CRFQ TAX27-01 Addendum No 1.pdf

Date Printed: Aug 26, 2026 Page: 1 FORM ID: WV-PRC-CRFQ-002 2020/05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Centralized Request for Quote

Printing

Proc Folder: 2044959 Reason for Modification:

Doc Description: Printing and mailing of MV-1 Motor Vehicle Property letters. Addendum No. 1 published to provide answers to vendor question and provide examples -please see attached

Proc Type: Central Master Agreement

Date Issued Solicitation Closes Solicitation No Version

2026-08-26 2026-09-03 13:30 CRFQ 0702 TAX2700000001 2

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Brandon L Barr 304-558-2652 brandon.l.barr@wv.gov

Vendor Signature X FEIN# DATE

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 26, 2026 Page: 2 FORM ID: WV-PRC-CRFQ-002 2020/05

ADDITIONAL INFORMATION

The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Tax Division to establish an open-end contract to provide Printing and mailing of MV-1 Motor Vehicle Property letters per the specifications, terms, and conditions, and bid requirements per the attached documentation.

INVOICE TO SHIP TO

TAX DIVISION OF TAX DIVISION OF

PO BOX 11748 1001 LEE STREET EAST

CHARLESTON WV CHARLESTON WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Printing and mailing of MV-1 Motor Vehicle

Property letters 0.00000

Comm Code Manufacturer Specification Model #

82121500

Extended Description:

Printing of MV-1 Motor Vehicle Property Tax Adjust Credit

SCHEDULE OF EVENTS

Line Event Event Date 1 Questions due by August 26th, 2026 at 10am ET 2026-08-26

Revised 6/8/2012

SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]

The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

ATTACHMENT A

CRFQ TAX2700000001

Answers to Vendor Questions

Q1 - Ink Specifications

The solicitation states that the document may be printed using any standard printing method that produces clear, clean, and sharp text. Please confirm whether the MV-1 schedule and cover letter are to be printed in black ink only or if color printing is required or acceptable.

A1 - Color printing is required.

Q2 - Paper Stock

Section 3.1.1.2 identifies the document as two 8.5" x 11" sheets but does not specify paper weight. Please confirm the required paper stock (e.g., 20 lb. white bond) for both sheets.

A2 - 20lb paper is acceptable

Q3 - Lowest Possible Postage Rate

Section 3.1.3.2 requires the vendor to provide mailing services using a method that provides the Tax Division with the "lowest possible postage rate." Please clarify:

Is the State expecting USPS Marketing Mail, First-Class Presort, or another specific mail class?

May the vendor utilize commingling, co-mailing, postal optimization, or other USPS-approved methods to achieve the lowest available postage rate?

A3 - The selected vendor is allowed to use any method they deem appropriate in order to obtain the best available postage discount(s).

Q4 - Instruction Sheet Processing

Section 3.1.1.2 states that Page 2 consists of the instructions with a blank reverse side. Please confirm whether the instruction sheet may be produced and inserted as a separate insert during the mailing process, provided all content requirements are met.

A4 - The WV Tax Division will provide the selected vendor with a PDF file(s) that will contain all of the MV-1 records, which will include both pages as described in the RFQ.

Q5 - Mail Release Date

Section 3.1.3.2 states that the schedules are to be released for mailing on a date specified by the West Virginia Tax Division between January 2, 2027, and January 16, 2027. Please clarify:

How will the specific mail date be determined?

How much advance notice will the successful vendor receive regarding the selected release date?

A5 - The mail release date will be determined once the WV Tax Division has all data, and has worked with the selected vendor on the mail printing and processing. Once we get closer towards the end of the year, we will be able to better determine the mailing date.

Q6 - Production Start Date

Following proof approval and receipt of the Agency Delivery Order, when does the Agency anticipate providing the PDF data files and authorizing production to begin?

A6 - This will be determined based on receipt of data from the Counties, processing time for that data, and working with the selected vendor on transferring the files, testing, and proof creation.

Q7 - Mailing Window and Distribution Schedule

The solicitation requires mailing standard orders within 14 calendar days after letter files are received. Please clarify:

Will the approximately 800,000 pieces be released as a single mailing project, or in multiple batches?

If mailed in multiple batches, what is the anticipated mailing schedule and volume range for each release?

Is there a required completion period for all mail to enter the USPS system after the designated release date?

A7 - There will be one main mailing, containing the majority of the files, with possible much smaller subsequent mailing(s). All mailings have to be in the USPS system no later than 1/31/27.

Q8 - Can a sample of the current MV-1 Motor Vehicle Property letter be provided?

A8 - Yes, we can provide a sample MV-1

Q9 - Can a sample of the current printed envelope be provided?

A9 - The envelope is up to the vendor's discretion, based on the requirements set forth in the RFQ.

Q10 - Has an addendum been issued for this bid?

A10 – No.

Q11 - Where can we find any released addenda?

A11 - N/A

Tax Account Administration P.O. Box 1572 Charleston, WV 25326

Matthew R. Irby, Tax Commissioner

TAXPAYER NAME

1234 MAIN STREET

CITY WV 12345-1234

Issued:

Letter ID: L0102971392

09/12/2025

Period : 12/31/2025 0000000000002Lead ID:

Our records indicate that you have paid personal property taxes on one or more vehicles in West Virginia and may be eligible for the Motor Vehicle Property Tax Adjustment Credit. The enclosed MV-1 Credit Certificate states the amount that you are entitled to claim as a tax credit on your 2025 West Virginia income taxes. The amount of tax credit is listed on the MV-1 under Eligible Amount Paid on Time.

You may be eligible for the tax credit if:

1. You paid West Virginia personal property taxes on a Class A, B, G, H, T, V or X vehicle or an all-terrain vehicle, and

2. You paid your personal property taxes on your vehicle timely. That means the first half of the assessment was paid before October 1st and the second half was paid before April 1st.

The credit is only available for the actual tax paid. If an early payment discount is applied, the credit is limited to the amount actually paid after deduction of the discount. If you have paid personal property taxes on vehicles in multiple counties, you will receive a letter and MV-1 Credit Certificate from the Tax Division for each county.

Automobile dealerships and rental car companies are not eligible to claim the Motor Vehicle Property Tax Adjustment Credit. If you are an automobile dealership or a rental car company and have received this letter, please disregard.

Please review the instructions included with this letter on how to properly file and claim the Motor Vehicle Tax Adjustment Credit. You may visit www.tax.wv.gov for more information about how to file or submit your claim. For more information on how to file, eligibility, or submitting your claim, contact Taxpayer Services at (304) 558-3333, (800) 982-8297, or via email at TaxHelp@wv.gov.

Tax Account Administration ● P.O. Box 1572 ● Charleston, WV 25326

● www.tax.wv.gov etL014 v.3

- 1 - B 5 4 0 3 2 6 0 1 A

*B54032601A*

MV-1

Rev. 08.2026

To claim this credit you MUST use the original form issued by the Tax Division. Substitute forms are not accepted.

TAXPAYER INFORMATION

SOCIAL SECURITY

NUMBER OR FEIN

*SPOUSE’S

SOCIAL SECURITY

NUMBER

TAXPAYER NAME AND ADDRESS INFORMATION MV-1 CREDIT CLAIM INFORMATION

THIS INFORMATION IS REQUIRED TO CLAIM YOUR CREDIT. PLEASE INCLUDE THIS

SCHEDULE WITH YOUR PAPER RETURN OR ENTER THE REQUIRED INFORMATION IN

YOUR ELECTRONIC RETURN. THE CLAIM NUMBER MAY ONLY BE USED ONCE.

CREDIT CLAIM NUMBER

TAX PERIOD ENDING

MM/DD/YYYY

ELIGIBLE AMOUNT

PAID ON TIME

VEHICLE ELIGIBILITY

THE FOLLOWING INFORMATION IS PROVIDED FOR EACH OF THE VEHICLES ON THE TICKET(S) LISTED ABOVE:

THE VEHICLE MAKE, MODEL, CLASS, AND ELIGIBLE AMOUNT OF TAX PAID OR REASON NOT ELIGIBLE

Are you required to fi le a federal return?

YES - To claim this credit, you MUST include this form with your completed West Virginia income tax return.

NO - If you are claiming the Homestead Excess Property Tax Credit, or any additional credit, you MUST with a completed West Virginia income tax return.

- If you are not required to fi le the IT-140 and are not claiming additional credits, you may fi le this credit online at https://mytaxes.wvtax.gov

MOTOR VEHICLE PROPERTY TAX ADJUSTMENT

T PAID PAID $3.07

2012 FREI M106 B PAID PAID $1.79

2012 FORD F-55 A PAID PAID $1.70

2014 PETE 388 A PAID PAID $1.42

A PAID PAID $1.09

T NOT TIMELY PAID PAID $0.76

T NOT TIMELY PAID PAID $0.76

A PAID PAID $0.72

T NOT TIMELY PAID PAID $0.61

C NOT ELIGIBLE $0.00

A NOT TIMELY $0.00

T NOT TIMELY $0.00

T NOT TIMELY $0.00

T NOT TIMELY $0.00

T NOT TIMELY $0.00

T NOT TIMELY $0.00

C NOT ELIGIBLE $0.00

$2.27

2024 LOWB TRLR

2023 FLAT TRLR

2022 4DR TRLR

2022 VAN TRLR

2009 INTE 4300

2022 VAN TRLR

2022 VAN TRLR

2011 FORD E350

2022 FLAT TRLR

2022 FLAT TRLR

2022 LOWB TRLR

2022 LOWB TRLR

2022 FLAT TRLR

2022 VAN TRLR

29 Extra Item(s) 2 Extra Ineligible Item(s) $0.00

Vehicle Class Total Eligible2nd 2024 1st 2025 2nd 2025

14.00

12/31/2025

A1234B

TAXPAYER NAME

TAXPAYER LINE 2

1234 MAIN STREET

CITY, WV 123456789 USA

Letter ID: L0102971392

MV-1

Motor Vehicle Property Tax Adjustment Credit

Instructions

You must follow the instructions listed below in order to claim this credit. Failure to follow the instructions and complete necessary documentation will result in denial of your credit claim.

Answer the question “Are you required to file a federal return?”

• "Yes": If you are required to file a federal tax return, you are required to file a WV Tax Return.

You must submit the MV-1 with your WV Tax Return. If you are claiming any other credits, you must complete those additional credit schedules as well and submit them with your WV Tax Return.

Failure to submit a tax return and the necessary schedules and supporting documentation when required will result in denial of claims.

• Paper Filers: Enter your social security number (SSN) on the MV-1 certificate where indicated.

If filing a joint return, you must also enter your spouse's SSN. If filing as a business, use your EIN. You must submit the MV-1 certificate with your paper filing. If you are trying to claim any additional amounts you believe should be eligible, submit your paper receipts as well for consideration.

• Electronic Filers: You must include the credit claim number, noted in red on your MV-1 Certificate, with your electronic filing. If you are trying to claim any additional amounts you believe should be eligible, submit attachments of your paper receipts as well for consideration.

• "No": If you are not required to file a federal personal income tax return and are not claiming any other credits with your MV-1 credit other than the Senior Citizen Tax Credit (SCTC), you can file a claim for your refund by using the Tax Division’s web portal at https://mytaxes.wvtax.gov. Select the online service “Claim The Motor Vehicle and/or Senior Citizen Property Tax Credit(s)” and follow the on-screen instructions.

• If you are not required to file an WV Tax Return but unable to submit through our online portal, you must follow the instructions under “Yes” and submit a completed WV Tax Return along with the MV-1 in order to claim your credit. DO NOT SEND AN MV-1 CERTIFICATE OR

SCTC IN WITHOUT A COMPLETED WV INCOME TAX RETURN. IT WILL BE

DENIED.

• If it is later determined that you are required to file a WV Tax Return, the return MUST be marked and completed as an amended return. Be sure to enter the amount of Motor Vehicle Tax Credit refund originally received.

“Vehicle Eligibility”

The Vehicle Eligibility section of your MV-1 Certificate provides some detailed information on the eligibility of the vehicles on your ticket(s). Based on the records available, each row should show:

• the type of vehicle,

• the class of the vehicle,

• if the ticket for that vehicle was paid on time or not, and

• total amount of the ticket attributable to that vehicle.

Some vehicles may be marked as “Ineligible” if:

• the class of the vehicle was not covered or unknown; or

• the ticket was associated with an ineligible business activity, such as a car dealership, taxi service, or rental car company.

For taxpayers with more vehicles than could be displayed on the letter or that need another copy of their letter, please visit our MyTaxes MV-1 letter portal.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:_____________

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

1. Provide answers to vendor technical questions

2. Provide MV-1 Tax Sample - Please see attachment Text4: CRFQ TAX27*01