Skip Tracing 101 and the New Statewide Price Agreement

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2. Topics. What is skip tracing?Why should I use skip tracing?Sources of skip tracing?What type of information is available from skip tracing?Where does the information come from? Legal requirements. 3. Topics (cont.). New Statewide Price AgreementPurchase order requirementsBuyer requiremen

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Skip Tracing 101 and the New Statewide Price Agreement

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1. Skip Tracing 101 and the New Statewide Price Agreement Presented by: State Controller’s Division in collaboration with the State Procurement Office Date: August 12, 2009

2. 2 Topics What is skip tracing? Why should I use skip tracing? Sources of skip tracing? What type of information is available from skip tracing? Where does the information come from? Legal requirements

3. 3 Topics (cont.) New Statewide Price Agreement Purchase order requirements Buyer requirements Price Agreement term Pricing Reports Agency resources

4. 4 What is skip tracing?

5. 5 Why should I use skip tracing? Skip tracing is a tactic used when you are having a very difficult time finding someone. This could be for a number of reasons. Sometimes the person does not want to be found, and has covered their tracks very well. Other times, the individual has no idea they are being looked for and their information has not been updated. The most common reasons people employ skip tracing is to recover debts, bail bonds, seeking child support, missing or lost relatives or loved ones.

6. 6 Why should I use skip tracing? (cont.) Public sector agencies may use skip tracing for collection purposes, application processing, background checks, distribution of benefits or unclaimed property. Any need to obtain information about a person or business is a reason to use skip tracing as part of your procedures.

7. 7 Sources of skip tracing Free internet sites 411.com blackbookonline.info skipease.com faa.gov yellowbook.com Government public records (licensing agencies, business registrations, etc.) Fee based companies (statewide contract or agency specific contracts)

8. 8 What type of information is available from skip tracing? Some examples of skip tracing include: Address (current and history) Telephone (current and history) Associated individuals (roommates, neighbors, relatives) Public records (bankruptcy, judgments) SSN related information (state, multiple entries, deceased, etc.) Credit report header or full report (when allowed under permissible purpose of Fair Credit Reporting Act (FCRA) Possible employment history Professional licenses Assets (aircraft, watercraft, real estate)

9. 9 Where does the information come from?

10. 10 Legal requirements Section 804 of the Fair Debt Collection Practices Act states: Any debt collector communicating with any person other than the consumer for the purpose of acquiring location information about the consumer shall— (1) identify himself, state that he is confirming or correcting location information concerning the consumer, and, only if expressly requested, identify his employer; (2) not state that such consumer owes any debt; (3) not communicate with any such person more than once unless requested to do so by such person or unless the debt collector reasonably believes that the earlier response of such person is erroneous or incomplete and that such person now has correct or complete location information; (4) not communicate by post card; (5) not use any language or symbol on any envelope or in the contents of any communication effected by the mails or telegram that indicates that the debt collector is in the debt collection business or that the communication relates to the collection of a debt; and (6) after the debt collector knows the consumer is represented by an attorney with regard to the subject debt and has knowledge of, or can readily ascertain, such attorney’s name and address, not communicate with any person other than that attorney, unless the attorney fails to respond within a reasonable period of time to the communication from the debt collector.

11. 11 New Statewide Price Agreement The Department of Administrative Services initiated an Request for Proposal (RFP) for statewide skip tracing, locate services and credit reporting services. This will allow all State Agencies and Oregon Cooperative Purchasing (ORCPP) members or (Authorized Purchaser) (AP) access to services to assist in activities such as application verification, background checks and debt collection. In order to procure services under the contract, each agency must issue a purchase order (or other similar procurement document).

12. 12 Purchase order requirements Under the statewide price agreement, the following items must be included on each purchase order: THIS PURCHASE IS PLACED AGAINST STATE OF OREGON SOLICITATION #102-1471-08 AND PRICE AGREEMENT # (ORDERING ORGANIZATION WILL INSERT PRICE AGREEMENT #). THE TERMS AND CONDITIONS (T'S & C'S) CONTAINED IN THE PRICE AGREEMENT APPLY TO THIS PURCHASE ORDER AND TAKE PRECEDENCE OVER ALL OTHER CONFLICTING T'S AND C'S, EXPRESS OR IMPLIED. Service renewal date Invoicing format requirements (electronic or paper). If electronic, the invoicing format also must include the preferred application (Excel, Access, Word, etc.) Usage report format requirement (electronic or paper). If electronic, the usage report format also must include the preferred application (Excel, Access, Word, etc.) Contractor’s product name and price per hit or user fee that Authorized Purchaser is authorizing access to purchase. Preferred method of accessing Contractor’s product, website search or batch processing.

13. 13 Buyer Requirements AP’s shall establish an administrator to authorize new users and confirm access rights. Security- AP’s must meet specific security protocols to access specific databases. Permissible Purpose Document- Each vendor may require the agency to specify the permissible purpose for accessing certain types of data, this is to comply with federal and industry regulations. Security: DAS SPO must confirm that the Authorized Purchasers have the capability to comply with the security requirements and that the received information is maintained “in a locked and secured environments,” as required by the Price Agreement. When Price Agreement is released please review the following Sections 10.8(i) the same will apply to the requirements of Sections 10.8(ii), 10.8(iii), and 10.8(iv) These requirements parallel those already in place to implement the Oregon Consumer Identity Theft Protection Act, ORS 646A.600 to 646A.628, that are contained in the Price Agreement, Sections 2.0 to 2.8 of the Statement of Work. Permissible Purpose Documents: Each of the Price Agreement(s) will have attachments that the Authorized Purchaser will need to complete. Security: DAS SPO must confirm that the Authorized Purchasers have the capability to comply with the security requirements and that the received information is maintained “in a locked and secured environments,” as required by the Price Agreement. When Price Agreement is released please review the following Sections 10.8(i) the same will apply to the requirements of Sections 10.8(ii), 10.8(iii), and 10.8(iv) These requirements parallel those already in place to implement the Oregon Consumer Identity Theft Protection Act, ORS 646A.600 to 646A.628, that are contained in the Price Agreement, Sections 2.0 to 2.8 of the Statement of Work. Permissible Purpose Documents: Each of the Price Agreement(s) will have attachments that the Authorized Purchaser will need to complete.

14. 14 Buyer Requirements (cont.) AP’s shall pay Contractor within 30 days after receipt of invoice for services provided. If an invoice remains unpaid for over 60 days the Contractor may terminate the rights of that specific AP to continue to access the system.

15. 15 Contract Term The statewide price agreement shall be in effect for a period of two years, with an option to extend for a total of five years. Reminder- purchase orders must be renewed by the service renewal date during the term of the contract.

16. 16 Pricing Products available under the statewide price agreement are available based on a price per search or a price per hit fee structure. For a price per hit product, there is no fee if no new information is provided for the search. Refer to the price agreement exhibits for contractor product descriptions, pricing and fee structure. The product pricing information will be posted on ORPIN for all AP’s to view and use.The product pricing information will be posted on ORPIN for all AP’s to view and use.

17. 17 Reports Contractor shall provide an invoice monthly that include a minimum: Product Name Total number of hits or searches Price per hit or search Total product charges Agency invoice total for all products

18. 18 Reports (cont.) User Reports- Accompanying the invoice, Contractor shall provide a usage report containing the following: User ID of staff who performed searches. Last 4 digits of the SSN or other inquiry information used in search. Date and time of each search Type of search (product) requested

19. 19 Agency Resources Statewide Accounts Receivable Management Website: http://oregon.gov/DAS/SCD/SRS/SWARM_main.shtml Oregon Accounting Manual: http://oregon.gov/DAS/SCD/SARS/oam_toc.shtml Oregon Procurement Information Network (ORPIN): http://orpin.oregon.gov/open.dll/welcome

20. 20 Questions

21. 21 Contact Information Gerold Floyd, State Controller’s Division Statewide Accounts Receivable Management Coordinator 503-378-3156 X231 [email protected] Tim Jenks, State Procurement Office OPBC State Procurement Analyst 503-378-4778 [email protected]

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