Accounts Receivable Debt Collection Management Software El Paso County, Texas

The El Paso County, Texas is seeking proposals for an Accounts Receivable Debt Collection Management Software to assist in collecting outstanding fines, fees, and costs. The scope of services includes financial recovery debt software services for a four-year contract term with three one-year options to renew. The software must be able to integrate with Tyler Technologies Odyssey, the County's court and justice case management software. The vendor must demonstrate their ability to provide immediate and consistent efforts in collections, remit monies collected on behalf of the County in a daily manner, and demonstrate successful past results. Key features of the software include: • Ability to integrate with Tyler Technologies Odyssey • Real-time syncing of financial and party data • Configuration of security roles to manage user access • Ability to create and manage collection payment plans • Automatic generation of billing statements and reports • Compatibility with Odyssey • Ability to modify due diligence workflow as needed • User-defined adjustment types/codes with multiple user-defined security levels • Ability to add, update, and maintain demographic, financial, and employment data on each debtor • Recognition of profile duplicates and automatic merging with existing profiles • Ability to bookmark cases or view case history • Creation of caseloads and assignment of accounts to individual collectors • Ability to transfer a caseload from one collector to another • Creation of payment plans based on a fixed monthly amount, a set payoff time period, or fully customizable non-fixed monthly amounts • Creation of non-monetary plans, such as community service hours • Generation of initial payment plan notifications and calculation of interest on unpaid balances • Ability to increase balances by additional collection percentages and receive payments to meet minimum accounting standards • Creation and monitoring of multiple payment plan types • Setting of multiple due-diligence campaigns based on account type • Keeping track of critical events • Restoration of prior statuses, addition of new follow-up dates, and logging of all changes in the system • Application of payments on accounts • Automatic or manual distribution of payments to any or all fees and fines owed • Excuse or postponement of delinquencies and documentation of the action for future reference • Alerting when promised payments are missed or short-paid • Triggering on-demand follow-up communications and/or payment reminders • Ability to trigger batch notices or a single notice to be printed from any network printer • Allowance for user customization of invoices, statements, payment notices, and past due notices in printed or electronic format • Ability to screen notices before printing • Allowance for manual modifications to accounts/cases at user level or by local system administrator • Ability to fix accounts/cases at user level or by local system administrator • Ability to flush/disconnect users from the system by local system administrator • Entry of notes in the system in either free-form or by utilizing user-configured notes or shortcuts • Provision of account inquiry via name, case number, last name, and date of birth, SSN, phone number, and email address • Vendor system capable of splitting one account for the same party or between two different parties to properly address civil cases • Linking and setting up a single collection plan for multiple cases for the same person • Consolidation of accounts under one collection plan while retaining the details of each separate account • Tracking and reporting of joint and split account information and provision of the ability to bill multiple parties for the same debt and track as one amount owed • Provision of fields for basic debtor information, including name, full address, DOB, case number, SSN, home, work, and/or cell/pager number, employment information, alias information, and email address • Provision of all fields identified above for references/contacts related to the debtor • Automatic generation of billing statements in printed and electronic format • Allowance for assessments and collections to be tracked by line item • Daily monitoring functions, including contact information updates, automated desktop workflow, delinquencies, payment alerts, contact information changes, etc. • Flagging of delinquent accounts when an account crosses an aging threshold set by the County • User-configurable business rules, such as aging periods and collection action thresholds • Provision of a full-time representative assigned to the County and available to address and remedy day-to-day issues • Provision of a management-level staff member to meet with the County representative within 24-hour notice • Provision of training to the County at no additional cost, should new features be added or created • Assurance of compatibility of the County's data files and transmittal source to the vendor's computer system • Return of all data files in the vendor's possession upon termination of the written agreement between the vendor and the County • Assurance that all data is transferred in a format compatible with the County's system, at no cost to the County • Due diligence, including automated reminder and/or past due notifications, such as letters, phone calls, texts, emails, and circulars • Reporting, including generation of multiple reports for auditing purposes, such as number of cases entered into the system, collection aging reports, active cases, delinquency reporting, satisfied/closed cases, payment plan success rate by type, number of calls and/or notices triggered by the system, amount assessed, dollar amount collected, collection ratios, liquidation percentage, total outstanding balance for all cases in the vendor's database, aging reports, caseload performance reports, system performance reports, credit for time served, and accounts based on sentence date • Electronic bill payment platforms, including autopay, self-service portal, online quick pay, mobile application, pay-by-text, pay-by-email, and interactive voice response payments • Remittance of funds to the County, including reporting of gross receipts, description of remittance practice, and provision of a daily remit file • Bid proposal format, including organization, table of contents, response format, and clarity • Required responses, including vendor information, experience, and certifications • Cost/fee charged to the County, including pricing, methodology, and description of costs • Proposal evaluation, including criteria, points, and ranking • Contractor investigation, including site visits and verification of information • Estimated quantities and accuracy of data, including quantities and data provided • Pricing, including breakdown, unit prices, and payment terms • Alternate offer, including acceptance of alternative proposals • Delivery and shipping, including delivery terms and freight charges • Communications, including direction of communications and contact information • Contractual requirements, including contract terms, payment terms, and termination • Certifications, including debarment, suspension, and other responsibility matters, drug-free workplace, federal debt status, and nondiscrimination statutes • Conflicts of interest, including disclosure of interested parties and conflicts • Health insurance benefits, including provision of health insurance benefits to employees • Certificate of interested parties, including disclosure of interested parties and submission of Form 1295 • El Paso County signature page, including signature and acknowledgement of requirements • RFP checklist, including completeness and accuracy of proposal