Printing_and_Mailing_Services.pdf

COUNTY OF ORANGE

TREASURER-TAX COLLECTOR

REQUEST FOR PROPOSAL (RFP)

FOR

PRINTING AND MAILING SERVICES

RFP NO. 074-2382701-SL

County of Orange RFP

Treasurer-Tax Collector - Printing and Mailing Services, 074-2382701-SL

County of Orange

Treasurer-Tax Collector

Procurement Services

PO Box 4515

Santa Ana, CA

92702-4515

SCHEDULE OF ACTIVITIES

Release Project Date December 27, 2024

Question Submission Deadline January 10, 2025, 2:00pm

Question Response Deadline January 17, 2025, 5:00pm

Proposal Submission Deadline January 31, 2025, 5:00pm

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system https://procurement.opengov.com/portal/ocgov **

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, January 31, 2025

5:00 pm https://procurement.opengov.com/portal/ocgov

SECTIONS

SECTION 1. SCOPE OF WORK

SECTION 2. Evaluation Process and Criteria

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PRICING AND COMPENSATION

SECTION 5. PROPOSAL RESPONSE REQUIREMENTS

SECTION 6. INFORMATION TECHNOLOGY SECURITY PROVISIONS

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - RFP #074-2382701-SL for Printing and Mailing Services - Final

B - Secured Multi Mail

C - Secured Property Tax Bill - New Owner

D - Corrected Secured

E - Corrected Supplemental

F - Corrected Unsecured (Single)

G - CORTAC and MOBILE HOME

H - Delinquent Mello Roos and 1915 Bond Notice (1st Installment)

I - Delinquent Mello Roos and 1915 Bond Notice (2nd Installment)

J - Delinquent Secured Notices (1st Installment)

K - Delinquent Secured Notices (2nd Installment)

L - Delinquent Supplemental Notices (1st Installment)

M - Delinquent Supplemental Notices (2nd Installment)

N - Delinquent Unsecured Property Taxes

O - Delinquent Unsecured Supp. 10 Day and TCF7 Notice

P - Postcard SelfMailer

Q - Redemption Notices

R - Regular Secured

S - Regular Unsecured (Single)

T - Secured Irvine Co.

SECTION 1. SCOPE OF WORK

1.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

1.2 INTRODUCTION:

A. The Treasurer-Tax Collector (TTC) is responsible for printing and mailing over 1.5 million bills and invoices annually. The Contractor must collaborate with agencies using TTC for billing and include pricing for adding new agencies if there are expected costs. Additionally, TTC would like the Contractor to propose lower pricing based on specific volume changes.

TTC seeks a printing and mailing solution that maximizes efficiencies, reduces costs, allows for annual updates to bills and invoices to improve communication of amounts due, keeps up with current technology, streamlines processes, and suggests cost-effective improvements to lower overall postage costs. The contractor must clearly demonstrate their experience and capacity to accurately and timely print and mail the County’s bills and notices. It is critical that each bill or notice is processed correctly with the proper data and mailed by the assigned deadlines to ensure efficient collection and deposit of revenues.

TTC uses a variety of systems to produce files sent to the contractor. Some systems are older, so the contractor must be capable of receiving data files in the existing formats and using the data to print various bills, notices, and letters. Currently, files are sent in a .txt format.

The TTC handles three types of billings. First, the County prints and mails over 1.5 million tax bills and notices annually. Tax bills are processed at various times throughout the year, and TTC has four primary property tax rolls requiring notification of taxes due: Secured, Supplemental, Unsecured, and

Prior Year.

Next, TTC is responsible for billing certain invoices for services or fees charged by the County. Finally, TTC mails delinquent notices, letters, and certified mailings on behalf of other agencies and entities, such as Orange County Animal Care Services (ACS), Orange County Public Works - Weights and

Measures (OCPW), and the City of Westminster (COW). Due to the different types of bills being sent, TTC may need printing and mailing services daily, but aims to streamline and consolidate mailings to reduce runs and postage costs. With rising postage costs, streamlining processes and finding accurate customer addresses is crucial.

The contractor will be responsible for printing, folding, inserting, and mailing all bills, notices, statements, letters, and certified mailings within the designated timeframes set by TTC. The contractor will fold the bills as specified by TTC with best practices input; insert the bills, various inserts, and return envelopes into the mailing envelopes; and apply the lowest possible postage rate. TTC expects the contractor to employ best business practices, such as intelligent inserting and excluding envelopes in mailings where electronic payments are anticipated.

Additionally, TTC expects the contractor to assist in determining the paper sizes and best envelope types (single window, double window, etc.) to lower overall billing costs. The contractor will also assist

TTC in designing bills using best billing practices to encourage timely payment by customers.

Moreover, TTC expects to make changes to bills and invoices through a secure portal or interactive option that allows creation, editing, and deletion of letters or notice templates without contractor programming intervention or have the contractor make changes at no cost to TTC.

Finally, TTC uses a document imaging application, OnBase, and requires the contractor to produce

PDF versions of all bills, notices, letters, and other documents for on-demand viewing through OnBase and/or the TTC website.

1.3 SERVICE REQUIREMENTS:

1. The Contractor shall be responsible to print, fold, insert bills or other documents or accompanying inserts and return envelopes into outside mailing envelopes (without damage and in accordance with the TTC or other department/agency’s instructions) with the ability to do intelligent inserting and meter the envelopes for the lowest available amount of postage. The Contractor shall provide suggestions and assist the TTC in implementing changes in order to lower the postage costs to the lowest available first-class rate. It should be noted that the TTC does not have control over the addresses, they are passed to the TTC from the

Assessor and the Contractor should price and propose options to improve address accuracy as part of their proposal. The Contractor shall also provide pre-sort mailing services to deliver the mailing jobs to a United States Post Office in a manner and time directed by the TTC for all requested jobs. If requested, the Contractor should be able to provide Delivery Point

Validation (DPV) and price that service in the proposal.

2. The Contractor shall be responsible for the accurate count of all completed jobs and mailed materials (e.g., accountability for every bill or notice) and provide the TTC with a complete report reflecting accurate counts of all materials printed and mailed.

3. The Contractor shall be responsible for assembling certain jobs, including Certified Mailings, which are subject to legally mandated timeframes. The Contractor shall ensure that the certified mailings are delivered to a United States Post Office within the mailing deadlines as directed by the TTC.

1.4 PERSONNEL REQUIREMENTS:

1. The Contractor shall provide a Project Manager responsible for overseeing the TTC’s printing and mailing contract and that contact should be readily available to TTC’s staff. The TTC must have access to the Contractor’s Project Manager or approved alternate during normal TTC business hours, Monday through Friday from 8:00 a.m. to 5:00 p.m., except during mailings when the Contractor’s Project Manager or approved alternate shall be available by telephone

24 hours per day, seven (7) days per week.

2. The Contractor shall assign and maintain a Project Manager that is acceptable to the TTC and that has at least five (5) years of experience providing the services or services equivalent in scope and annual volume to the services listed in this Scope of Services. An alternate Project

Manager may also be assigned that meets the above minimum requirements and is acceptable to the TTC.

3. The Contractor’s Project Manager shall act as a central point of contact with the TTC and shall demonstrate previous experience in the management of work requirements for printing and mailing services similar in size and complexity.

4. The Contractor’s Project Manager or the approved alternate shall have full authority to act for the Contractor on all matters relating to the daily operation of the Contract.

5. The Contractor shall assign a sufficient number of employees to perform the work required.

Sufficient equipment and personnel shall be assigned to handle high volume production as required and special requests/changes on short notice.

1.5 PRINTING REQUIREMENTS:

1. The TTC shall transmit data files using a File Transfer Protocol (FTP) to the Contractor. The

Contractor develops and modifies templates/custom form overlays for each specific requirement on each form. Contractor shall receive data files containing the information and populate the template/custom forms with supplied data and print the information using variable fonts and sizes to create bills, notices, and letters based on TTC specifications throughout the year.

2. The Contractor shall have the capability of printing and mailing a volume of 850,000 pieces of mail within a two-week timeframe. This is generally the timeframe for the largest mailing;

however, in certain circumstances a shorter timeframe may be required. If this is necessary, the Contractor should have the capability to print and mail this volume in a shorter time frame.

3. The Contractor shall procure, obtain, or provide plain or colored paper stock, envelopes, and inserts designed by the TTC at the most cost-effective rate, if requested by TTC. The pricing should include the costs for these as part of its proposal. The contractor must specify the percentage of recycled paper used.. The TTC reserves the right to select another vendor to purchase these materials and would have them drop shipped at the Contractor’s location.

4. The Contractor shall provide hardcopy and/or PDF samples prior to final production of a mailing job as requested by the TTC.

5. The Contractor shall be able to print in black/white or color, print and highlight selected areas of bills and notices in colors, print in either simplex or duplex, print a non-magnetic scannable

Optical Character Recognition (OCR) scanline, bar code, QR code or other technology that may be available in the future on any bill or notice based on requirements set forth by the TTC.

The Contractor should include pricing for these services so that TTC can determine the best option for its needs.

6. Contractor will produce a QR on forms as requested by TTC using a format selected and approved by TTC, or TTC logo in QR code, QR code with “Scan Me” as part of the QR code, etc.

7. The Contractor shall be able to print and/or cut various sizes of paper stock and provide perforated and/or watermarked stock as requested and include appropriating pricing in the proposal.

8. The Contractor shall provide samples of bills and/or documents with pending approval from the TTC.

9. The Contractor shall take all necessary measures to ensure that the quality of service meets the TTC’s requirements.

1.6 MAILING REQUIREMENTS:

1. The Contractor shall be able to fold and insert notices, letters, or other documents as well as accompanying inserts and return envelopes into mail-out envelopes without damage in accordance with the TTC’s specifications. The Contractor shall have the ability to perform custom or intelligent inserting capabilities as requested by TTC. The Contractor should indicate the number of inserts that can be put into the envelope.

2. The contractor must be capable of performing intelligent inserting and receiving a file from

TTC sorted by zip code or other filter options to selectively send inserts. This applies to all bills, and for unsecured bills, they must be identified by assessment type, such as business assessments. The mailing envelopes must be metered for the appropriate amount of postage at the best available postage rate and delivered to a United States Post Office in a manner and time directed by the TTC.

3. All mailings must conform to U.S. Postal Service (USPS) standards. The TTC shall receive the lowest qualified postal rates using various discount programs including, but not limited to, presort, bar coding of mailing addresses USPS CASS certified and carrier route sorting.

4. The Contractor shall be able to mail qualified pieces using a pre-prepaid permit account at the

USPS. For non-qualifying pieces, the Contractor should propose the best way to handle the payment of postage costs which may include that they are paid by the postage accounts maintained by the Contractor and funded by the TTC. Postage costs charged by the USPS will be paid by contractor without any added charges/fees.

5. The Contractor shall ensure all addresses are updated with change of address notifications from the USPS and provide address update solutions, such as the US Postal Service’s NCOALink®.

Contractor will provide an electronic copy in pdf of the NCOALink mailing.

6. The Contractor will run all addresses through NCOALink and CASS or other similar service and produce the mailings at the new address and specify what level of service they provide and how often they update their data. Contractor will provide a file of this to TTC in a format that can be used to update TTC and Assessor records. IMB is required for each unique name and address on printed form and envelope. The contractor must outline their plan to minimize postage costs, including the use of IMB (Intelligent Mail Barcodes) and other tools, and provide postage estimates based on the implementation of these measures.

7. If an item does not qualify for IMB as addressed and a better address is available through

NCOA, TTC can request that it be returned to TTC with the original and forwarding address, rather than being mailed.

8. The Contractor shall be able to convert USPS address update information into a data file format specified by the TTC, if requested.

9. The Contractor shall perform special handling of foreign and multiple bill mailings. This may include providing large envelopes and/or boxes to package multiple bills going to the same address and pricing should include costs for these.

10. The contractor must specify the number and type of items that can be included in each mailing type to maintain FC postage bulk rates.

1.7 TECHNICAL REQUIREMENTS:

1. Contractor shall have on-site a technically trained professionals with superior knowledge and ability to program various software and hardware platforms.

2. Contractor shall provide artwork and graphic design services for paper stock, bill layout, notices, letters and inserts and provide pricing in the proposal if there are additional costs for these, as requested. The Contractor is expected to suggest best business practices in the formatting of the bills.

3. Contractor will provide confirmation of receipt for all data files.

4. The TTC expects that the Contractor should provide some basic programming as part of the cost in making minor changes to bills. If any option is not provided to allow the TTC to make periodic changes to bills, the Contractor should include pricing for custom development or programming as requested at a stated hourly rate. When making programming changes, the

TTC will only be billed for the changes initiated by the TTC. All programming changes requested on forms will be applied to all forms, including, but not limited to PDF and web versions. No additional programming charges will be allowed for the PDF or web version unless authorized by the TTC in advance.

1.8 IMAGING REQUIREMENTS:

1. Contractor will provide the ability to process data files via FTP and create PDF images that are acceptable to the TTC. Contractor will provide index files for the PDF images and they must be configured in the requested format.

2. Production PDF image files will contain no more than 15,000 images per file unless this is changed by the TTC. Each file must have an index file that corresponds to the images in the file. The TTC will provide the Contractor with search/index keywords.

3. Contractor will provide test index and image files for each document type that is to be input into the TTC’s OnBase imaging system. Final index and image files must comply with the

TTC’s configuration requirements and import successfully into the imaging system. Contractor must provide new test index and image files each time changes are made to an existing document type or a new document type is created.

4. Contractor will resolve any Contractor-related issues that prevent test files from processing correctly in the OnBase system or that have been configured incorrectly by the Contractor.

5. Contractor is responsible for retaining all configuration specifications for images and index files provided by the TTC and distribute to the appropriate staff in its organization.

6. The index files and the PDF images can also be provided through CD, DVD or other acceptable methods or via FTP

7. The TTC reserves the right to select another vendor to perform PDF imaging where it is deemed more cost-effective.

1.9 SPECIAL ACS REQUIREMENTS:

1. Currently, ACS provides one data file containing records for seven different types of jobs: new notices, renewal notices, delinquent notices, incomplete notices, final notices, delinquent vaccination certificates and other certificates. Contractor must have the capability to process, print and mail this file according to each job’s criteria provided in Attachment B, Invoice

Instructions and Document Specifications. The TTC expects that the Contractor will work to suggest changes that would streamline this process if it would lower costs to TTC and ACS.

2. Currently, the Contractor cuts card stock into specific sizes. ACS then applies the license tags to the card stock and delivers the tags back to the Contractor for metering and mailing at the lowest postage rate available. The TTC expects that the Contractor will work to suggest changes that would streamline this process if it would lower costs to TTC and ACS.

1.10 ONLINE WEB PRESENTMENT REQUIREMENTS:

1. Currently, the contractor hosts the web pages for the searchable tax bill PDFs on the TTC’s website. Pricing for this service should be included. However, TTC may decide to host the

PDFs with another vendor or in-house if it is more cost-effective. The PDF should resemble the mailed tax bill, but only the front of the bill is required to be displayed on the TTC website.

The contractor can propose alternative lower-cost options different from PDFs for TTC’s consideration. The contractor may be asked to host up to XX GB of data per year. However, TTC reserves the right to move hosting to the county or another company to reduce costs. This may include additional responsibilities related to the hosting of bills as our needs have significantly expanded. Depending on costs, we may also consider bringing this in-house.

2. If the Contractor hosts the tax bills, the Contractor will provide the TTC the necessary link attributes to retrieve the PDF bills from the TTC’s tax bill web pages whenever certain search criteria specified by the TTC are passed to these pages. Once the file has been provided to the

Contractor, the images would be expected to be available online when the first mailing start occurring, if not slightly before the mailing.

3. The TTC currently has four years of tax bills online and would expect that the Contractor will store the PDF document and render the documents searchable for a time period specified by the TTC. The Contractor should consider that each of the five years of the contract would be expected to be maintained in addition to the four years already available.

4. The time to retrieve the document(s) should be no more than 10 seconds.

5. Documents will be available 365 days/year, 7 days a week, 24 hours a day with allowances for maintenance windows (be specific in proposal, specifics on expected maintenance downtime).

6. Currently, the TTC requires that certain information be redacted from the PDF and this redaction should be considered in pricing this option. Because of certain laws, some redaction is always expected. certain bill copies in addition to providing unredacted to TTC may need to be redacted and contractor will then produce and may be asked to host these bills for website.

7. Contractor will provide necessary support and reporting, including but not limited to telephone support number to report problems, response to reported problems within 2 hours indicating expected resolution time to the TTC, and web statistics monthly or as requested.

8. The TTC reserves the right to select another vendor to perform online web presentment where cost-effective.

1.11 COST-EFFICIENT METHOD TO UPDATE, PRINT, AND MAIL LETTERS AND

DOCUMENTS:

1. Currently, the TTC uses a secure portal to create, edit and delete document templates without programming intervention. The TTC will determine which documents require this service or alternatives that may be proposed by Contractor. The TTC expects to update bills at least annually and expects a no cost or low-cost solution to be able to update these bills. The proposal should include the ability to update bills and pricing of such services.

2. The current solution can print multiple pages, print simplex, and duplex, and perform a mail merge function of data files with specific document templates and any solution proposed should meet these same requirements.

3. Contractor will maintain the repository of forms/templates and update inventory per TTC requested changes, these files will be utilized for editing and/or creating new templates as needed. TTC will receive monthly inventory level updates via electronic means.

4. Contractor will be responsible for making the following elements available for templates:

multiple fonts, logos, customized electronic signatures, and variable data fields.

5. Contractor will provide hardcopy or PDF samples to the TTC for each document template generated using the test file provided.

6. The TTC reserves the right to select another vendor to perform this function if it is deemed more cost-effective.

1.12 CERTIFIED MAILING:

1. Contractor will provide printing, mailing, and tracking services for all certified mailings as requested by the TTC. The TTC expects that the Contractor will suggest changes or improvements to process to lower overall costs, if possible.

2. Contractor will provide the TTC with comprehensive mail event data and electronic return receipt signatures.

3. Contractor will provide full accounting for every piece of certified mail.

4. Contractor will provide services for both low and high-volume certified mailings. High volume certified mailing is printed and mailed by the Contractor. Low volume certified mailing is handled in house using soft wares/solutions provided by the Contractor.

5. Contractor will provide hardcopy and/or PDF samples as requested.

6. The TTC reserves the right to select another vendor to perform Certified Mailing services if it is deemed more cost-effective.

1.13 REPORTING REQUIREMENTS:

1. Job Recap Reports:

a. Following a mailing, the Contractor shall provide a recap report summarizing the activities of the mailing job or jobs performed on for each job performed.

b. The contractor must provide separate electronic reports on bad addresses, such as returned mail, to TTC. In addition to addressing corrections as mentioned above, the contractor is required to mail to invalid addresses in accordance with Revenue and Taxation (R&T) code.

c. Job Recap reports should be available for online viewing or in hard copy.

2. Postage Recap Reports:

a. The Contractor shall provide the TTC a Postage Recap report on a per job basis summarizing the amount of postage, itemized by job, which includes the volume and dollar amount of postage charged at each postage rate.

b. If any mailings are returned to the TTC by the USPS as undeliverable due to the

Contractor’s error including, but not limited to, the address not being visible through the window or inadequate postage, at the TTC’s option, the Contractor shall credit the TTC on the next invoice.

c. At least annually, the TTC will require the Contractor to present a summary of postage costs and an analysis of areas where savings can be achieved and then work with TTC to implement changes if requested by TTC.

1.14 MISCELLANEOUS REQUIREMENTS:

1. Contractor shall have additional capacity to provide printing and mailing services to accommodate increased volume of mailings or new mailings not included in the current Scope of Services and pricing should consider adding additional volume discounts.

2. All materials produced from the data will remain the sole and exclusive property of the TTC.

All data will be kept secure and confidential and will not be utilized for any purpose other than the printing and mailing services.

3. The contractor will process the finished product within 5 working days from receiving the approved data files and will provide electronic files for upload to the website on the first working day. Additionally, the contractor must print and distribute up to one million bills within a 10-day working period or less. Mailing of the bills must begin by the last day of

September and be completed by the end of the first week in October. The goal is to start mailing two weeks before the end of September and finish by the end of September so taxpayers receive the bills by October 1.

4. All hard copies of mail that are not mailed or sent back to the TTC shall be securely shredded, with proof provided to TTC and only as directed by the TTC or alternative process proposed by Contractor that may be acceptable to TTC.

5. The contractor affirms that it has a facility in California and is available for site visits. Local vendors in Orange County are preferred due to the need for drop shipments of inserts, obtaining samples for remittance processing testing, and other related activities. Contractor shall permit the TTC to send representatives to perform on-site audits or view production facilities before or during production and processing of mailings.

6. Contractor shall provide storage/warehousing of paper stock, notices, inserts, envelopes etc. in a secured area to prevent damage or destruction.

7. Contractor must be able to handle frequent and short notice pickup and drop off mailing materials to the TTC’s office. TTC will work with Contractor to keep these to a minimum.

8. The contractor must have the capability to accept an electronic file from TTC by parcel number containing an email or cell number. The contractor should be able to suppress the normal printing of a tax bill and replace it with either a secure email/text or a secure postcard, or another document as decided by TTC.

9. The contractor must provide house-holding services for multiple mail items going to the same address and owner, consolidating them into one master mailing to save postage and enhance service for taxpayers. Additionally, the contractor should be able to consolidate all bills going to the same address but with different owners into one package if requested.

1.15 OPTIONAL SERVICES:

1. The Contractor may offer, as an additional feature of their proposal, E-Billing Services, to facilitate the electronic delivery of bills, statements, and invoices. A Contractor who offers E-

Billing Services should specify which service they offer and the level of capacity. In addition, an explanation of the services provided and how the service can be provided securely, along with the cost of providing this service, should be detailed.

2. In lieu of E-Billing, the TTC is interested in offering an interim option that allows taxpayers to opt in to receive an email notification when tax bills are available online, instead of receiving a physical tax bill. To utilize this option, taxpayers would need to sign up for a tax reminder with the TTC’s office. Additionally, taxpayers could opt in to have their name appear on the website tax bill, which the Contractor would not redact when creating the PDF or other documents. The Contractor should also provide eBill administration capabilities linked to bill suppression, allowing taxpayers to self-serve and update their phone number or email. These changes would then be sent to TTC for review and approval. The Contractor should indicate if they can provide services to meet these needs, along with pricing and implementation details in your proposal.

3. TTC is also interested in other services which might be used, and Contractor should provide details and pricing of other services.

4. TTC reserves the right to use another vendor for these services if the Contractor does not provide cost-effective pricing.

5. Bill Options and Administration:

a. Current Setup: currently, tax bills are in 8 1/2 x 14 format and cortac bills are in 8 1/2 x 11 format.

b. Proposed Change: switch to an envelope format similar to a W-2 form. This type of envelope is secure and requires tearing the sides to open, ensuring the content is protected.

6. Provide secure self-mailer

7. Provide other services that could streamline billing, printing, and mailing processes. This might include looking into automated mailing systems, e-billing services, and other printing solutions that enhance efficiency and security.

8. The Contractor must provide various options for secure postcards for mortgage company bills and other bills identified by TTC as not requiring a full bill.

9. The contractor will produce different files based on type to ensure the optimal use of eBilling or secure postcards.

1.16 CURRENT DOCUMENT SPECIFICATIONS:

The following represents the current document specifications being used by the TTC’s office. A current sample of the documents has been included so that the Contractor can determine alternative possible options to consider for documents. The TTC expects that the specifications can be modified, especially if the TTC can reduce costs without any negative impact or quality of services. For example, can a double window be used versus a single window by redesigning the bill, if the double window is a lower cost than a single window envelope. Alternatively, a lower weight paper can be used for certain invoices, or a preprinted bill with a one-color scheme in black and white can be utilized.. When providing pricing on Attachment C “Contractor Pricing Schedule”, Contractor should use the following specifications for each job currently being produced by the TTC, but then also price any suggested changes that might lower current costs. Contractor should provide any associated costs that may not be listed on the pricing schedule and include any information or costs regarding minimum per item processing additional costs not itemized. Pricing should be listed as Per Thousand unit unless specified otherwise. In addition, Contractor must provide explanation of what is included for each service. The

Contractor should also price any materials that may be provided if changes are made to current processes (i.e., double window, different paper sizes, etc.). Please note whether the materials are pre-printed and if any changes to pre-printed forms would be done annually (or price breaks) or if they are printed on demand and changes can be made during the year or price both. Currently the envelopes contain customized information, and the TTC would like to continue having the customized information on the envelopes. Contractor will add customized messages into forms and annually provide these to

TTC for review and updating at no cost.

A. Regular Secured Tax Bills:

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 11” tri-fold insert, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3” insert, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Estimated delivery schedule: once in September or October and then weekly New

Owner bills as ownership changes

• Estimated volume: 800,000 – 900,000 annually

• Estimated charge for hand-sorting of foreign mail not received in a pre-sort order

• Job to generally be completed within a two-week time frame of TTC approval of samples unless circumstances require a shorter time frame on an as needed basis.

B. Roll Corrected Secured Tax Bills:

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 11”, trifold, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Estimated delivery schedule: once a week from October – June

• Estimated corrected bill volume: 7,000 – 10,000 annually. Weekly volume will vary.

• Job to generally be completed within two working days of TTC approval of samples

3. CORTAC/Mobile Home Secured Tax Bills:

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 0 perf, 2/1, 24lb) o One insert (size 8-1/2” x 11”, trifold, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3” insert, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Estimated delivery schedule: once in September

• Estimated volume: 200,000 – 300,000 annually

• Estimated charge for hand-sorting of foreign mail not received in a pre-sort order

• Job to generally be completed within a two-week time frame of TTC approval of samples unless circumstances require a shorter time frame on an as needed basis.

4. Secured Tax Bills (Multiple Pages):

• Print, fold, insert and mail tax bills containing the following:

o One outgoing large envelope (size: 8-1/2” x 14” or larger) o Multiple tax bills (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 11”, tri-fold, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Estimated delivery schedule: once in September

• Estimated volume: 22,000 – 40,000 annually

• Estimated charge for hand-sorting of mail not received in a pre-sort order

• Job to be completed within a two-week time frame of TTC approval of samples unless circumstances require a shorter time frame on an as needed basis.

• May require manual handling – multiple tax bills going to the same owner

5. Secured Tax Bills (Special Handling):

• Process file, generate tax bills in PDF format without redactions and save onto a CD

• Estimated delivery: once in September

• Estimated volume: 2 – 4 CDs annually for approximately 2,000 bills

6. Regular Supplemental Tax Bills:

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: February, June, August, and October

• Estimated volume: 80,000 – 100,000 annually

7. Roll Corrected Supplemental Tax Bills:

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once a week

• Estimated volume: 8,000 – 10,000 annually

8. Prior Year Tax Notices:

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 1 perf, 0/0, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once in August

• Estimated volume: 15,000 – 30,000 annually

9. Supplemental 1st Installment Delinquent Notices:

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 2 perfs, 0/0, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: approximately January and May

• Estimated volume: 5,000 annually

10. Supplemental 2nd Installment Delinquent Tax Notices:

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 1 perf, 0/0, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: approximately August and November

• Estimated volume: 5,000 annually

11. Secured 1st Installment Delinquent Secured Tax Notices:

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 2 perfs, 0/0, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once in January

• Estimated volume: 25,000-50,000 annually

12. Secured 2nd Installment Delinquent Secured Tax Notices:

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 1 perf, 0/0, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once in May

• Estimated volume: 30,000 – 50,000 annually

13. Secured 1st Installment Potential Judicial Foreclosure Secured Tax Notices:

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 2 perfs, 0/0, 24lb) o Two #9 return window envelopes (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once in January

• Estimated volume: 5,000 – 8,000 annually

14. Secured 2nd Installment Potential Judicial Foreclosure Secured Tax Notices:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 14”, 1 perf, 0/0, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once in May

• Estimated volume: 5,000 – 8,000 annually

15. Unsecured Property Tax Bills (Regular Single Page):

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 3-2/3”, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Provide PDF or other requested format images without redactions to TTC for processing

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once a week except mid-June – mid July

• Estimated volume: 100,000 – 120,000 annually

16. Unsecured Property Tax Bills (Roll Corrected Single Page)

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) o One tax bill (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 3-2/3”, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Provide PDF or other requested format images without redactions to TTC for processing

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once a week except mid-June – mid July

• Estimated volume: 5,000 – 10,000 annually

17. Unsecured Property Tax Bills (Regular Multiple Pages)

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) or one outgoing large envelope (size: 8-1/2” x 14” or larger) o Multiple tax bills (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 3-2/3”, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Provide PDF or other requested format images without redactions to TTC for processing

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once a week except mid-June – mid July

• Estimated volume: 1,000 – 3,000 annually

18. Unsecured Property Tax Bills (Roll Corrected Multiple Pages)

• Print, fold, insert and mail tax bills containing the following:

o One #10 window envelope (single window: 1-3/4” x 4-1/2”, 7/8” left, 7/8” bottom) or one outgoing large envelope (size: 8-1/2” x 14” or larger) o Multiple tax bills (size 8-1/2” x 14”, 10% color screen, 2 perfs, 2/1, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom) o One insert (size 8-1/2” x 3-2/3”, 1/1, 20lb) o One optional insert (size 8-1/2” x 3-2/3”, 1/1, 20lb)

• Generate tax bill in PDF or other requested format with redactions for online viewing

• Provide PDF or other requested format images without redactions to TTC for OnBase processing

• Must complete job within three to five working days of TTC approval of samples

• Estimated delivery schedule: once a week except mid-June – mid July

• Estimated volume: 5,000 – 10,000 annually

19. Unsecured Property Tax Delinquent Notices

• Print, fold, insert and mail notices containing the following::

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One notice (size 8-1/2” x 11”, 1 perf, 0/0, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Must complete job within three to five working days of TTC approval of samples

• Provide PDF or other requested format images without redactions to TTC for processing

• Estimated delivery schedule: once a week

• Estimated volume: 30,000 – 50,000 annually

20. Certified Mailings for Property Taxes

• Print (simplex/duplex), fold, insert and mail notices containing the following:

o Special certified envelope o One notice (size 8-1/2” x 11”, 1 perf, 0/0, 24lb)

• Must complete entire job within two working days of TTC approval of samples

• Provide PDF or other requested format images without redactions to TTC for processing (applicable to selected jobs)

• Estimated delivery schedule: once in January and once in May

• Estimated volume: 700 – 1,400 annually

21. Secure Portal Letter Printing and Mailing Service (Interactive Online Based Solution)

• These include on demand letters, such as collection letters and notices for delinquent invoices, short payments, bad checks.

• Print (simplex/duplex), fold, insert and mail letter containing the following:

o One #10 window envelope (double window: 1” x 3-3/4”, 7/8” left, 2-5/8” bottom;

1-1/2” x 4-1/2”, 7/8” left, 3/8” bottom) o One letter (size 8-1/2” x 11”, 1 perf, 0/0, 24lb) o One #9 return window envelope (single window: 1-1/8” x 4-1/4”, 1/2” left, 3/4” bottom)

• Must complete entire job within two working days of TTC approval of samples

• Provide PDF or other requested format images or other requested format without redactions to TTC for processing (applicable to selected jobs)

• Estimated delivery schedule: once a week

• Estimated volume: 80,000 - 120,000 annually

22. ACS New Notices

• ACS currently provides Contractor one data file containing records for seven different types of jobs: new notices, renewal notices, delinquent notices, incomplete notices, final notices, delinquent vaccination certificates and certificates. Contractor must have the capability to process, print and mail this file according to each job’s criteria provided below.

• Contractor must have the capability to process, print and mail this file according to each job’s criteria provided.

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (single window: 1-1/8” x 4-1/2”, 7/8” left, 1/2” bottom) o One notice (size - 8-1/2” x 11”, 1 perf, 4/1, 24lb) o One #9 return non-window envelope o One insert (provided by ACS)

• Provide PDF or other requested format images without redactions to ACS processing

• Must complete entire job within three working days of ACS approval of samples

• Estimated delivery schedule: biweekly

• Estimated volume: 16,000 annually

23. ACS Renewal Notices

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (single window: 1-1/8” x 4-1/2”, 7/8” left, 1/2” bottom) o One notice (size - 8-1/2” x 11”, 1 perf, 4/1, 24lb) o One #9 return non-window envelope o One insert (provided by ACS)

• Provide PDF or other requested format images without redactions to ACS processing

• Must complete entire job within three working days of ACS approval of samples

• Estimated delivery schedule: biweekly

• Estimated volume: 168,000 annually

24. ACS Delinquent Notices

• Print with highlight color, fold, insert and mail notices containing the following:

o One #10 window envelope (single window: 1-1/8” x 4-1/2”, 7/8” left, 1/2” bottom) o One notice (size - 8-1/2” x 11”, 1 perf, 4/1, 24lb) o One #9 return non-window envelope

• Provide PDF or other requested format images without redactions to ACS processing

• Must complete entire job within three working days of ACS approval of samples

• Estimated delivery schedule: biweekly

• Estimated volume: 26,000 annually

25. ACS Incomplete Notices

• Print, fold, insert, cut and mail notices containing the following:

o One #10 window envelope (single window: 1-1/8” x 4-1/2”, 7/8” left, 1/2” bottom) o One notice (size - 8-1/2” x 11”, 1 perf, 4/1, 24lb) o One #9 return non-window envelope

• Provide PDF images without redactions to ACS processing

• Must complete entire job within three working days of ACS approval of samples

• Estimated delivery schedule: biweekly

• Estimated volume: 28,000 annually

26. ACS Final Notices

• Print with highlight color, fold, insert and mail notices containing the following:

o One #10 window envelope (single window: 1-1/8” x 4-1/2”, 7/8” left, 1/2” bottom) o One notice (size - 8-1/2” x 11”, 1 perf, 4/1, 24lb) o One #9 return non-window envelope

• Provide PDF images without redactions to ACS processing

• Must complete entire job within three working days of ACS approval of samples

• Estimated delivery schedule: biweekly

• Estimated volume: 20,000 annually

27. ACS Certificates

• Print, fold, insert and mail notices containing the following:

o One #10 window envelope (single window: 1-1/8” x 4-1/2”, 7/8” left, 1/2” bottom) o One notice (size - 8-1/2” x 11”, 1 perf, 4/1, 24lb, with watermark) o One insert (provided by ACS)

• Provide PDF images without redactions to ACS processing

• Must complete entire job within three working days of OCAC approval of samples

• Estimated delivery schedule: biweekly

• Estimated volume: 162,000 annually

28. ACS Delinquent Vaccination Certificates

• Print with highlight color, fold, insert and mail…