RFP 25-0618 Realestate Tax Bill Service.pdf

REQUEST FOR PROPOSAL

REAL ESTATE TAX BILLING SERVICES

PROPOSAL DUE DATE: June 18th, 2025 2:00 pm EST PROPOSAL SUBMITTAL LOCATION: Purchasing Division 237 W Maple Avenue Burlington, NC 27215

PURCHASING MANAGER: Sonjia Cross, Purchasing Manager CLGPO

TELEPHONE NUMBER: (336) 222-5006

scross@burlingtonnc.gov

Competitive proposals for the specified service shall be received by the Purchasing Division, 237 W. Maple Avenue, Burlington, NC 27215, until the date and time cited.

Proposals must be submitted on or prior to the exact date and time indicated above. Late proposals shall not be considered. The prevailing clock shall be the City of Burlington Purchasing Division clock.

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Contents

Introduction

Tentative Timetable

Scope of Work

Samples

Information Required by Proposer

Specifications / Requirements

Evaluation Criteria

Award

Term

Quality Requirements

Confidentiality

Plan of Services

Pricing

General Specifications & Instructions to Bidders Applicable to All Items

References

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Introduction The City of Burlington is seeking qualified competitive proposals for a new Tax Bill Services provider which includes receiving our data file and processing the data to create real estate tax bill invoices in addition to mail them to our citizens.

Tentative Timetable RFP Issued May 22, 2025

Questions Due June 3 , 2025 by 2PM EST

Answers to Questions Due June 10th, by 5 PM EST

RFP Due Date June 18th, by 2PM EST

Anticipated Award Date June 20th, by 5PM EST

Scope of Work Tax Bill Services The service provider shall consist of accepting a data file transmission from the City via e-mail or FTP server. Administration will include, but will not be limited to: postal process the file down to enhanced carrier route presorts, laser print invoices, fold invoices, include courtesy reply envelope, insert into an outbound envelope, and prepare mailing for post office. Deliver mailing to the post office. Accept a data file transmission from the City via e-mail or FTP server for Tax Bill Services and create/transmit PDFs of entire print job to the online payment processor. The service provider will provide reports.

The service provider will maintain frequent personal contact via telephone, email, and visits with the Tax Collector, as needed to coordinate all information, actions, and decisions.

Samples Bidders shall include sample reports, such as NCOA scrubs and billings/invoices that have a potential for return to the City as undeliverable, others as determined.

Submittal must include sample invoices that the company may provide to the City of Burlington, such as real estate. The sample should demonstrate format, clarity and ease of understanding for the taxpayer.

Information Required by Proposer Bidders must explain what information will be required from the City of Burlington in order to implement the services to be provided.

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Required Printing & Mailing Services

The City of Burlington uses One-Tax software as its software provider. The City of Burlington seeks to contract with a company capable of converting raw data files into finished invoices that are mail-ready.

In general, the standard mailing for Real Estate bills, will be composed of:

1 # 10 Outbound envelope.

1 # 9 Courtesy Reply envelopes.

1 8.5” x 11” Invoice, on 24lb paper, micro perforated at remittance stubs, offset ink printing for 1 sided.

On the average, the City of Burlington generates the following volumes annually:

BILL VOLUME PER RUN WHEN

Real Estate Tax 21,000 Annually in July

Specifications / Requirements The City of Burlington expects the company to perform the following services and conform to the following specifications:

1. Accept a data file transmission from the City of Burlington via e-mail or FTP server.

2. Laser print invoice on 8.5” x 11” sheet, single sided in color and paper micro perforated at remittance stub with QR code that links to the customers online/mobile payment portal. URL must include taxpayer account number or parcel ID for auto population. Scannability on IOS and Android devices.

3. Fold invoice and insert into a #10 outbound envelope.

4. Insert #9 courtesy reply envelope into #10 outbound envelope.

5. Prepare mailing for post office.

6. Deliver mailing to post office and pay for postage at lowest bulk rate for first-class mail.

7. Must print, insert, and mail bills from the same facility.

8. Must provide City with proof of mailing affidavits with each billing.

9. Must have the ability to offer electronic bill presentment and payment services.

10. Service provider will utilize U.S. postal software, for example National Change of

Address (NCOA), to ensure City receives the lowest possible postage rate.

11. Service provider has the capability to pull desired bills and amount due exclusions from the mailing provided the City of Burlington has given the service provider notification on acceptance of the invoice run.

12. Company will correct the incomplete addresses prior to mailing to reduce or eliminate returned mail, and, upon request, will provide a report stating all incomplete addresses in the file.

13. Company will provide an on-demand program that allows the City of Burlington to

5 | P a g e reprint exact replicas of bills on demand that has no licensing restrictions.

14. Company must have significant experience printing bills with One-Tax Software.

15. Company will agree to a uniform per piece rate across all bill types regardless of volume.

16. Selected service provider will confirm bill count and total dollar value with City of

Burlington prior to running job and service provider will email specifically requested and designed samples of approximately 10 invoices to the City of Burlington prior to running job.

17. Intelligent Mail Bar (IMB) Code printed on statement or envelope

18. Ability to provide PDF to online service provider

19. Ability to get everything in order to mail out tax bills to customers by July 14th, 2025

20. Ability to turnaround job within 5 business days

Evaluation Criteria All worth up to 20 points each

1. Compliance with the information requested

2. References and experience

3. Quality Control Procedures: Selected service provider will confirm bill count and total dollar value with the City of Burlington prior to running job and will email requested samples of approximately 10 invoices to the City prior to running job

4. Turnaround Time: this represents the amount of time in business days that elapse between the time the file has been verified and authorized by the City of Burlington and the time the finished product is delivered to the Post Office for delivery.

5. Price

Award The contract shall be awarded to the most responsible, responsive bidder with the most advantageous proposal response.

Term

The City of Burlington is soliciting proposals from qualified service providers to provide Real Estate Property Tax Bill Services. The contract shall be for 1 year with the sole option to renew for additional periods as the City sees fit if both parties agree.

Quality Requirements

Quality requirements, or basic business requirements, are the minimum set of standards that an entity must meet and certify to be considered responsible and responsive. Please complete the

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Quality Requirements form, below, and submit it with your completed proposal. The City of Burlington will disqualify any response that does not meet the minimum quality requirements.

A "No” response to items 1-12, or a failure to respond to any of the following minimum standards, will result in disqualification of your proposal.

14.

Service provider, through its written proposal submission, must demonstrate its ability to meet the required turnaround time of 5 business days from submission of data files via email.

For example, if the company received the data file on Monday at 10:00 a.m., then the company must deliver the finished product to the Post Office no later than the next Monday at closing time.

QUALITY REQUIREMENTS YES NO

1.

The service provider has the ability to provide postal delivery to a local office?

2.

The Service provider has no documented record of non-performance or significant unsatisfactory performance in the administration of Tax Bill Services?

3.

The Service provider has provided descriptions of their management information reporting system and samples of reports including but not limited to:

a. Listing of standard reports and delivery dates.

b. Special reports which may be required.

c. All other reports available.

4.

The Service provider has furnished references with contact information for tax bill services performed within the past two (2) years.

5.

The Service provider has provided a description of fee schedule

6. The Service provider will provide a report stating all incomplete addresses in the file upon request, and will correct the incomplete addresses prior to mailing to reduce or eliminate returned mail.

7.

The Service provider has the capability to pull desired bills and amount due exclusions from the mailing provided the City of Burlington has given the service provider notification on acceptance of the invoice run.

8.

The Service provider has the capability to use U.S. Postal technology to enable lowest possible postage rates.

9.

The Service provider has been in business for five years or longer.

10. The Service provider has confirmed capability to begin work on the earliest possible start date, July 14th, 2025.

11.

The service provider has confirmed capability to provide PDF copies to online service provider.

12. Must provide City with proof of mailing affidavits with each billing.

13. Service provider through its written proposal submission must demonstrate its ability to perform all of the required services in-house, no work to be subbed out.

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Confidentiality The Service provider agrees that it will ensure that its employees and others performing services under this contract will not use or disclose any non-public information unless authorized by the City. That includes confidential reports, information, discussions, procedures, and any other data that are collected, generated or resulting from the performance of this scope of work. All documents, photocopies, computer data, and any other information of any kind collected or received by the Service provider in connection with the contract work shall be provided to the City upon request at the termination of the contract (i.e., the date on which final payment is made on the contract or at such other time as may be requested by the City or as otherwise agreed by City and the Service provider). The Service provider may not discuss the contract work in progress with any outside party, including responding to media and press inquiries, without the prior written permission of the City. In addition, the Service provider may not issue news releases or similar items regarding contract award, any subsequent contract modifications, or any other contract-related matter without the prior written approval of the City. Requests to make such disclosures should be addressed in writing to the Service provider’s point of contact.

Plan of Services

All bidders must submit a plan of services that they would provide under this contract in order to fulfill the service requirements shown. Such “Plan of Services” must include:

1. Descriptions of the procedures to be used to receive, review, and process all Tax Bill

Services. The description should include how the service provider will receive the data transmission, process the invoices and prepare for mailing. The standards regarding when the immediate contact of the Tax Collector is required.

2. A description of the steps to be taken to ensure that decisions and actions on transmission problems and production issues are made in a timely manner.

3. A description of the automated system that will be used to fulfill the reporting and record-keeping functions required.

By signing this Price Form, the Proposer certifies the following bulleted statements and offers to supply and deliver the materials and services specified below in full accordance with the Contract Documents supplied by the City of Somerville entitled: Real Estate and Personal Property Tax Bill Services.

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Pricing (not including sales tax)

DESCRIPTION

UNIT

BID PRICE

Base Year

BID

PRICE

Year 2

BID

PRICE

Year 3

Setup Fee One time costs

#10 Outbound Envelope per piece

#9 Inbound Envelope per piece

Data Processing per piece

Invoice Paper & Print per piece

Invoice Fold per piece

Invoice Stuff per piece

#9 Envelope Stuff per piece

Postal Preparation per piece

Delivery to Post Office per piece

Postage Cost (in North Carolina) per piece

Postage Cost (outside of North Carolina) per piece

Additional Fees not listed per piece

Additional Fees not listed per piece

Total per piece:

NAME OF COMPANY / INDIVIDUAL:

ADDRESS:

CITY/STATE/ZIP:

TELEPHONE/FAX/EMAIL:

SIGNATURE OF AUTHORIZED INDIVIDUAL:

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General Specifications & Instructions to Bidders Applicable to All Items

1. Each bidder must submit a proposal on the blank form(s) provided if applicable. All proposals must be signed by a duly authorized individual. Proposals submitted on other forms will not be accepted.

Proposals will be read on the date and hour as stated in the office of the Purchasing Director, Municipal Building Annex, and 237 W. Maple Ave., Burlington, North Carolina. BIDDERS or their authorized agents are invited to be present. Any proposal received after the date and hour specified, will not be accepted or considered.

2. BIDDERS may submit with their proposals, manufacturer’s specifications, illustrations, and descriptive literature of the product proposed to be furnished. If the product proposed does not meet specifications as written the variations must be described in detail and attached to the proposal (if applicable).

3. The City reserves the right to reject any or all proposals, waive technicalities, and to be the sole judge of suitability of the BIDDER or product for the use by the City for intended purposes. Factors to be considered in awarding the proposal will be price, (excluding sales tax) quality, and or qualifications, history of satisfactory performance, time required to make delivery and the availability of item offered. The contract will be awarded after evaluation of all proposals has been made. In the interest of suitability to the City’s needs and/or economy; equipment or furnishings other than the cheapest in price may be selected. The City of Burlington shall have a period of thirty (30) days after the opening of proposals to make the award and may award in total or by line item, whichever is in the best interest of the City.

4. The specifications enclosed are intended to obtain competitive proposals. Any reference to brand names is strictly for denoting the type and quality of item desired, and is not done to limit or restrict the proposals.

5. Any corrections or errors found in the specifications must be submitted in writing and mailed to the attention of the Purchasing Director prior to the opening of proposals. Any deviations from the specifications must be in writing and submitted as part of the proposal. Any addenda to these proposal documents shall be issued in writing; no oral statements, explanations, or commitments by whosoever made shall be of any effect unless incorporated in the addenda.

6. No bid deposit is required with this proposal. The City of Burlington has waived this requirement as allowed by N.C. General Statutes.

7. No Federal Excise Tax is to be included as the City of Burlington is exempt under federal laws and will furnish proper exemption certificate or number upon request. In computing freight, federal transportation tax is not to be included as the City of Burlington is exempt. North Carolina state and local taxes (i.e. sales tax) are applicable, but must be shown separate from the item(s) being quoted.

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If construction, a sales tax form (provided by the City with contract documents) must be provided with each invoice showing the actual sales tax paid for the project.

8. Pursuant to the provisions of G.S. 143-54 under penalty of perjury, the signer of the proposal certifies this proposal has not been arrived at collusively or otherwise in violation of Federal or North Carolina Antitrust laws. The owner or an officer of the firm must sign all proposals.

9. By signing this proposal form the contractor affirms that they are registered with and participates in the Federal work authorization program, E-Verify as it relates to their company and mandated by law in North Carolina by G.S. 160-20.1

10. The proposal format should be one original and should be submitted in the format specified in the

RFP. The material should be in sequence and related to the RFP. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the following sections: the completed Offer and Acceptance Form, all signed Amendments, a copy of this RFP document and the Offeror’s response to the Evaluation Criteria including the completed Price Page. Failure to include the requested information may have a negative impact on the evaluation of the offeror's proposal.

11. All proposals submitted in response to this Request for Proposal shall become the property of the City and shall become a matter of public record when opened.

12. The City reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements.

13. The Contract shall be based upon the Request for Proposal issued by the City and the Offer submitted by the Contractor in response to the Request for Proposal. The offer shall substantially conform to the terms, conditions, specifications and other requirements set forth within the text of the Request for Proposal. The City reserves the right to clarify any contractual terms with the concurrence of the Contractor; however, any substantial non-conformity in the offer, as determined by the City's Purchasing Agent, shall be deemed non-responsive and the offer rejected. The Contract shall contain the entire agreement between the City of Burlington and the Contractor relating to this requirement and shall prevail over any and all previous agreements, contracts, proposals, negotiations, purchase orders, or master agreements in any form.

14. Progress payments, when requested, will be made after the City receives a detailed invoice and confirmation that the work has been performed to the specifications required for the requested payment.

15. FORCE MAJEURE: Except for payment of sums due, neither party shall be liable to the other nor deemed in default under this Contract if and to the extent that such party's performance of this Contract is prevented by reason of Force Majeure. The term "Force Majeure" means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Force

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Majeure shall not include late performance by a subcontractor unless the delay arises out of a Force Majeure occurrence in accordance with this Force Majeure term and condition. If either party is delayed at any time in the progress of the work by Force Majeure, the delayed party shall notify the other party in writing of such delay, as soon as is practical, of the commencement thereof and shall specify the causes of such delay in such notice. Such notice shall be hand-delivered or mailed certified-return receipt and shall make a specific reference to this article, thereby invoking its provisions. The delayed party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by contract modification for a period of time equal to the time that results or effects of such delay prevent the delayed party from performing in accordance with this Contract.

16. INDEMNIFICATION: To the fullest extent permitted by law, Contractor, its successors, assigns and guarantors, shall pay, defend, indemnify and hold harmless the City of Burlington, its agents, representatives, officers, directors, officials and employees from and against all allegations, demands, proceedings, suits, actions, claims, including claims of patent or copyright infringement, damages, losses, expenses, including but not limited to, attorney fees, court costs, and the cost of appellate proceedings, and all claim adjusting and handling expense, related to, arising from or out of or resulting from any actions, acts, errors, mistakes or omissions caused in whole or part by Contractor relating to work, services and/or products provided in the performance of this Contract, including but not limited to, any Subcontractor or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable and any injury or damages claimed by any of Contractor’s and Subcontractor’s employees.

17. It is understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venture, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose. The Contractor shall not be entitled to compensation in the form of salaries, paid vacation or sick days by the City.

The City of Burlington will not provide any insurance coverage to the Contractor, including Worker's Compensation coverage. The Contractor is advised that taxes, social security payments, and other withholdings shall not be withheld from a City payment issued under this Contract and that Contractor should make arrangements to directly pay such expenses.

18. All material or service is subject to final inspection and acceptance by the City. Material or service failing to conform to the specifications of this Contract shall be held at the Contractor's risk and may be returned to the Contractor. If returned, all costs are the responsibility of the Contractor.

Noncompliance may be deemed a cause for possible Contract termination.

19. Contractor shall maintain in current status all Federal, State, and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this Contract.

20. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on City property. If the Contractor fails to do so and damages such property, the Contractor shall replace or repair the damage at no expense to the City, as determined and approved by the City’s Purchasing Agent. If the Contractor fails or refuses to make

12 | P a g e such repair or replacement, the City will determine a cost and the Contractor shall be liable for the cost thereof, which may be deducted from the Contract price.

21. Each and every provision of law and any clause required by law to be in the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party the Contract shall be amended to make such insertion or correction.

22. No provision in this document or in the Contractor's proposal shall be construed, expressly or by implication, as a waiver by either party of any existing or future right and/or remedy available by law in the event of any claim, default or breach of contract. The failure of either party to insist upon the strict performance of any term or condition of the Contract, to exercise or delay the exercise of any right or remedy provided in the Contract or by law, or to accept materials or services required by this Contract or by law shall not be deemed a waiver of any right of either party to insist upon the strict performance of the Contract.

23. No subcontract shall be entered into by the Contractor with any other party to furnish any of the material/service specified herein without the advance written approval of the City's Purchasing Agent. All subcontracts shall comply with Federal and State laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Contractor referred to herein. The Contractor is responsible for contract performance whether or not subcontractors are used.

24. Contractor shall at all times enforce by adequate supervision and training of supervisory personnel a safe working environment for all employees including the supervision of all services which relate to the general safety and welfare of any persons exposed to the services performed under this Contract by Contractor.

Contractor agrees to fully cooperate with the City in any employee and public safety program sponsored by the City. Contractor agrees to conduct all of its operations with due diligence and care for the safety of all persons at all times.

25. The contractor acknowledges that he has investigated and satisfied himself as to the conditions affecting the work, including but not restricted to those bearing upon transportation, disposal, handling and storage of materials, availability of labor, water, electric power, roads and uncertainties of weather, river stages, or similar physical conditions at the site, the conformation and conditions of the ground, the character of equipment and facilities needed preliminary to and during the prosecution of the work.

The contractor further acknowledges that he has satisfied himself as to the character, quality and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site. Any failure by the contractor to acquaint himself with the available information will not relieve him from responsibility for estimating properly the difficulty or cost of successfully performing the work. The City assumes no responsibility for any conclusions or interpretations made by the contractor on the basis of the information made available by the City.

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26. CONFLICT OF INTEREST: Contractor shall be prohibited from proposing on this RFP if Contractor has attempted or made contact with any elected or non- elected City Official in an attempt to influence the award of this RFP or alter it in any manner. Future conflicts shall be grounds for contract default.

27. LIQUIDATED DAMAGES: From the nature of the services to be rendered, the Contractor and City agree that it is extremely difficult to fix actual damages, which may result from failure on the part of the Contractor to perform certain obligations and to determine the resulting loss to the City. Therefore at the election of the City, for acts, or failure to act, as described in this section, the Contractors liability should be limited to, and fixed at, the sums stated, as liquidated damages and not a penalty, which sums the parties acknowledge to be reasonable estimates of the damages the City would suffer;

provided however, that with respect to breaches other than the types described in this section, the City may pursue any other remedy available by law or equity, this or including, without limitations, the termination of contract.

28. TERMINATION OF CONTRACT: This Contract may be terminated at any time by mutual written consent, or by the City, with or without cause, upon giving thirty (30) days written notice. The City, at its convenience, by written notice, may terminate this Contract, in whole or in part. If this Contract is terminated, the City shall be liable only for payment under the payment provisions of this Contract for services rendered and accepted material received by the City before the effective date of termination. The City reserves the right to terminate the whole or any part of this Contract due to the failure of the Contractor to carry out any term or condition of the Contract. The City will issue a written thirty (30) day notice of default to the Contractor for acting or failing to act as specified in any of the following:

The Contractor provides personnel that do not meet the requirements of the Contract;

The Contractor fails to perform adequately the stipulations, conditions or services/specifications required in this Contract;

The Contractor attempts to impose personnel, materials, products or workmanship of an unacceptable quality;

The Contractor fails to furnish the required service and/or product within the time stipulated in the Contract;

The Contractor fails to make progress in the performance of the requirements of the Contract;

The Contractor gives the City a positive indication that the Contractor will not or cannot perform to the requirements of the Contract.

Each payment obligation of the City created by this Contract is conditioned upon the availability of City, State and Federal funds that are appropriated or allocated for the payment of such an obligation. If funds are not allocated by the City and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the City at the end of the period for which funds are available. The City will endeavor to notify the Contractor in the event that continued service will or may be affected by non-appropriation. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph.

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29. INSURANCE

Certificates for Workers Compensation, General Liability and Vehicle/Equipment Insurance will be required and submitted as part of the contract award. The Contractor, at its own expense, shall keep in force and at all times maintain during the Agreement:

Insurance Type Each Occurrence Aggregate

General Liability

Bodily Injury & Property Damage $1,000,000 $3,000,000 Combined Single Limit

Automobile Liability

Bodily Injury & Property Damage $1,000,000

Owners Protective Liability or Project Specific Aggregate

Bodily Injury & Property Damage $1,000,000 $3,000,000

Excess Liability $5,000,000 $10,000,000

The City of Burlington must be named as an additional named insured on the Contractor’s insurance policy.

The following statement must be on the certificate of insurance: a blanket waiver of subrogation shall apply in favor of the City of Burlington and all additional insured’s as required by contract.

Workers’ Compensation Coverage

Full and complete Worker’s Compensation Coverage, as required by the State of North Carolina, shall be required.

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References The Service Provider shall list at least three relevant references, which the City can contact.

The City request they be municipalities. References shall include the following information:

Name _____________________________________________________

Address____________________________________________________

Contact # _________________________ email ________________________________

Description of work performed _______________________________________________________

Date started with company _______________________

Contact # _________________________ email ________________________________

Description of work performed _______________________________________________________

Contact # _________________________ email ________________________________

Description of work performed _______________________________________________________