Long Beach, CA
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File #: 20-0445    Version: 1 Name: LS - Contract w/Unique Management Svcs for collections
Type: Contract Status: CCIS
File created: 5/5/2020 In control: City Council
On agenda: 5/19/2020 Final action: 5/19/2020
Title: Recommendation to authorize City Manager, or designee, to execute a Third Amendment to Contract No. 33533 with Unique Management Services, Inc., of Jeffersonville, IN, to provide continued collection services, in an annual amount of $35,000, with a 15 percent contingency in the amount of $5,250, for a total annual amount not to exceed $40,250, for a period of one year, with the option to renew for one additional year, at the discretion of the City Manager. (Citywide)
Sponsors: Library Services
Attachments: 1. 051920-C-8sr.pdf
TITLE
Recommendation to authorize City Manager, or designee, to execute a Third Amendment to Contract No. 33533 with Unique Management Services, Inc., of Jeffersonville, IN, to provide continued collection services, in an annual amount of $35,000, with a 15 percent contingency in the amount of $5,250, for a total annual amount not to exceed $40,250, for a period of one year, with the option to renew for one additional year, at the discretion of the City Manager. (Citywide)

DISCUSSION
City Council approval is requested to amend contract No. 33533 with Unique Management Services, Inc. (UMS), to continue providing collection services for up to two years.

The Department of Library Services (Library) requires a distinct approach to the recovery of library materials and fines. UMS is a nationwide collection agency that works exclusively with libraries. Their approach to recover overdue materials, fines and fees, without alienating patrons, involves sending letters and making telephone calls to patrons, including patrons who have moved out of state. Soon they will also be sending patrons email notifications. The Library can send real time debt information to UMS through their Library Management System (LMS). This partnership with UMS improves efficiency for staff to focus on providing exceptional public service.

The Library has been utilizing UMS since 2001, as they are the only vendor that interfaces with the Library’s current LMS. Since that time, the Library has seen a return of more than $2.3 million in materials and cash. Approximately 70 percent of the cases processed have responded to UMS collection efforts by returning materials or paying their fines and fees, resulting in a $5.08 return on investment for the Library for every $1 paid to UMS. UMS service includes 150-day “Gentle Nudge” process, consisting of four letters and three calls to the patron or parent/guardian. UMS regularly reviews the effectiveness of contact timing, so as to avoid harassment whi...

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