The vendor is required to provide shall consist of accepting a data file transmission from the city via e-mail or ftp server.
- Administration will include, but will not be limited to: postal process the file down to enhanced carrier route presorts, laser print invoices, fold invoices, include courtesy reply envelope, insert into an outbound envelope, and prepare mailing for post office.
- Deliver mailing to the post office.
- Accept a data file transmission from the city via e-mail or ftp server for tax bill services and create and transmit pdfs of entire print job to the online payment processor.
- The service provider will provide reports.
- The service provider will maintain frequent personal contact via telephone, email, and visits with the tax collector, as needed to coordinate all information, actions, and decisions.
- Requirements
• Accept a data file transmission from the city of via e-mail or ftp server.
• Laser print invoice on 8.5” x 11” sheet, single sided in color and paper micro perforated at remittance stub with QR code that links to the customers online/mobile payment portal.
• URL must include taxpayer account number or parcel id for auto population.
• Scan ability on iOS and android devices.
• Fold invoice and insert into a #10 outbound envelope.
• Insert #9 courtesy reply envelope into #10 outbound envelope.
• Prepare mailing for post office.
• Deliver mailing to post office and pay for postage at lowest bulk rate for first-class mail.
• Must print, insert, and mail bills from the same facility.
• Must provide city with proof of mailing affidavits with each billing.
• Must have the ability to offer electronic bill presentment and payment services.
• Service provider will utilize county postal software, for example national change of address (NCOA), to ensure city receives the lowest possible postage rate.
• Service provider has the capability to pull desired bills and amount due exclusions from the mailing provided the city has given the service provider notification on acceptance of the invoice run.
• Company will correct the incomplete addresses prior to mailing to reduce or eliminate returned mail, and, upon request, will provide a report stating all incomplete addresses in the file.
• Company will provide an on-demand program that allows the city to reprint exact replicas of bills on demand that has no licensing restrictions.
• Company must have significant experience printing bills with one-tax software.
• Company will agree to a uniform per piece rate across all bill types regardless of volume.
• Selected service provider will confirm bill count and total dollar value with city prior to running job and service provider will email specifically requested and designed samples of approximately 10 invoices to the city of prior to running job.
• Intelligent mail bar (IMB) code printed on statement or envelope
• Ability to provide pdf to online service provider
• Ability to get everything in order to mail out tax bills to customers by July 14th, 2025 20.
• Ability to turnaround job within 5 business days.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 03, 2025