Appendix_A_Detailed_Scope_of_Services.pdf

The Beaufort County Treasurer’s Office, professionals serving with innovation and enthusiasm.

Appendix A

Detailed Scope of Services

While proposers should not consider it an exhaustive list, below are further details regarding the Treasurer’s Office scope of services.

1. Documents will be 8½ ''x 11".

2. Documents will be inserted into a No. 10 window envelope with a No.9 return envelope.

Additionally, the vendor may be required to print on demand an insert to be inserted into the outgoing envelope.

3. The data for the notices will be delivered to the vendor via a transfer of an Extensible Markup Language (XML) file which will be printed per a pre-arranged schedule. The Treasurer’s Office will work with the successful offeror to agree upon a mutually acceptable alternate format for data.

4. Vendor must have the capability to print OCR characters and code 3 of 9 or 128 standard barcode on required forms.

5. Vendor is responsible for implementing any actions necessary to receive the lowest postage possible;

including, but not limited to: bar-coding, sorting, traying, strapping, and labeling each tray.

6. Vendor must have the capability for inserting notices utilizing Intelligent Inserting to combine multiple tax notices with exact match taxpayer names/addresses into one outgoing envelope, beginning with two or more notices. Identification that this occurred must be present on the hardcopy document.

7. Vendor must support selective insertion, allowing specified materials to be included in certain taxpayer envelopes but excluded from others.

8. Vendor must have the capability to build and print variable information pie-chart graphs and variable information, in full color on both sides of tax notices.

9. All form applications will require certain variable tax information in spot color onto forms as notices are being printed for mailing.

10. Vendor must have National Change of Address (NCOA) certification services.

11. Vendor must be able to supply a Portable Document Format (PDF) of all Tax Notices generated, whether mailed or not, and a corresponding index file.

12. Vendors must have the ability to print all documents on demand without any pre-printed County

Specific Inventory.

13. Vendors must have the ability to print all envelopes for mailing-the Treasurer’s Office will not be responsible for housing any inventory.

14. Vendor must provide proofs in advance of certain mailings and those proofs must be provided within three business days of the file being provided by the Treasurer’s Office. Any resulting edits must be made within two business days of being communicated to the vendor.

15. The Treasurer’s Office requires the vendor to print, process, and mail receipts for paid tax notices.

The Treasurer’s Office will deliver a PDF file of fluctuating size to the vendor on a regular basis and the vendor will be required to complete and mail receipts within 24 hours of receiving a file.

16. The vendor must have an efficient mechanism to suppress certain data from the tax file and prevent a notice from being generated.

The Beaufort County Treasurer’s Office, professionals serving with innovation and enthusiasm.

17. The vendor will be required to print, process, and mail Certified Tax Notices within a prearranged schedule. Vendor must supply the Treasurer’s Office with a data file listing specific mailing information immediately upon mailing Certified Tax Notices.

18. The quantities stated herein are items used annually and are estimates only. The Treasurer’s Office does not expressly, or by implication, agree that the actual quantities stated will correspond to the actual quantities. The Treasurer’s Office reserves the right to increase or decrease estimated quantities and adjust consideration due the contractor on a unit price pro rata basis.

Quantity Item/Description 456,000 #10 Window Envelope, Outgoing 405,000 #9 Remittance Envelope 270,000 Various Custom Inserts 180,000 Vehicle Assessment Notices, 8.5x11 176,000 Property Tax Notices, 8.5x11 40,000 Payment Receipts, 8.5x11 19,000 Watercraft Notices, 8.5x11 16,000 Delinquent Property Tax Notices, 8.5x11 11,000 Various PDF Mailings, 8.5x11 10,000 Installment Tax Notices, 8.5x11 4,000 Certified Delinquent Property Tax Notices, 8.5x11

19. Folding and inserting of the Tax Bills and any additional inserts along with a return envelope

(standard #9 OSE 1/0 envelope) into a standard #10 OSE 1/0 window envelope, sealing, presorting, postal coding, and label bar coding trays in accordance with the U.S. Postal Service Regulations.

Providing electronically the required CASS (Coding Accuracy Support Systems) report with each mailing. Delivery of the Tax Bills to the United State Post Office.

20. Vendor must be able to work with the County’s Treasurer and Delinquent Tax Office to ensure that the information it receives is usable. Currently, data is supplied via a File Transfer Protocol.

21. Vendor must provide custom programming expertise and capabilities to ensure tax data is presented accurately and in a manner that complies with South Carolina State Statutes. To include using tax data to perform calculations presented on a tax bill, display conditional information that is not available in the tax data such as dates, and selective redaction from the PDF files returned to our Office.

22. During the contractual relationship, Beaufort County Treasurer’s Office may experience software conversions, upgrades, or replacements. These changes may affect the delivery mechanism of the tax data. The vendor must be able to adapt to these changes within 45 days of notification and do so in a timely manner without additional costs outside of normal programming charges.