Tax Bill Printing Services

The vendor is required to provide the design and creation of the tax bill document, ensuring compliance with all local, state, and federal regulations, as well as printing and mailing services.
- The vendor is responsible for meeting the following specifications in the development, printing, and preparation of tax bills:
a. 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 (e.g., property taxes, school taxes, etc.)
• Instructions for payment (including acceptable payment methods)
• Contact information for the tax collector's office for inquiries
• Forms shall allow for user configurable return addresses to appear on each taxing jurisdiction
• The form shall integrate the required information provided from the RPS file.
• The county will provide the rps160file.
b. Printing specifications:
• The vendor must 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 bills 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.
• The vendor should make the county aware if they are able to include a bar code for tracking and processing purposes on the tax bill.
• Use of color paper - color choice will be that of the individual tax collector.
• Tax bills must be folded
• Tax bills must be inserted into envelope.
• Provide #10 double window envelopes that allows for return address of tax collector to be viewed.
• provide ability to include additional inserts in the envelopes.
a. Information for inserts will be electronically forwarded to the vendor for printing and inserting along with the tax bill.
b. Preparation and mail services:
• mail the tax bills through united states postal service (USPS) first-class mail within two business days of completion of printing.
• Maintain confidentiality and adhere to all privacy regulations regarding the handling of residential tax information.
• Provide a tracking report detailing the volume of tax bills printed and sent for audit and verification purposes that can be broken down by municipality and tax jurisdiction. d. Technological capabilities:
• 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.
c. 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 mailing processes.
• Conduct bi-weekly progress meetings with county officials during the project duration.
- Contract Period/Term: 12 months
- Questions/Inquires Deadline: March 20, 2025