TOWN OF ARLINGTON VERMONT
REQUEST FOR PROPOSALS (RFP)
Receivables Collection Services for the Municipal Water Department
RFP Issue Date: August 5, 2025
Proposals Due: August 15, 2025
Contract Award: September 8, 2025
Contact Person: Matthew Bykowski
Email: matt.bykowski@arlingtonvermont.org
Phone: +1 978-430-5654
1. Introduction
The Town of Arlington, Vermont, through its Water Department, is seeking proposals from qualified firms to provide receivables collection services for overdue water bills and associated charges. The goal is to improve the timely collection of outstanding receivables while maintaining compliance with all applicable laws, including consumer protection and fair debt collection practices.
- ~$56,306.17 outstanding receivables over 60 days.
- ~$54,945.58 of which is over 120 days.
- ~68 accounts are over 60 days past due.
2. Scope of Services
The selected firm will be responsible for the following:
- Managing collection efforts for delinquent accounts as assigned by the Water Department.
- Providing regular reports on collection activity and account status.
- Ensuring all collection activities comply with applicable state and federal laws, including the Fair Debt Collection Practices Act (FDCPA). Including but not limited to: Vermont Title 24, Chapter 129; Vermont Public Utility Commission: Rule 3.300
- Offering a respectful and professional approach when interacting with customers.
- Providing a secure system for account data transfer and communications.
- Provide a secure system for Town staff to see collections activity for each account.
- Remitting collected funds to the Town on a regular, scheduled basis with documentation.
- Collaborating with Town staff on disputes, payment plans, disconnections, property liens, or legal escalations, as needed.
3. Proposal Requirements
Interested firms must submit a proposal that includes:
- Company Information: Legal name, address, contact person, and general background.
- Experience: Summary of relevant experience, particularly with municipal or utility receivables.
- Approach: Description of your approach to collections, including customer service philosophy and legal compliance.
- Technology: Overview of systems used for managing and reporting on accounts.
- Location: Please define the location of the agents that would handle our accounts (Stateside, Nearshore, Offshore).
- References: At least three municipal or utility clients (preferably in Vermont or similar jurisdictions).
- Fee Structure: All fees and costs, including contingency percentages or flat fees.
- Insurance: Proof of liability and professional indemnity insurance.
4. Evaluation Criteria
Proposals will be evaluated based on:
- Experience and qualifications (25%)
- Understanding of municipal receivables and approach to collections (25%)
- References and past performance (20%)
- Technology and reporting capabilities (15%)
- Fee proposal (15%)
5. Submission Instructions
All proposals must be submitted no later than 4:00PM Eastern Time, August 15, 2025 via:
- Email: matt.bykowski@arlingtonvermont.org (PDF format only)
- Or: Sealed hard copy delivered to:
Arlington Water Department, PO Box 462, Arlington, VT 05250
Attn: RFP Response
Late submissions will not be considered.
6. Terms and Conditions
- The Town reserves the right to reject any or all proposals and to waive any informality.
- The Town reserves the right to negotiate with one or more respondents.
- This RFP does not obligate the Town to award a contract or pay any cost incurred in the preparation of a response.
7. Questions
Questions regarding this RFP must be submitted in writing to Matthew Bykowski at matt.bykowski@arlingtonvermont.org by August 12, 2025.
Thank you for your interest in serving the Town of Arlington, Vermont.