| Collection Contract Effective 2006 |
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| Collection Contract Details |
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The following documents make up the statewide collection contract:
Original RFP (pdf): Contains contract requirements by section number.
Amendment 1 (pdf) effective July 1, 2006: Modifies language regarding 2% contract compensation adjustment for direct payments.
Future amendments, if required, will be posted to this website.
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| Purchase Order Requirements |
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Once an agency has selected a new contractor, they must submit a Purchase Order with the required elements from section I.4 of the new contract (pdf). A sample Purchase Order (pdf) is available to provide agencies an example of what the Purchase Order should look like when it is completed.
If your agency uses a different document to procure goods or services, you may use that document but it must identify all of the elements found within section I.4 of the contract.
Banking Codes
Agencies need to follow the PCF ACH Setup Procedures (pdf) provided by the State Treasurer's Office to acquire the proper banking codes as required on the Purchase Order. Anyone with questions about the ACH requirements or what to expect on the Treasury statements should contact Sharon Prentice or Rhonda Bachmann at the Treasury office.
Data Encryption
Agencies are also highly encouraged to use data encryption and password protection on all files sent between agencies and contractors. The Enterprise Security Office has stated that due to the nature of the information being passed between parties under this contract that consumer information should be protected when files are being sent either on disk or by email. The use of secure FTP sites as well as secured websites is appropriate.
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| Forms |
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Below are a variety of forms for use under the Collection Contract.
The Roles and Responsibilities (pdf) document describes the general responsibilities of agencies, contractor, and DAS. This is not an all inclusive document, refer to the Original RFP for a complete list of contract requirements.
State Agencies and ORCPP members
This Purchase Order Agreement (pdf) is the latest recommended version (revised 5/10/06). It provides descriptions of the various required elements from the Statewide Collection Contract.
The Account Assignment Worksheet (pdf) is designed to assist agencies with the calculation for assignment of accounts when the cost of collection is added. ORS 293.231 (12) allows agencies to add the cost of collection when using a Private Collection Firm.
To report violations of the contract, agencies should use the PCF Contract Issue Form (pdf). This form must be filled out completely and submitted to the DAS SWARM Coordinator.
Private Collection Firms
Sample VCAF Quarterly Report (xls)
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| Vendor Responses |
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Also available are vendor responses to the prior RFP for each of the awardees. These booklets provide great insight and information on each entities´ business practices. Each document includes business philosophies, sample reports, sample collection letters, etc. Copies of these booklets are available for your examination at:
Statewide Account Receivable Management - State Controller´s Division
Located on the Third Floor - DAS Executive Bldg., 155 Cottage St. NE, Salem
[Please ask for Gerold Floyd]
Purchasing Section - DAS State Procurement Office
Located on the Second Floor - DAS East, 1225 Ferry St SE, Salem
[Please call Tim Hay @ (503) 378-4650 for an appointment]
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