Property Tax Bill Printing and Mailing Bid - Q&A as of 04.30.21 (opens in new window

Description

Tax Bill Printing and Mailing Questions Received as of April 28, 2021 1. Is there a specific order for the tax bill copies or is that established by the tax collector? The tax bill copies should be in a searchable PDF format listed in parcel number order. 2. In regards to the turn around and proofing. The bid states the tax bill data file will be provided seven days prior to the 30th which would be the 23rd and that is the same day that proofs are requested to be returned. Can that file be provided sooner? Yes, the file should be able to be provided earlier than June 23rd to provide sufficient time to proof. If we are not able to provide earlier, we would allow 24 hours to return the proofs for approval. 3. Are the calculations done and then provided in the data file being given to the vendors? The exact County file will be given to the vendors with no changes and the vendor will be required to remove the unbillable “0” parcels and any listed as exempt properties that should not receive tax bills. The vendor will be responsible for the calculation of the tax bill and installments. 4. Will the tax collector mailing address, contact info, and sitting hours be contained in the data file? No, the tax collector information will be provided separately. 5. Blank Form Clarification - Vendors not Using Preprinted Forms Blank forms will have to be provided per tax collector for each municipality. 6. Bar Code Clarification Bar Code should be provided using the parcel number for the format. 7. Type of printer and clarification regarding printing the tax bills. Printing of the bills should be at least 300 x 300 dpi printing. It is not as relevant as to what type of printer is used. 8. Back up Equipment Clarification The District needs to know that you are able to accommodate printing of the tax bills and have a back-up plan in the case of an emergency where something happens at your facility to impede the process. An Emergency Response Plan of sort would be required. 9. Clarification for tax bills being folded, sealed and mailed. The tax bill and supporting pages (up to 4 total pages double sided) will be folded and stuffed together in the same envelope for mailing with no return envelope. To be clear, the additional pages, just as the tax bill, will be specific to the municipality. 10. Will the postage be prepaid? Yes, the District will prepay the estimated postage with a reconciliation of actual postage to be completed at final invoicing. 11.