1-26-13-5213 As Needed Printing of Tax Notices.pdf

Forsyth County Procurement Department

514 West Maple Street, Suite 104 Cumming, GA 30040 | Phone 770.888.8872

Invitation to Bid Bid No: 26-13-5213

As Needed Printing of Tax Notices

Forsyth County Board of Commissioners

Cumming, GA

Closing Date and Time:

October 16th, 2025 , 2:00 pm

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INVITATION TO BID NO. 26-13-5213

The Forsyth County Board of Commissioners is soliciting competitive bids from qualified service providers for the following services generally described as the routine operation, repair, or maintenance of existing structures, buildings, or real property and more specifically described as:

Forsyth County is soliciting competitive quotes from qualified vendors for the printing, postage, and shipping of tax-related notices from the Tax Assessor's Office for a three-year term, beginning January 1, 2026, and ending December 31, 2028.

Forsyth County uses a procurement portal powered by EUNA Procurement formerly Bonfire Interactive (“EUNA”) for accepting and evaluating bids, statements of qualification, and proposals digitally.

Bids shall only be accepted online through EUNA.

Any proposal submitted in any other form (email, paper, fax, mail, etc.) will not be accepted for any reason.

Bids are due by 2:00 P.M. (Local Time) on October 16th, 2025.

Bids will be publicly opened and read aloud at 2:30 P.M. (Local Time) on October 16th, 2025, at Forsyth County Procurement Department, 514 W. Maple St. Suite 104, Cumming, GA 30040 and via Microsoft Teams (visit County Procurement portal for login).

All bids must remain valid for a minimum of 120 days after the actual date of the opening.

Award of the Bid will be made at a later date. Forsyth County reserves the right to reject any or all bids, to waive technicalities, and to make an award deemed in its best interest. Bids may be split or awarded in entirety.

Mikaela Chadwick Procurement Agent I

To Web: September 8th, 2025

INVITATION TO BID

Bid No: 26-13-5213

Date Issued: September 8th, 2025

For: Forsyth County is seeking bids from qualified bidders, to provide printing, postage, and shipping of tax-related notices from the Tax Assessor's Office in accordance with the terms, conditions, and specifications contained in this Invitation to Bid (ITB)

Deadline for Receiving Sealed Bids 2:00 p.m. (EST) Thursday, October 16th, 2025

Bids will be opened at: 2:30 p.m. (EST) Thursday, October 16th, 2025 Procurement Department 514 West Maple Street, Suite 104 Cumming, GA 30040

No Questions will be accepted after:

2:00 p.m. (EST) October 2nd, 2025

All questions are to be asked via EUNA under Opportunity Q&A No questions are to be asked outside of EUNA

Sealed bids will be opened at the time, date and place shown above. Award of Bid will be made later pending evaluations of all bids submitted.

Interested parties may login to EUNA to obtain the bid tabulation.

https://www.forsythco.com/Departments-Offices/Procurement/Bids-Results

TABLE OF CONTENTS

INVITATION TO BID

SECTION 1. INTRODUCTION AND INFORMATION

SECTION 2. SOLICITATION TERMS AND CONDITIONS

SECTION 3. TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES

BID SCHEDULE

REFERENCES

NON-COLLUSION AFFIDAVIT

CONTRACTOR AFFIDAVIT AND AGREEMENT

SOLICITATION CERTIFICATION

ADDENDUM ACKNOWLEDGEMENT

SECTION 1. INTRODUCTION AND INFORMATION

1.1 Purpose

Forsyth County is seeking bids from qualified, experienced, and licensed firm(s), hereinafter referred to as the Contractor or Bidder, to provide As Needed Printing of Tax Noticed, in accordance with the terms, conditions, and specifications contained in this Invitation to Bid (ITB).

1.2 Nondiscrimination

The Forsyth County Board of Commissioners is committed to compliance with Title VI of the Civil Rights Act of 1964 and all related regulations and directives.

Forsyth County assures that no person shall on the grounds of race, color, or national origin, as provided by Title VI of the Civil Rights Act of 1964, and the Civil Rights Restoration Act of 1987 (P.L. 100.259), be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity. Forsyth County further assures that every effort will be made to ensure nondiscrimination in all of its programs and activities whether or not those programs and activities are federally funded. In addition, Forsyth County will take reasonable steps to provide meaningful access to services for persons with Limited English Proficiency. When Forsyth County enters into a contract with another entity utilizing federal aid funds, Forsyth County will include Title VI language in all written agreements and will monitor for compliance.

1.3 EUNA

Forsyth County uses EUNA Procurement formerly Bonfire Interactive https://www.forsythco.com/Departments-Offices/Procurement/Bids-Results to administer the competitive solicitation process, including but not limited to soliciting bids, issuing addenda, posting results and issuing notification of an intended decision. There is no charge to register and download the ITB from EUNA. Bidders are strongly encouraged to read the various vendor Guides and Tutorials available in EUNA as well in advance of their intention of submitting a bid to ensure familiarity with the use of EUNA. The County shall not be responsible for a Bidders inability to submit a bid by the end date and time for any reason, including issues arising from the use of EUNA. There is no charge to Bidders/Contractors to register and participate in the solicitation process, nor will any fees be charged to the awarded Bidder.

1.4 Point of Contact

For information concerning procedures for responding to this solicitation, contact Procurement Agent, Mikaela Chadwick, at (770) 888-8872 or email at machadwick@forsythco.com Such contact shall be for clarification purposes only.

For information concerning technical specifications, please utilize the question/answer feature provided by EUNA at https://www.forsythco.com/Departments-Offices/Procurement/Bids-Results.

Questions of a material nature must be received prior to the cut-off date specified in the ITB schedule. Material changes, if any, to the scope of services or bidding procedures will only be transmitted by written addendum. (See addendum section of EUNA). Bidders please note: No part of your bid can be submitted via fax. No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a bid will be considered evidence that the Bidder has familiarized themselves with the nature and extent of the work, and the equipment, materials, and labor required. The entire bid response must be submitted in accordance with all specifications contained in this solicitation. The questions and answers submitted in EUNA shall become part of any contract that is created from this ITB.

It is the sole responsibility of the Bidder to ensure that their bid is submitted electronically through EUNA at https://www.forsythco.com/Departments- Offices/Procurement/Bids-Results.

SECTION 2. SOLICITATION TERMS AND CONDITIONS

2.1 Addenda, Changes, and Interpretations

It is the sole responsibility of each firm to notify the Procurement Agent utilizing the question/answer feature provided by EUNA and request modification or clarification of any ambiguity, conflict, discrepancy, omission, or other error discovered in this competitive solicitation. Requests for clarification, modification, interpretation, or changes must be received prior to the Question and Answer (Q & A) Deadline. Requests received after this date may not be addressed. All questions and requests for information received through EUNA will be responded to by official written addendum issued by the County and uploaded to EUNA as an addendum to the ITB. Under no circumstances shall an oral explanation given by any County official, officer, staff, or agent be binding upon the County and should be disregarded. All addenda are a part of the competitive solicitation documents, and each firm will be bound by such addenda. It is the responsibility of each to read and comprehend all addenda issued.

2.2 Changes And Alterations

Bidder may change or withdraw a Bid at any time prior to Bid submission deadline; however, no oral modifications will be allowed. Modifications shall not be allowed following the Bid deadline.

2.3 Withdrawal Of Bid

The Bidder shall give notice in writing of his claim of right to withdraw his Bid, without penalty, due to an error within twenty-four hours (24) after the conclusion of the bid opening procedure. Bids may be withdrawn from consideration if the price was substantially lower than the other bids due solely to a mistake therein, provided the Bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the Bid, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and material used in the preparation of the Bid sought to be withdrawn. The Bidder’s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his Bid. If a Bid is withdrawn under the authority of this provision, the lowest remaining responsive Bid shall be deemed to be low Bid.

No Bidder who is permitted to withdraw a Bid shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn Bid was submitted.

Bid withdrawal is not automatically granted and will be allowed solely at Forsyth County’s discretion.

2.4 Bidder’s Costs

The County shall not be liable for any costs incurred by Bidders in responding to this ITB.

2.5 Pricing And Delivery

All pricing should be identified on the Cost page provided in this ITB. No additional costs may be accepted, other than the costs stated on the Cost page.

Failure to use the County’s Cost page and provide costs as requested in this ITB may deem your bid non-responsive.

Bidder shall quote a firm, fixed price for all services stated in the ITB. All costs including travel shall be included in your cost. The County shall not accept any additional costs including any travel associated with coming to Forsyth County.

All terms shall be F.O.B Destination, to include inside delivery to the using department, with all charges for transportation, unloading and inside delivery paid by the Bidder.

2.6 Risk of Loss

Bidder agrees to bear all risk of loss, injury and destruction of goods and materials ordered herein which occur prior to delivery to include concealed damage; and such loss, injury or destruction shall not release Bidder from any obligation.

2.7 Price Validity

Prices provided in this Invitation to bid (ITB) shall be valid for at least One- Hundred and Twenty (120) days from time of ITB opening unless otherwise extended and agreed upon by the County and Bidder. The County shall award contract within this time period or shall request to the recommended awarded vendor an extension to hold pricing, until products/services have been awarded.

2.8 Prices Quoted

Deduct trade discounts, and quote firm net prices. Give both unit price and extended total. In the case of a discrepancy in computing the amount of the bid, the unit price quoted will govern. All prices quoted shall be F.O.B.

destination, freight prepaid (Bidder pays and bears freight charges, Bidder owns goods in transit and files any claims), unless otherwise stated in Special Conditions. Each item must be bid separately. No attempt shall be made to tie any item or items contained in the ITB with any other business with the County.

2.9 Taxes

Goods and services are exempt from Federal Excise Tax and Georgia Sales and Use Tax. A certificate will be furnished upon request. Forsyth County is exempt from taxes, but the successful Bidder shall pay all taxes required of him by law. Forsyth County cannot exempt others from tax. State Sales tax exemption number is 58-6000828.

Payment terms and provisions herein or otherwise found within the contract documents supersede all provisions of the Georgia Prompt Pay Act (House Bill 837; 13 O.C.G.A. Chapter 11, et seq.).

2.10 Discounts

Bidder may offer cash discounts for prompt payment, but they will not be considered in determination of award. If a Bidder offers a discount, it is understood that the discount time will be computed from the date of satisfactory delivery, at the place of acceptance, and receipt of correct invoice, at the office specified, whichever occurs last.

If Bidder offers a discount for award of all items listed in the bid, such discount shall be deducted from the total of the firm net unit prices bid and shall be considered in tabulation and award of bid.

2.11 Related Expenses And Travel Expenses

All costs including travel are to be included in your bid. The County will not accept any additional costs.

2.12 Submission And Receipt of Bids

To receive consideration, bids must be received prior to the bid opening date and time. Unless otherwise specified, Bidders should use the proposal forms provided by the County. These forms may be duplicated, but failure to use the forms may cause the bid to be rejected. Any erasures or corrections on the bid must be made in ink and initialed by Bidder in ink. All information submitted by the Bidder shall be printed, typewritten, or filled in with pen and ink. Bids shall be signed in ink. Separate bids must be submitted for each ITB issued by the County. Bids are only accepted through EUNA. No paper bids shall be considered. Bids will be publicly opened in the Procurement Department, or other designated area, in the presence of Bidders, the public, and County staff.

Bidders and the public are invited and encouraged to attend bid openings. Bids will be tabulated and made available for review by Bidder’ s and the public via EUNA under Public Files.

2.13 Mistakes

The Bidder shall examine this ITB carefully. The submission of a bid shall be prima facie evidence that the Bidder has full knowledge of the scope, nature, and quality of the work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed.

Ignorance of the requirements will not relieve the Bidder from liability and obligations under the Contract.

Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions and special conditions pertaining to the ITB.

2.14 Samples And Demonstrations

Samples or inspection of product may be requested to determine suitability.

Unless otherwise specified in Special Conditions, samples shall be requested after the date of bid opening, and if requested should be received by the County within seven (7) working days of request. Samples, when requested, must be furnished free of expense to the County and if not used in testing or destroyed, will upon request of the Bidder, be returned within thirty (30) days of bid award at Bidder’ s expense. When required, the County may request full demonstrations of units prior to award. When such demonstrations are requested, the Bidder shall respond promptly and arrange a demonstration at a convenient location. Failure to provide samples or demonstrations as specified by the County may result in rejection of a bid.

2.15 Qualifications And Inspections

Bids will only be considered from firms normally engaged in providing the types of commodities/services specified herein. The County reserves the right to inspect the Bidder’ s facilities, equipment, personnel, and organization at any time, or to take any other action necessary to determine Bidder’ s ability to perform. The Procurement Director reserves the right to reject bids where evidence or evaluation is determined to indicate inability to perform.

2.16 Use of Governmental Contracts and Cooperatives

County reserves the right to reject any part or all of any bids received and utilize other available governmental or cooperative contracts, if such action is in its best interest.

2.17 Acceptance of Bids And Minor Irregularities

2.17.1 The County reserves the right to accept or reject any or all bids, part of bids, and to waive minor irregularities or variances to specifications contained in bids which do not make the bid conditional in nature and minor irregularities in the solicitation process. A minor irregularity shall be a variation from the solicitation that does not affect the price of the contract or does not give a bidder an advantage or benefit not enjoyed by other bidders, does not adversely impact the interests of other firms or, does not affect the fundamental fairness of the solicitation process. The County also reserves the right to reissue an ITB.

2.17.2 The County reserves the right to disqualify Bidder during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Bidder. The Bidder will be required to execute a Non-Collusion Affidavit and submit this form with the bid documents.

2.18 Compliance with Specifications; Late Deliveries and Penalties

Items offered may be tested for compliance with bid specifications. Items delivered which do not conform to bid specifications may be rejected and returned at Contractor’ s expense. Any violation resulting in contract termination for cause or delivery of items not conforming to specifications, or late delivery may also result in:

• Bidder’ s name being removed from the County’ s bidder’ s mailing list for a specified period and Bidder will not be recommended for any award during that period.

• All County Departments being advised to refrain from doing business with the Bidder.

2.19 Verbal Instructions Procedure

No negotiations, decisions, or actions shall be initiated or executed by the Contractor as a result of any discussions with any County employee. Only those communications which are in writing from an authorized County representative may be considered. Only written communications from Contractors, which are assigned by a person designated as authorized to bind the Contractor, will be recognized by the County as duly authorized expressions on behalf of Contractors.

2.20 No Exclusive Contract

Bidder agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that the County may, at any time, secure similar or identical services from another vendor at the County’s sole option.

2.21 Contract Agreement

Attached to this ITB is a draft form of services agreement which contains terms and conditions of the contractual arrangement for the services. Such form of agreement will be modified as appropriate, at the County’s discretion, to include any additional specific terms related to the services being provided.

Any questions regarding the form of services agreement must be submitted in writing by the deadline for questions specified in this ITB.

2.22 Responsiveness

In order to be considered responsive to the solicitation, the firm’s bid shall fully conform in all material respects to the solicitation and all of its requirements, including all form and substance.

2.23 Responsibility

In order to be considered as a responsible firm, firm shall be fully capable to meet all of the requirements of the solicitation and subsequent contract, must possess the full capability, including financial and technical, to perform as contractually required, and must be able to fully document the ability to provide good faith performance.

2.24 Background Checks

Forsyth County reserves the right to have the contractor undergo a Forsyth County Sheriff’s Office criminal history background check for any project at the contractor’s cost. Background checks will be required if contractor will be working in any County operated facility.

2.25 Minimum Qualifications

To be eligible for award of a contract in response to this solicitation, the bidder must demonstrate that they have successfully completed services, as specified in the Technical Specifications / Scope of Services section of this solicitation, are normally and routinely engaged in performing such services, and are properly and legally licensed to perform such work. In addition, the Bidder must have no conflict of interest with regard to any other work performed by the Bidder for the County.

2.25.1 Firm or principals shall have no record of judgments, pending lawsuits against the County or criminal activities involving moral turpitude and not have any conflicts of interest that have not been waived by the County Commission.

2.25.2 Neither firm nor any principal, officer, or stockholder shall be in arrears or in default of any debt or contract involving the County, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the County.

2.26 Protest Procedures

2.26.1 Any actual firm who is aggrieved in connection with the solicitation or award of a contract may protest to the Procurement Director. The protest shall be submitted in writing within five (5) days after such aggrieved person knows or should have known of the facts giving rise thereto. The protest must be accompanied by a detailed statement, indicating the reasons for such protest.

2.26.2 The Procurement Director shall have authority to settle and resolve a protest of an aggrieved offeror concerning the solicitation or award of a contract. If the protest is not resolved by mutual agreement, the Procurement Director shall issue a decision in writing within ten (10) days. The decision shall state the reasons for the action taken. This decision shall be final and conclusive unless the firm appeals administratively within five (5) days after receipt of decision to the Forsyth County Board of Commissioners. Any protest taken to the Board or court shall be subject to the protestant paying all administrative costs, attorney fees, and court costs when it is determined that the protest is without merit.

2.27 Public Records; Trade Secrets; Copyright

Careful consideration should be given before submitting confidential information to the County. County’s disclosure of records and documentation is governed by the Georgia’s Open Records Act, which permits public scrutiny of most materials collected as part of this process. If Bidder submits information that contains trade secret information and if Bidder wishes to keep such information confidential, Bidder must submit and attach to such information an affidavit affirmatively declaring that specific information constitutes trade secrets pursuant to the Georgia Trade Secrets Act of 1990, O.C.G.A. §10-1-760 et seq., and the Bidder and County will follow the requirements of O.C.G.A. § 50-18-72(a)(34) related thereto.

2.28 Reservations For Award And Rejection Of Bids

The County reserves the right to accept or reject any or all bids, part of bids, and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the bidding process. The County also reserves the right to award the contract on a split order basis, lump sum basis, individual item basis, or such combination as shall best serve the interest of the County. The County reserves the right to make an award to the responsive and responsible bidder whose product or service meets the terms, conditions, and specifications of the ITB and whose bid is considered to best serve the County’ s interest. In determining the responsiveness of the offer and the responsibility of the Bidder, the following shall be considered when applicable:

the ability, capacity and skill of the Bidder to perform as required; whether the Bidder can perform promptly, or within the time specified, without delay or interference; the character, integrity, reputation, judgment, experience and efficiency of the Bidder; the quality of past performance by the Bidder; the previous and existing compliance by the Bidder with related laws and ordinances; the sufficiency of the Bidder’ s financial resources; the availability, quality and adaptability of the Bidder’s supplies or services to the required use;

the ability of the Bidder to provide future maintenance, service or parts; the number and scope of conditions attached to the bid .

If the ITB provides for a contract trial period, the County reserves the right, in the event the selected bidder does not perform satisfactorily, to award a trial period to the next ranked bidder or to award a contract to the next ranked bidder if that bidder has successfully provided services to the County in the past. This procedure to continue until a bidder is selected or the contract is re-bid, at the sole option of the County.

2.29 Approved Equal Or Alternative Product Bids

The Technical Specifications contained in this solicitation are to be used as a reference only and are not to be considered of a proprietary nature. These specifications represent a level of quality and features that are desired by Forsyth County. The County is receptive to any product that would be considered by qualified County personnel as an approved equal.

The Contractor must state clearly in their bid pages any variance to the specifications. If proposing an approved equal or alternate product, it will be the Contractor's responsibility to provide adequate information in their proposal to enable the County to ensure that the Contractor meets the required criteria. If adequate information is not submitted with the bid, it may be rejected. Responsibility for meeting these specifications and the burden of proving the equality of a proposed substitution rests on the Bidder and such proof must be provided with the Bid.

Any differences in the Bidder’s equipment/product/service must be so noted and addressed specifically, with any deviations to the specifications listed on a separate document to be titled “EXCEPTIONS TO SPECIFICATIONS.” This document must be uploaded to the Bid Documents group titled Additional Vendor Documents in EUNA. Bidders who do not comply with this request will not have their bid considered for award.

Forsyth County will be the sole judge in determining if the product proposed qualifies as approved equal. The County reserves the right to award to that Contractor which will best serve the interest of the County as determined by the County. The County further reserves the right to waive minor variations to specifications and in the bidding process.

2.30 Minimum And Mandatory Technical Specifications

The technical specifications may include items that are considered minimum, mandatory, or required. If any Bidder is unable to meet or exceed these items, and feels that the technical specifications are overly restrictive, the bidder must notify the Procurement Department immediately. Such notification must be received by the Procurement Department prior to the deadline contained in the ITB, for questions of a material nature, or prior to five (5) days before bid due and open date, whichever occurs first. If no such notification is received prior to that deadline, the County will consider the technical specifications to be acceptable to all bidders.

2.31 Verification Of Employment Status

It is the policy of the County that unauthorized aliens shall not be employed to perform work on contracts involving the physical performance of services.

Therefore, Client shall not enter into a contract for the physical performance of services within the State of Georgia unless they provide an affidavit stating they comply with E-Verify. Contractor’s Affidavit form should be completed and submitted with Proposer’s response to this ITB.

2.32 Warranties of Usage

Any estimated quantities listed are for information and tabulation purposes only. No warranty or guarantee of quantities needed is given or implied. It is understood that the Contractor will furnish the County's needs as they arise.

2.33 Rules and Submittals of Bids

The signer of the bid must declare that the only person(s), company or parties interested in the proposal as principals are named therein; that the bid is made without collusion with any other person(s), company or parties submitting a bid; that it is in all respects fair and in good faith, without collusion or fraud;

and that the signer of the bid has full authority to bind the principal bidder.

2.34 Bid Tabulations And Intent to Award

Notice of Intent to Award Contract/Bid, resulting from the County’s Formal solicitation process may be found on EUNA.

Tabulations of receipt of those parties responding to a formal solicitation may be found on EUNA.

2.35 Bidder Proposal Conditions

2.35.1 Bidder Address: The County maintains automated vendor address lists that have been generated for each specific Commodity Class item through our bid issuing service, EUNA. Notices of Invitations to Bid (ITB) are sent by email notification to the selection of bidders who have fully registered with EUNA to every vendor on those lists, who may then view the bid documents online. Bidders who have been informed of a bid's availability in any other manner are responsible for registering with EUNA in order to view the bid documents. There is no fee for doing so. If you wish bid notifications, be provided to another email address, please contact EUNA.

2.35.2 Delivery: Time will be of the essence for any orders placed as a result of this ITB. The County reserves the right to cancel any orders, or part thereof, without obligation if delivery is not made in accordance with the schedule specified by the Bidder and accepted by the County.

2.35.3 Packing Slips: It will be the responsibility of the awarded Contractor, to attach all packing slips to the OUTSIDE of each shipment. Packing slips must provide a detailed description of what is to be received and reference the Forsyth County purchase order number that is associated with the shipment. Failure to provide a detailed packing slip attached to the outside of shipment may result in refusal of shipment at Contractor’ s expense.

SECTION 3. SCOPE OF SERVICES

3.1 PROJECT OVERVIEW

Forsyth County is soliciting competitive quotes from qualified vendors for the printing, mailing, and postage of tax-related notices from the Tax Assessor's Office for a three-year term, beginning January 1, 2026, and ending December 31, 2028.

The selected vendor will be responsible for the accurate printing, mailing, and digital conversion (Parsed PDFs) for all of the following forms:

• Marine Personal Property Postcards

• Business Personal Property Tax Returns (PT-50P)

• Freeport Exemption Applications (PT-50PF)

• Real & Personal Property Notices of Assessment

3.2 IMPORTANT NOTES

• All quantities listed are estimated and not guaranteed. Quantities are for bidding and evaluation purposes only. Actual counts will vary annually based on tax roll data and legislative or procedural changes.

• No minimum or maximum quantities are guaranteed.

• Vendors must submit individual pricing for calendar years 2026, 2027, and

2028.

• Unless otherwise stated herein, all prices will be considered firm and will not be subject to further escalation.

• Pricing adjustments for USPS postage may be approved by the

Procurement Department provided the contracted vendor can show evidence substantiating the adjustment.

• Sample files or templates of all documents to be printed provided by Forsyth County are for reference only. - Vendor must comply with all State-mandated formatting and statutory content.

3.3 VENDOR REQUIREMENT

• Vendor should identify prior experience working with Tyler Technologies' Enterprise Assessment Software.

• Ability to process flat text data files (txt).

• Provide pre-production proofs for approval prior to mailing.

• Use address verification tools to minimize returned mail.

• Ensure compatibility and accurate variable data merge using provided data files.

• Provide Parsed PDF files back to the County for posting to Forsyth County’s website vendor (qPublic/Schneider).

• Implement and maintain data disaster recovery and security protocols for all taxpayer information.

• Printing and use of County logos and images must comply with Forsyth

County’s Brand & Style Guide, as amended. Brand & Style Guide, and example logos will be attached separately.

• Prices shall be deemed to include setup, finishing, and all other associated charges unless itemized and quoted.

• Mail Services includes but is not limited to: Addressing, Address Verification, Inserting, Sorting/Presorting, Applying Postage, Delivery to Postal Carrier.

3.4 SPECIFICATIONS

ITEM A – Personal Property Mailings

A1. Marine Personal Property Postcards

• Size: 4" x 6"

• Paper: 110# Index Card Stock

• Print: Double-sided, Full Color

• Mail Date: December 30th annually

• Quantity: Estimated 9,200 annually

• Side 1 (FRONT): Return address with County Logo

• Forsyth County Board of Tax Assessors, 110 East Main Street, Suite

260, Cumming, GA 30040 *Return address subject to change*

• “Return Service Requested” (black bold ink) and “OFFICIAL TAX

MATTER” (red bold ink)

• Side 2(BACK): Forsyth County Board of Assessors Official Tax

Information (Standard content – sample provided)

• Parcel ID/Account #, Taxpayer Name and Address (variable)

A2. Business Personal Property Tax Returns (PT-50P)

• Size: 8.5” x 11”

• Paper: 24#

• Print: Double-sided, Black & Red Ink

• Envelope: #10 Double Window

• Envelope face must include: “Return Service Requested” (black bold text) and "OFFICIAL TAX MATTER" (red bold text).

• Mail Date: No later than January 15th annually

• Quantity: Estimated 6,800 annually

A3. Freeport Exemption Applications (PT-50PF)

• Size: 8.5” x 11”

• Paper: 24#

• Print: Double-sided, Black & Red Ink

• Envelope: #10 Double Window

• Envelope face must include: “Return Service Requested” (black bold text) and "OFFICIAL TAX MATTER" (red bold text).

• Mail Date: No later than January 15th annually

• Quantity: Estimated 250 annually

ITEM B – Real & Personal Property Assessment Notices

• Size: 8.5” x 11” (front print only)

• Paper: 24#

• Print: Black & White with shaded blocks

• Envelope: #10 Double Window

• Envelope face must include: “Address Service Requested” (black bold text) and "OFFICIAL TAX MATTER" (red bold text).

• Real Property Mail Date: No later than May 15th annually

• Real Property Quantity: Estimated 110,000 annually

• Personal Propoerty Mail Date: No later than June 26th annually

• Personal Property Quantity: Estimated 9,000 annually

ACKNOWLEDGMENTS

ITB NO: 26-13-5213

BIDDERS MUST COMPLETE, EXECUTE AND SUBMIT THIS FORM WITH THEIR PROPOSAL.

1. Printing guidelines for personal property mailings and tax assessment notices are dictated by the State of Georgia and cannot be modified. (initial) _____________

2. Printing and use of Forsyth County logos and images will comply with Forsyth County’s Brand & Style Guide, as amended. (initial) _____________

3. All data provided by the County for purposes of performing the services contemplated in this ITB shall be solely for fulfillment of such services. Vendor shall not use, disclose, sell, license, or otherwise exploit such data for any secondary, unrelated, or commercial purposes, including but not limited to marketing, analytics, or product development.

(initial) _____________

4. Method of Address Verification.

5. Lead Time required to meet scheduled mailing deadlines A1. Marine Personal Property Postcards A2. Business Personal Property Tax Returns (PT-50P) A3. Freeport Exemption Applications (PT-50PF) B. Real Property Assessment Notices B. Personal Property Assessment Notices

6. Will payment for postage be required upfront? ☐ Yes ☐ No

If Yes, provide details: as to expected timing and method(s) of payment:

7. Does your company have experience printing the following notices as required by

Georgia legislation for the 2025 tax year?

Personal Property Mailings ☐ Yes ☐ No Real & Personal Property Assessment Notices ☐ Yes ☐ No

Authorized Signature: ________________________________________________________________

Printed Name / Title: __________________________________________________________________

Company Name: _____________________________________________________________________

Date: ________________________________________________________________________________

BID SUMMARY

ITB # 26-13-5213

FOR: Furnishing all Labor, Equipment, and Materials necessary for As Needing Printing of Tax Notices. The Bidder is required to examine Bid Documents and Contract forms prior to submitting a Bid. Pricing is requested for each of calendar years (CY) 2026, 2027, and 2028.

Category 2026 Total 2027 Total 2028 Total

Total all Items A1-3 $ $ $

Total all Items B $ $ $

Total all Items $ $ $

Please complete the table above and the attached Excel File labeled Bid Schedule in EUNA under Public Files that includes a detailed list of services being requested for each Item.

Bidder accepts the terms and conditions contained in ITB package including, without limitation, those dealing with County’s time for accepting Bid.

Bidder has examined the specifics of the Work to be performed, legal requirements (federal, state, and local laws, ordinances, rules, and regulations), and conditions affecting Work cost, difficulty, progress, or performance and has made independent investigations as Bidder deems necessary.

Bidder has given County written notice concerning conflicts, errors, or discrepancies discovered in ITB package and the written resolution by County is acceptable to Bidder. All work is to be completed as specified in ITB description and specifications.

Authorized Signature:

Printed Name and Title:

Company Name:

REFERENCES

Please list at least three (3) references below where the Bidder has provided similar products in similar quantities and scope. Please do not include Forsyth County as a reference.

1) Business Name Contact Name

Address

Phone Email

Contract Value Year

Description

2)

Contract Value Year

Description

3)

Contract Value Year

Description

NON-COLLUSION AFFIDAVIT

BID DATE:

PROJECT DESCRIPTION: As Needed Printing of Tax Notices

STATE OF _______________ }

COUNTY OF _____________}

__________________________________________, being first duly sworn, deposes and says that (s)he is ______________________________________ (the sole owner, a partner, the president, secretary, etc.) of ________________________________________________ the party making the foregoing Proposal or Bid; that such Bid is genuine and not collusive or a sham; that said Bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any Bidder or person, to put in a sham Bid, or that such other person refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the Bid Price of affiant or any other Bidder, or to fix any overhead, profit or cost element of said Bid Price, or that of any other Bidder, or to secure any advantage against Forsyth County, or any person interested in the proposed Contract; and that all statements in said Proposal or Bid are true; and further, that such Bidder has not, directly or indirectly submitted this Bid, or the contents thereof, or divulged information or data relative thereto, to any association or to any member or agent thereof.

Affiant: Date:

Signed and sworn to (or affirmed) before me on ___________________, 20____ by Printed name(s) of individual(s) making statement who proved to me on the basis of satisfactory evidence to be the person who appeared before me.

Personally Known Or Produced Identification Type of ID:

# of ID (last 4 digits only):

ID Expiration Date

Notary Public My Commission expires:

(Notary Seal)

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A.

§ 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of Forsyth County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period, and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor agrees that the employee-number category designated below is applicable to the Contractor:

□ 500 or more employees □ 100 or more employees □ Fewer than 100 employees

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

As Needed Printing of Tax Notices Name of Project

Forsyth County, Georgia Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________, 202__ in __________________ (city), ________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _________,

202__.

Notary Public My Commission expires: ________________

[NOTARY SEAL]

SOLICITATION CERTIFICATION

The undersigned agrees, if this bid is accepted within 120 calendar days after date of opening, to furnish all equipment, materials, or services in strict accordance with the provisions of this Invitation to Bid, at the price and terms and according to specifications or other provisions in this bid package.

DO NOT INCLUDE ANY TAXES IN THE BID PACKAGE AS FORSYTH COUNTY IS EXEMPT BY

LAW.

Any supplier/vendor/contractor providing services to Forsyth County shall have a Forsyth County business license or business license in whichever County the business is licensed to the extent required by law, to include the County’s business license/occupation tax ordinance.

SEALED BIDDER’S INFORMATION

Company Full Legal Name:

Tax I.D. No.

Person Authorized to Submit this Bid:

Signature

Name

Title

Street Address: Mailing Address:

Contact person for this bid:

Name

Telephone

Email

ADDENDUM ACKNOWLEDGEMENT

Proposer acknowledges that the following addenda have been received and included in the proposal:

Addendum No.

Date Issued Addendum No.

Date Issued Addendum No.

Date Issued

I hereby acknowledge receipt of the following checked Addendum of the Sealed Bid, Plans, Specifications, and/or other documents pertaining to the Project.

I understand that failure to confirm the receipt of addendum is cause for rejection of Sealed BIDS. It is the responsibility of the Bidder to ensure receipt of all addenda.

Variances: If you take exception or have variances to any term, condition, specification, scope of service, or requirement in this competitive solicitation you must specify such exception or variance in the space provided below or reference in the space provided below all variances contained on other pages within your response. Additional pages may be attached if necessary. No exceptions or variances will be deemed to be part of the response submitted unless such is listed and contained in the space provided below.

The County does not, by virtue of submitting a variance, necessarily accept any variances.

If no statement is contained in the below space, it is hereby implied that your response is in full compliance with this competitive solicitation. If you do not have variances, simply mark N/A.

Authorized Signature: Date: