Tax Bill Printing Services

The Vendor is required to provide for the development, printing, and preparation of tax bills for the upcoming fiscal year(s).
- This will include the design and creation of the tax bill document, ensuring compliance with all local, state, and federal regulations, as well as printing and packaging services.
- Work closely with County officials to ensure accuracy and efficiency in the delivery of tax bills to residents.
- Design and content requirements:
1. Produce a user-friendly, clear, and professional tax bill layout that includes the following components:
• Property owner’s name and address
• Tax parcel identification number
• Tax due dates and amounts
• Breakdown of different tax categories (property taxes, school taxes, etc.)
• Instructions for payment (including acceptable payment methods)
• Contact information for the tax collector’s office
• Forms shall allow for a user-configurable return address to appear on each taxing jurisdiction
• The form shall integrate the required information provided from the RPS file
• The county will provide the rps160 file
2. Compliance with the state department of taxation and finance requirements for tax bill formats is required
- Printing specifications:
• Provide a final tax bill form and testing to ensure proper placement and alignment on the form
• For each municipality, the vendor will make available for download the test bills so the county can retrieve, print, and review the test bill for accuracy, including specific bills as requested
• Tax bills must be printed on 8.5” x 11” high-quality paper stock (at least 20lb.) with secure printing techniques to prevent fraud and ensure readability
• Make the county aware if they can include a bar code for tracking and processing on the tax bill (not a requirement for town/county bills)
• Tax bills must be folded (trifold for letter envelope)
• Tax bills must be inserted into the envelope
• Provide #10 double window envelopes (or equivalent envelope) that allow for the return address of the tax collector to be viewed
• Provide the ability to include additional inserts in the envelopes (not a requirement for town/county bills)
• Information for inserts will be electronically forwarded to the vendor for printing and inserting along with the tax bill
- Technological capacities:
• Provide a secure electronic platform (preferably web-based) for the inputting of each taxing jurisdiction’s user-configurable information and processing requirements for their tax bill in a way that supports efficient, customized tax bill printing and collection
• Provide for data upload and download to allow for proofing prior to printing – proofs shall be in pdf format and exactly replicate each printed bill
• Shall be capable of providing electronic pdf versions of the tax bills for the county’s website and for records purposes
• Supply ongoing technical support for any issues that may arise during the printing and distribution phase
- Project management:
• Designate a project manager who will serve as the primary contact between the vendor and the county
• Provide a clear project timeline with milestones for the development, print, and preparation processes
• Conduct bi-weekly progress meetings with county officials during the project duration
- Quality assurance:
• Implement rigorous quality checks at every stage of the project to ensure accuracy and compliance with specifications
• Provide samples of tax bills for county approval prior to mass printing
• Facilitate a post-project review to assess the effectiveness of the process and implement improvements for future projects
- Customer support:
• Offer dedicated customer support to address any issues or questions from county personnel throughout the project
• Provide a clear complaint resolution process for any discrepancies in bill delivery or content.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 03, 2025