Summary of Notice of Assessment Envelope

This Notice of Assessment Envelope document supports Henry County, Georgia's Request for Proposal (RFP) 26-14 for annual printing and mailing services for the County Tax Assessors' Office. The solicitation seeks a qualified contractor to produce and distribute approximately 123,000 pieces annually, consisting of 110,000 Notices of Assessment and 13,000 personal property tax return forms for Business, Aircraft, and Marine reports. All deliverables must meet specific technical requirements including designated paper weight, color specifications, folding standards, and envelope specifications. The vendor must also possess the capability to securely transfer PDFs via sFTP to the Tax Assessor's online provider. The proposal submission deadline is December 10, 2025, at 3:00 PM through Henry County's eProcurement Portal, with written questions due by November 19, 2025, and final addendum clarifications issued by December 3, 2025. The initial contract term is one year with two optional one-year renewal periods, with the county making renewal decisions 60 days prior to contract expiration.

Evaluation will be based on a comprehensive scoring methodology: firm qualifications (30 points), project experience (30 points), available resources (30 points), cost proposal (10 points), and potential additional points (15 points) for an oral presentation. Pricing must be submitted on a unit price basis covering all costs including labor, materials, equipment, and delivery. Mailing fees will be calculated based on current U.S. Postal Service rates with provisions for future USPS rate adjustments. The vendor must provide bulk rate permits, envelopes, and postage, with the county not bound to minimum or maximum quantities. Required insurance includes Workers Compensation at statutory limits, Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), and Professional Liability ($1,000,000 coverage). A local vendor preference provision allows in-county vendors to win if their bid is within 5 percent of the lowest out-of-county bid.