HomeMy WebLinkAboutPR 18806: CONTRACT WITH MCCREARY, VESELKA, BRAGG & ALLEN, P.C. P.R. No. 18806
SB 07/23/2015
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
TWO YEAR CONTRACT, WITH THE OPTION TO RENEW FOR TWO
ADDITIONAL TWO YEAR PERIODS, WITH MCCREARY, VESELKA, BRAGG
& ALLEN, P.C., OF ROUND ROCK, TEXAS, FOR COLLECTION OF
MUNICIPAL COURT FINES
WHEREAS, pursuant to Chapter 252 of the Local Government Code, Purchasing advertised
Request for Proposals (RFP) for the collection of Municipal Court; and,
WHEREAS, the Purchasing Division advertised said RFP in the Port Arthur News on May 10,
2015, and May 17, 2015; and,
WHEREAS, five proposals were received and opened on June 3, 2015; and,
WHEREAS, a committee of City staff having reviewed said proposals and scoring each using
published criteria, finds that McCreary, Veselka, Bragg & Allen, P.C., Attorneys at Law, has the highest
rating and recommends same for the collection of Municipal Court fines (evaluation attached as Exhibit
"A"); and
WHEREAS, the City desires to enter into a two (2) year contract, with the option to renew for
two (2) additional two-year periods, with McCreary, Veselka, Bragg & Allen, P.C., Attorneys at Law, of
Round Rock, Texas, 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:
THAT,the facts and opinions in the preamble are true and correct.
THAT,the City Manager is hereby authorized to execute a two (2) year contract, with the option
to renew for two (2) additional two-year periods, with McCreary, Veselka, Bragg & Allen, P.C.,
Attorneys at Law, of Round Rock, Texas, for collection of Municipal Court fines, in substantially the
same form as attached hereto as Exhibit"B".
PR. 18806
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., 2015, at a
Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES:
Mayor:
Councilmembers:
NOES:
Deloris Prince, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Valecia i eno City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
Brian McDougal, City Manager J y . Da e
Interim Finance Director
/(Ailtd,
Clifton Williams, Acting Purchasing Manager
PR. 18806
EXHIBIT "A"
PR. 18806
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EXHIBIT "B"
PR. 18806
CONTRACT TO PROVIDE COLLECTION SERVICES
FOR MUNICIPAL COURT
THIS AGREEMENT is made this the of , 2015, by and between
McCreary, Veselka, Bragg & Allen, P.C., Attorneys at Law, of Round Rock, Texas, hereinafter called
"Vendor", and the City of Port Arthur, a municipal corporation organized under the laws of the State of
Texas, hereinafter called the "City".
WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements
set forth herein, Owner and Vendor agree as follows:
1. The term of this Contract shall be for two (2) years, with the option to renew for two (2)
additional two-year periods, from the date of the Notice to Proceed. The City can terminate this contract
at its convenience with thirty (30) days written notice.
2. The Vendor will provide collection services as delineated and submitted in RFP P15-051,
dated June 2,2015.
3. During the term of this Contract, the Vendor will furnish all of the services, as stated in
the specifications, described as:
Maximize Your Delinquent Court Collections submitted on June 2, 2015.
4. The Vendor agrees to enforce the collection of delinquent Court fees and fines as stated
in the proposal dated June 2, 2015.
5. The term "Contract Documents" means and includes the following:
A. Agreement
B. Specifications/General Information/Bid
C. Addendum (1)
D. Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly
authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the
date first above written.
PR. 18806
SIGNED AND AGREED to on the day of , 2015.
WITNESS: CONTRACTOR:
MCCREARY, VESELKA,BRAGG & ALLEN, P.C.
By:
Print Name:
Title:
SIGNED AND AGREED to on the day of , 2015.
WITNESS: CITY OF PORT ARTHUR:
City Secretary Brian McDougal, City Manager
PR. 18806
DELORIS"BOBBIE"PRINCE,MAYOR BRIAN MCDOUGAL
DERRICK FREEMAN,MAYOR PRO TEM CITY MANAGER
COUNCIL MEMBERS: City of SHERRI BELLARD,TRMC
RAYMOND SCOTT,JR. )/1 CITY SECRETARY
TIFFANY HAMILTON c�
MORRIS ALBRIGHT �� t r!It «—Y"J VAL TIZENO
STEPHEN A.MOSELY CITY ATTORNEY
WILLIE"BAE"LEWIS,JR. 7eius
ROBERT E.WILLIAMSON
KAPRINA RICHARDSON FRANK
May 7, 2015
REQUEST FOR PROPOSAL (RFP)
COLLECTION OF FINES FOR MUNICIPAL COURT
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00 p.m.,
Central Standard Time, Wednesday, June 3, 2015. (The clock located in the City Secretary's
office will be the official time.) Applicant names of all proposals received will be read aloud
beginning at 3:15 p.m. on this date in the City Council Chambers, City Hall, 5th Floor, Port Arthur,
TX.
MARK ENVELOPE:P15-051
DELIVERY ADDRESS: Please submit one (1) original and five (5) exact duplicate copies 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
POINT OF CONTACT:
Questions concerning the Request for Proposal and Scope of Work should be directed in
writing to:
City of Port Arthur, TX
Clifton Williams, CPPB, Senior Purchasing Assistant
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams(a,portarthurtx.gov
Deadline for submission of Questions is Tuesday,May 26, 2015 by 1:00 p.m.
Purchasing Division/Finance Department 1 Purchasing Manager,Shawna Tubbs,CPPO,CPPB
P.O.Box 1089 444 4th Street I Port Arthur,Texas 776411 409.983.8160 I 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.
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
Page 2 of 18
REQUESTS FOR PROPOSALS
COLLECTION OF FINES FOR MUNICIPAL COURT
(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:
Page 3 of 18
City of Port Arthur
Request for Proposals
COLLECTION OF FINES FOR MUNICIPAL COURT
OBJECTIVE
The City of Port Arthur, Texas, is soliciting proposals for Municipal Court collection services. It is
the CITY's desire to contract with one company to collect fees for Class C Misdemeanor
violations,those that are past due and/or in warrant status.
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.
BACKGROUND
1. The Municipal Court is responsible for the adjudication of Class C Misdemeanor violations(within
the incorporated CITY limits)provided by State Law and CITY Ordinances
2. The City of Port Arthur Municipal Court processes approximately 24,000 (twenty-four
thousand)cases annually.
3. Approximately 10,000 (Ten thousand)will have arrest warrants.
4. The average warrant fine is $350.00 (three hundred fifty dollars).
SCOPE OF WORK
1. The Court 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
Municipal Court cases. 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, citation number, alleged offense committed,
offense date, amount of fine, amount paid (if any), amount due, and if applicable, date of
warrant and amount of warrant fine.
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 email an attachment or
upload on the Internet via secure FTP. The Contractor must be able to receive and return
files 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 data transfer.
2. Historically,the CITY sends various outstanding misdemeanors and warrants to the Contractor
for collection services on a regular basis (i.e. daily, weekly, and/or monthly). These cases and
warrants consist of the following types:
a) Active Alias Warrants -These are warrants in which no judgment has been entered
assessing any sums due from the defendant in the case, but the defendant is subject to
immediate arrest to answer for the pending criminal charge.
Page 4 of 18
b) Active Capias Pro Fine Warrants -These are warrants in which a judgment has been
entered assessing a sum owed by the defendant in order to discharge the defendant from
liability and the defendant is subject to immediate arrest.
c) Outstanding Cases -These cases are outstanding Class C Misdemeanors for traffic, non-
traffic, and parking violations that occurred in the incorporated CITY limits, including
CITY Ordinance violations. These are cases that may or may not have appeared before the
Court and may or may not have judgment entered against them. Therefore, the defendant is
not subject to immediate arrest.
3. The CITY will supply the Contractor with two separate listings. They shall be known as the
History File and the Collect and Warrant File.
a) The History File shall be provided one time only. This file will contain the entire backlog
of active warrants previously worked by the CITY's existing collection agency.
b) The Collect and Warrant File shall be issued on a regular or as needed basis and shall
contain those cases that are Outstanding Cases as well as Active Warrants that were
processed by the Port Arthur Municipal Court. This file will contain unresolved cases not
issued for warrant and the most recent past dues processed for warrant.
4. Contractor agrees to perform the following:
a) Contractor will become familiar with the legal distinctions of each type of case and warrant
submitted for collection effort and will develop a series of contacts with the defendant that
do not violate the defendant's statutory and constitutional rights.
b) Contractor will attempt to contact the defendant named in any case or warrant submitted
for collection service at least eight (8) times in a 180-day period through a rotating
telephone and letter cycle. Voice/telephone contact attempts shall be limited to between the
hours of 8:00 A.M. and 9:00 P.M., Monday through Saturday. No Sunday contacts will be
attempted.
c) Contractor will submit written scripts for telephone contacts and written communications
for approval by the CITY for each type of case and warrant submitted to Contractor for
collection services. The Contractor shall pay all costs related to the telephone contact and
written communications.
d) Contractor will instruct all defendants to forward monies directly to the Port Arthur
Municipal Court. Should the Contractor receive a payment from a defendant, the
Contractor shall forward payment directly to the CITY in the form of the original
negotiable instrument received.
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 guarantee that every defendant will be dealt with in a professional and
courteous manner.
g) The CITY may recall for collection efforts and the Contractor will not be entitled to any
fee for any money collected after any case has been recalled.
h) Contractor will return information on cases submitted for collection services including all
Page 5 of 18
information developed by the Contractor regarding the defendant or his whereabouts, as
requested by the CITY.
i) Contractor will guarantee that a full-time customer service representative 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)(b)above.
6. Contractor shall work with CITY to conduct Warrant Round-Up or Amnesty Programs as
requested, requiring Contractor to send out additional notices and providing the CITY with an
updated address list of defendants within the Port Arthur area.
7. 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 defendant. 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 defendant. CITY will notify Contractor of information deemed
confidential, as appropriate.
8. Both the CITY and the Contractor will jointly review the appropriate cases for which payment
is due to the Contractor on a monthly basis.
a) The Contractor will be paid a collection fee in accordance with Article 103.0031 of the
Texas Code of Criminal Procedure, as amended.
b) Contractor will not be entitled to reimbursement for expenses incurred under the Contract.
c) The CITY shall not be liable under the contract for any services which are unsatisfactory
or which the CITY has not approved.
CONTRACT TERM
The contract will be two years with the option to new for two additional two year periods.
Page 6 of 18
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 proposals be 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.) QUALIFICATIONS
1. Experience in the area of municipal court collections as it applies to the collection of
outstanding Class C Misdemeanor cases and warrants. Specifically list municipal court 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 Texas municipal courts (minimum of 10 with at least 3 of those courts having
similar volume to Port Arthur). List references from current and previous clients in Texas
courts. Only Municipal Courts from home rule cities. 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.
5. Experience and performance results in conducting an Amnesty and/or Warrant Round-Up
Program(s).
B.) COLLECTION PROCEDURES
1. Provide a summary of collection activities and techniques proposed to collect the City of Port
Arthur's outstanding cases and warrants.
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 fines.
6. Describe the adequacy of your telephone resources. Provide examples of telephone scripts that
will be used for collecting delinquent fines.
7. Describe the methodology for conducting Amnesty and/or Warrant Round-Up Programs.
Page 7 of 18
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 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. Describe experience working and interfacing with clients using LT Systems software for
municipal court operations.
6. Provide a brief description of the computer system used and its update capabilities. Describe
the adequacy of your data processing resources.
7. Describe the methodology and procedure for data transfers. Identify the form and frequency of
electronic data transfers both to and from your company.
8. Describe the type of access that will be made available to the CITY for on-line inquiry.
9. 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.
10. Describe the record retention capabilities.
D.)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.
E.) COST/FEE 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:
Page 8 of 18
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 per transaction.
c) Explain clearly how the invoice will be calculated.
d) Frequency of billing(invoice) submitted to the CITY.
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 proposers own expense. Any invitation for an
oral presentation will be solely 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 of response. 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:
1. 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 Charged to the CITY(15 Points)
2. City staff shall recommend the most qualified Vendor to the City Council and request
authority to enter into contract negotiations.
3. When services and fees are agreed upon, the selected Vendor shall be offered a
contract subject to City Council approval.
4. 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.
5. 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 18
LETTER OF INTEREST
RFP— Collection of Fines for Municipal Court
Deadline: June 3,2015
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)
for the Collection of Fines for Municipal Court. Enclosed, and by this reference incorporated
herein and made a part of this RFP, are the following:
❖ Completed RFP Letter of Interest Form
❖ Completed Affidavit
❖ Completed Conflict of Interest Form
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. Finn 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.
McCreary,Veselka,Bragg&Allen P.C. June 2,2015
ir... ame / Date
Midelittfrir
Authoriz4:'Signature Title
Harvey M.Allen President
Name (please print) Telephone
hallen@mvbalaw.com 512-323-3200 ext 231
Email
Page 10 of 18
AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly
authorized officer of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
X 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.
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
become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to
enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as
they become due.
McCreary, Veselka,Bragg&Allen P.C. June 2,2015
.)'i 'AO) Date
�'" G - z—.
• uthorize' ` gnature Title
Harvey M.Allen President
Name (please print) Telephone
hallen@mvbalaw.com 512-323-3200 ext 231
Email
STATE: Texas
COUNTY: Williamson
SUBSCRIBED AND SWORN to before me by the above named Harvey M. Allen
on this the day of , 20
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
Page 11 of 18
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For Vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491,80th Leg.,Regular Session.
This questionnaire is being filed in accordance with Chapter 176,Local Government Code by a person who has a business relationship
as defined by Section 176.001 (1-a)with a local governmental entity and the person 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 person becomes aware of facts that require the statement to be filed.See Section 176.006,Local Government
Code.
A person commits an offense if the person knowingly violates Section 176.006,Local Government Code.An offense under this
section is a Class C misdemeanor.
1.Name of person who has a business relationship with local governmental entity.
-e eite:A.t V, veSEG,C,4, go,0 - s-/MGC--/e
2. 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
7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3.Name of a local government officer • 'th ••'om filer has employment or business relationship.
`r
Name of Officer
This section(item 3 including subp.'I.A,B,C,&D)must be completed for each officer with whom the filer has an employment
or other business relationship as d-..sed by Section 176.001 (1-a),Local Government Code.Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income,from the filer of the questionnaire?
Yes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government
Officer serves as an officer or director,or holds an ownership of 10 percent or more?
-s No
D. Des•i'ibe each e ploym t b ines relationship with the local government officer named in this section.
6/://s--
S" a e of person doing busine 'th the governmental entity Dat
Page 12 of 18
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.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any
business arrangement with any employee, official or agent of the City of Port Arthur.
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
Page 13 of 18
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.: Municipal
Court,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 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.
Page 14 of 18
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.
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.
Page 15 of 18
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
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$500,000 single limit per occurrence or$500,000 each
person/$500,000 per occurrence for contracts of$100,000 or less; or
Bodily injury$1,000,000 single limit per occurrence or$500,000 each
person/$1,000,000 per occurrence for contracts in excess of$100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy year limit of$1,000,000 for contracts of
$100,000 or less; or,Minimum aggregate policy year limit of$2,000,000
for contracts in excess of$100,000.
3. Commercial Automobile Liability Insurance (Including owned, non-owned and
hired vehicles coverage's).
a. Minimum combined single limit of$500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per person,
$500,000 per occurrence for bodily injury and $100,000 per occurrence for
property damage.
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
Page 16 of 18
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 17 of 18
APPENDIX A. NON-DISCLOSURE AGREEMENT
In consideration of the City of Port Arthur, TX retaining the services of a consultant and because of the
sensitivity of certain information which may come under the care and control of Consultant, both parties
agree that all information regarding the City or any selected City agency subject to this contract, or
gathered, produced, or derived from this project (Confidential Information) must remain confidential
subject to release only by permission of the City,and more specifically agree as follows:
Media releases pertaining to this RFP and/or any resulting contract, or the services to which they relate,
will not b e made without the prior written consent of the City, and then only in accordance with explicit
written instructions from the City. The disclosure of the contents of proposals prior to the award of a
contract under this RFP,or any other violation of this section,may result in disqualification.
1. The information may be used by Consultant only to assist Consultant in connection with its
engagement with the City.
2. Consultant will not, at any time,use the information in any fashion,form, or manner except in its
capacity as independent consultant to the City.
3. Consultant agrees to maintain the confidentiality of any and all deliverables resulting from this
contract in the same manner that it protects the confidentiality of its own proprietary products of
like kind.
4. The information may not be copied or reproduced without the City's written consent.
5. All materials made available to Consultant, including copies thereof, must be returned to the City
upon the first to occur of a)completion of the project;or b)request by the City.
6. The foregoing must not prohibit or limit Consultant use of the information (including, but not
limited to,ideas,concepts,know-how,techniques and methodologies)a)previously known to it;b)
independently developed by it; c)acquired by it from a third party; or d)which is or becomes part
of the public domain through no breach to Consultant of this agreement.
7. This agreement shall become effective as of the date information is first made available to
Consultant and must survive the contract and be a continuing requirement.
8. The breach of this Nondisclosure Agreement by Consultant shall entitle the City to immediately
terminate the Agreement upon written notice to Consultant for such breach. The parties
acknowledge that the measure of damages in the event of a breach of this Nondisclosure
Agreement may be difficult or impossible to calculate, depending on the nature of the breach.
Regardless of whether the City elects to terminate the Agreement upon the breach hereof,the City
may require Consultant to pay to the City the sum of$1,000 for each breach as liquidated damages.
This amount is not intended to be in the nature of a penalty, but is intended to be a reasonable
estimate of the amount of damages to the City in the event of a breach hereof by Consultant. City
does not waive any right to seek additional relief, either equitable or otherwise, concerning any
breach of this Agreement.
Printed Name 576 VEV 0- �61 /14 "1
Signature � 5 1--
Title D o 4.462.4-2)4... dr— 6eLc-*----r 77 •it/ .1-14.4.fiter
Date 67910
Page 18 of 18
CITY OF PORT ARTHUR,TEXAS
4,.- ADDENDUM NO.ONE(1)
May 27,2015
Page 1 of 2
Proposals for: Collection of fines for Municipal Court
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
PROPOSERS ARE REQUESTED TO ACKNOWLEDGE SAID PROVISIONS IN THEIR
SUBMISSION.
Addendum as follows:
Below are questions that were received that we are able to answer, and the answers to these questions are
in bold.
1) Please confirm the due date for this procurement is 6/3/2015.
Yes
2) Why is the contract out for bid?
Contract ended and Legal advised us to bid.
3) Has the contract gone full term?
Yes
4) Have all options to extend the current contract been exercised?
Yes
5) Who is the incumbent, and how long has the incumbent been providing the requested services?
Linebarger Goggan Blair. Since 2002.
6) To what extent will the location of the bidder's proposed location or headquarters have a bearing on any
award?
None
7) How are fees currently being billed by any incumbent(s), by category and at what rates.
60 day past due at 30% per defendant referred
8) To how many vendors are you seeking to award a contract?
One
9) What is the average age of accounts at placement(at time of award and/or on a going-forward(basis),by
category?
60 days past due.
Continued
`' CITY OF PORT ARTHUR,TEXAS
c"'°r = `7 i ADDENDUM NO.ONE(1)
ort rthu May 27,2015
rad,- Page 2 of 2
10)Are exhibits or appendices included in the 50-page limit for the proposal?
Yes. The only exclusion is resumes.
11)The City will begin reporting for outstanding warrants of 180 days or more
End of Addendum
If you have any questions,please contact Clifton Williams at clifton.williams@portarthurtx.gov.
NOTE: ALL PAGES OF ADDENDA MUST BE SIGNED AND SUBMITTED WITH YOUR
PROPOSAL.
Clift in Williams, CPPB
Senior Purchasing Assistant
L r A 6/(1/4 C
ill .ture of Proposer i
Date
MAXIMIZE YOUR DELINQUENT
COURT COLLECTIONS
PROPOSAL
Prepared For:
CITY OF
PORT ARTHUR, TEXAS
RFP P15-051
COLLECTION OF FINES
FOR
MUNICIPAL COURT
Prepared By:
MCCREARY VESELKA BRAGG&ALvr r
ATTORNEYS AT LAW
MVPA
P.O. Box 1310
Round Rock,Texas 78680
1-800-287-0013
Contact:
Steven Whigham/Director of Collections
City of Port Arthur, Texas
RFP P15-051
ni�
Collection of Fines for Municipal Court „R,,;,,4;4,q,,,:,
arra. i.r.
TABLE OF CONTENTS
LETTER OF INTEREST
AFFIDAVIT
CONFLICT OF INTEREST QUESTIONNAIRE
APPENDIX A. NON-DISCLOSURE AGREEMENT
A. QUALIFICATIONS
MUNICIPAL COURT EXPERIENCE 1
TEXAS COURT EXPERIENCE 3
MUNICIPAL COURT CLIENT LIST 4
ELECTRONIC DATA TRANSFER 8
REFERENCES 9
COLLECTION MANAGEMENT TEAM 10
RELATED ISSUES 11
WARRANT ROUND-UP/AMNESTY EXPERIENCE 13
B. COLLECTION PROCEDURES
COLLECTION PROGRAM OVERVIEW 15
PROJECT MANAGEMENT PLAN 17
PROJECT IMPLEMENTATION PROCESS TIMELINE 18
DETAILED COLLECTION METHODOLOGY 19
CALL CENTER FLOWCHART 22
ADDRESS RESEARCH AND SKIP TRACING 22
PERFORMANCE AND EXPECTED RECOVERY 23
COMPARABLE STATISTICS 24
RESPONDING TO DEFENDANT INQUIRIES 25
DEFENDANT NOTIFICATION 26
MULTI/BILINGUAL STAFF 27
www.mvbalaw.com McCreary,Veselka,Bragg&Allen, P.0
Attorneys at Law
MCCREARY VESELKA BRAGG & ALLEN, P.C.
ATTORNEYS AT LAW
700 Jeffrey Way, Suite 100
P.O.Box 1310
Round Rock,Texas 78680
June 2, 2015
Mr.Clifton Williams,CPPB
Senior Purchasing Agent
City of Port Arthur
P.O.Box 1089
Port Arthur,Texas 77641
Re: RFP—Collection of Fines for Municipal Court
Dear Mr.Williams:
McCreary,Veselka,Bragg&Allen, P.C.,Attorneys at Law(MVBA) is pleased to submit our Proposal for
Court Collection Services. MVBA understands that the City is seeking a complete court collection
solution that helps you achieve your highest priority objectives. For over 52 years, MVBA has been a
leader in providing governmental collection services.
We believe that our Collection Program achieves the following:
> Provides Additional Revenue
> Increases Public Awareness
> Reduce Governmental Expense
> Increases Municipal Court Efficiencies
The persons authorized to make representation and bind MVBA in this proposal are:
Harvey M.Allen Steven W.Whigham
Attorney at Law Director of Collections
700 Jeffrey Way,Suite 100 700 Jeffrey Way,Suite 100
Round Rock,Texas 78665 Round Rock,Texas 78665
512-323-3200 x 231 512-323-3200 x 275
Fax 512-323-3210 Fax 512-323-3210
We appreciate your consideration.We are looking forward to the prospect of working with the City and its
court. Should you have any questions, please contact me at 512-323-3200 ext. 231 or
hallen@mvbalaw.com or Steven Whigham, Direction of Collections, at 512-323-3200 ext. 275 or
swhigham@mvbalaw.com.
Sincerely,
ti/ /
Harv- .Allen
Attorney at Law
City of Port Arthur, Texas
RFP P15-051
Collection of Fines for Municipal Court NICCIUr;a,«,&A,,,,,
DEFENDANT NOTIFICATION 27
SAMPLE LETTERS 27
TELEPHONY TECHNOLOGY 30
WARRANT ROUNDUP/AMNESTY METHODOLOGY 30
C. COLLECTION STAFFING & SYSTEMS
KEY PERSONNEL FLOW CHART 31
PROJECT MANAGEMENT TEAM FLOWCHART 32
KEY PERSONNEL 33
TRAINING 37
LT SYSTERMS INTERFACE 38
NETWORK AND TECHNOLOGY 39
SECURITY 40
RECORD MAINTENANCE AND RETENTION 41
CLIENT WEB ACCESS 42
D. MONTHLY ACTIVITY REPORTS
MANAGEMENT REPORTS 43
SAMPLE REPORTS 44
E. COST/FEE CHARGED TO THE CITY
PROPOSED FEE STRUCTURE 47
CALCULATION OF FEE 47
INVOICE CALCULATION 48
MONTHLY REMITTANCE/LATE CHARGES OR INTEREST 48
F. PORT ARTHUR RFP P015-051 COLLECTION OF FINES FOR
MUNICIPAL COURT AND ADDENDA
www.mvbalaw.com McCreary,Veselka,Bragg&Allen,P.0
Attorneys at Law
City of Port Arthur, Texas MVIX-
RFP P15-051 MCCRL'1R7,VES LIc,
BRAG
Collection of Fines for Municipal Court orn �`ALLEN
Atthorneys at Law
The Firm is a member of:
• ACA International -The Association of Credit and Collection Professionals
• American Collectors Association of Texas
• Texas Municipal League (TML)
• Texas Municipal Courts Association
• Texas Court Clerks Association
• Government Finance Officers of Texas
• Texas City Managers Association
• Texas Marshals Association
• Various other municipal and county government associations
All of MVBA's collection activity complies with Federal and State law. Our program virtually mirrors the
requirements of the Office of Court Administration for collection improvement. Our extensive knowledge of the
State's recommended procedures helps you achieve and maintain compliance—and peace of mind. All personnel
are well versed in Court terminology. Three of our Client Services Coordinators (CSC) are former court
administrators. Two are Level II Certified Court Clerks and one is a Level III Certified Court Clerk through the
Texas Court Clerks Association certification programs. Two of these CSCs also teach for the Texas Municipal
Court Education Center.
Our attorneys provide legal advice to clients, as part of our fee, on the collection of delinquent fines, fees and
accounts receivables. MVBA provides clients with information updates on litigation, attorney general opinions
and legislation concerning all aspects of debt collection including statues related to Article 103.0031 of the
Texas Code of Criminal Procedure.
As many government entities in the State have learned, there is a real difference between"capability"and
"willingness"when it comes to collection agencies and collection attorney firms consistently delivering quality
service.
We have concentrated our resources on client service and have grown almost exclusively through client referrals
and expanded portfolios from our government clients. Our goal has been to develop long-term quality client
partnerships by clearly identifying each client's specific needs and requirements, and meeting or exceeding them,
every day. Our references will attest that this approach to service has been a tremendous advantage to them. The
quality of our efforts has resulted in a cooperative atmosphere of confidence and trust, leading to outstanding client
relations, mutually increased profits, and improved working conditions for all concerned.
Page 2 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas MVPA
RFP P15-051 Mc:Cru.:kin,VESLLKA
Collection of Fines for Municipal Court 73KACG&ALL[.:`
Attorneys at Lary
A. QUALIFICATIONS
MUNICIPAL COURT EXPERIENCE
The Law Firm of McCreary, Veselka, Bragg & Allen, P. C. (MVBA) is a Texas Professional Corporation with
over 52 years of experience collecting government receivables utilizing one of the nation's most
technologically advanced Debt Collection Programs. We believe in providing excellent customer service,
which means responding to our clients' needs promptly, while at the same time focusing on producing results.
MVBA recognizes with ever-tightening budgets and decreasing revenues, counties, cities and school districts
expect and must have the greatest amount of their outstanding dollars collected in the shortest period of time.
McCreary, Veselka, Bragg & Allen, P.C., is the right firm at the right time to do just that. Over the past 52
years MVBA has designed and implemented collection programs that increase the revenues of our clients. The
Firm presently represents over seven-hundred fifty (750) local governments in the collection of delinquent
debt. Many of these clients have been with us for over twenty-three (23) years.
MVBA has been actively collecting property tax and assisting our clients with property tax matters for over 52
years. MVBA has been actively engaged in the collection of delinquent court fines, fees and delinquent account
receivables since 2001. We began working for Texas justice and municipal courts after the original change to
Section 103.0031, Texas Code of Criminal Procedure was passed by the Texas Legislature in 2001. Since the
program's inception MVBA has expanded the collection of court fines, fees and account receivables to 356
Texas Courts including 175 Municipal Courts and 181 District, County and Justice Courts in the collection of
delinquent fines &fees and; 80 Municipalities in the collection of delinquent accounts receivables (utility, code
enforcement and miscellaneous receivables), and five jurisdictions in the collection of delinquent EMS
accounts.
The collection program along with the procedures outlined in this proposal is performed at the principal office
located at 700 Jeffrey Way Suite 100 in Round Rock, Texas. The persons authorized to make representation and
bind MVBA in this RFP are:
Harvey M. Allen Steven W. Whigham
Attorney at Law Director of Collections& Compliance
700 Jeffrey Way, Suite 100 700 Jeffrey Way, Suite 100
Round Rock, Texas 78665 Round Rock, Texas 78665
The MVBA scope of business is governmental collections within the State of Texas. Our collection activities
reach beyond the State of Texas Nationally as well as Canada and Mexico, in our attempts to locate the various
debtors for our clients. We conduct license reviews through Cornerstone Support in Georgia and maintain
licenses in the states requiring a law firm to be licensed to perform consumer related collection activities.
Page 1 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVIA..
RFP P15-051 \tccRf:.,a,,L ESL LK.A
Collection of Fines for Municipal Court BRNCI,&ALI.-N
Attorneys at Law
TEXAS COURT EXPERIENCE
MVBA currently contracts with 357 Texas Courts including 176 Municipal Courts and 181 District,
County and Justice Courts in the collection of delinquent court fines & fees.
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Please see our complete Fines & Fees Client List on pages 4 through 8. To protect our clients,
MVBA is marking this information as Confidential.
Page 3 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVEA
RFP P15-051 JICCRLARY,VLSH[.AA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Lai+
REFERENCES
City of San Angelo City of Abilene
Judge Allen C. Gilbert.Presiding Judge Melissa Strickland, Court Administrator
110 S. Emerick 555 Walnut St.
San Angelo,TX 76903 Abilene,TX 79604
(325)657-4366 (325)676-6302
(325)657-4566 fax (325)676-6286 fax
samc@wcc.net melissa.strickland@abilenetx.com
City of El Campo Municipal Court City of Conroe Municipal Court
Michelle Roy, Court Administrator Amparo Meza, Court Administrator
303 E.Jackson St 700 Old Montgomery Rd
El Campo,Texas 77437 Conroe,Texas 77301
(979) 543-1212 (936)522-3381
(979) 543-0027 fax (936)522-3396 fax
mroy@cityofelcampo.org ameza@cityofconroe.org
City of Lockhart Municipal Court City of Bryan
Bonnie Townsend, Court Administrator Chad Eixmann, Court Administrator
1914 W. San Antonio St. PO Box 1000
Lockhart, Texas 78644 Bryan,Texas 77805
(512) 376-9469 (979)209-5400
(512)620-0150 fax (979)731-1760 fax
btownsend@lockhart-tx.org ceixmann(a bryantx.gov
City of Giddings Municipal Court City of Cedar Hill
Rachel Grube, Court Administrator Debbie Blevins, Court Administrator
118 E. Richmond Street (469)272-2930
Giddings, TX 78942 (972) 291-5113 fax
(979)54-0-2707 285 Uptown Blvd.
(979)542-0295 Cedar Hill,Texas 75104
giddingsmuncourt@giddings.net Deborah.blevins@cedarhilltx.com
Calhoun County Justice of the Peace,Pct.2 City of Navasota Municipal Court
City of Port Lavaca Municipal Court Judge John LeFlore
Judge James Duckett P. O. Box 910
201 W. Austin St. Room 11 Navasota,TX 77868
Port Lavaca, TX 77979 (936)825-6268
(361)553-4622 (936)825-7280 fax
(361)553-4-625 rjessie([17,navasotatx.gov
tanya.dimak@calhouncotx.org
Page 9 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MON.
RFP P15-051 MCCR,A ',VI_SL LEA
Collection of Fines forMunicipal Court Btaaac ALLEN
Munici
Attorneys at Law
COLLECTION MANAGEMENT TEAM
MVBA has a staff of 165 employees including fourteen attorneys, with an average tenure of thirteen years, in
twenty-one offices in the State of Texas. MVBA has offices in Round Rock, Abilene, Athens, Bastrop, Belton,
Brady, Brownwood, Bryan, Burnet, Denton, Eastland, Georgetown, Kountze, Longview, Midland, New Boston,
New Braunfels, Palestine, Port Lavaca, San Marcos, Seguin and Waco. Our firm is dedicated solely to the
collection of delinquent governmental receivables
Attorneys - the Firm consists of thirteen Attorneys with collectively over two-hundred years experience in
managing Debt Collection Programs for local governments.
• Two attorneys have over twelve years of municipal law experience while serving as Assistant City
Attorneys.
• One attorney with ten years experience in the practice of criminal law, eight years as an Assistant
District Attorney.
• Two attorneys are also Certified Public Accountants.
Professional Staff-the Firm's professional staff is located at the Round Rock office and consists of:
• Attorneys
• Director of Collections
• Director of Client Services
• Client Services Coordinators (mobile throughout the State)
• Information Technology Directors, Programmers and Engineers
• Data Managers
• Accounting
• Administrative Assistants
• Collection Specialists
MVBA has forty-five employees that are directly committed to the collection of delinquent fines, fees, and
accounts receivable. Of this number, forty employees will be directly involved in the daily collection of the
delinquent cases/accounts for the City. This staff is composed of a diverse and qualified group of men and
women that includes bi-lingual speaking representatives; enabling our firm to effectively communicate and
collect funds from a varied population.
The collection program along with the procedures outlined in this proposal, is performed at the principal office
located at 700 Jeffrey Way Suite 100 in Round Rock, Texas.
Page 10 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas MVPA
RFP P15-051 MCCREARY,VESELNA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
RELATED ISSUES
DISCLOSURE STATEMENT
There has been no litigation filed against MVBA or its owners, related to the collection of debts. MVBA has
never been the subject of any regulatory censure. MVBA has never filed any litigation against its clients.
ABILITY TO PERFORM
There has been no occurrence where MVBA has been unable to perform any of its responsibilities timely nor
where the performance of those duties was inaccurate or not in accordance with the law.
MVBA is capable and ready to provide collection operations as outlined in the City's RFP.
NO CONFLICTS OF INTEREST
McCreary, Veselka, Bragg &Allen, P. C. has never represented a party who was in an adversarial position
with any client. The Firm knows of no conflicts of interest or potential conflicts of interest that would impede
its representation.
LEGAL SERVICES
We provide legal advice to clients, as part of our fee, on the collection of delinquent fines, fees and accounts
receivables. MVBA provides clients with information updates on litigation, attorney general opinions and
legislation concerning all aspects of debt collection including statues related to Article 103.0031 of the Texas
Code of Criminal Procedure.
INDEMNIFICATION AND INSURANCE
MVBA shall indemnify and hold the City harmless from and against all liabilities, losses and/or costs arising
from claims for damages, or suits for losses or damages, including reasonable costs and attorney's fees, which
may arise as a result of MVBA's performance of the services described in this contract. The indemnity
provision of this contract shall have no application to any claim or demand which results from the sole
negligence or fault of the City, its officers, agents, employees or contractors.
Furthermore, in the event of joint and/or shared negligence or fault of the City and MVBA, responsibility and
indemnity, if any, shall be apportioned in accordance with Texas law and without waiving any defenses of
either party. The provisions of this paragraph are intended for the sole benefit of the parties hereto and are not
intended to create or grant any right, contractual or otherwise, to any other persons or entities. MVBA
maintains professional liability insurance in the amount of$2,000,000.
Page 11 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MON.
RFP P15-051 McCRE RN,VE EL KA
BRAGG 8c ALLEN
Collection of Fines for Municipal Court Attorneys at Law
COMMITMENTS
MVBA commits to providing the best delinquent collection program available to the City of Port Arthur,
including all of the services outlined in the Request for Statement of Qualifications. Our response to the RFP
outlines how we provide each of those services. MVBA commits to keeping the City well informed of the
status of the collection program and the progress of our efforts through continuous personal communication
and consistent reporting. MVBA is committed to providing additional services that the City may deem
necessary to expedite and enhance the collection program.
DEGREE OF COMPLIANCE
It is our intention to affirmatively respond to all requirements stated in the RFP. Accordingly, all services listed
and the proposed contract in this proposal is in full accord with the specifications in the RFP. The information
contained in this proposal is a detailed description of our collection program. We have continually expanded and
enhanced our collection program over the years as technological advancements have become available to us. The
results have been outstanding.
EQUAL OPPORTUNITY EMPLOYER
McCreary, Veselka, Bragg& Allen, P. C. is an EQUAL OPPORTUNITY EMPLOYER. Applicants for position are
considered based on their qualifications for the position applied without regard to race, color, religion, creed,
gender, national origin, age, marital or veteran status, disability, or any other criteria prohibited by law.
FINANCIAL STRENGTH
McCreary, Veselka, Bragg & Allen, P. C. has been in existence since 1961 and has the financial strength to
commit the resources required in administering an effective debt collection program. You may also contact the
following bank officer for comments on our financial strength:
J. Hollis Bone/Executive Vice President
R Bank
1900 Round Rock Ave.
Round Rock, TX 78681
Phone: 512-600-8100
SPECIALTY LICENSES AND CERTIFICATIONS
MVBA is licensed and registered with the Texas Secretary of State to do business. MVBA has the Third Party
Collector bond required by Texas law (Sec. 392.101, Texas Finance Code)to do business as a collection
agency. MVBA is licensed in all States that require a license to do business as a collection agency.
Page 12 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas NIVEA
RFP P15-051 MCGru:A i\,A,Ii;;i13I KA
Collection of Fines for Municipal Court 13aacc Sc At J.,
Attnrncp s a,Las.
WARRANT ROUND-UP AND AMNESTY EXPERIENCE
MVBA assists our clients in the State-wide Round-up as well as localized warrant round-ups or amnesty programs.
We mail special letters and conduct telephone campaigns that have greatly increased collections for the courts.
These specialised mailings and telephone campaigns are used to supplement the efforts of each court and generate a
greater response. We also support our clients that initiate local warrant round-ups or amnesty programs. In
addition to mailings and phone campaigns, MVBA provides value added services by getting the word out through
local publications, billboards or other media sources. MVBA also mails round-up postcards on behalf of our
clients, at no charge, for cases that have not yet been placed for collections. These services help expand our
clients' resources during these times of ever increasing budget restraints.
In February 2015, MVBA mailed over 450,000 Warrant Round-up letters on our clients' behalf and over
50,000 pre-collection notices for our clients. The following table illustrates revenue recovered for 2013, 2014
and 2015 Warrant Round-up periods. (These figures do not represent cases closed due to community service,
dismissals, time served or other non-revenue closures due to our efforts.) In Addition, MVBA assists several
localized Warrant-Round-ups for our clients.
Statistics for the Great Warrant Round-up years 2013, 2014 and 2015
Date Paid Year Date Paid Month Collections
2 $4,639,248.25
2013 3 $4,274,708.91
4 $2,542,523.89
2013 Total $11,456,481.05
2 $5,812,633.53
2014 3 $4,327,430.76
4 $2,592,561.59
2014 Total $12,732,625.88
2 $4,597,981.81
2015 3 $5,102,252.35
4 $2,141,536.18
2015 Total $11,841,770.34
Grand Total $63,043,130.37
Page 13 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas MVIX
RFP P15-051 MCCREARY,VESELKA
BRAGG&ALLEN
Collection of Fines for Municipal Court Attorneys at Law
Page 14 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 McCRL:ARN,VLSGLKA
Collection of Fines for Municipal Court BRAGG Sc ALLEN
Attorneys a,Law
B. COLLECTION PROCEDURES
COLLECTION PROGRAM OVERVIEW
MVBA works with each client to design a collection program that emulates the court's policies and procedures
while increasing efficiencies. Key components of our program include:
• COMPREHENSIVE CASE ANALYSIS
Once City of Port Arthur cases are loaded into the MVBA computer system, our staff reviews them critically.
We identify defendants that require immediate attention and devise strategies for initiating appropriate
collection procedures.
• ELECTRONIC ADDRESS/PHONE NUMBER UPDATING
To ensure that MVBA has the latest address and phone number information for City of Port Arthur defendants,
we process your names, addresses and phone numbers through various electronic research programs.
• SCHEDULED WRITTEN NOTIFICATION
MVBA mails notices within 24 hours of receiving your delinquent case information. Subsequent mailings
follow a work calendar that we develop with you. All of MVBA's letters are in both English and Spanish, and
comply with all federal and state collection laws. Letters are tailored to the case status of each defendant. They
state the description, location and date of the event, the amount due, telephone contact number and online
payment information. A tear-off portion and envelope for return payment is also included. All letters are
subject to the approval of the City and MVBA is able to customize letters as well.
• AUTOMATED TELEPHONE NOTIFICATION
Beyond letters, MVBA uses an automated call system to maximize defendants contact rate and increase your
revenues. Defendants are given a toll-free telephone number, connecting them with trained collection
specialists. Collection specialists, 90%bi-lingual, also initiate telephone contact with defendants (only between
8 am and 8 pm, Monday through Friday).
• EXPERT,PRODUCTIVE STAFF
When your defendants contact MVBA by telephone or by written correspondence, they are answered by our
qualified bilingual staff. If a question is beyond the level of our regular staff, attorneys are available to speak
with defendants.
• ADDRESS CORRECTION FOR RETURNED MAIL
If mail is undeliverable or returned because an individual has moved, the United States Postal Service
electronically transfers information about these events into MVBA's computer system. If the post office
Page 15 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas
RFP P15-051 McCa,R\,VESELKA
N
Collection of Fines for Municipal Court A
Attt ` �''''
orney,at Law
provides a new forwarding address, the case is automatically updated and flagged for re-mailing. If not, the case
is flagged as having received returned mail and is forwarded to our skip tracing department for more research.
• INTERACTIVE SKIP TRACING
Once electronic solutions fail, the City's cases move to MVBA's Skip Tracing Department. Our staff uses
several licensed regional and national databases to manually skip trace your cases.
• CASE RECALLING ON DEMAND
City of Port Arthur may recall cases for any reason.
• DEFENDANT PAYMENT OPTIONS— PAY COURT ONLY
Experience shows that offering defendants various payment options increases your chances of collecting.
MVBA notifies defendants by letter and phone call to pay the amount due directly to the Court by cashier's
check, money order and credit card or electronic check if the Court can accept that method of payment.
MVBA forwards the next business day all checks made payable to the Court and MVBA but mailed to our
office.
-OR-
• DEFENDANT PAYMENT OPTIONS—MVBA ACCEPTS PAYMENTS
While MVBA understands that the court wishes to have defendants directed back to the court. However, we
do offer this option as well. The more options for payment that are offered, the great the opportunity for cases
to be collected. When MVBA accepts payment on the Court's behalf, defendants can pay by MoneyGram,
cashier's check, money order, electronic bank draft, or credit card.
11 .1
MoneyGram I VISA
masziepagni
eMoney Transfer
DISC ♦E1\ iVti'76
CARD
When MVBA receives payment, we post it to the case and deposit the funds into our trust account. You
receive daily notification of payments received. Weekly, you receive a check or ACH deposit with a detailed
invoice of payments.
• DEFENDANT ONLINE INQUIRY
Defendants learn about our secure web site, www.paymvba.com, in the initial letter they receive from MVBA.
Along with this information, they receive a unique reference number, giving them convenient and safe online
access.
Page 16 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVPA
RFP P15-051 NI(Cres:Anti,VI SI>Li A
Collection of Fines for Municipal Court BRAG.$Al f.1 N
Attorneys at La.o
• CLIENT VIEW
With Client View, you can see exactly what has been accomplished on the City of Port Arthur's cases---at
your convenience. Security is guaranteed with your secure login. Online, you can review collection activity
reports, view call center activity, access individual defendant information, and much more. The City may have
an unlimited number of user logons.
• COMPLAINT/DISPUTE RESOLUTION
Your defendants receive the same exceptional service, professionalism and ethical treatment that you do. Our
goal is to have no complaints/disputes about our collection activity. But when complaints arise, MVBA strives
to resolve them promptly, to the satisfaction of all parties.
PROJECT MANAGEMENT PLAN
The MVBA team has gained wisdom from implementing solutions for hundreds of Texas clients similar to you.
The City is assigned a qualified and effective Project Management Team. MVBA implements our program
within thirty days upon contract receipt,providing the City or Court is ready to begin implementation. MVBA
receives files electronically and processes these account files within 24 hours of receipt.
After a thorough pre-implementation meeting with MVBA staff and City staff, goals and timelines are
established. Your MVBA Project Manager organizes internal processes within MVBA to accommodate the
City's time-lines, guidelines and processes. Your MVBA Project Manager ensures your needs are considered
every step of the way.
These steps include:
• Project planning and implementation meeting
• MVBA facilitation; internal set-up of client, secure FTP set-up
• Review of the City of Port Arthur's work plan with MVBA staff
• Collaboration with City software vendor, testing
• Electronic File Transfer
• End-user training and tips on how to manage and transfer files
• Providing and reviewing with you a comprehensive procedures manual
• Ensuring your staff is comfortable and ready to begin the program
• Ongoing on-site consultation and reporting (monthly or as frequently as
needed).
Page 17 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas 1\407-3\_
RFP P15-051 MCCREARY,VESELKA
Collection of Fines for Municipal Court BILA`G 8c ALLEN
Attorneys at Law
The following graphic depicts MVBA's Fines&Fees Implementation and ongoing maintenance
/.----
plan
-plan for the collection of court fines and fees.Dates are used for example purposes only.
Start Date
I and
'v Process Time
PROJECT IMPLEMENTATION PROCESS TIMELINE � -, /�
1
-' 6/1/15
�
-� �-- � Immedaite
Contract Award
-_
--1 6/8/15
---„, L 2-3 hours
/Port Arthur Municipal Court Staff \ Pre-Implementation Meeting -
w/MVBA Project Manager
Finance and -' Randall Rice and Tracie Glaeser,Sr.
Administration Consultant
6/9/15
'\\� 1 week
Collaboration with SW Vendor
MVBA Project Manager with
MVBA Data Processing&IT Staff
6/15/15
L__ 2-3 hours
Port Arthur Municipal Court Implementation Meeting/File Export
Manager
/ \ Project - - - / 6/17/15
24-48 hours
\
File Processing
Data Management
6/19/15
24 hours
Letters Mail
Data Management
\
6/19/15
7 3 times weekly
Phone Campaigns Begin
Call Center Supervisor/Dialer Manager
7/15/15
— — T_ . 2 hours
Port Arthur Municipalipal Court Staff Subsequent File Exports
Port Arthur Finance and J- On-Site Evaluation,Consultation/
Administration Reporting Monthly
,� MVBA Project Manager
Page 18 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MV1)k
RFP P15-051 McCac.Aati,VeSELKA
Collection of Fines for Municipal Court BRAG&A(J.E
Attorneys at Law
DE, >rr. �, • .► ET • 1 II • •
Collection Program Flow Chart
Account Data Imported from Client
V
Data Exported for Address/Telephone
Number Verification or Correction
Skip-Tracing
•
V V
Updated Data Imported into Telephone Incorrect Phone
MVBA System Campaigns Initiated Number(s)
V
Prepare and Mail Letters ► (Account Paid)
T A /
Disputes sent to ,
manager
Ow(Account Paid 1
Research Dispute
with Client -► Pwith (Account Paid
Payout
T
V Default on Generate&
♦•
Pr(Account Paid)
Dispute Resolved Unresolved Agreement Mail Letter \\
Debtor Notified Debtor Owes
Debt. Debtor
w Contacted
Mail Returned ►- Skip-Trace
Account 1'
Cancelled&
Recalled
Page 19 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVPA
RFP P15-051 McCaLAR',V,sLLKA
BEN
Collection of Fines for Municipal Court
Actor �'"
Attorneys at Law
MVBA accepts account data in any format. We have specially designed programs which provide the efficient
import of data electronically. MVBA loads the data the day it is received. We verify the data received with the
data which was loaded into our system. This comparison reduces the opportunity for error at the very beginning
of the process. A full inventory of accounts received is then returned to the client for approval. After the client
approves the"Inventory Report,"letters are generated and mailed within 24 hours of approval.
1. Once the delinquent accounts are received and the inventory is approved, letter processes begin.
MVBA will electronically export the data to our letter vendor who then processes it through the
NCOA and skip-tracing partners. This data is examined for new or more deliverable addresses; this
process may provide vital information such as phone numbers, dates of birth, and much more which
will be used to further facilitate the collection process. Our database is then updated electronically
with any new changes made by our skip-trace partners.
2. We understand that each client may have special circumstances or conditions that require special
handling of accounts by our Call Center Specialist. Therefore, each client is reviewed with the
Specialists prior to receiving or initiating phone calls. Once this is completed, the accounts are placed
in the queue and activated to begin making phone calls to these debtors. Phone contact takes place
within 48 hours after the letters are mailed. Specialists also answer inquiry calls and process payments.
3. Outbound telephone calls are initiated to provide a positive incentive to the debtor that payment must
be made on the delinquent account. We use state of the art technology to enhance efficiencies and
productivity.
4. In the event a contact is not made, one of the following will occur depending on circumstances:
• Answering machine: The Specialist will leave a message requesting a return phone call. The
account is coded as leaving a message and a dated call back reminder is entered into the
system.
• No answer: The Specialists will code the account as no answer and a dated call back reminder
is entered into the system.
• Busy: The Call Center will automatically call this number back within set intervals designed
by our firm. The account is coded as being busy.
• Disconnected Number: The phone number is coded as disconnected. If another number is
available, the next number will be called. In the event no number exists, the account will be
forwarded to our skip-tracing department for further research.
• Wrong Number: The phone number is coded as being a wrong number and the next number
is tried. If no number is available, the account is sent to our skip tracing department for
further research.
5. Once a contact has been made with a debtor, our Specialists verify the name, address, telephone
number and relevant information regarding the account. Any changes that need to be made are done
Page 20 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 MC CatARS,VISIIFA
Collection of Fines for Municipal Court BRAGG&At.t.,:;
Attorneys at Lass
at this time. The Specialists then follow a talk off which asks the debtor to make immediate payment
in full. The Specialist is trained to listen, be persuasive, courteous, and empathetic with the debtor.
Specialists are trained to assist debtors in seeking sources for payment. If it is determined that the
debtor cannot pay in full, a payment plan is negotiated in accordance with the City's policies. We have
found this approach to be very effective in collecting delinquent accounts.
6. Our Specialists understand the need to establish postdated payments, payment agreements and
promises to pay on an account. The collection software used by MVBA has the ability to input and
track postdated payments, payment agreements, and promises to pay on a given date for debtors who
cannot pay on the initial phone call. As the promised payment date approaches, our collection
software monitors the event and prompts the collector to follow-up on the account to confirm that a
payment will be made.
7. Accounts are placed in various sections for quick retrieval and follow up by the Specialist. For
example: A debtor which states that a money order or cashier's check is being mailed is placed into a
"Hot" section for quick follow up, where the"Night Call" section tracks debtors that are deemed to be
more reachable in the evening hours.
8. MVBA's accounting department posts and accounts for all monies received by our office and produces
daily reports which are delivered by fax or e-mail to the appropriate client. This department also
produces checks payable or ACH deposits to the client weekly with a report which details debtor's
name, account number, date of payment, amount paid and an invoice for MVBA's fee.
9. Return mail is processed electronically and the account is updated. These accounts are coded as
undeliverable in the system and then forwarded to our skip-tracing department for further research.
10. Skip-tracing is an integral part of our collection process. We take the unreachable account and begin
batch processing and manually researching the debtor in question. Once the debtor is found, the new
data is entered into the system. A new address will trigger the account to get a new letter and a new
phone number will trigger the account to be placed back into the dialer campaign.
11. Training of personnel is a key component of our collection program. Our Collection Specialists are
required to maintain a working knowledge of the Fair Debt Collections Practice Act (FDCPA), State
law compliance; effective telephone techniques and client account management. Our management
team facilitates this training to provide the highest level of competency and consistency for our clients.
Internal review and productivity goals are another facet of our program. The MVBA floor supervisor
routinely audits Specialist's accounts and recorded calls to ensure proper procedures are being
followed and that the debtor is being treated fairly.
Page 21 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVFA.
RFP P15-051 McCREAR,,VI SELKA
BRAGG&ALLEN
Collection of Fines for Municipal Court Attorneys at Law
CALL CENTER FLOWCHART
"MVBA Collection System"
A
V
Outbound
MVBA Call Center Phone Calls
Collection Specialists
` (inbound Phone
Calls 1
ccount Paid
Unresolved and
Forwared toCollectable 0, Account Paid
►
Dispute ' 01 for
LReview I Resolved
Account Paid
Promise to Pay Follow Up
No Payment 10. phone Call Account Paid
r Incorrect Phone Skip Trace for
/. Number(s) New Number
ADDRESS RESEARCH AND SKIP-TRACING PROCEDURES
Address Research
• Cases/accounts may be delinquent because the address of the debtor is not current. A successful debt
collection program requires an exhaustive address research effort. Many delinquent cases/accounts are
collected when proper attention is given to finding the correct address of a debtor.
• Upon receipt of a file of delinquent cases/accounts, MVBA processes the names of debtors through
various electronic data research programs to obtain the latest address information. Some of the
resources used include Experian, Insight Collect, LexisNexis (Accurint), NCOA, Accumail and
Acollaid.
• A case with an incorrect address is identified on our computer record so that it will receive special
attention.
• Through the use of these sources of information, MVBA is very successful in locating the correct
addresses of debtors and obtaining payment. Skip tracing is initiated on returned notices using licensed
Internet Search Engines to obtain Social Security Numbers, Driver's License Numbers, phone
numbers, and other such information to locate people.
Page 22 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas MVPA
RFP P15-051 rk4ccR Asv,VESELKA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
Skip tracing
Skip tracing is one of the most important tools used to ensure successful recoveries. Cases/accounts are
worked through an automated skip trace "waterfall" process. In the waterfall process, cases/accounts flow
through a progressive series of pre-qualified steps to determine the best address and phone number to contact
the debtor. In addition, MVBA has a staff of five Information Specialists dedicated solely to locating defendants
where electronic tools have failed to yield a good address. All new information is immediately "attached" to
the account via a "back screen." Our collectors have a "hot key" so that all skip trace updates are just a
keystroke away. Information updates include: The actual address and owner for each phone number supplied
to us by the City, telephone numbers and owners associated with each address, names, addresses, and phone
numbers for nearbys; and names, addresses, and phone numbers for "surname" matches by region
MVBA uses over 13 licensed information sources. Some of those used include; Lexus Nexus, Experian,
Accumail, Acollaid, Choice Point, National Change of Address data base, Credit Bureau headers, and
Department of Motor Vehicles.
' , j E AND EXPECTED RECOVER,.
CASE RESOLUTION
Since 2003 MVBA has resolved over$502 million dollars of delinquent cases and accounts for our
portfolio of clients. Closure rates continue to soar and with an overall closure rate of 52%, we anticipate
this figure continuing to climb as our Fines& Fees division continues to grow and expand.
$958,455,537
$502,784,149
Placed Resolved
Placed Resolved
Page 23 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVPA
RFP P15-051 McC a AR),vtasr:uKA
Collection of Fines for Municipal Court BRAGG ..,t L
A[torne�s at La«
COMPARABLE STATISTICS AND EXPECTED RECOVERIES
MVBA expects to realize significant results with our collection program. The chart below represents courts
similar in population or court volume as that anticipated by the City of Port Arthur Municipal Court. A total
case resolution of 44 and 73 percent is documented.
Collection Number Number %of
Program of Cases Dollar Amount of Cases Dollar Amount Cases
City Began Referred Referred Resolved Resolved Resolved
Abilene MC Nov-07 68,686 $20,985,852 38106 $12,285,275 55%
Bryan MC Oct-07 33,669 $14,872,283 19500 $8,438,685 58%
Conroe MC Jan-08 73,150 $27,875,853 53139 $19,762,471 73%
George West
MC Jul-05 27,348 $6,611,327 12072 $2,822,746 44%
Nacogdoches
MC May-06 31,506 $10,355,112 19361 $6,388,403 61%
Temple MC Oct-05 65,309 $24,621,290 28744 $10,809,862 44%
Lewisville MC Mar-08 31,589 $14,707,167 18081 $8,286,794 57%
San Angelo MC May-05 115,482 $33,899,700 66113 $19,849,802 57%
El Campo MC Nov-05 21,595 $7,609,554 12693 $4,356,946 59%
Giddings MC Apr-04 16,317 $5,419,500 8280 $2,528,522 51%
Lockhart MC May-06 8,589 $2,547,307 5611 $1,562,608 65%
Port Lavaca MC Jun-04 6,775 $2,824,238 4943 $2,053,457 73%
Hickory Creek
MC Feb-05 20,503 $7,986,219 12949 $5,074,565 63%
Page 24 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas M\A
RFP P15-051 MCCR7i.4Rs,VISt:c_KA
Collection of Fines for Municipal Court BRAGc,&ALTA-
s at Ea,
RESPONDING TO DEFENDANT INQUIRIES
Letters always result in numerous phone calls from defendants. MVBA provides a toll free number for the
defendant's use. MVBA staff members will answer defendant telephone calls and respond to the most common
questions and concerns. Attorneys are available to speak with any defendant who has a question beyond the
experience or knowledge level of our professional staff. Defendants who do not speak or understand the
English language will be assisted by a staff member who is fluent in the Spanish language. Persons who indicate
they are indigent will be referred to the Court for community service options.
Defendant disputes shall abide by the policy of your court or department. MVBA provides defendants with the
Firm's address and toll-free phone number enabling them to contact us to discuss the notice. The defendant is
asked to provide proof when they state that they have paid or made restitution for an offense. Files are noted
with a"dispute status" and the defendant is given an opportunity to provide the information. The Firm has no
authority to charge off or forgive a debt. Should the City remove the balance due from the case, the
information is posted to the computer file. There are no fees due MVBA on cases/accounts where money has
not been collected. Some defendants may be referred to the City for case resolution.
While administering an effective aggressive collection program, the Firm's philosophy is predicated on
ensuring that each defendant is treated with courtesy and respect. Every call and letter will be answered. All
help and assistance, short of legal advice, will be provided to the defendant. Collections are the major goal
of our efforts, but good relations with the defendants is essential to enhancing your collections and creating a
spirit of mutual respect and cooperation between the defendant and the City.
COMPLAINT RESOLUTION
MVBA understands that exceptional service applies to the defendant as much as it applies to the City.
In the rare instance that a complaint is received regarding our collection activity, MVBA will immediately
suspend all collection activity and present the account to management for review. The complaint will be
appropriately logged and entered into our Professional Practice Management System (PPMS). The pertinent
activity reports, letters, and collector notes will also be attached to the database log as part of the City
complaint file. Senior Management is responsible for any complaint received, whether such complaint is valid
or not, and will follow through with the City to assure that the matter is resolved to both the City's and the
defendant's satisfaction, using both written and verbal communications.
Page 25 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVPA
RFP P15-051 MCCREAR\,VESELKA
LEN
Collection of Fines for Municipal Court
BRAGAttotto Grneys at s at Law aw
MULTI/BI-LINGUAL STAFF
Ninety percent of our Professional Collection Specialists are bi-lingual in the English and Spanish languages. In
addition, Cathleen Smith, Call Center Supervisor,is fluent in English, Spanish, and Dutch. She also speaks
French&Papiamento (official language of Aruba). MVBA also has three Attorneys who are fluent in both
English and Spanish, and two Client Service Coordinators who are fluent in English and Spanish.
__.kOTIFICATJON
Written Notification
• Written notices, duplexed in English and Spanish, are mailed to debtors informing them that
McCreary, Veselka, Bragg & Allen, P. C., Attorneys at Law, has been retained to collect the debts
listed, apprise the defendant/debtor of their obligation and provide information for making payment.
• MVBA monitors delinquent notices to ensure deliverability by the Post Office. Additional research is
conducted on returned mail and new notices are promptly sent when new addresses are obtained.
Address Research and Skip-Tracing Resources
• MVBA has advanced address verification and skip tracing resources to update address information on
each debtor.
• MVBA has licensed access to national and regional databases for locating a debtor's address, telephone
number, and related information
Telephone Notification
• With MVBA's telephone technology our call specialists are able to increase actual contacts by up to
400%, thereby, increasing revenue for our clients.
MVBA provides bilingual collection specialists.
MVBA monitors all accounts for current activity, maintains appropriate collection activity files, and
systematically follows up on unpaid accounts.
• MVBA provides a toll-free phone number to debtors seeking additional information or information on
how to make payment.
SAMPLE LETTERS
Letters are made available to the Judge/Court for inspection and approval prior to implementation. MVBA is
able to customize these letters.All letters are duplex in English (front)and Spanish(back).
Page 26 of 49 McCreary, Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 MCCREARY,VESE•LKA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
McCi ARY,VE,SELKA, BRAGG, & ALLEN,PC
ATTORNEYS at LAY?
DAYS OF OPERATION F.O.Bent 1310 OFIIC1i}:OURS
MONDAY•FRIDAY Round Rock,TX 75680-13 to 1:.1.9+1 hbt-7x ePM
1456155-5435 CI 37CRA T.TIME
December 11,2013
NOTICE Ole OUTSTANDING VIOLATION
According to the SAMPLE MUNICIPAL COURT in the State of Texas,you have an outstanding ticket The Court has
referred this past due matter to our law fine pursuant to Article 101.0011 of the Code of Criminal Procedure.
Rnncisha Testrauk Docket Number: 80048
Offense: Fait Maintain Financial Respon Reference Nanaber. 2777952
Date riled: 09/11/2012 Total Amount Dew: tq97.36
If you arc represented in this complaint,please forward this loiter to your attorney so that your attorney may contact our
firm regarding this matter. If you believe this ticket has been paid or otherwise satisfied. by deferred adjudication,
community service,jail time served,or a defensive driving course,or you wish to make payment by credit card or electronic
cheek,please call our other toll-fres at 1-866-955-5455 during the busies hours listed nbovo. Payment by credit card may
be made by accessing v.na dbccoylrt,coi , Yon have a right to plead not guilty,post bond and lave a trial by jury
on any offense charged by contacting the Court either in person or in writing.You may also enter a plea of guilty or
nolo contend=on the f;7rxa on the reverse side of the payment coupon and send a cashier's check or money order fur the
total amount duo payable to City of Sample Municipal Court, 123 West Main,Sample City,Texas 73665. Please return
the coupon below with yrra r payment,PERSONAL CHECKS ARE NOT ACCEPTED.
PLEASE BE ADVISED THAT YOU MAY HAVE ADDITIONAL CASES PAST DUE.
Sincerely.
Attorney at Law
YOU HAVE IID;RIGHT TO PLEAD NOT GUILTY,POST BOND,AND HAVE A TRIAL BY JURY ON ANY
OFFENSE CHARGED BY CONTACTING'rim COURT.
PLEASE RETURN THIS MICRON WITH YOUR PAYMENT ..._ LTee1FA
Pocket Nnni bet: 80008
McCreary Vesolka Bragg&Allen P.C. Reference Number: 2777952
P.O.Box 1310 Offense: Fail Maintain Financial Reapon
Round Rock,TX 7i60-L310 Date Pited: 09/1 L2t?i2
1111111118ffifftrfiltiltillit CItyoIS:tmaleBMunletuleCourt
Total Amount Due
DDetrmber 11,2013 4597.36
t 1WL111OFFl347L425903F7 73.6e0GIZel t OTA01
imi"ill'IIll'11011111llttll,llL,141.1,1111111111m11111t II'11liii"1'I'illi'l!!!''lillrlr"Ii1 Firll,lilf.11 (I11111i,1
!luscious Teatcast
123 teuvtieet MV13A
Test trrwty TX 77583-1234 Rock,
1'.17.6 1:10
Round[tX 78580-13141
Page 27 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVI3k
RFP P15-051 MBRAGG&'�N�
Collection of Fines for Municipal Court Attorneys at Law
DIAS DE OPERACI(7N IIORAS DE OFFCINA
LUNES-YIERNES &O0AM-7:00PM
l ORARIA DE LA ZONA CENTRAL
AVISO DE MULTA PENDIENTE
Seggn los datos del SAMPLE MUNICIPAL COURT en el estado de Texas,listed tieae una multa pendieute. El tribunal ha
temitido este clouds vencida a este buts*de abottadrtxs segdn el Artfculo 1010031 del Cbdigo de Procedimiento Criminal.
Roncisha Tcstcasc No.Cucuta: MOOS
Deuds: Fail Maintain Financial Respou No.Referencia: 2777952
Delincuencia Dead= 09/11/2012 Saldo Total: $597.36
Si es representado pot un abngadn on este mento,favor de rentitirle esta carta y pedirle que nos flame. Si usted coee quo
tla multa ha side pagoda,o do otra=meta saiisfecha por Adjudie.ac Ibn Diferida,el Servicio Comunitaria,tiempo de cared
satvido,o tin ranso de mancjo dcfcnsivo,o asked derma pagar per tarjeta de erddito o cheque electrduico.favor do llanotunos
gratuitamente al 1-S6&-955-5455 durarrte las horas de oficina mencionadas mds arriba. Page con tarjeta de credits se puede
hater en el sitio 3z52,41extbsaturtcom, Listed tiene el dereehe do entregar arta declatraci6a tie inacencia y tester prncs o
ante jurado en cualquier delito eatgado contra usted lxsr contrmicarsc con cl tribunal. Poetic cntregar una dcclaraeion do
culpahilidad ode nolo contend=tads arrt'IIa y envier cheque bancario a giro postal a favor de City of Sample Municipal
Court, 123 West Main, Sample City, Texas 73065. For favor devneiva el caprin ineluido con au page. NO SE
ACEPTAN LOS CHEQUES PERSONALIS,
SEA NOTIF'ICADO QUE PUEDE TENER OTROS CASOS VENCIDOS.
Sincerely:
,75(0/'
7r.
Attorney at Law
USTED TEENS EL DERECHO DE ENTREGAR UNA DECLARACION DE LNOCENCIA, PAOAR UNA
PUMA.,Y TEENER FROCES(1 ANTE 1URA.DO EN CALQUIER DELITO CARGADO CONTRA USTED POR
COMUNICARSE CON EL TRIBUNAL.
LTOOIFF
IN ORDER TO PAY BY MAIL,YOU MUST SIGN EITHER(1)OR(2)BELOW AND RETURN A COPY OF THIS LEITER
WITH PAYMENT. PERSONAL CHECKS ARE NOT ACCEPTED.SI PAGA POA CORIUM,DERE FIRMAR EL,(I)6(2)QUE
SE ENCUENTRAN DEBAR)Y RE(iRESAR ES 11t CUPON CON SU PAGO.NO SE ACEPTAN CHEQUES PERSONALES.
I) I hereby enter a plea of guilty and waive appearance for trial and trial by jury.Enclosed is the total amount due.For to presente
entrap uma dociaracierr di culpahilidad y no exijo con3psrenala at prnceso til probes°ante jurado.Envlo adjmtto el saido total de
minter y hnnorarins jndiciatcs.
(Siga Name/Fitnte Aqui)
2) I hereby este:a plea of nolo conleatdere and waive appearance for trial and trial by jury.Enclosed is liw total amount due.Par to
presente entrega una deelaracion do nolo conteatdere y no tote comp.recencia al procero al pieces°ante jurado.Envie adjunte el
settle total de surras y hanorarios judic±alcs.
Page 28 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVilk
RFP P15-051 McCREARY,VESELKA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
MCCREARY,VESELKA,BRAGG, & ALLEN,PC
Arroways at LAW
DAYS OF OPERATION P.O.Box 1310 OWICE HOURS
MONDAY-FRIDAY Round Reek,TX 78680-1510 R1)0 AM•7:00PM
1-866-955-5455 CENTRAL TIME
December 11,2013
NOTICE OF OUTSTANDING VIOLATION
According to the SAMPLE MUNICIPAL COURT in the State of Texas,you have an outstanding ticket The Court has
refezred This past due plattet-to our law firm pursuant to Article 103.0031 of the Code of Criminal Procedure.
JatvisTestraae Docket Number: 811005
Offense: Speeding(school zone)Non-FTA Reference Number: 2777949
Date Filed: 04/18/2012 Total Amount Due: $348.05
if you are represented in this complaint,please forward this letter to your attorney so that your attorney may contact our
fine regarding this matter. if you believe this ticket has been paid or otherwise satisfied by deferred adjudication,
coimnunity service,jail time served,or a defensive driving course,or you wish to make payment by credit card or electronic
check,please call our office toll-free at 1-566.955-5455 during the business hours listed above. Payment by credit card may
be made dry nocesaing www.puvthe;outt.corn. You have a right to plead not guilty,post bond and have a trial by jury
on any offense charged by contacting the Court either in person or to writing.You may also enter a plea of guilty or
Itch)contendere on the form on the reverse side of the payment coupon and send a cashier's check or money order for the
total amount due payable to City of Sample Municipal Court,123 West Main,Sample City,Texas 78665. Please return
the coupon below with parr payment.PERSONAL CHECKS ARE NOT ACCEPTED.
PLEASE BE ADVISED THAT YOU MAY HAVE ADDITIONAL CASES PAST DUE.
Sincerely,
(M�.. r
Attorney at Law
YOU HAVE TUE RIk,tt'1 TO PLEAD NOT GUILTY,POST BOND,AND HAVE A TRIAL BY JURY ON ANY
OPPENSE CHARGED BY CONTACTING THE COURT.
PLEASE RETURN 71115 PORTION WITH YOUR PAYMENT L'iO01FF
Docket Number: 80005
McCreary Veselka Bragg&Alen P.C. Reference Nu re ber: 2777949
P.O.Ear 1310 Offense: Speeding(school zone)Non-FTA
Round Rock,TX 78680-1310 Date Filed: 0411&2012
111111111111111311111111101111 City of Sample B Maaniciple Court
Total Amount Due
$34/1.08
December 11,7013
1,493MTr,Q1fFIVAII 12540334 67t0VID0034D7 031061
llal1l11RI ,Illthi,lrll'In,tll,lliil'lt'Itihuiiil"1 ti,ilial,li'111I1i11191i1i,lia+l11lll1�tilllluagaaihllarli)l
Tanis Testcuse MVBA
123 tastmet P.O.Box 1310
Test town;TX 77584-1234 Round Rock,TX 78689-1310
PLEASE COMPLETE BACK 1W FORM AND RETURN THUS PORTION WITH YOUR PAYMENT
PF IC.14:nas
•
Page 29 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MON.
RFP P15-051 MC CRE_ARN,VESI:-LKA
Collection of Fines for Municipal Court ttorn
AttorrG ALLEN
at Law
TELEPHONY TECHNOLOGY
Through our sophisticated telephone architecture, our collection specialists can process up to 200 accounts per
shift. One of the most productive aspects of our technology is the system is co-resident with our Latitude
Software. Every collector is connected to the telephone system through our collection system. This seamless
integration overcomes the traditional problems associated with a standalone system that limits the number of
collectors available for any given campaign. The system allows for the configuration of up to 8000 accounts
per shift, relaying operator intercepts, busy signals to retry, and marking notes accordingly on each account in
MVBA's Collection Software.
All phone numbers provided by client are scrubbed to determine whether they are a landline or cell phone.
All phone numbers discovered while skip tracing are also verified either landline or cell phone. We use state of
the art dialing technology for all of the landlines. Cell phones are placed in this technology once consent is
received from the defendant/debtor. There are no"Robo Calls". All calls are attended by a professional
collection specialist and once a number is answered, either live or voicemail, the specialist takes the call over to
talk with the individual or to leave the message. There is no wait time between the time the call is answered
and the time the specialist takes over the call.
Cell phones with no consent are manually dialed by the collection specialist during designated daily campaigns. All
calls are compliant with the Fair Debt Collection Practices Act (FDCPA) and Telephone Consumer Protection Act
(TCPA) as well as Texas Debt Collection Act and other state laws. Professional Collection Specialists receive
regular refreshers on all applicable laws or changes and professional techniques.
WARRANT ROUND-UP AND AMNESTY METHODOLOGY
MVBA has extensive experience in working with our clients in warrant round-ups as well as amnesty programs.
For the Great Texas Warrant Round-up, we follow the guidelines and calendar set forth by the City of Austin, who
leads the Great Texas Warrant Round-up each year. We send out letters and initiate telephone dialer campaigns
for our clients. Three mailings are done, two before Round-up and one at commencement. We continually run
phone campaigns to get the word out and encourage defendants to avoid arrest and pay their warrant before the
round-up period begins. The objective is to inform the defendant that they have the opportunity to avoid arrest by
making payment in full and satisfying their commitment to the Court.
MVBA assists our clients with localized Round-up/Amnesty programs. Our methodology is directed by the
specifics of the localized round-up. Custom letters are created and mailed in direct correlation to the calendar of
the local round-up. MVBA works in coordination with City Marshals or Warrant Officers and their existing
policies and procedures. Marshals/Warrant Officers also have web access to view cases in MVBA's database for any
additional information MVBA may have obtained on a defendant. The coordination between the Marshal or
Warrant Officer and MVBA, as well as the court and MVBA is part of our continuing effort to create a successful
collection program. MVBA is a strong supporter and sponsor in the Texas Marshals Association.
Page 30 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 MCCtnuAav,Vr_SLLK.A
Collection of Fines for Municipal Court BRAGG&ALLEr,
Attorneys at Law
C. COLLECTION STAFFING AND SYSTEMS
KEY PERSONNEL FLOWCHART
The following flowchart depicts the management structure of MVBA's Fines & Fees Division and the lead
personnel and staffing that will be responsible for the City of Port Arthur Project.
Debt Collections
Attorneys at Law
Harvey M.Allen
Gilbert T.Bragg
M.Elizabeth"Liz"Vaughn
Matthew Tepper
Craig Morgan
rr
Director of Collections
Dwayne Price
Mack Hahn Steven Whigham
Hardware,Software Kathy Coats
Engineers and Director of Client Services
Programmers
Julie Morgan
Call Center Data Processing Customer Service Accounting Managers
Supervisor Russ Konciecane Alicia Closner James Mansfield
Cathleen Smith Teresa Gregor Joanne Dutton Pamela Rowe
Kimberly Lynch
i ♦ I
4 Client Services Coordinators
Collection Specialist Collection Specialist Collection Specialist RepresentativesAccounting
pp I Service Randall Rice
and Information Associates Tracie Glaeser
Research Specialists Laud Markiand
Collection Specialist Collection Specialist Collection Specialist Ihy Arroyo
I I Monty Smitherman
I Lisa Mayo
Collection Specialist Collection Specialist Collection Specialist Chris Veselka
Marc Salinas
I I
Brianna Coffman
Anita Chapman
Collection Specialist Collection Specialist
•
Page 31 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVIA-
RFP P15-051 McCae:ARA,VESLL KA
Collection of Fines for Municipal Court
BRAG
,rn v_,.,.
N
Atttorneys at Lass
PROJECT MANAGEMENT TEAM
This chart depicts the Lead Staff and Project Management Team that will be responsible for the City of Port
Arthur project.
City of Port Arthur Fines& Fees Project Management Team
Steven Whigham Craig Morgan Harvey Allen
Director of Collections — Matthew Tepper — Attorney
Project Attorneys
Julie Morgan
Director of Client Services
Contract
Administration
Legal
Tracie Glaeser,CSC
Revenue Consultant
Implementation Specialist City Officials
Finance
I
Randall Rice,CSC City of Port Arthur
Project Manager
\l Ju
Court Staff
a
Alicia
Customeerr Service
Manager /
Page 32 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas
RFP P15-051 MCCRl ARY,VESELKA •
Collection of Fines for Municipal Court BRAG&ALLEN
Attorneys at Law
KEY PERSONNEL
ATTORNEYS
Harvey M.Allen, Attorney at Law, is the partner responsible for the Debt Collections program. He has
been a member of the Firm since 1981. Mr. Allen serves as a legal counsel and administers the Debt
Collection Program and is also a Certified Public Accountant. Mr. Allen is a member of the State Bar of Texas
and is admitted to practice in Federal Courts.
Gilbert T. Bragg, Attorney at Law, is available to consult with City officials and staff regarding the status of the
collection program. Mr. Bragg has over thirty-three years experience in collection law.
M. Elizabeth "Liz" Vaughn, Attorney at Law, is available to consult with City officials and staff. Ms.
Vaughn joined the firm in 2008 and has practiced in this field for over twelve years.
Matthew Tepper, Attorney at Law, is available to consult with City officials and staff. Mr. Tepper joined MVBA
in 2005, and has handled numerous cases in Texas state and federal trial and appellate courts. Prior to joining
MVBA, Mr. Tepper was an Assistant Attorney General for the State of Texas.
Craig Morgan, Attorney at Law, is available to consult with City Officials and staff. Mr. Morgan has over seven
years experience in collection law with MVBA. Mr. Morgan also serves as a City Councilman for the City of
Round Rock.
DIRECTOR OF COLLECTIONS
Steve Whigham is Director of Collections and has assisted MVBA clients in collection matters for twenty-seven
years. In 2001 he was critical in the launching of the Fines& Fees Division. He became Director of Client Services
in 2004 and in 2008 he became Director of Collections. Mr. Whigham directly manages the operations and
administration of the collection program. He is the individual that will coordinate and resolve all business matters
between the City and MVBA. He continually seeks, analyzes and implements cutting-edge technological solutions
that enhance efficiencies for MVBA staff and our clients. Mr. Whigham is well versed in all major court software
export programs. Mr. Whigham is a Unit Director for the American Collectors Association of Texas. He also
services on the American Collectors Association International (ACA) Membership Committee; Public Relations
Committee; and Legislative Committee. Through ACA International he is certified as a;
• Certified Professional Collections Specialist
• Certified Credit and Collection Compliance Officer
• Certified Healthcare Collection Management Professional
Page 33 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 MCCREAR .VESELKA
Collection of Fines for Municipal Court sttor `ULasLLEv •
Attorneys at Lan'
DIRECTOR OF CLIENT SERVICES
Julie Morgan is Director of Client Services and has with twenty-five years experience in receivables
management services including fifteen years experience in court and city account receivables collections.
She began her financial career in 1985 with Dun & Bradstreet Business Credit Services/NA as Business
Account Executive and the Computer Industry Specialist advising 450 clients nationally with business and
credit solutions for all phases of their operations.
Ms. Morgan began her career with MVBA in 2004 as Client Services Coordinator. In 2009, she became
Director of Client Services. Ms. Morgan is pivotal in client development and client service. She directs and
supports the field services team (Client Services Coordinators) in implementing and maintaining innovative
collection solutions for our clients. She is Proposal Manager and is a member of the Association of Proposal
Management Professionals attaining Foundation Level certification. She has obtained certification in Dun&
Bradstreet's Credit and Financial Analysis education programs. As a qualified manager in product,
personnel, and project management, Ms. Morgan possesses excellent communication skills and continually
provides insight into developing new ways to provide quality service to our clients. Ms. Morgan is well
versed in all major software export programs and has a thorough knowledge of MVBA's collection software
and processes.
CLIENT SERVICES COORDINATORS (CSCs)
Personal service has been the hallmark of MVBA for over fifty-two years. Our Client Services Coordinators
(CSCs) are on-site with our clients and assist in the technical implementation and education of our program.
They are very knowledgeable in operations and trained in the collection export procedures of client software
programs. They are continually on-site with clients to implement and monitor the collection program. MVBA
has ten CSCs that serve our fines&fees clients in the State of Texas.
We have expanded our field staff in direct proportion to our growth, this ensures that our clients receive the
quality of service they deserve and all CSCs have a manageable workload that never impedes on their ability to
service our clients quickly and effectively. Two of our CSCs are former court administrators, two are Level II
Certified Courts Clerks, one is a Level III Certified Court Clerk, and two continue to teach for the Texas
Municipal Courts Education Center. This group of qualified professionals provides day-to-day on-site support
to you and your staff.
The combined collection experience of the MVBA CSC Team is over 130 years.
Randall Rice Laird Markland Chris Veselka Anita Chapman
Ivy Arroyo Tracie Glaeser Monty Smitherman Marc Salinas
Lisa Mayo Brianna Coffman
Page 34 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur,Texas 1\404k.
RFP P15-051 MCCREARY,vr_szut S
Collection of Fines for Municipal Court BRAGG&Ar.t•sn
Attorneys at Lata- •
same
SR. REVENUE CONSULTANT/TECHNINCAL IMPLEMENTATION SPECIALIST
Tracie Glaeser, Client Services Coordinator, also serves as a Senior Revenue Consultant and Technical
Implementation Specialist and will assist in the implementation of the City of Port Arthur Project. Ms. Glaeser
is a Certified Instructor for the Texas Municipal Courts Education Center. She is a graduate of L.E.A.D.,
University of Virginia Leadership Institute. Ms. Glaeser is a Certified Municipal Court Clerk, achieving all
levels (I, II, III) of certification and is a Certified Court Manager through the National Center for State Courts.
Ms. Glaeser began her career in Court Management in 1985 as Deputy Court Clerk for the City of Round
Rock, Texas. She was promoted to Municipal Court Manager in 1986. During her twenty-year tenure at
Round Rock, she successfully managed all aspects of the court program. In 2007, she was recruited as
Municipal Court Manager for the City of Lewisville.
Ms. Glaeser joined MVBA in 2012 after a twenty-six year career in Court Management. Her interpersonal
skills and technical expertise are just two of the many talents she brings to MVBA. She possesses superior
analytical and practical skills in Municipal Court process design and efficiency evaluation; court management;
personnel management; and policy development.
Milestones
• Lewisville Municipal Court development of new electronic systems including internet services,
banking services, imaging systems, auto dialers, on-line payment systems, and court application
software. Managed a complete court management software conversion project.
• In 2007 answered a City directive to move the court to a paperless environment. Within two years,
the court department became the single largest user of Laserfiche Imaging and Document management
in the city. 100%of all existing documents had been back scanned into the imaging system before
deadline and all paper records destroyed. 95%of all active case papers were managed through imaging
rather than a hard copy file. Warrants of arrests were advanced to a paperless workflow process using
electronic review, signature, and activation.
• Development with LT Systems Court Software and MVBA in launching a successful totally automated
collection program in the Lewisville Municipal Court.
CLIENT SERVICES COORDINATOR
Randall Rice, Client Services Coordinator (CSC) has assisted clients in collection matters for almost twelve years with
MVBA. He retired as a Major from the Air Force and received his MBA while in the Air Force. As an on-site coordinator,
Mr. Rice regularly visits with Judges, staffs of the courts and City officials to answer questions and monitor the progress of
the collection program. He is well versed in all major court software export processes as well as MVBA's collection program
and internal software. Mr. Rice will serve as the Project Manager for the City of Port Arthur. He will provide consistent,
personal visits and detailed reporting to the City.
Page 35 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVPA
RFP P15-051 MCCRI::AR\,VES1.:LK4
BRACollection of Fines for Municipal Court horn t ALL`w
Attorneys at Law
CUSTOMER SERVICE MANAGER
Alicia Closner is Customer Service Manager and Client Service Liaison. Ms. Closner will serve as the
dedicated Customer Service Representative for the City. She manages the technical functions of MVBA's
telephony technology, client web access, statistical reporting and data management flow. She assists clients
with day-to-day questions and issues. Ms. Closner supervises a staff of five internal Customer Service
Representatives and Information Research Specialists. Ms. Closner has six years experience with the firm.
INFORMATION TECHNOLOGY
MVBA's Information Technology Management Team consists of a Network& Systems Administrator, Data&
Security Architect, System Analysts, and Hardware and Software Programmers and Developers.
Kathy Coats is a System Analyst/Programmer with over twenty-three years experience. She has been with
MVBA ten years and is a vital part of the MVBA team. She is the Fines and Fees Division's data base manager
and will be assigned the City of Port Arthur project to oversee all data compatibility issues.
DATA MANAGEMENT
Russ Konieczny is the Data Administration Manager. He coordinates, processes, and manages data files and
provides MVBA computer support to clients. Mr. Konieczny has over eleven years experience in data file
management and collections and has been with the firm for ten years. He is a Certified Professional Collections
Specialist by ACA International.
Teresa Gregory is the Data and Software Associate. She coordinates, processes, and manages data files and
provides MVBA computer support to clients. Ms. Gregory has over fourteen years of experience in instruction
and data file management and has over eight years experience with the firm. She is a Certified Professional
Collections Specialist by ACA International.
ACCOUNTING
James Mansfield is the Accounting Manager. He maintains all client funds in the MVBA Trust Account,
posts payments to the collection system, and invoices clients for fees due the Firm. He also supervises the
work of two associates. Mr. Mansfield has over eight years experience with the firm. He is a Certified
Professional Collections Specialist by ACA International.
Pamela Rowe is the Assistant Accounting Manager. She posts client receivables to the collection system,
performs as backup in all duties of the manager, and answers client questions. Ms. Lemons has over fifteen
years experience in accounting. Ms. Lemons has four years experience with the firm. She is a Certified
Professional Collections Specialist by ACA International.
Page 36 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 M:cm:ARv,VRSELKA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
COLLECTION CALL CENTER
Cathleen Smith is the Collections Center Supervisor. She manages the call center staff in the
communications with debtors and monitors collections. Ms. Smith has over eighteen years of call
center/collections management experience,with eight years as MVBA's Collection Center Supervisor. She is
a Certified Professional Collections Specialist. Ms. Smith supervises twelve Collection Specialists.
Kimberly Lynch, is the Call Center Training Supervisor. She is responsible for training new Collection
Specialist and monitoring calls and procedures. She is responsible for making sure the Fines &Fees Department
is in compliance with FDCPA and client work plans. Ms. Lynch has been with the firm since 2007. She is a
Certified Professional Collections Specialist by ACA International and is certified as an ACA Trainer Specialist
enabling her to train others in obtaining certification as a Certified Collection Specialist.
ADMINISTRATION
JoAnne Dutton is the Administrative Assistant and Lead Research Coordinator. Ms. Dutton manages all
disputed matters. She serves as the Administrative Assistant to the Director of Collections and Director of
Client Services. Ms. Dutton has over fourteen years experience in office administration and has been with
MVBA over ten years. She is a Certified Professional Collections Specialist by ACA International
TRAINING
MVBA is a long standing member of American Collectors Association (ACA) International, the organization that
provides instruction, seminars and continuing education on all the governmental regulations related to the
collection industry, MVBA staff receives training that is relative to all aspects of debt collections. The management
of MVBA is an active participant in the ACA educational programs and provides continuing education to the
collection staff. Our Certified Collection Specialists are required to maintain a working knowledge of Public Law
95-109, Fair Debt Collections Practice Act (FDCPA); review and understanding of Public Law 103-322, the
Driver's Privacy Protection Act (DPPA); State law compliance; effective telephone techniques and client case
management.
MVBA's Director of Collections serves on the American Collectors Association International (ACA) Membership
Committee; Public Relations Committee; and Legislative Committee. He is certified as a; Certified Professional
Collections Specialist, Certified Credit and Collection Compliance Officer and a
Certified Healthcare Collection Management Professional.
Personnel's training is a key component of our collection program. All MVBA Collection Personnel are required
to obtain and maintain Certification through the American Collectors Association International (ACA) as a
Certified Professional Collections Specialist. Ongoing Training consists of ACA video and web training, audio tape
library, real-time training with each Collection Specialist and monthly management meetings which include
Orientation Training&Review. MVBA provides an internal handbook for our Specialists. Training classes include;
Professional Phone Collections Techniques, Promises that Pay, Effective Leadership, Collection Software, Effective
Skip Tracing Techniques, ACH Rules, Dispute Resolution and Talk off responses.
Page 37 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MV1X
RFP P15-051 MCCREAR\,VESELKA
BILAGG Collection of Fines for Municipal Court ttorrn'�ALLEaw
Attorneys at Law
LT SYSTEMS INTERFACE
MVBA collection software is built on the latest Microsoft.Net® development and SQL Database technologies. Our
software interfaces with all major software vendors. It automates and supports all aspects of our collection program.
This includes skip tracing, the call center,payment processing, reporting, accounting, invoicing, and data file
transfers. MVBA currently handles data provided in LT System's platform and maintains an excellent working
relationship with LT Systems.
MVBA works with several clients utilizing LT System's court program and we attend their User Conference
annually to support end users. All of MVBA's Client Services Coordinators are trained and have working
knowledge, in the delinquent case export module provided by LT Systems.
MVBA worked with LT System's owner and programmer to integrate our technology with theirs. This has resulted
in a mutual benefit to our clients. Together, MVBA and LT Systems completed a successful pilot program in Cedar
Hill that allows for the automation of payment history and posting from MVBA to the LT Systems software and visa-
versa. This automation automatically posts transactions and recalls warrants in the client's system, thereby creating
greater efficiencies for the court. Since that implementation, we are now fully automated with all of LT System
clients who utilize the LT Systems"Virtual Clerk"module.
LT Systems has also programmed an interface that provides instantaneous access to MVBA's Client Web Access
portal. This is the tool MVBA provides our clients to view their collection cases and all activity, access reports, and
send messages to MVBA.
MVBA contracts with the following clients who utilize LT Systems court software:
Lewisville Municipal Court
Cedar Hill Municipal Court
Kennedale Municipal Court
Forest Hill Municipal Court
Little Elm Municipal Court
Gainesville Municipal Court
Justin Municipal Court
Willis Municipal Court
Page 38 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051
MCCREARY,VEST-ERA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
NETWORK AND TECHNOLOGY
MVBA has the most advanced hardware and software available for use in a Debt Collection Program. Dell Inc.
servers and PCs using Microsoft Windows XP Professional Operating System provide the open architecture
that is compatible with the City's software vendor. MVBA uses a national debt collection software package
that has been customized to MVBA specifications to receive; data mine, process, and disseminate the
information provided by clients in a variety of letters, reports, legal proceedings, and electronic medium.
MVBA software interfaces with LT Systems software. Our computer resources enhance communications with
clients through the Internet or modem. The preferable delivery method for data transfer is email or Safe File
Transfer Protocol (SFTP). MVBA's secure network allows each client to send and receive information at the
frequency they desire.
Software: Latitude Software is an advanced Collection Management System developed from today's standards in
Information Technology. It delivers powerful features and functions standard in a true windows environment.
Latitude Software includes an intuitive, easy-to-use GUI interface that allows you to perform cross queries by
client/product/date received ranges/pay date ranges/work date ranges/good & bad addresses/best time to
contact ranges/balance ranges/collector queues/etc. Once the City criteria are isolated, we can then
move/export/ document /etc. the City's cases, managing the City's inventory. The Latitude Collection System
provides the flexibility necessary to best serve our government client base.
Real-time Changes and Status Reports: We have the ability to make changes to cases immediately as well as
view current status reports. This provides the opportunity to maintain accurate records and alerts us to any needed
changes to the collection program. For example, when a case is paid online or we are notified by the City that an
case has been paid, the case is immediately updated and removed from collection activity, including a dialer
campaign.
IT Staff: MVBA has 2 full-time network administrators, 4 data information managers and 6 programmers on staff
as well as our collection software vendor to analyze and implement enhancements to our collection program.
Hardware: The IT staff at MVBA employs the latest in technology for their networking and storage
architecture. The computers and servers in the central Round Rock office run over gigabit ethernet via
DELL switches. MVBA runs MS Windows Server 2003 on all production servers in a virtuali7ed environment
utilizing an EMC Clariion CX310 processor and SAN with 2 Terabytes RAID 5 and 1/0 storage. VMWare ESX
server software runs the virtual servers on three DELL PowerEdge 2950 servers; each have 12 GB of RAM and
2 quad core Xeon 2.66 Ghz processors. The PowerEdge servers are connected to the SAN via redundant
Brocade switches. The configuration of these servers provide complete failover in the event of a hardware
failure; virtual servers will"migrate" to one of the other servers with absolutely no downtime or interruption
to the users connected and zero loss of data.
Page 39 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVPA
RFP P15-051 MCCREARY,VESELKA
BRCollection of Fines for Municipal Court
Atttorto, &at
ALLEN
neys t Law
SECURITY
Security is an important focus at MVBA and is part of our core culture, whether physical, network, or data
security. MVBA considers security to be an important part of the daily management of client's accounts;
therefore, only select administrative personnel have security clearance to make changes to debtor's account or to
import a client's file. These individuals establish security levels for each employee which access our computer
system on a need to know basis. Our computer system generates an audit trail of changes and notes made to an
account from the moment we receive your imported files and no individual can manipulate this audit trail.
Physical Security
MVBA places a high priority in securing the physical location in Round Rock, Texas. There is only one door which
the public may enter and each visitor must register with the receptionist and wear a"Visitor"badge at all times. All
other entrances to the office require an electronic key card or pass code; these codes are changed periodically to
maintain a secure facility. Video surveillence is also used to record all entries into the Firm's office. Access to
network administrators and the computer room require an electronic key card. After hours access to our building
is only allowed using an electronic key card and/or a physical key and knowing the approporate codes to disable
the alarm system. The alarm system is independently monitored and alerts any intrusion or fire on the premises.
Network/Data Security
Leadingfirewall and virus protection technology is deployed to protect our computer network and systems from
potential intruders and viruses. Our network administrators use specialized software to constantly monitor the
traffic patterns to and from the network to insure the integrity of the system. All computer system admission is
protected by a multiple password scheme. When connecting to the system from outside of MVBA, a password is
required to get to normal user log-on. Therefore, an outsider would not know what type of system he/she is
trying to access without first knowing the system password. Once access to the system has been granted, the user
must then enter a user name/password to actually access system resources. This combination is unique to each
user, and identifies to the collection system what capabilities that particular user is allowed to have. The system is
designed to allow clients access and monitor only their own cases.
All routers and firewalls are upgraded regularly and all data is 128 bit encrypted; however encryption is only one
tier in MVBA's approach to a multi-tiered security solution. Security is not just about protecting our network
from outside threats; it is also about protecting from threats from within. The weakest link in any Information
Technology security chain is the human element. All our employees are aware and trained to recognize and protect
against potential threats. Education and awareness empowers each employee with the knowledge of his/her role in
protecting our organization's network, which facilitates the mitigation of risk.
MVBA's Acceptable Use Policy (AUP) is a key element of our training for each employee. Our AUP covers Email
Usage, Privacy, Passwords, Laptops, Client Data, and Containment (no collector is permitted to work from home,
or remove transportable storage devices such as CD-ROM, USB key, or floppy from the facility, or to transfer data
from work to home). No personal files (such as MP3s)are permitted on MVBA's network.
Page 40 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MS".
RFP P15-051 NIC CR ,VESLLr.4
Collection of Fines for Municipal Court BRAG('&ALLEN
Anorncvs at La,
RECORD MAINTENANCE AND RETENTION
MVBA has the ability to maintain all collection information, from placement to reporting, within the collection
software we presently utilize. Our system is designed with excess capacity which enables us to continue to add
new placements and the corresponding transactions and history while increasing the efficiency of the entire
system. This information is part of a daily, weekly, and monthly backup routine which safeguards the information
in case of a system crash or some type of disaster. The daily transactions and collections information is also
incrementally backed up several times a day to assure immediate recovery of the current transactions. The
placements and the corresponding history of activity, recovery or collection are not the only information that is
routinely maintained in our system.
Each and every incoming and outgoing phone call that is handled in our call center is recorded. These calls are
moved off of the server early each morning and archived on a remote server. These calls are immediately
accessible should an occasion arise that our client would like to review a particular conversation with a
defendant. These calls are part of the same backup routine as all other data. Our records are retained on our
backups and, in the case of the phone calls, eventually burned to a DVD or some other media that can be easily
accessed. Placement, collection and recovery data is easily accessible at all times.
DISASTER RECOVERY
At MVBA, we recognize that there is a big difference between a backup plan and a recovery plan.
Our recovery plan does not deal solely with disaster recovery. We also have procedures in place for common
data loss, such as an employee deleting the wrong file, or a missing email.
In order to do a Business Impact Assessment (BIA) our Information Technology staff interviewed each
department head to determine what data they need to continue their work, why they need it, and what they
would do if that data were lost, quantifying the dollars and person-hours such a loss would entail. We then
ranked the data and made backup decisions based on that rank. Once completed, we went through and tested
various recovery scenarios and assigned values to different types of data (email is more important than 5 year
old Word documents that are backed up off-site, just as the last 6 months email is more important than email
from three years ago).
Email is a critical recovery priority, along with debtor information, payment histories, partial payment
contracts, collector notes, skip-trace data, remittance data and inventory data.
All recovery efforts are accomplished through software and our Information Technology Department. Our
Recovery procedures and systems are tested on a regular basis. In the event, a third party vendor is needed to
help facilitate recovery efforts; this vendor will sign a Non-Disclosure Agreement.
All switch and router settings, passwords, and device baseline information is all stored off-site. All servers,
firewalls, and routers are upgraded on a regular basis by our Information Technology Department.
Page 41 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVFX
RFP P15-051 MCCREARY,VESELEA
BRAGG 84 ALLEN
Collection of Fines for Municipal Court Attorneys at Law
Software procedures back up hard drive sectors instead of simply copying individual files. This allows our IT
administrators to make exact copies of the disks for faster restoration to a"bare metal"system if necessary.
All of our Direct Access Storage Devices (DASD) are redundant. We maintain a complete backup of live data.
In addition, we do a complete backup nightly, to DDS-4 data cartridges.
The daily tapes are archived for 3 weeks, the weekly tapes are archived for a month, and the monthly tapes are
archived for a year. All data storage is safely vaulted off-site
CLIENT WEB ACCESS/ONLINE AUDIT
With MVBA'S Web Access the City can see exactly what has been accomplished on your the cases"real
time"and at your convenience. Security is guaranteed with your secure login. Online, you can review
collection activity reports, view call center activity, access individual debtor information, and much more. We
view this system as a transparent, online audit tool for our clients to track and monitor our activities. The
City may have an unlimited number of secure user logons.
Features include:
• Transparency—the portal documents all activity on any given case.
• All activity is"Real time"
• Numerous reports available at your finger-tips
• Ability to view activity on any case from any report
• Reports are exportable to Excel or PDF formats
• Messaging tool that allows tracking of correspondence
Page 42 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MON.
RFP P15-051 MCCRLARI,L r SLLKA
Collection of Fines for Municipal Court BRAGG SC Ar.r1CN
Attorneys at Lass
D. MONTHLY ACTIVITY REPORTS
MVBA attorneys and client service coordinators meet with City officials and Court staff members regularly to
review the work performed and results obtained, apprise you of our activities, answer questions, and allow for
input and direction to the Firm. MVBA provides the City with multiple reports to monitor the progress of the
collections program and can provide these reports as frequently as the City requires. Your Project Manager
and CSC work closely with you to determine what reports are most meaningful to you and the frequency with
which they are provided. MVBA will respond immediately to any auditor inquiries.
MVBA can generate virtually any type of report that the City requires. Reports can be customized based on a
client's particular data element specifications. In addition, MVBA provides you Client Web Access to view your
cases and allows staff (designated by the City) to go into any account at any time, and view all collection
activity for a debtor — real time. Numerous reports are available via this portal. Our goal is to maintain as
much transparency as possible enabling our clients to audit our efforts at their convenience. The City may
access several reports at your fingertips and at your convenience via our Client Web Access. Some of these
reports include:
New Business Report/Acknowledgment Report verifies the account data received from the Court
or City office.
Client Inventory Report Provides a listing of all cases and their date assigned, amount placed,
balance, date last paid and amount, and status.
Invoice provides a detailed list of all cases/accounts paid in full to the Court and/or each City
department and those paid to MVBA.
Statement provides a monthly listing of open invoices.
Stairstep Report this report shows a breakdown by month of cases/accounts submitted from
contract inception and the net recovery in dollars for those placements for each month, and net
recoveries to date.
C-Stat Report this report provides total number letters mailed, case/accounts referred, dollars
referred, cases/accounts with collection, dollar amount collected, number cases/accounts cancelled
or recalled by the Client, dollar amount cancelled/recalled, and total cases/accounts resolved and
total amount resolved. It can be run for any date range.
Please see following pages 44 through 46 for samples of these reports.
Page 43 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVIlk
RFP P15-051 McCa¢,a it ,VLSLLKA
BRAGG&ALLEN
Collection of Fines for Municipal Court Attorneys at Law
Client Inventory Report
Report Data:Thu 01-27.2005 MVBA Law Firm
Pagel of 1 1.800-297-0013
Client Inventory Report
Name Account# DOA Asstgnod Defence LP Amount LP Data Sys
Client;- Municipal Court
Product. -proludgmentpwwarrsnt
1dajoni^i9,Jorry Raymoo} 5514 05-29-2003 250.00 250.00 0.00 01-01.1901 Active
Downes,Thomas Leo 5515 06-02-2003 250.00 250.00 0. 0 01-01-1901 Active
Rodriguez Jr,Domingo ttM 5542 06-05-2003 200.00 200.00 0.00 01-01-1901 Active
Howard,Dorothy 5x52 06.02-2003 250.00 280.00 0.00 01-01-1901 Active
Roberts,Christina 5572 06-10-2003 280.00 280.00 0.00 01.01-1901 Active
Ray,Dwayne Edward 5894 06-16.2003 250.00 250.00 0.00 01-01-1901 Active
licit,Ronnie Wayne 5902 0C-24-2003 350.00 350.00 0.00 01-01-1901 Active
Flicks,Christie 6924 07-07-2003 200.00 2017.00 0.00 01-01-1901 Active
Hicks,Chrfstio 5925 07-07-2003 250.00 250.00 0.00 01.01-1901 Active
Garcia,Anastasio Tower 6936 07-29-2003 250.00 260,00 0.00 01.01.1901 Active
Striedel,Lewaoda Spout^ 5161 12-12-2003 280.00 280.00 0.00 01-01-1901 Active
Johnston,Randy Lawrrene, 6259 03-10-2004 310.00 310.00 0.00 01-01-1901 Active
Minter,.ferry Douglas 6274 A 04-07-2004 280.00 260.00 0.00 01-01-1901 Active
Rodriguez,Satvadore Flor 63130 A 06.12-2004 280.00 280.00 • 0.00 01-01-1901 Acture
Gitlin.Elva Castro 6004 07-14-2004 310.00 310,00 0.00 01-01-1601 Active
Harrison,Nancy Lynn 8388 A 06-11-2004 280.00 280.00 0.00 01.01-1901 Active
Product Totals 16 Accounts 54.330.00 $4,330.00
Product: postjtettenorit prewarralx
Washington,Danny Curd 5014 09-16-2003 310.00 310.00 0.00 01-01-1901 Active
Woe:troche,Kevin Wayne 6095 11-03-2003 185.00 195.00 0.00 01-01-1901 Active
Cutter,William Gerald 62213 A 03-10-2004 260.00 280.00 0.00 01-UI-1801 Active
Rangel,Claudia Lopez 0257 A 04-07-2004 280.00 280.00 0.00 01-01-1901 Active
Johnston,Citese Thomas 5397 A 09-08-2004 280.00 260.00 0.00 01-014901 Active
Product Totals 5 Accounts $1,335.00 $1,336.00
Client'rotate 21 Accounts $5,665.00 $5,666.00
Grand Totals 21 Accounts $5,865.00 $5,666.00
New Business Report
Report Data Iden 06-13x2005 MVBA Law Firm
Page 1 of 1 1.800-287-0013
•
Date Range.0&01-2005 through 08.31.2005 New Business Report
Product DOR 4 of Accounts laollar Amount
City of Municipal Court
Prejudgment Post�warrent 08-Prejudgment •
9471 2.532,963.75
Postjudgment Poslwarrani 06-03-2005 5497 1,328,0993-16
•Po ljudgment Postwarrarrt 66-02--2005 29317 7,042.205.51
Client Totals 44285 $10,901,255.72
Grand Totals 44285 $10,901,265.72
Page 44 of 49 McCreary,Veselka, Bragg&Men P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 MC.CREARY,VESELKA
Collection of Fines for Municipal Court BRAGG&ALLEN
Attorneys at Law
Sample Invoice
I83.4ice tuber. 1]613 McCreary Ve ,ia Bragg and lien
t is i,:."1
P.O.13ox1310
0033153 City,,f Ro1ndlock.ML TgEEll
revoke Date:9.12t2.908
Accent Dated/ Date Date Paid to Paid To Oar Fte l
Name NumberAcs .,�._ ionated Foil ,t� Client 1 Pee Rai ( Balance
COO'KPI/TEI,ALMATL 4266801 20,t, ci220t16 ix2e2?ttt :,As_.3 0.1-4 743 306 =
SaGs:Pa!tsFri7
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tICIN r.L R.Y2 L 43 1(1.07.01 6124.2036 &2ii 338 Infie2346 419.94 0. 9691 33% ,31.0 tFub
t3UM'I'I,<Mik LL 4082411 s¢8ti336 VZSZY36 L26TU49 MOO 0. 6214 30% 0.
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Sample Monthly Statement
trIcCrouty.V.t;se ka.iitai,4.,&A17=1'C. Statement
IOLTA TRUST ACCOUNT
P.U.Box 1.310 Date
Round Itcs*,TX 78680
712,3007
1 Total Amount Due
. 1 !00371 I
--
Date Invoice Number R lSesrrlptitan Invoice Amount all! Ruttriany Balance
113.0132007 NW#vorns,.OAK,Pol....f$933.3t).77162007.9,28.2007 33_-30 333.30
16,137200? INV 654237.Orifi.Am!,st 37,16.01.16,1/2007-141/13/2007 21601 549.31
113/31/3067 INV#01443.06*. 55403.1 WI6,2007-td.31/2007 54.1111 603.31
1
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Current 31-60 Days 61-90 Days Over 09 Days Total Dm*
270.0.1 53730 0.00 (1.50 3603.3 t
Oar records indieett:these 4Jtvo4ces remain due. Please contact oar office If you hare any yuutinns.
II-900-217-0o1.1 x 248;firma tnafletd@gmvbalaw.cum
• Page 45 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas McCreary Veselka Bragg and Allen,P.C. MOk
RFP P15-051 MCCREAR\,VEsr:[.K4
Collection ofFinesfor Municipal Court P.O.Box 1310 BRAGG&ALJ_EN
P Round Rock,TX 78680 Attorneys at Law
I 866-955-5455- _ _�-."'"'"
Batch Performance/Stairstep Report
0000246 - City of Giddings Municipal Court
Batch Performance Report Report Date: Jun 1,2015
Placements Amounts Collected
Month Year I Number Gross Amount Net Amount I I This Month To Date Recovery%*
May 2009 131 $51,923.30 $51,306.59 $0.00 $24,714.37 47.60
Jun 2009 50 $21,073.00 $21,103.00 $0.00 $5,827.90 27.66
Jul 2009 213 $86,065.20 $85,380.70 $0.00 $32,359.10 37.60
Aug 2009 70 $25,285.00 $24,715.50 $0.00 $12,480.30 49.36
Sep 2009 234 $94,928.60 $93,545.28 $0.00 $38,159.78 40.20
Nov 2009 98 $38,140.70 $37,922.40 $0.00 . $15,553.20 40.78
Dec 2009 81 $29,416.90 $28,564.15 $0.00 $14,360.60 48.82
Jan 2010 99 $42,031.60 $41,535.60 $0.00 $15,474.30 36.82
Feb 2010 1 $299.00 $299.00 $0.00 $299.00 100.00
Mar 2010 150 $60,632.16 $59,622.56 $0.00 $17,150.20 28.29
Aug 2010 202 $82,380.53 $81,239.36 $0.00 $35,403.03 42.97
Feb 2011 219 $92,155.70 $90,888.50 $0.00 $26,475.57 28.73
Mar 2011 500 $1.95,957.71 $193,710.11 $1,129.70 $59,593.72 30.41
Jul 2011 50 $18,591.30 $18,616.30 $0.00 $5,370.30 28.89
Aug 2011 388 $155,714.00 $151,701.55 $0.00 $37,157.55 23.86
Jan 2012 34 $11,532.30 $11,547.30 $0.00 $3,662.10 31.76
Oct 2012 1,013 $387,825.37 $384,565.43 $0.00 $111,356.44 28.71
Dec 2012 225 $92,556.10 $92,141.10 $0.00 $20,902.00 22.58
Jan 2013 173 $72,674.29 $72,767.62 $0.00 $13,517.33 18.60
Mar 2013 13 $7,114.90 $7,114.90 $0.00 $2,486.90 34.95
Apr 2013 78 $34,316.10 $33,512.63 $0.00 $6,697.50 19.52
May 2013 74 $33,365.67 $33,114.37 $0.00 $7,012.14 21.02
Jun 2013 94 $36,372.70 $36,385.20 $0.00 $9,256.78 25.45
Jul 2013 140 $56,278.30 $56,151.30 $0.00 $15,550.30 27.63
Aug 2013 179 $71,873.40 $71,384.39 $0.00 $13,843.33 19.26
Sep 2013 60 $28,305.29 $28,553.29 $0.00 $4,137.67 14.62
Oct 2013 249 $89,297.91 $89,269.41 $0.00 $14,871.04 16.65
Dec 2013 171 $67,133.30 $66,296.43 $0.00 $11,096.50 16.53
Jan 2014 82 $32,845.80 $32,505.80 $0.00 $6,910.90 21.04
Feb 2014 81 $30,312.10 $29,982.43 $0.00 $8,682.73 28.64
Mar 2014 163 $67,113.80 $66,524.36 $0.00 $10,638.70 15.85
May 2014 180 $69,015.31 $69,228.91 $0.00 $10,557.87 15.30
Jun 2014 118 $44,023.20 $44,053.20 $0.00 $4,533.10 10.30
Aug 2014 111 $45,397.95 $45,457.95 $0.00 $7,063.77 15.56
Sep 2014 200 $79,033.63 $77,985.99 $0.00 $10,722.33 13.57
Dec 2014 231 $92,667.77 $92,113.30 $0.00 $6,684.96 7.21
Mar 2015 304 $115,859.64 $1,443.00 $7,340.01 6.34
Page 46 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MON..
RFP P15-051 �4cCrsr.aar,vr et_s,e
Collection of Fines for Municipal Court 13RAGG&ALLEN
E
Attorneys at Ea,
E. COST/FEE CHARGED THE CITY
PROPOSED FEE STRUCTURE
For the collection of delinquent Fines and Fees as outlined in this RFP, MVBA proposes the following as
compensation for professional services rendered:
1. For those Fines and Fees imposed against Unadjudicated Offenses that occurred before June
18, 2003, a fee of zero percent(0%) of the amount collected by the Court on those cases in
which the data files are transmitted to MVBA by electronic media.
2. For those Fines and Fees imposed against Unadjudicated offenses that occurred on or after
June 18, 2003, and for adjudicated offenses regardless of the date of occurrence, a fee of
thirty percent(30%) of the amount of the Fines and Fees collected by the City, as provided
by Article 103.0031 of the Texas Code of Criminal Procedure. MVBA understands all court
costs due the State will be paid first.
3. In the event any case is disposed of by acquittal or dismissal, or if the fine, costs and/or fees are
discharged through performance of community service, credit for jail time served, the
discretionary removal of a collection fee by the Court or pursuant to §45.0491 of the Code of
Criminal Procedure, no compensation shall be paid to MVBA by the City.
FEE CALCULATION
Per statute, thirty percent (30%) of the total amount due the court, may be added to the defendant's case
by the court. The client's court software adds this fee upon the export of a new collection file. Fee
sequence within your software should be set to allocate the collection fee after State fees and Court costs.
Example:
Total outstanding amount before sent to collection vendor:
262.00
x 30% = 78.60 +262.00 =340.60 (Total amount due)
To calculate the fee due the collection vendor, the following formula is used to back out
the fee:
Total amount due and collected:
340.60
x 23.07692% = 78.60 (Total fee due)
Page 47 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas
RFP P15-051 Mccat::.RN,Vesi-:LIA
BCollection of Fines for Municipal Court
Att. `
ttorncrs at Law
M044 -,01.10•111•100
INVOICE CALCULATION
MVBA's collection software, Latitude, automates the calculation of fees due. The same formula used to calculate
fee is programmed within our software and is used in the calculation of fees due on each case collected. MVBA
matches a monthly GL report provided by the court which ensures our invoices always match the fee allocated by
the court system to the penny.
INVOICING FREQUENCY
MVBA is able to invoice the City at the frequency the City requires. At a minimum, MVBA invoices
monthly.
Pay to Court Only
As indicated by this RFP, if MVBA is not accepting direct payments and all defendants are referred to the
Court, MVBA would ask the Court to send a monthly GL report that is easily generated by LT Systems
and breaks down the fee collected on each case and receipted by the Court. This ensures that our balances
always match. An invoice is produced based on this report and sent monthly.
MVBA accepts payment on behalf of the court:
Funds are sent weekly by check or ACH deposit with an invoice (this expedites the ability of our clients
to receipt monies quickly)however, clients are only asked to pay MVBA fees monthly.
At the end of the month, MVBA requests a GL report from the client that breaks down the fee collected
on each case and receipted by the court. This ensures that our balances always match.
A monthly invoice is created that matches the client GL report. Separate columns indicate each
transaction for cases paid MVBA and those paid directly to the Court. This is the invoice used for
remittance purposes and is approved by the client.
MONTHLY REMITTANCE — LATE CHARGES/INTEREST
MVBA asks that our clients submit fees due within 45 days of the receipt of a monthly invoice. Our
accounting department sends reminders via email of any outstanding invoices monthly and a statement is
sent each month identifying any outstanding invoices. MVBA does not charge our clients late fees or
interest penalties due to untimely remittance.
SAMPLE INVOICE
Please see Section D Monthly Reports, page 45 for a Sample Invoice.
Page 48 of 49 McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law
City of Port Arthur, Texas MVIA.
RFP P15-051 MCCREARY,VESELKA
Collection of Fines for Municipal Court BaAGG&ALLEN
Attorneys at Law
ADDITIONAL SERVICES
MVBA is continually seeking opportunities to provide additional services to our clients. Through consistent and
open communication, and by utilizing our technology and staff, we are able to assist our clients with innovative
solutions that help to decrease the City's internal costs and enhance efficiencies.
Specialized Skip-Tracing Services
MVBA recognizes that in certain circumstances, our clients may need assistance in locating defendants who have
not yet been placed for collection. MVBA will provide this information as a service to the Court's City Marshals or
Warrant Officers and/or Court Manger at no charge to the City.
Warrant Round-Up Pre-Collection Mailings
MVBA will handle the mailing of postcards on pre-collection cases on behalf of the Court. MVBA absorbs the cost
of all printing and materials. The Court only need provide a list of names and last address of record. MVBA
provides this service at no charge to the City.
Show Cause Courtesy Notices
MVBA will provide the mailing of courtesy notices of delinquent fines absorbing all costs of material, postage and
production in the mailing of your notices. This service is provided at no charge to the City.
NRVC Letter Processing
MVBA can enhance efficiencies and reduce the time associated with Non-Resident Violators Compact letter
processing. We provide several options for processing. MVBA provides this service is at no charge to the City.
Insurance Verification
MVBA is able to assist the court with the verification of Financial Responsibility submitted by defendants for
dismissal of alleged Failure to Maintain Financial Responsibility charges that are filed. It is understood that all
information provided by the court to MVBA or its employee(s) will be kept confidential and used only for the
purpose of verification. MVBA prefers the transfer of data electronically. We will work with the City to facilitate
the electronic transfer of data. The charge for this service is negotiable.
Collection of Delinquent Utility, Code Enforcement, EMS or Misc Accounts Receivables
When you contract with MVBA for your court collections, be assured that MVBA can also help the City with other
delinquent accounts. Many cities have asked us to help with these collections in addition to their court collections.
MVBA currently represents eighty cities in the collection of delinquent account receivables and six cities in delinquent
EMS collections. The charge for these types of collections depends on the age and volume of accounts submitted and all
fees are on a contingency basis.
Page 49 of 49
McCreary,Veselka, Bragg&Allen P.C.
Attorneys at Law