Assessment Services

The vendor is required to provide assessments by mail or electronically for the department of budget and fiscal services, division, city.
1. Programming, design, and graphic artwork.
•    Develop, convert, and prepare digital text files of property notices of assessments (NOAs) for mailing derived from information provided by the city. 
•    Graphic artwork shall consist of all development and design. 
•    Provide all rendering and samples prior to starting work. 
•    Proof editing management. e. advanced programming experience with text files that will successfully design and produce unique assessments. 
•    Transfer files via file transfer protocol (ftp) site. 
•    Mail merge from text files 
•    Perform presort automation services for optimum united states postal service (USPS) rate.
•    Perform national change of address (NCOA) mailing service for optimum USPS rate. 
•    Generate spreadsheet containing assessments information with email notifications to large land owners to view and download this spreadsheet from the document presentment site. 
•    Provide individual portable document format (pdf) of each notification on an external hard drive provided by the city as an archive. 
•    Create pdf of assessments in folder – 1000 per file, labeled with first and last name and TMK. 
•    Reporting services.
o    Utilize 2d marker for accounting and tracking purposes
o    Reporting notification distribution
o    Reporting postage
2. Printing services
•    Printing shall be based on standard 8.5” x 11” standards stock white paper. 
•    The event other sizes, stock, and color of paper is required, the contractor shall provide an itemized fixed price quote to the requesting agency. 
•    The requesting agency shall approve and issue a do to execute order
o    Document – must be easily understandable. 
o    Front-side content must be clear and easily interpreted by both people and optical character recognition (OCR) systems. 
o    If a barcode is damaged or unreadable, the contractor is responsible for using OCR-scannable font to ensure compliance with postal and city regulations. 
o    Paper – must be high quality. 
o    Cut sheet: 24# sheet 8.5” x 11” laser compatible bond
•    Printing shall be standard black. 
•    Secondary or tertiary ink colors may also be used for specific types of information. 
•    Printed documents shall be folded horizontally to fit in the outgoing envelope and prepared for mailing, if required. 
•    Assessments must be laser-printed. 
o    Front of form – the address information, tax map key (TMK), and “x” if it contains a home exemption must appear visibly and fit into the window of the envelope specified herein when folded and placed into the envelope. 
o    The TMK shall be printed above the postal bar code. 
o    Back of form – there must be at least 3/8” clear space across the top of the form, 1/2" clear space across the bottom of the form, 1/4" clear space on the left margin, and at least 1/2” clear space on the right margin of the form.
3. Multipage documents, inserting, affixing adequate postage, mailing and delivery.
•    Standard trifold document shall be included in a custom no.10 envelope with window. 
•    All multipage document sets shall be collated. 
•    Insertion for unfolded documents shall include a standard 9 x 12 adhesive envelope. 
•    The contractor shall place domestic real property assessments in outgoing envelopes with specified indicia and bundle envelopes for mailing and to ensure that the envelopes are in zip code sequence in order to take advantage of presort first-class rates for domestic mail. 
•    The contractor shall place householding and international foreign real property assessments in outgoing envelopes or packaging without indicia, affix proper postage, bundle, and mail. 
•    The city shall make postage payment prior to each mailing. 
•    The contractor shall notify the city with estimated postage due after the contractor receives .lis file. 
•    Provide "householding" of notices by address, which shall include:
o    Application of optical mark recognition (OMR) marks to ensure quality for insertion or 2d marker. 
o    Further separation by number of pages. 
o    Printing and applying of labels. v. 10” x 13” catalog envelopes. 
o    Packaging for large quantities of assessments. 
o    Mailing by "count" order.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 20, 2025