mail return address only;send no letters Please make check or money order payable to the address 4 below or if you wish to pay by Debit or Credit Card,fill in the information on the reverse and return. S-CUAMFC10 L-ZNTC1C ALLIANCEONE RECEIVABLES MANAGEMENT, INC. P- 100040 PO BOX 3100 ® JOE CONSUMER SOUTHEASTERN PA 19398-3100 A 802 CREST PINES DR APT 827 ORLANDO FL 32828 I ALL 0000000000000000 57813109 6 00000000 0000272766 0000000000 2 kr rEnviar correspondencia escrita a: CI .7E1 A l l i a n e e i i AllianceOneReceivables Management, Inc. e- 512 Township Line Rd,Suite 301 L. IBlue Bell,PA 19422 Telefono : Toll Free 1-877-541-8420 Ienero 24, 2024 I Su cuenta ha sido asignada a AllianceOne para la recuperation inmediata de su adeudo. Es importante que se ponga en contacto con nosotros to antes posible. Si remite el pago, incluya el talon de pago ubicado en la parte inferior y asegurese de que su numero de cuenta aparece en su cheque o giro postal. Todos los contactor y pagos deben hacerse a traves de esta oficina para asegurar el registro correcto. r-4 Para su conveniencia, iahora se pueden efectuar pagos hacia su cuenta de AllianceOne con tarjeta de credito o debito por medios de varios metodos! Puede simplemente escanear el codigo QR arriba para pagar electronicamente en nuestro sitio de h internet, ingresar manualmente n a continuation para pagar o nuestro sitio de Internet, manualmente ingresar en https://www.payaoi.com su navegador,o bajar la aplicacion de pago de AllianceOne. Por favor utilice su numero de cuenta con AllianceOne 57813109. 1 Esto es un comunicado de un cobrador de deudas morosas. Esto es un intento de cobrar una deuda y cualquier information obtenida se usara para dicho proposito. I I I I I I If you wish to pay by Debit or Credit Card, r fill in the information below and return. Check One: ❑ Visa ❑ MasterCard ❑ Discover ElAmerican Express Credit Card Number Payment Amt:I$ Exp.Date: I / CW#: I (Numbers on back of card) Card Holder Name Signature of Card Holder Date r I I II A DETAIL PAGE CREDITOR CREDITOR REFERENCE NUMBER DATE VIOLATION INTEREST FEES TOTAL TEST CLIENT 2022-TR-000000-A-0 04-04-22 442.26 0.00 110.57 552.83 TEST CLIENT 2022-TR-000001-A-O 04-04-22 450.94 0.00 112.74 563.68 II TEST CLIENT 2022-TR-000002-A-O 04-04-22 483.76 0.00 120.94 604.70 TEST CLIENT 2022-TR-000003-A-O 04-04-22 520.16 0.00 130.04 650.20 II TEST CLIENT 2023 TR-000004-A-O 02 19 23 285.00 0.00 71.25 356.25 ?`. TOTAL 2,182.12 0.00 545.54 2,727.66 �? I II II /I I/ II II II II II II 11 r S-CUAMFC10 L-ZNTC1C A-57813109 0-57813109 I r P 100042 Attachment B — Sample Scripts A A A A A A 1 A A A 1 A 1 1 1 1 1 p Alliance3: ..v I Sample Phone Scripts Scripts will be developed in conjunction with the City to ensure compliance and accomplish the service and revenue goals. AllianceOne focuses on training our staff to effectively work with or without scripts. AllianceOne works with both consumer and commercial accounts and has handling paths for each to ensure proper contact with the responsible party. We will share our thoughts on how to treat 1111 consumer vs. commercial debtors. We can provide separate reporting for each debt type received from the Gty. Pitches and Demands AllianceOne staff must state the following Call Monitoring Disclaimer at the beginning of every inbound and outbound call: "This call may be monitored or recorded" or "This is<your first and last name>calling and this call may be monitored or recorded. Is<insert consumer's name>there?" This should not be used for outbound calls made to California accounts. Agents may use the assumptive approach, but will be held accountable for proper use of identification, CMD, mini- Miranda, and any other required disclosures. The Call Monitoring Disclaimer must be re-disclosed prior to initiating a conversation with a new party on the phone; i.e. consumer provides permission to speak with a relative during the same call, the relative must be provided the disclaimer at the beginning of the conversation. If the other party indicates they are unwilling to participate in a recorded conversation the agent must adhere to the below instructions: Document the account notes that the other party is unwilling to participate in a recorded conversation. This request will be adhered to for all future call requirements as well. Ask the other party if the agent can call them back immediately on an unrecorded line. If the other party agrees to an immediate call back on an unrecorded line notify a supervisor so that a call can be made from an unrecorded phone line at that time. This Acall must be witnessed by the supervisor. The account notes must be documented to accurately reflect the unrecorded conversation by the staff member and the supervisor must document the account notes that they witnessed the call. *This rule will apply to all future calls as well until consent to record is obtained. I I I 11 If the other party is unwilling to be called back on an unrecorded line, the account notes must be documented to reflect this and a time should be setup to make the call from an unrecorded line. This call must be witnessed by the supervisor. The account notes must be documented to accurately reflect the unrecorded conversation by the staff member and the supervisor must document the account notes that they witnessed the call. *This rule will apply to all future calls as well until consent to record is obtained. If the other party is both unwilling to participate on a recorded call and is unwilling to be contacted on an unrecorded line, all phone numbers associated with the other party must be ceased. If the other party is only willing to call us back to an unrecorded line politely advise the other party this will not be possible and continue the call only if the other party then agrees to participate on a recorded conversation or the other party then agrees to be called back on an unrecorded line. To be in compliance with the Consumer Financial Protection Bureau (CFPB) regarding The Telephone ® Consumer Protection Act,AllianceOne has issued a voice/mail message procedure: f7 Messages (via voicemail or a live party) are considered right-party contact. Once a message has been left,there may be no further attempts to contact a consumer for that day. Once a message has been left with a voicemail or live party, no further attempts to contact the consumer may be made that day. Agents must terminate calls to consumer voicemails within 10 seconds of connecting or within 10 seconds of recording a message. The scripted "Foti" message must be left on all of the following phone numbers: The recorded greeting on the messaging system discloses the person's first and last name, and only that person's first and last name, and that first and last name is the same as the person who allegedly owes the debt When there has already been a contact with the person on at least one prior occasion using the telephone number associated with the messaging system A generic message including only the collector's name and phone number must be left on the following numbers: Unverified skip trace numbers Third-party numbers This includes numbers where only the spouse is identified on the voicemail greeting in a non-spouse disclosure state (GA, AZ, CT, IA, SC, NH) POE numbers that don't specifically identify the consumer A message including only the collector's name, phone number, name of the consumer and reference/account number may be left on the following numbers: Consumer's attorney Consumer's CCCS company or settlement company, Consumer's realtor I 1 Agents may not leave a message under any circumstances if the person has explicitly prohibited the debt collector from leaving recorded messages on a specified telephone number. Agents must adhere to all applicable state and municipal laws in regards to voicemail messages, including the prohibition of voicemail messages within New York City(see COL- WI -Special State Collection Laws review). Scripted ("Foti") Message A: Regular Message This is a message for(consumer's full name). If we have reached the wrong number for this person please hang up and call us back at (collector's #) to remove your phone number. (Consumer's full name), you should not listen to this message so that other people can hear it as it contains personal and private information.There will now be a pause in this message to allow you to listen to this message in private.(3 second pause)This is(collector's full name) from AllianceOne, a debt collection company. This is an attempt to collect a debt and any information obtained will be used for that purpose. Please contact me about an important personal matter at (collector's#). On all contacts you must before any sensitive information is disclosed on a phone call, the agent must verify that they are speaking to the correct party. I I I I I I I I I I Y Consumers Inbound and Outbound:Verify the consumer's first and last name. Inbound: Verify two of the following pieces of information: Birthdate Last 4 of SSN** Full Mailing address (City Sate and Zip Code) Driver's License number Phone number **SSN should not be used to verify identity for NY accounts. Commercial Accounts Please see the Collection on Commercial Accounts work instruction for who may be disclosed to regarding a commercial account. r Inbound and Outbound: Verify the individual's first and last name. 1 r Verify the business name and the individual's position in it. " Inbound:Verify the address on file. Third Parties with Permission After proper verification, agents may disclose to: Third parties for whom the consumer gave us permission to speak, provided that permission is properly documented. Spouses, provided the consumer resides in a state in which disclosure to a spouse is permissible. Power of attorneys (POAs), provided we have documentation of the POA. When verifying information other than the consumer's name, the individual must be asked to provide the information. For example, the agent may not ask the individual if the last four digits of their SSN are 1234,they must ask the individual to provide the last four digits. If the individual refuses our request and demands to verify the last four digits that we provide, agents may do so. If there is not enough appropriate information on the account to follow the instructions below, agents must verify as much as possible (i.e. if only the SSN is lr'` available, agents must verify the SSN and may then disclose.) r I Inbound Call Open Guide Verify who you are speaking to Identify yourself Identify that you are an employee of AllianceOne Give the Call Monitoring Disclosure (CMD) Secure "NAPES" Give the Mini Miranda (MM) Identify who the client is State the outstanding obligation amount Make a demand for payment in full I I I I I 1 I I I I I I w I I ID the Debtor(First and Last Name) Open This is calling from AllianceOne. We are the collection agency calling in reference to your case with the balance of$_ . [This is an attempt to collect a debt, any information I obtain will be used for that purpose] (NON-GOV accts).This call may be monitored and recorded.Mr./Mrs. What are your intentions on resolving the balance in full today? I NEED to update the file and see what options we have on your account.... D-NAPESS Facts EMPLOYMENT Where are you currently employed? What is your take home income? How often are you paid? What is your position at your POE? How long have you been there? What is your work contact It? How long have you invested in your 401k?Same Questions about spouse...UNEMPLOYED? What is their source of income? How much are they receiving? How long in the situation? How do they survive? RESIDENCE How much is your monthly mortgage/rent payment? If Mortgage If Rent Are you current on the payments? Who do you live with? Are you current on the payments? How long have you been in the home? Who do you live with? TRANSPORTATION How much is your car payment? How long have you had it? Are you current on your payments? BANKING Who do you bank with? How much do you have available in checking?How much in your savings? What open credit cards do you currently use? What happened that got you behind on this account? FRIENDS&FAMILY When you have been behind before,which family member helped you out? What do they do for a living?What can they do to help you out now? Before I put you on hold and see what options we have on your account,there are 3 more questions I have to ask you.Have you ever had your wages garnished for non-payment of a debt? Have you ever been sued for non-payment of a aebt?What are you offering to pay voluntarily on this account? OK,I need to put you on hold and see what options we have for you... DUN CLOSE PIF Repeat Down-Stroke Guarantee PPLAN Assume GFP=$$$NOW Responsibility I I 1 I I I A Attachment C — Sample Reports 1 A A 1 1 1 1 1 1 1 1 1 1 1 1 1 1 I I I I I I I m e 0 ( ( x Q H I ) i / a0/ Cl) oE uxm E. )w j�/ 0 E Cl) H 0 4 0) q0m CO NI. E. § §� H Cl) 0 in . § . \\ \ \ � 2E 0 k§ 7 § E e o \ / § H / ^ § N § a m /6 4: It m ) j ) \a q( 0 al \7 7 a 4 ae / \ • \ Cr) \j \ &Z 0 / Cr) 0 ) z§ j^ Cl) 0 m § ° o mQ \ g mn a \ Z §E4 * j\ 0 g q §§ \ Cr) E. \ § § 2 Cr) 0 / ( B § 4 § S I I II ACTIVITY STATEMENT PAGE NO: tACTIVITY FROM 06/01/23 ALLIANCEONE INC. ACTIVITYTHRU: 06/07/23 P .O. BOX 1012 YOUR NO CHECK NO: ' TEST CLIENT 1 (TOTAL COLLECTIONS 17 .70 '\(--- r AMOUNT PAID AMOUNT PAID TOTAL AMOUNT DATE DEBTOR'S TRANSACTION CURRENT BALANCE D N/C TO AGENCY TO YOU DUE AGENCY DUE YOU 060223 KAY,GRACE 0 .00% 31 17 .70 2 .30 15.40 478.15 I 1 1 I U 1 I OUR CHECK SUB-TOTAL AMOUNT DUE YOU(t)---♦ ' ENCLOSED FOR , 4.0 SUB-TOTAL AMOUNT DUE YOU(-) --♦ 15.40 TOTAL PAID ' TOTAL PAID TOTAL TOTAL PleaseRemit tO Agency TO AGENCY TO YOU DUE AGENCY DUE YOU 0.0 17 .70 0.00 2.30 15.40 I I tom ACTIVITY STATEMENT PAGE NIDUN TOTALS I ACTIVITY FROM66/01/23 ACTIVITY THRU06/07/23 I YOUR NO: CHECK NO: RUN TOTALS (TOTAL COLLECTIONS 17 .7 0 I - \i"c AMOUNT PAID AMOUNT PAID TOTAL \ AMOUNT DATE DEBTOR'S TRANSACTION CURRENT BALANCE D N/C TO AGENCY TO YOU DUE AGENCY DUE YOU 1 Due C ient + Due C lent 2 . 30 Due C ient on Paid 'ioc IIRUN TOTALS 17. 70 15.40 AGENCY FEES 0 CL ENT COLLECTIONS PEFCENT : .00 I COLLECIrION :EES BILLED 0 .00 I I II CHECK HOLDING INFORMATION: Checks released on this statement: 1 II None I New checks on hold: II None Checks still on hold: I Net Gross Du- Client: Number: Amount: Fees : F 1_ e - n Totals. . . 0 0 .00 0 • �0 . _ 0 .00 IChecks reversed this period: None I CODES OUR CHECK SUB-TOTAL AMOUNT DUE YOU(+)---0. I ENCLOSED FOR SUB-TOTAL AMOUNT DUE YOU(-) ---- 0. i -- TOTAL PAID TOTAL PAID ' TOTAL TOTAL 11101/4;9 TO AGENCY TO YOU DUE AGENCY DUE YOU I: 111:14iit• I I 1 1 H 1 CO r H 1 H H W 1 a N H iiti I H in H H I HH N o r H H H N 2 m r o H m r 0 p m r 0 F N N N .44 m H r 0VI k o N Ca W0 x .E. m Ca U N 01 C x `, 0 H z a,o g E In N N cn rn 01 rn 01 U�Ey N N WE. u N m NH O W a r Ca co a. m a N N aw x 0 N r 0 m H H O m O 0 N CO H N N N z 0 1A H H 0 N 0 N m W E.N al Ill m H N ri H Cl) N N W U I a m m a a Co O 01 0 0 0 0 N c Io H o r �o N m rn m N CO E. H m H N m H 4o H z P co co co N m H 0 r 0 0 N 0 r N N 00 0 at N O N N N r 01 Ot r m H m H m CO m CO N H N N H m N eW CO CO CO al 01 O N 0 O 0 W 0 # N O m m r m m m H HN m C.) # N m (] cc) 10 O O C 0 N N H co Ca N co GI to Co N H st, m H W r 01 H N or F. 0 N 01 N H N N d. 03 Ill CO m r 4/}C1 d' m H l0 l0 H 40 N H r a H m N U'r• Cm CrH'I-I 0H 0 H• H E E N r r O r H W co to CON l0 N r H 0E E. N In d' to r N H H HCa co C Nan CO H 0 r H OD m .1 a`0 w N V' Co H ,y cl. 01 H C w N O •irCa a1 N H r W r7 MI 0 H ON N r o O p N N o r H in N r O o ,'Ze N Z 0 m m H en N l0 H CD N H m rit N O H W t0 r oD Ca O H N H N m vi E.rl m E. 0 O O 0 H H H O O CD0 O E. v. 0 .• I I I I I I I I I 1 H E. co # N N N N N N N N N N N N E r I H I1-1 r H I W. H H W a1n I sr m H I N H 1 H N o r H H H 1n m r O H I CO E r ul p W r 0 E N m m w E.n. o r H m 1.0 r rn W H �a H• rn 1.0 U 10 in al CH m o CO z pm n N m Ql›.1 Ln 10 r 01 m O N N ro>• I •.1 a H 4O a Ln M 10 U) CJ m o CO W H 1n m a x H O N r z m 01 H o m O E0 N m H N N N Q Z �' H 0 N C. tllN m H COCrl E.N N W 01 m r m U .4 m �' m .4.4.p Ol O O O O N V W H r 10 Ill 01 O1 01 10 m H 01 H 10 m H 10 H m CO CO 1n m O H r O O N 0 r Ill N 1.0 01 O 01 N C. Ill N N r 01 01 r m H m H m CO m CO N H N n H m N H ir i. .11 .p CO W CO Ol 01 O 111 O co O O CO • N O m m r 01 m • m H H N m CCUJJ N m a Q 4 W. C. 0 d1 O N N H CO 11 10 CO t 41 10 10 Ill H d1 CO H V' r 01 H N s aE E N 01 N H to N W CO 111 CO m r l?U d' m H 10 1D H 10 N H r E vl•a p H m N r m .4. 'H-1 cn O n 0E a.W H H Z C./ O Q r r o r H V. al 10 CI)VI 10 N Ifl H a E 1n 1n W 10 r N H H H 01 CO 01 r 01 O 1n z H O r H CO 0\ 0 O1 .7 a N TN N H Ot£ H d' O\ d1 10 N O 01 N H r H G4 0 !f O H O1 r 0 0 O in N N CrH H 1n r m z N z 0 m m r 01 W 01 lll 0 10 yr a N H H m i y1 H 14 W r co 01 o H N E H N m d' E q o E o O O o H H H O o 0 0 O O 4 q + : CO m COg m m m m ao m of m m cr,H E. E. m i H H H H H H H H H H H H H E I I 1 • ate. I n¢ 8 a L o.o Z o 1 8 U ! Q E t • • u. a u S E 1 a 3 u • O U i i I 1ct 0 O i a L U 0 a E a v I = P I •O F ' O i g S I % I z i o •N 1 m 1 1 a 0 a0 Q I • • I 2• N o N •O� c OL L rU iy el S U V: fd z e Cr 3 I;W 1 1 February 15.2023 ' We have completed our collection efforts on the below accounts and are retuming them to you. Thank you for your business! Client Number Portfolio Name Account# Last Name First Name Balance CANCEL REASON Date listed Date closed 123456 NAMEA 123-01 JOSEPH JOE $ 95.59 BANKRUPT 2/14/2023 2/15/2023 ' 458789 NAME B 124-09 SMITH KAY $ - PAID IN FULL 2/14/2023 2/15/2023 ' 2 ACCOUNTS FOR $ 95.59 I I 1 PI U I I I I I I I i Alliance. ne I I I i-e ION$10 4P1' Alliance I r... w.._ve WA. l ale.. v'-• v-av, .•r.F ,1". - -_ f,. ._,.Lc - rRJN . .f/{ t>q SFr., S2. ..A.A4.`!.. t 4`. .: is __ - .. 1 • __.__,—__. -ter•: ?."tq"`*.._ -- �-- fY S:Val.is"\'E: nr 1 e A+ Fir'•4 1 i l � • I Alliance I _ [.{L,�t� Li.. £CP)1[D•-. ._LCEP1MU OCT *L.RSi,_A • _ f or* IECf s,LpC t4,rT,*S'K ki ,M:r+� � •vu _LY AecUF b.YUY__ys*OM Ywogt 1•►5s3_s3 _._ •, `,r' fawn Xy, L i! tee Amatory* .,r R! Is .M!� ♦, - 1 V t i"y a, X6. S aY'•C.' 's.x# i y 'e X. xa1 .y$ 1,ti1 •,. s . fig, :. , _ , 1 .5� �11 ' �•. _ .,I, ,..'b JCI 'c $ S I •aG a'i 42. •Ft S *-F'' y �X I $X"1 X 4S.X'Il f V �4:Y S sX Ii1 V.S 1:5IT « y _51:11 1 .r XC' 5 15'X hf ' r.XI 4Hf ._ Y., a 1 :R�iX 'O $ "Yi•M/$ '!1 :•4 no;. .•Szt 17-.9$7-31 I :i 3 :ft X I FaL 1 •a sa:a I 1 S 1 3,013G,1 J,•:x -`.;1 A .+ 1 't..L2 t 1 ii1zl : 1 Ch WX' 1 '� 't V'Of 11 _X X� .w4 S •.'X� I1 + •T k...F,.., i" F.,..x :n. 1 '.:TX X-! 451 1 ' .T S '9[ 1 !��O'- 1 e 1 :G S >`.�!:t I i•t.S l• I S 2. a ti.....r« • 1 •c x •.,: .' { '4.'a t " 1 k•1 f "V.x .4 S L X I 11 !F T Ir ern....r. 6 S y $ a Yr, I F.x ,s. ' - ....s.r••r.ar.x.",....rat 40..55sa r•iwi u k,.i1•45Y1{,e.tmar.:... : 45 ..f.w+a,r.55 L•rUrs*woo* 11**1 a1.arrur'..1..,ge .L:L..t k Alliance 11®: P CLIENT AUDIT OVERVIEW Alliance 1 t teen! Name TOTA/ S As:•i1:4vED S 10TAt $ LANe. tliLt' S I 1c11 At S L -11 l : 1 1t I' 1 II jl 110A f'I1;N41 R As.t L_.<114T+, PA'.'t PAGE RAt AK f $ DIFitinftAttiK iNFORMATION CRITERIA • As:gMC I Asi►gf1*d $ Co1I11Ct4441 `. will info 6 t1i1llIt G?►tJtyt' $ 4 it tt 1 eh $ 1 • ".74 1 t.',: „Kull 4rcrtre% Karari S Ins �'4 I : S •i +f I!air of HWWI 1 1 `; - S / 1116 ;;7 th S I/`t 16/ 01 0: MAP RMksen AARTPSS , 1 $ 121 P.,-0.6 2''1 S 7r4 11- la,. [i .c7IF1Mi1, Cf Liett l4.' S 7 .LJ t ?4 :4, S 1 7 ti;r ti, -.NJ` EttXa.rfrne? `� S 1! 28(J ID S 1 l �J) .7 pti, (tnvrr, to.,m-o, +1d S .12.12 ''.', FT' S t 1 'A 7 1.'r II RESIDENT STATE • Assigned $ Asugn*d 1NN S CoCd wsfl In? Ar 2(itw 1 $ t)t, 1 r,._, S , e.,e. !`e S 1 j , ,, 1 11_: $ •, 11! 7tit 26 :'b'.`4 .2, 1 1;,�rr1,a a "1" C al:sack:, 7- S 9'1 1:1 $ 10 17 Fk%434 1::-1 $ :'O 434 20 S J ,271.4 I: , . 1.11rYK".n1.1 :1 $ 4 5-^; '1(? S T '.I DZ. C 1415900 .. S t D r,1 ! ?) S ;0,,i it' U., No* 11.4p■ecr :Al $ 1 r 42 rr' S A'..! c: 0', p-. S 1-, 44, .I S 1 �,r "../.... 1', Nev Ad.. t our, S I ' •, , 5 O>_ . twrc )V, ' . S J:= _:-¢J J a $ , . '' 1. 1 1exJ: 1/1 $ tr, 4M I,5 S ; 11..;. 1 1 S ,I C 1', 7.7 S i •; ,', t 1 7. 1 ,T•,rt ., S 'Ui 't,t. '.VJ S .M 34.4 '-•.. t 1-, lnTA1 ..1.4,7 $ 7 VA •,•'', ?15 $ ) .0.1 ,.,1 IDATE OF SERVICE • Assigned $ Assigned $ Co+Mee*o '. *wet unto ."t' P-1 I S t,i1h 7;4 -10 $ 2. " r f K't • _C l; S 1'Xs C()1 10 $ 13 r,e.! �: � �Ce 1.1 s la I Pl' t717 Si 'U: 7 it, ;1 !It, S ' 3,i9 C.0 7 43 S 1 :1' 2C1 1671 S 3113 (e'1 00 t , I i Ali T / 11 S lt114 /99 iio S T : 1 1:i 1 1% ?O , A ' IOW Alka© S l :ii M1 nz S ^.a e, (X) 11% Mani', n . KIITRACE INFORMATION •Assigned $ Assigned $ Coil cko '+ weal into IP , „..,,.. put K P..1+er'� S ; 1it-1'$1•I 'A $ RA 411 4;-, 'rlib. AC Jlti At l k XI4-fVF Xis ' '.' S t 1U t ►I.i! !!i) S yN -� 1 I.1€T N° 2 G $ g',4.4144 E.) $ 144 4.,1; (x; 2% — PROF'PROF'PROF' 1 S c.'5 00 0% I t iiII ►r 1 $ 1-.1 'r.r, ra t $ , :1,, • f,N. '•'4 n T'i!Ai' :.i T kLFA(;Tc i:. /i_T _._ ?,-,TA1 hh':T1 FS SFP4T ',roc/4 IT At. AT 1CSI'Tt. MACE. I?'040 1 Attachment D — Sample Invoice 4.4 ... 0 I- 0 a a a N ... to ,1 Q 0 _ = Z u La n c z v g O c � t O N Q a p 3 w o w u 3 v N O 2 a m d r ._a > Z en - p 7 a 2 w Q Q m V1 d 0 1- L/1 .. g o v 4 O O CC E O U O O 1- O M Q d-O 0 U 0 w z - t/T vl 0 o0 - O Tr O r-I 0 N cr-I I`, Q N CO O O 4t L.L. ol CO ri w n CC 00 e--I l'D I- CO LO Ld1 w U 0 cu in u a m Q. ^ in Ln O N O O to N n a O r', 70 a a f\ N u TS LA LID m ct Lc) , rC N N � N M} �o O ro CI) N 0 4' uL 3 C MEM/ri ...... .a O to u cC u_ w 0 ,. Q u w O a u O O "r m n 0 1m u E E -0 2.). xt c0 E E IS U 3 U 0 d I-- V 0 H Z Q n SECTION E SCOPE OF WORK AND EVALUATION CRITERIA City of Port Arthur Request for Proposals COLLECTION OF FEES FOR FINANCE DEPARTMENT OBJECTIVE The City of Port Arthur,Texas,is soliciting proposals for Finance Department collection services. It is, but are not limited to, the CITY's desire to contract with one company to collect delinquent payments owed to the City. They include Utility Operations, Pleasure Island, and Landfill. The Offeror submitting the successful proposal must clearly demonstrate its ability to provide immediate and consistent efforts in collections and provide a timely return of the dollars collected. $COPE OF WORK 1. The City will provide files electronically to the successful Contractor(hereinafter referred to in this section as "Contractor")of those persons having outstanding City of Port Arthur fees. This information can include,but is not limited to the following: a) Person's name,personal identifiers and driver license number,last known residential address,last known telephone number,date, amount of fee, amount paid(if any), amount due, and ifapplicable. b) CITY will provide current file layouts. Electronic transfer of data must include the Contractor having a PC that enables the City of Port Arthur to a secured email attachment or upload on the Internet via secure FTP. The Contractor must be able to receive and return files securely back and forth between CITY and Contractor. c) It will be the Contractor's responsibility to assure compatibility of CITY's data files and transmittal medium to the Contractor's computer system. The Contractor shall bear all costs, if necessary,for data conversion to make the CITY's computer system compatible with that of the Contractor's and any incidental costs related to the datatransfer. 2. Historically,the CITY sends various outstanding fees to the Contractor for collection services on a regular basis(i.e. daily,weekly,and/or monthly). These fees consist of, but are not limited to, the following types: a) Water Bills -These are cost for residential and commercial water usage. b) RV Park Rental-These payment for rental of RV spaces on Pleasure Island. c) BoatSlips -This rental is for boat spaces at Pleasure Island Marina. d) Dry Storage- This is for rental spaces not in the water at Pleasure Island. e) Landfill Fees-These are fees for dumping items at the City Landfill 3. The CITY will supply the Contractor with two separate listings.They shall be known as the Page 4 of 22 History File and the Aging Report. a) The History File shall be provided one time only. This file will contain the entire backlog of active fees previously worked by the CITY's existing collection agency. b) The Aging Report shall be issued on a regular or as needed basis and shall contain those fees that are Outstanding. This file will contain unpaid fees. 4. Contractor agrees to perform the following: a) Contractor should attempt to contact the customer via voice/telephone contact and attempts shall be limited to between the hours of 8:00 A.M. and 8:00 P.M., Monday through Saturday. No Sunday contacts will be attempted. b) Contractor will submit written scripts for telephone contacts and written communications for approval by the CITY for each type of fee submitted to Contractor for collection services.The Contractor shall pay all costs related to the telephone contact and written communications. c) Contractor will forward monies, minus fees,directly to the Port Arthur Central Cashier. d) Contractor shall use due diligence,reasonable and ethical methods,and employ lawful means to effect collection on the CITY's outstanding cases including adherence to all federal and state laws governing collections. e) Contractor shall use due diligence,reasonable and ethical methods,and employ lawful means to effect collection on the CITY's outstanding cases including adherence to all federal and state laws governing collections. f) Contractor will deal with in a professional and courteous manner. g) Contractor will return information on cases submitted for collection services including all information developed by the Contractor regarding the customer whereabouts, as requested by the CITY. h) Contractor should provide customer service representative who will be assigned to the City of Port Arthur and available to address day-to-day issues. 5. Additional written and/or telephone contacts may be made at the choice of the Contractor within the hours stipulated in(4)(a)above. 6. All information supplied by the CITY to the Contractor shall be kept confidential and not disclosed to parties other than the Contractor's employees on a need-to-know basis for the purpose of contract performance and to the customer. Contractor shall not disclose social security number,driver's license number or any other information deemed confidential by the CITY to anyone other than the customer.CITY will notify Contractor of information deemed confidential, as appropriate. 7. Both the CITY and the Contractor will jointly review the appropriate cases for which payment is due to the Contractor on a monthly basis. CONTRACT TERM The contract will be two years with the option to renew for two additional two-year periods. Page 5 of 22 The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation.It is not the intent to constrain Vendors with regard to content,but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that nronosals he limited to no more than 50 pages.excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. A.l OUALIFICATIONS 1. Experience in the area of collections as it applies to the collection of outstanding fees. Specifically list clients that the Offeror has represented in the past five(5)years and include what type of collections was carried out for them. 2. Experience in municipal governments. List references from current and previous clients. NOTE: All references requested in this proposal shall include the name of client, name of contact person, physical address, telephone and fax numbers, and the email address of the contact person. 3. Experience in receiving/transmitting data electronically. 4. Experience and stability of key staff. State the location of the office, as well as, the number of professional staff employed at that office that will have primary responsibility for the service. B.) COLLECTION PROCEDURES 1. Provide a summary of collection activities and techniques proposed to collect the City of Port Arthur's outstanding fees. 2. Provide detailed explanation of collection methodology including timetable of your work plan and expected rate of recovery. 3. Describe the methodology for handling customer questions/problems. 4. Describe the methodology for handling non-English speaking customers. 5. Provide examples of correspondence that will be used for collecting delinquent fees. 6. Describe the adequacy of your telephone resources. Provide examples of telephone scripts that will be used for collecting delinquent fines. Page 6 of 22 C. COLLECTION STAFFING & SYSTE]VSS 1. Identify and describe the qualification and length of service of the lead staff that will be assigned to coordinate and resolve all business matters between the City of Port Arthur, Texas and the Offeror. 2. Identify and describe the qualification and length of service of the lead staff that will be assigned to oversee and manage the collection activities for the City of Port Arthur,Texas. 3. Describe the qualification and number of collection staff that will be assigned to the collection activities for the Port Arthur,Texas. 4. Describe the personnel in the local office that will be available to assist with contract matters. 5. Provide a brief description of the computer system used and its update capabilities. Describe the adequacy of your data processing resources. 6. Describe the methodology and procedure for data transfers.Identify the form and frequency of electronic data transfers both to and from your company. 7. Describe the type of access that will be made available to the CITY for on-line inquiry. 8. Describe the ability to maintain records ofplacements,collections,recovery and producing reports,and billing of for an unlimited number of clients and debtors, and describe back-up capabilities. 9. Describe the record retention capabilities. D.1 MONTHLY ACTIVITY REPORTS 1. It is agreed that the successful Offeror shall maintain and make available for inspection, audit and/or reproduction by authorized representatives of the CITY or any external auditor representing the CITY,the books,documents, and other relevant information pertaining to the collections carried out for the CITY and the expenses of this contract. 2. The Offeror should acknowledge the need for a cooperative effort and open communication between the successful Offeror and the CITY. The successful Offeror will be required to provide monthly collection activity reports to the City of Port Arthur,Texas 3. Please provide the following: a) Examples of reports used to document collection results. b) Examples of monthly reports that will be provided to the CITY. c) Frequency of reporting and the content of data transmitted to the CITY. d) Flexibility in meeting the CITY's reporting needs. Page 7 of 22 E.1 COST.FEE.OR PERCENTAGE CHARGED TO THE CITY 1. The Offeror's proposal must clearly explain the cost/fee structure and how the City of Port Arthur,Texas will be invoiced for collection services.The proposal must include at a minimum the following: a) Cost/fee/rate for collection services that will be provided to the CITY. b) Explain clearly how the cost/fee/rate will be applied pertransaction. c) Explain clearly how the invoice will be calculated. d) Frequency of billing(invoice) submitted to the CITY(as applicable). e) Number of days allowed for payment f) Explain if any late charges or interest would be applicable and how it will be calculated. g) Provide an example of the invoice/bill that will be used to bill the CITY. EVALUATION AND SELECTION PROCESS All proposals will be screened by an evaluation committee and those proposers selected for a short list may be invited to attend an interview,at the proposer's own expense. Any invitation for an oral presentation will be for the purpose of clarifying proposals received from each qualifying proposer,and will not represent any decision on the part of the evaluation committee as to the selection of a successful proposer. The City will evaluate all responses based on the experience, qualifications,project approach, price, and quality ofresponse. The City reserves the right to negotiate the final fee prior to recommending any Vendor for a contract. The City's process is as follows: A. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100-point scale and shall be based on the following criteria: a.Offeror Qualifications(25 Points) b.Collection Procedures(20 Points) c.Collection Staffing & Systems(25 Points) d.Monthly Activity Reports(15 Points) e.Cost, Fee, or Percentage Charged to the CITY(15 Points) B. City staff shall recommend the most qualified Vendor to the City Council and request authority to enter into contract negotiations. Page 8 of 22 C. When services and fees are agreed upon,the selected Vendor shall be offered a contract subject to City Council approval. D. Should negotiations be unsuccessful, the City shall enter into negotiations with the next, highest ranked Vendor. The process shall continue until an agreement is reached with a qualified Vendor. E. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s) shall pay their own costs incurred in preparing for,traveling to and attending interviews. The City reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process)that might affect the City's judgment as to the appropriateness of an award to the best evaluated proposer. This information may be appended to the proposal evaluation process results. Page 9 of 22 SECTION F LETTER OF INTEREST 0 I LETTER OF INTEREST RFP—COLLECTION OF FEES FOR FINANCE DEPARTMENT DEADLINE: AUGUST 13,2025 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur. TX (City) to provide RFP - Water Leak Repairs for Utility Operations for City of Port Arthur,TX. Enclosed, and by this reference incorporated herein and made a part of this RFP,are the following: •e• Completed RFP Letter of Interest Form ❖ Vendor References •e• Completed Affidavit ❖ Non Collusion Affidavit ❖ Completed Conflict of Interest Form ❖ HB 89 ' ❖ SB 252 Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing ' this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of ' Texas. AilianceOne Receivables Management. Inc. ' Firm Name Date 512 Township Line Road, Suite 301 Blue Bell. PA 19422 ' Address City/State/Zip C (T'O Authorized Signature Title Harry Neerenherg 610-564-1 2 87 ' Telephone Name(please print) harry.neerenberg(a;allianceoneinc.com ' Email ' Page 15 of 22 111 SECTION G NOTICE OF AWARD CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM HAROLD L.DOUCET,SR., City of CITY MANAGER MAYOR PRO TEM SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR. rt r t r t h u r TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM Texas CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. NOTICE OF AWARD Date Contractor Name Attn: Address City, State Zip Re: You are notified that on , 2025, the City of Port Arthur City Council awarded above referenced contract. Within ten(10)days after you comply with the conditions listed below,the Purchasing Manager will issue to you a written Notice to Proceed and Purchase Order. Work must not begin until these documents have been issued to you. Two (2) original Contract Documents and one (1) copy of Resolution No. accompany this Notice of Award. You must comply with the following conditions precedent within ten(10) days of the date of this Notice of Award that is by or by the first working day thereafter. You must deliver to the Purchasing Manager: 1. One(1) fully executed Contract. 2. One(1) signed, original Notice of Award. 3. One (1) original Certificate of Insurance, naming the Owner (City of Port Arthur) and their respective agents and employees, to be expressly named as additional insurers, in accordance with the General Conditions. 4. One (1) HB 1295 Form filled out completely. For more information go to the following website. https://www.ethics.state.tx.us/whatsnew/elf info form1295.htm. 5. Payment and Performance Bonds. Please return all requested documents to: City of Port Arthur, TX Attn: Clifton Williams, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 Page 1 of 2 Purchasing Division/Finance Department j Purchasing Manager,Clifton Williams P.O.Box 1089 1 444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM HAROLD L.DOUCET,SR., City of CITY MANAGER MAYOR PRO TEM SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR. o r t rthur TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM Texas CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. NOTICE OF AWARD Contractor Name Date Page 2 Failure to comply with these conditions within the time specified will entitle Owner to consider your bid in default and to annul this Notice of Award. OWNER: CITY OF PORT ARTHUR,TEXAS BY: Clifton Williams, Purchasing Manager ACCEPTANCE OF AWARD: Contractor: Signature: Print: Title: Date: CC: Page 2 of 2 Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams P.O.Box 10891444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 SECTION H NON-COLLUSION AFFIDAVIT I I CITY OF PORT ARTHUR,TEXAS NON-COLLUSION AFFIDAVIT 1 CITY OF PORT ARTHUR § I STATE OF TEXAS IBy the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation, partnership or institution represented by the signatory or anyone acting for the Ifirm bidding this project has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor Icommunicated directly or indirectly the bid made to any competitor or any other person I engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to Ithe development and submission of this bid proposal. Signature: • \22, ' Printed Name: I Printed Name: Harry Neerenberg Title: CFO ICompany: AllianceOne Receivables Management, inc. Date:I SUBSCRIBED and worn to before me n „�,, the above named j/ keeo on this the �� day of 20 a,. y C J . Jii Notary Public in and for tU IState of Texas M-il J �J Mycommission expires: _ ik-/- d _/ P / Commonwealth of Pennsylvania-Notary Seal CRISTIN A CLAYBORNE-Notary Public I Montgomery County My Commission Expires January 14,2029 Commission Number 1212774 I Page 17 of 22 SECTION I AFFIDAVIT I IAFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly Iauthorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: IV I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. 1 I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they Ibecome due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to I enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. I AllianceOne Receivables Management. Inc Firm Name Date I 512 Township Line Road, Suite 301 Blue Bell, PA 194?2 A City/State/Zip t Authorized Signature CFO Title I Harry Neeraberg= 610-564-1287 Name(please print) Telephone Iharry.neerenberg(a;allianceoneinc.com Email ISTATE: po- ICOUNTY: ritele" ISUBSCRIBED AND SWORN to before me by the above 14- on this the LT ` ' day of P , 20 • /_ TEA , / , %, — � / i otary'ublic I RETURN THIS AFFIDAVIT AS PART OF T crigard ° nnsylvania Notary seal RNE-Notary Public Montgomery County Pa 18 of 22 My Commission Expires January 14,2029 I Page Commission Number 1212774 SECTION J CONFLICT OF INTEREST I I ' CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor doing business with local governmental entity r This questionnaire reflects changes made to the law by H.S.23,tt4th Leg-,Regular Session. OFRCEUSEONLY ---I I This questionnaire is being filed in accordance with Chapter 176.Local Government Code.by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be I filed. See Section 176 006(a-1).Local Government Code A vendor commits an offense if the vendor knowingly violates Section 176.006.Local Government Code.An offense under this section is a misdemeanor 1 Name of vendor who has a business relationship with local governmental entity. I ?J AllianceOne Receivables Management, inc. � Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) I =i Name of local government officer about whom the information is being disclosed. ``*none to disclose Name of Officer Ai Describe each employment or other business relationship with the local government officer,or a family member of the I officer,as described by Section 176.003(aX2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described.Attach additional pages to this Form CIO as necessary. IA. Is the local government officer or a family member of the officer receiving or likely to receive taxable income other than investment income from the vendor? In Yes n No B Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer or a family member of the officer AND the taxable Income is not received from the I local governmental entity? lYes fNo 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or I other business entity with respect to which the local government officer serves as an officer or director,or holds en ownership interest of one percent or more. Not Aptplicaoie I 6{ (� ' 1 1 Check this box ifthe vendor has given the local government officer or a family member of the officer one or more gifts I as described` in Section 176.003(a)(2)(B).excluding gifts descrbed in Section 176.003(a-1). J t • �• �:t 1.i I Signature of vendor din$business with the governmental entity Form provided by Texas EUvcs Data ) Ocvonissi;r, www.ethics.state.tit.us Revised 1173Q2015 I I I Page 19 of 22 I 'Tr- CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form. Local Government Code§176.001(1-a):"Business relationship"means a connection between two or more parties ' based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an agency of a federal,state,or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public;or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and ' that is subject to regular examination by,and reporting to,that agency. Local Government Code§176.003(a)(2)(A)and(B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds$2,500 during the 12-month period ' preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the I vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than$100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed;or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code 6 176.006(a)and(a-1) (a)A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local govemment officer of that local governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity,or a family member of the officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any gift described by Section 176.003(a-1);or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: ' (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity;or (B) submits to the local governmental entity an application,response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity;or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer,or a family member of the officer,described by Subsection(a); (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11;30/2015 I Page 20 of 22 I SECTION K SB 252 CHAPTER 2252 CERTIFICATION 4 4 I ' SB 252 CHAPTER 2252 CERTIFICATION I I Harry Neerenberg. CFO , the undersigned and ' Representative of AllianceOne Receivables Management, Inc. (Company or Business Name) ' being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify ' that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section ' 806.051, Section 807.051 or Section 2253.153. I further certify that should the above- named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan ' or any Foreign Terrorist Organization, I will immediately notify the City of Port Arthur Purchasing Department. ' Harry Neerenberg, CFO Name of Company Representative (Print) 1 Signature of Company Representative ) Date ' Page 22 of 22 SECTION L HOUSE BILL 89 VERIFICATION I House Bill 89 Verification ' I Harry Neerenberg CFO (Person name), the undersigned representative FR AllianceOne Receivables Management, Inc. (hereafter referred to as "Representative") of (company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term "boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action ' maae for ordinary business purposes. SIGNATURE OF REPRESENTATIVE 1 SUBSCR ED A D SWORN TO BEF RE ME, the undersigned authority, on this day of , 2 Commonwealth of Pennsylvania-Notary Seal CRISTIN A CLAYSORNE-Notary Public Montgomery County My Commission Expires January 14,2029 eivyvv j. Commission Number 1212774 Notary Public Page 21 of 22 I SECTION M REFERENCES I IVENDOR REFERENCES Please list at least three (3) companies or governmental agencies where the same or I similar products and/or services as contained in this specification package were recently provided. THIS FORM MUST BE RETURNED WITH YOUR BID. I IREFERENCE ONE Government/Company Bellingham Municipal Court IName: Address: 2014 C Street, Bellingham, WA 98225 Contact Person and Title: Tami Bennett, Court Administrator Phone: 360-778-8146 Fax: I Provide collection services for Criminal, Contract Period: Client since 2009 Scope of Work: Traffic. & Parking cases. AllianceOne oervicea lime-pdy pie-culleul through Signal IREFERENCE TWO Government/Company Name: Clark County District Court IAddress: 1200 Franklin Street Vancouver, WA 98660 I Contact Person and Title: Bryan Farrell, District Court Administrator 564-397-4738 Phone: Fax: I Provide collection services for criminal and Client since 2007 Scope of Work: traffic cases while supporting courts needs Contract Period: with regular reporting. regulatory changes and legal process. Supports the courts REFERENCE THREE time payment program through oir"Signal Management" process for pre col ect i Government/Company Name: lnyo Superior Court of CA Address: 301 West Line Street Bishop, CA 93514 IContact Person and Title: Alyse Caton, Court Management Assistant Phone: 760-872-4515 Fax: Provide collection services for criminal and traffic cases while 111 Client since 2007 Scope of Work: supporting courts needs through Contract Period: p regulatory changes, conversion and annual reporting. AllianceOne also partners with the OFFEROR MUST RETURN THIS PAGE WITH OFFER Franchise Tax Board of CA in order to participate in court I Page 16 of 22 ordered debt and tax intercept programs. I SECTION N ADDENDUM -CITY OF PORT ARTHUR, TEXAS r AI rt rtj11` — ADDENDUM NO. ONE (1) August 7,2025 BID FOR: COLLECTION OF FEES FOR FINANCE DEPARTMENT BID: P25-072 The following clarifications, amendments, deletions, additions, revision and/or modifications are made a part of the contract documents and change the original documents only in the manner and to the extent hereinafter stated and shall be incorporated in the contract documents. Provisions of this addendum shall take precedence over requirements of the original contract documents and all BIDDERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THE SUBMISSION OF THEIR BID. Addendum as follows 1. DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m., Central Standard Time, Wednesday,August 20, 2025 (The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, August 20, 2025 in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of content; however, only the names of proposers will be read aloud. 2. There is not a limit to how many FTEs your organization dedicates. It's an annual amount,not necessarily a monthly and the first bulk will probably be the largest. Approximately 2000 accounts in water utility and 7500 accounts in Landfill. 3. An ageing report will be provided internally to the external vendor. 4. Accounts be primary placements, not having been serviced by any other outside collection agency. 5. The selected vendor be allowed to litigate balances exceeding a certain dollar amount on City behalf,with City explicit approval. 6. The total dollar value of accounts available for placement now by category, including any backlog in the following $14m—water $14m—landfill 7. The total number of accounts available for placement now by category, including any backlog is approximately 2000 for water and 7000 for landfill. S. The average age of accounts is 120 days. 9. After the initial phase, monthly about 2 dozen accounts expected to be placed (initial phase is providing you with thousands of accounts);we'll need to create a system by which we provide you monthly after 90 days. 10. City does not know the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category. 11. Historically, or at least by best practice, 1 year attempt is 50%, 2nd year attempt is 30%, and 3rd year attempt at 20%of balances for rate of return or rate liquidation. We expect you to provide monthly report of the collections and amount. No payment for no collection. 12. Currently,just the phone calls and letters to the successful provider. We will defer those to you if we have sent you the files on the customer If you have any questions, please contact the Purchasing Division at 409-983-8160. Page 1 of 2 I NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR BID DOCIJMENTS. ei; C.C1i11oma- Cli Itn Williams Purchasing Manager I\ k \ Signature Qf fl oposer Date r4c4 Company Vendor Name Page 2 of 2