Printing and Mailing Tax Bills and Notices Services

The vendor is required to provide that Printing and Mailing Tax Bills and Notices Services of the annual real property tax bills and notices for the 2025 tax year.
- 30,000 tax bills with one (1) mailing envelope and two (2) return envelopes
- One unit consisting of: tax bill printed on 8 ½” x 14”, 24# white bond paper, two color ink on face with shading with two full horizontal perforations that signify two 3-inch payment stubs; laser or preprinting on face; print on one-half of back; one standard #10 mailing envelope glassine window with one color face, one version; two standard #9 return envelopes, one color face, one version.
- 15,000 tax notices with one (1) mailing envelope one unit consisting of: tax notice printed on 8 ½” x 11” white bond paper, 2 color ink (red and black) on face with shading; print on one-half of back; no perforation; laser or preprinting on face; one standard #10 mailing envelope glassine window with one color face, one version; no return envelope
- 2,000 (approx.) blank forms (approx.
- Pre-printed blank tax notice and / or bill forms for printing of duplicates on demand with pre- pint on back.
- Provided on an as needed basis to replenish in-house stock.
- 50,000 8 ½ “ x 11” perforated paper g. perforated paper with a three-inch stub at the bottom. perforated paper shall be provided on an as needed basis to replenish in-house stock.
- 10,000 (approx.) envelopes
-  Identical #10 mailer envelopes with a glassine window used to do the mass tax bill / notice mailing.
- Provided on an as needed basis to replenish in-house stock.
- Data print and mail within a 10–12-day time frame
- As an e- mail attachment or provide a ftp site for upload of data file
- Provide two sets of proofs before final production:
(1) Lithograph proof: actual lithography printed on 24# paper and
(2) Data proof: borough data produced from data file.
- proofs shall be sent directly to the borough’s project manager.
- The input file through coding accuracy support system c.a.s.s. certified software to secure lowest postal rates.
- Provide IMB trace for all mail pieces produced.
- Provide a NCOA report from the USPS with forwarding addresses.
- Create two forms; a tax bill and a tax notice.
- Contain up to four different font sizes and selections.
- The ability to print a machine-readable type “a” font optical character recognition (OCR) line on the tax bills for scanner processing.
- A specific location on both payment stubs.
- Tax bill and tax notice shall be folded and inserted into the outgoing envelope.
- Two #9 return envelopes shall be inserted with the tax bills only.
- The outgoing envelope (company imprinted) is sealed, trayed, tagged and delivered to the post office on the scheduled mail date.
- To multi-stuff more than one bill per envelope applicable.
- Provide a mailing report that includes property owner name and address and a volume report broken down by zip code within ten days of mailing out tax bills and notices
- Provide pdf copies (electronic) of all bills and notices sent to the borough immediately after bills and notices have been mailed.
- Provide a listing and associated costs of any value-added products or services not included in these requirements.
- Flexible to accommodate the borough’s need to change from the existing tax system to a new system that should occur sometime during this contract.
- Mailing requirements for tax bills/notices
• All forms reviewed by a USPS mail piece design analyst to guarantee processing on postal service automated equipment.
• All postal regulations for printing and mailing to assure best possible postage rates for department.
• Tax bills and notices shall be mailed first class unless the weight of the envelope requires a priority rate.
• Mailers and return envelopes shall be barcoded to meet zip+4 requirements.
• Responsible for additional postage if barcoding is not readable by the USPS.
• Provide verification of mailing including a report of the number of pieces mailed.
• A budget of less than $12,500.00 for completion of this project.