Tax_printing_and_Mailing_services:_Re-Bid.pdf

INVITATION FOR BID

2022-IFB-269

TAX PRINTING AND MAILING SERVICES: RE-BID

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: December 19, 2022

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: December 21, 2022, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/pittsburghpa https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Pittsburgh

INVITATION FOR BID

Tax printing and Mailing services: Re-Bid

I. Introduction II. Instructions to Bidders

III. Equal Opportunity Review Commission Terms IV. General Terms and Conditions V. Scope of Work

VI. Vendor Questionnaire VII. Pricing Proposal

Attachments:

A - Attachment_A_-_2023_Business_Tax_Due_Dates_(2)

B - Attachment_B_-_Real_Estate_Tax_Bill_Template_(2)

C - Attachment_C_-_Amusement_Tax_Form_2023

D - Attachment_D_-_Payroll_Expense_Tax_Form_2023

E - Attachment_E_-_ISP_Tax_Form_2023

F - Attachment_F_-_LST_Form_2023

G - Attachment_G_-_Parking_Tax_Form_2023

H - Attachment_H_-_NSFUF_Form_2023

J - Attachment_I_-_AR_Bill_2023

Invitation for Bid #2022-IFB-269 Title: Tax printing and Mailing services: Re-Bid

1. INTRODUCTION

1.1. Summary

The City of Pittsburgh Office of Management & Budget, on behalf of the Department of Finance is soliciting bids for Tax Printing and Mailing Services.

1.2. Contact Information

Clarisa Mejias-Shell

Sourcing Specialist

414 Grant Street

Pittsburgh, PA 15219

Email: clarisa.mejias-shell@pittsburghpa.gov

Phone: (412) 255-2422

Department:

Finance

1.3. Timeline

Release Project Date December 19, 2022

Bid Submission Deadline December 21, 2022, 2:00pm

Question Submission Method All questions shall be submitted via "Q&A" feature on OpenGov.

Bid Opening December 21, 2022, 3:00pm

Office of Management & Budget

Bureau of Procurement

414 Grant Street, Room 502

Pittsburgh, PA 15219

Bids will be publicly opened in the presence of a

Sourcing Specialist and a representative from the

Office of the Controller, or their designee.

Period of Contract January 2023 through January 31, 2024 with two, one-year options to renew.

mailto:clarisa.mejias-shell@pittsburghpa.gov tel:(412)255-2422

2. INSTRUCTIONS TO BIDDERS

2.1. BID SUBMISSIONS

All bids must be submitted electronically. No bids shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone or fax transmission.

2.2. BID ERRORS

If a Bidder submits a bid with a price that is patently incorrect, such that a “reasonable person” would recognize the error, the Bidder shall be given the opportunity to withdraw the entire bid or only the incorrect line item in a bid. If the Bidder wishes to withdraw the entire bid or only a line item, the Bidder shall, within five working days of bid opening, state in a letter to the City the reason for the mistake and request that the City not consider the bid or line item for award.

2.3. SPECIFICATION ERRORS AND BULLETINS (AMENDMENTS)

If any alleged errors are noted in the bid specifications, bidder should immediately notify the City and, if confirmed, a bulletin shall be sent to all bidders. A copy of all bulletins issued shall be submitted electronically with the suppliers bid.

2.4. CLARIFICATION

The City reserves the right to request clarification of any bid before bid award.

2.5. QUALIFIED BIDDERS

All bidders must be merchants dealing in the goods and services on which they bid, and must be qualified to advise as to their application and use. Bidders warrant, and must be able, upon request, to demonstrate, that they possess the knowledge, experience, skill, capital, stock, charters, licenses, permits, patents and personnel necessary to satisfactorily perform the contract for which they submit bids.

2.6. PRE-PRINTED TERMS AND CONDITIONS

Bidder’s pre-printed Terms and Conditions or restrictions commonly appearing on the reverse side of letters submitted with the bid and/or bidder’s specifications material and contract documents shall be disregarded and have no effect.

2.7. SOLICITATION ONLY

This Invitation for Bid is a solicitation only and is not intended to be nor should it be construed to be an offer to enter into any contract or other agreement.

2.8. FATAL BID ERRORS

The following errors shall be deemed fatal and render the bid void: Failure to sign the bid, or bond or both, If the signatures are those of unauthorized persons, or If there is no stated pricing. All other errors are waivable at the sole discretion of the City if such errors would not invalidate a fair and just competitive bidding procedure free of favoritism and fraud and a common standard for all bidders.

2.9. CONTRACT

By submitting a bid, the bidder warrants that if the City makes an award to the bidder, bidder shall, at the option of the City, enter into a written contract with the City. This contract shall consist of the terms and conditions set forth in the solicitation, specifications, and these General Conditions and Instructions to Bidders. If no bid bond or substitute is required and bidder fails or refuses to execute the required documents within thirty (30) days after award by City, bidder shall pay to the City the difference in the amount specified in bidder's bid and the amount City shall pay to fulfill the specifications.

2.10. ALTERATIONS/CORRECTIONS

Any alteration, erasure, addition to or omission of required information, change of the specifications or bidding schedule, is made at the risk of the prospective contractor and may result in the rejection of the bid, unless such changes are authorized by the specifications.

2.11. COLLUSION BETWEEN BIDDERS

If the City develops reason to believe that a single prospective Contractor is involved in the submission of more than one proposal for the same project, which is sufficient cause for rejection of all proposals in which collusion between bidders is suspected.

2.12. REJECTION OF BIDS

The City reserves the right to reject, for any reason, any or all bids if it is in the best interest(s) of the City to do so.

2.13. UNIQUE BIDS

Each bidder may only submit one (1) bid on behalf of the organization and all subsidiaries.

3. EQUAL OPPORTUNITY REVIEW COMMISSION TERMS

3.1. MWE/DBE

The City of Pittsburgh is committed to the ideal of providing all citizens an equal opportunity to participate in City and its Authorities' contracting opportunities. It is therefore the City's goal to encourage increased participation of women and minority groups in all City contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of Minority-Owned

Business Enterprises (MBE's) and Women-Owned Business Enterprises (WBE's) in work to be performed under City contracts. The levels of MBE and WBE participation will be monitored by the City of

Pittsburghs Equal Opportunity Review Commission (EORC). In order to ensure that there are opportunities for historically disadvantaged minority groups and women to participate on Covered

Contracts, and consistent with the City's current equal employment opportunity practice and goals, the

EORC will review contracts to include an evaluation of a developer/contractors employment of minority groups and women, encourage goals of eighteen (18) percent and seven (7) percent respectively.

3.2. Veteran-Owned Small Business

It is also the City's goal to encourage participation by veteran-owned small businesses in all contracts.

The City of Pittsburgh shall have an annual goal of not less than five (5) percent participation by veteran-owned small businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to the contracts. The City requires that all respondents demonstrate good faith efforts to obtain the participation of veteran-owned small business in work to be performed under City contracts. The levels of veteran-owned participation will be monitored by the City of Pittsburghs EORC.

3.3. Good Faith Commitment

In order to demonstrate good faith commitment to these goals, all respondents are required to complete and submit with their bids the attached MDE/WBE/Veteran-Owned Solicitation and

Commitment Form (which details the efforts made by the respondents to obtain such participation).

Failure to submit a properly completed form along with documentation of Good Faith Commitment may result in rejection of the bid. Participants are encouraged to contact the Equal Opportunity Review

Commission at 412-255-8804 to assist further. For further information, including definitions and additional requirements, please see Chapter 177A (Sections 177A.01 et. seq.) of the City Code and

Section 161.40 of the City Code.

4. GENERAL TERMS AND CONDITIONS

4.1. INVOICING TERMS

All invoices must contain the following information. The City of Pittsburgh will no longer accept "lump sum" invoicing:

• The City of Pittsburgh Purchase Order Number (e.g. 123456OC)

• The City Controller Number

• Pricing breakdown on the invoice is to align to the pricing listed on the contract o For all Cost Plus Percent line items, you must list both the cost of the item and the price we are being charged on the invoice so we can ensure we are getting the contracted price o If you have labor hours, they should be separated from the cost of parts

• The awarded supplier should provide proof of the cost of goods along with the invoice

• Payment will be Net 45 days

4.2. DEFINITIONS

CITY: The City of Pittsburgh, a municipal corporation of the Commonwealth of Pennsylvania.

CONTRACTOR: The contracting party or parties, or such party or parties seeking to enter into a contract with the City of Pittsburgh, as the case may be, or the legal representatives of such party or parties.

4.3. EXECUTION OF BIDS

Bids are to be executed by the following persons:

CORPORATION – A corporate officer with authority to make binding agreements for the corporation.

If a bid is executed by any other person, a power of attorney, a copy of the bylaws, or a resolution of the

Board of Directors documenting the authority of that person to sign the bid must accompany the bid.

The power of attorney, bylaw, or resolution must be certified by the Corporate Secretary as a true and correct copy, still in force as of the date of the execution of the contract.

PARTNERSHIP - At least one (1) of the partners.

SOLE PROPRIETORSHIP - The individual owner.

BUSINESS OPERATING UNDER A FICTITIOUS NAME - Entities operating a business under a Fictitious

Name must execute the contract in the name of the entity trading and doing business as the Fictitious

Name

4.4. PERFORMANCE AND/OR PAYMENT BOND

The successful bidder may be required to furnish a performance and/or payment bond with suitable reasonable requirements guaranteeing performance of the contract, with sufficient surety in the amount of one hundred (100) percent of the amount of the contract, within thirty (30) days after the contract has been awarded, unless the Purchasing Officer shall prescribe a shorter period. Upon failure to furnish any required bond within such time, the previous award shall be void and the contract may be awarded to the next lowest responsible bidder meeting the specifications.

4.5. INSURANCE

A certificate evidencing the following minimum insurance must be provided when award is made, unless otherwise specified:

A. GENERAL LIABILITY Single limit of Bodily Injury and Property Damage Combined: $500,000.00 each occurrence. $1,000,000.00 aggregate.

B. CITY OF PITTSBURGH must be listed as "Additional Insured' on the insurance certificate on all policies except those in which no additional insured is permitted (e.g., some professional liability)

1. NOTE: The name(s) of the insured on the certificate must be the same as the name(s) of the

Contractor listed on the bid document.

2. Insurance coverage must be an “OCCURRENCE POLICY". "Claims made” policies are unacceptable.

C. WORKERS’ COMPENSATION: STATUTORY LIMITS.

D. AUTOMOTIVE LIABILITY INSURANCE – MINIMUM REQUIREMENTS: $500,000 for each individual occurrence and $1,000,000 in aggregate coverage. This requirement may be explicitly waived by the City when appropriate. •PROFESSIONAL LIABILITY (required at City request): Coverage as shall protect the Supplier and any subcontractor performing work under the Contract, from claims errors and omissions which arise from operation of the Contract, whether such operations are performed by the Supplier, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $1,000,000 each occurrence/aggregate and $1,000,000 excess liability, each occurrence/aggregate.

Insurance must be maintained in full force and effect throughout the term of the contract. If insurance must be renewed during the term of the contract, the new certificate of insurance must be forwarded to:

Office of Management & Budget, Procurement

Room 502, City-County Building

414 Grant Street

Pittsburgh, PA 15219

Failure to provide and renew such insurance as required shall be deemed a material breach of contract and shall be a basis for immediate termination of this Contract and any related agreement. The insurance requirements of this provision shall be in addition to any other insurance requirements of this

Contract.

4.6. TAX STATUS OF CITY

TAX STATUS OF CITY: The City of Pittsburgh is exempt from Federal excise taxes and transportation taxes. Therefore, bidder should not include any such taxes in its calculations or in the prices bid. The City of Pittsburgh is exempt from state sales tax on certain construction materials and equipment; therefore the bidder awardee shall complete a separate itemized City-approved and provided form for estimated state sales tax to be collected on materials and equipment to be supplied. Contractor's final bid price shall exclude the cost of any sales tax for exempted materials. Any sales tax costs included in the bid price that are subsequently exempted or could have been exempted shall be remitted to the City of

Pittsburgh by the bidder.

4.7. PAYMENT OF TAXES AND SET-OFF

Contractor warrants that any and all taxes or municipal claims that may be payable to the City of

Pittsburgh by Contractor are current and not delinquent. If the City determined that there is an outstanding delinquency, that delinquency must be satisfied before a contract will be awarded to the delinquent Contractor. If any taxes or municipal claims become delinquent or owing during the term of this agreement or prior to final payment by City, Contractor hereby grants City the right to set-off that indebtedness against any amounts owing to contractor under the terms of this Contract and/or any associated agreement. If, at any time, the Contractor fails (or has failed) to enter into any contract awarded by the City, the City expressly reserves the right to recoup any and all costs associated with rebidding or re-awarding of any contract awarded to this Contractor to another Contractor. City reserves the right to apply set-off payments in whatever manner it deems appropriate.

4.8. FIRM PRICE BIDS

The City cannot allow escalation of prices during the contract term. All contracts are for fixed prices.

Such statements as "interest charges applied on accounts 30 days or older" or "prices subject to revision" are considered escalation clauses. Any reference in documents submitted with a bid indicating that the prices are not firm may be cause for rejection of the bid.

4.9. ANTI-DISCRIMINATION

Contractor shall not discriminate in its employment on the basis of race, color, religion, ancestry, national origin, place of birth, sex, age, disability, non-job related handicap, or sexual orientation.

Contractor shall comply with the applicable provisions of the Pittsburgh Code of Ordinances, Title Six -

Conduct Article V Discrimination, and any amendments thereto. Contractor also shall comply with the applicable provisions of the Americans with Disabilities Act, any amendments thereto, and any regulations issued thereunder. Contractor shall incorporate in any subcontracts which may be permitted under the terms of the contract, a requirement that said subcontractors also comply with the provisions of this section.

4.10. CONTRACTOR TO BE QUALIFIED AND RESPONSIBLE

Before any agreement is awarded subsequent to the execution of this Contract, prospective Contractors must satisfy the City that they have the requisite organization, capital, plant, ability and experience to satisfactorily perform the work under this Contract in accordance with the terms and conditions herein and in conformity with the best modern practices and industry standards. Award shall be made to the lowest responsible bidder on an item by item or low total basis as the City determines is in its best interests. Bidders should be mindful that the lowest-priced bidder may not be the lowest responsible bidder. “Lowest responsible bidder” is defined in Pittsburgh’s City Code and via established case law.

4.11. PAYMENT UNDER AGREEMENT

It is the intent of the City to pay all invoices resulting from work performed under an agreement within forty-five (45) calendar days from invoicing. The City CANNOT pay any INTEREST CHARGES or LATE

PAYMENT CHARGES. Any inclusion of such charges may disqualify the proposal from award consideration and/or will be disregarded by the City.

Invoices for payment must be received within thirty (30) calendar days of the completion of work or delivery. City reserves the right to reject, not pay, or reduce total compensation for all invoices that are submitted more than 30 days after delivery of goods or completion of services.

4.12. NOTICE OF AWARD

Regardless of any notification of award to any prospective Contractor, all bids remain open and acceptable by the City for ninety (90) days from the bid opening date. Nothing in this paragraph is to be considered a waiver of the City's rights against a prospective Contractor who fails to execute a contract once it is awarded.

4.13. COMPLIANCE WITH PENNSYLVANIA "RIGHT TO KNOW" LAW; SUPERFUND

The City of Pittsburgh is obligated to comply with the Pennsylvania Worker and Community Right to

Know and Superfund Amendments and Reauthorization Act (“SARA”) Title III laws. Successful

Contractors, where applicable, must submit a Material Safety Data Sheet (“MSDS”) for hazardous chemicals.

Submit all Material Safety Data Sheets to:

Office of Management & Budget, Procurement

Room 502, City-County Building

414 Grant Street

Pittsburgh, PA 15219

4.14. PRICE LISTS AND CATALOGUES

When price lists are required for a proposal, they are submitted with the bid for the sole purpose of providing an audit reference for the various items on the price list and the manufacturer's price for each item. Price list pricing, as the price list and pricing is stated in the contract, will remain firm for the duration of the contract regardless of manufacturers’ price list changes that may occur during the term of the contract, unless otherwise agreed in the contract. Any reference, which may appear on any price list, to any terms and conditions, such as F.O.B. shipping point or prices subject to change, will not be part of any contract with successful bidders and will be disregarded by the City. Any attempts to enforce such terms and conditions will be considered a material breach of the contract and may result in termination of the contract. Contractors agree to supply the using departments of the City with copies of additional catalogues and price lists as requested.

4.15. USE OF TRADE NAMES

Bidder agrees and warrants that whenever the bidder, in its Bid, describes goods by trade name, catalog number, or "as per sample", the goods so described conform to the specifications. The unauthorized use of any patented articles is done entirely at the risk of the successful bidder.

4.16. INDEMNIFICATION

Contractor hereby agrees to indemnify, save and hold harmless, and defend City, its officers, agents and employees from and against all liens, charges, claims, demands, losses costs, judgments liabilities, and damages of every kind and nature whatsoever, including court costs and attorney’s fees arising by reason of: the performance by Contractor of any services under this Contract; any act, error or omission of Contractor or of an agent, employee or licensee of Contractor or subcontractor of Contractor; and any breach by Contractor of any of the terms conditions or provisions of this Agreement.

4.17. CONTRACTOR THOROUGHLY INFORMED AS TO WORK

Contractor hereby affirms that s/he has read each and every clause in the advertisement, specifications and agreements relating to this work, and fully understands the meaning of each, and hereby agrees that s/he will comply with all the terms, covenants and agreements herein set forth; and that s/he fully understands the character of the work to be performed under this contract.

4.18. SETTLEMENT OF DISPUTES

It is expressly covenanted and agreed that in the event of a disagreement or controversy arising between the Contractor and the City as to the interpretation, specifications, or proper execution of this contract, or as to settlement thereunder, or in the event any disagreement, as to any dispute under this contract or the work involved, such dispute shall be brought immediately to the City’s attention in writing. The City shall decide upon the dispute and such decision shall be final and conclusive, as to all matters in controversy, without exception or appeal, and all right(s) of action at law, in equity or otherwise, under and by virtue of this contract are hereby expressly waived.

4.19. ASSIGNMENT; SUBCONTRACTING

Contractor shall not assign this contract or any right to monies to be paid hereunder without the written consent of City. None of the services covered by this contract shall be subcontracted without the prior written approval of City. It is further agreed that no subcontract, if consented to, shall under any circumstances relieve the Contractor of any liabilities and obligations under this Contract, and should any subcontractor fail to perform the work undertaken in a satisfactory manner, such subcontract must be terminated immediately and ended by the Contractor upon notice of the Director so to do. The successful bidder shall be responsible to require his sub-contractors to comply with all of the insurance requirements of this agreement.

4.20. HOME RULE CHARTER: LIABILITY OF CITY

This contract is subject to the provisions of the Pittsburgh Home Rule Charter; and the liability of City thereunder is limited to amounts authorized by Resolutions of Pittsburgh City Council.

4.21. PREVAILING WAGE ORDINANCE

The Contractor agrees that section 161.16(e) of the Pittsburgh Code of Ordinances, stating that the

Contractor shall pay at least the applicable prevailing wages as shall have been determined by the City

Controller pursuant to the City of Pittsburgh Service Worker Prevailing Wage Ordinance, Title I, Article

VII, Section 161.38(I)(B), and as shall have been determined by the Secretary of Labor and Industry to the workers employed in the performance of any contract for public work subject to the Pennsylvania

Prevailing Wage Act approved August 15, 1961 (Act No. 442), as amended August 9, 1963 (Act No. 342), and the regulations issued pursuant thereto, and all supplements and amendments thereto, shall be made a part of this agreement as fully as if attached hereto, and that s/he will comply in all respects with the provisions thereof, insofar as the same affects this contract.

4.22. ANTI-SWEATSHOP PROVISIONS

The Contractor certifies that none of their goods or products were made under sweatshop conditions as defined in § 161.02(e) of the City Code. If the City is presented with information that would lead the City to reasonably believe that the Contractor or its suppliers may be obtaining goods or products for sale, re-sale, lease or rental to the City that where made under sweatshop condition, upon request of the

City, Contractor shall disclose information, data and materials reflecting Contractor’s practices as they pertain to the procurement and manufacturing of goods/products in compliance with the Anti-sweatshop provisions of Pittsburgh Code Section 160.02.

4.23. WORKERS COMPENSATION

Contractor hereby agrees to perform the work described in this Contract in accordance with the terms herein and further certifies that it has accepted the provisions of the Worker's Compensation and

Occupational Disease Acts, as amended and supplemented, insofar as the work covered by this contract is concerned, and that it has insured its liability thereunder in accordance with the terms of the said

Acts, as evidenced by the certificate of insurance it has caused to be attached hereto, or will file with the

Director of the Office of Management and Budget before the execution of this Contract, a certificate of exemption form for insurance from the Bureau of Workmen’s Compensation of the Department of

Labor and Industry.

4.24. COMPLIANCE WITH LAWS

Contractor shall fully obey and comply with all Federal, State and Local laws, statutes, ordinances, resolutions, and administrative regulations, which are or should be applicable to any work performed under this Contract. Contractor agrees to maintain throughout duration of the contact, all necessary city, county and state licenses and approvals as applicable (including required professional licenses and exams), and to immediately notify the City of Pittsburgh, Office of Management & Budget of any loss or changes of licenses and approvals.

4.25. GOVERNING LAW

The contract that is formed subject to these articles of Agreement will be construed and interpreted in accordance with the laws of the Commonwealth of Pennsylvania.

4.26. DEBARMENT

Contractor warrants that it is not prohibited from entering into this Contract with the City by reason of disqualification under subsection (b) of Section 161.22 of the Pittsburgh Code. A document certifying compliance with this Section is attached hereto as an Exhibit and incorporated into and made a part of this Contract.

4.27. STATEMENT OF AFFILIATIONS

Contractor hereby files a Statement of Affiliations with the City, attached hereto as an Exhibit, in compliance with Section 197.08(c) of the Pittsburgh Code.

4.28. TERMINATION

In addition to any rights of termination set forth elsewhere in this Contract or any related agreement, the City may terminate this Contract at any time, without cause or liability, by giving Contractor thirty

(30) days advance written notice of its intention to terminate.

4.29. OPTION TO EXTEND

The City, reserves the right to extend this Contract for up to ninety (90) days after the indicated expiration date. This mechanism would be used in the event that a lapse in the current Contract occurs before a new contract can be established for the services required by the City. When applicable, an extension notice will be issued defining the exact extension of this Contract; all other terms and conditions of the current contract will remain in full force and effect.

4.30. NEW MATERIAL

Unless otherwise provided in the specifications, all goods to be supplied to the City shall be from new, unused, current stock.

4.31. ESTIMATED QUANTITIES

Unless otherwise provided in the specifications, any references in the specifications to quantities of goods or frequency of services to be provided to the City are estimates, and the City reserves the right to require the successful bidder to provide more or less than the estimated quantity or frequency, or to purchase none at all.

4.32. DELIVERY POINT AND TIME

Unless otherwise provided in the specifications, the goods and services to be delivered or provided shall be delivered to or provided at any place or places within Pittsburgh, Pennsylvania, which the City may designate. All deliveries are to be F.O.B. point of delivery. Unless otherwise provided in the specifications, the successful bidder shall provide all goods and services within thirty (30) days from the date of the City's request therefore.

4.33. FORCE MAJEURE

Neither Contractor nor the City shall be held responsible for losses resulting if the fulfillment of any terms or provisions of an award resulting from this Contract is delayed or prevented by unforeseeable causes including but not restricted to Acts of God, restraint of Government, or for any other causes which are unavoidable through the exercise of due care and beyond the control of the party who is to perform.

4.34. PIGGYBACKING

It is understood that the goods and services described in the specifications may be purchased by the City and any other municipal bodies as set forth in the specifications and bidder agrees to supply the goods and services to the municipal bodies on the same terms and conditions as if they were to be supplied to the City. To the extent that the municipal bodies purchase goods or services, then the municipal bodies, and not the City, shall be liable to the bidder.

4.35. NON-EXCLUSIVITY

The City reserves the right at its sole discretion to utilize other contracts (such as Commonwealth of

Pennsylvania or County of Allegheny contracts) for the goods or services described herein. The City also reserves, at its sole discretion, the right to solicit separately any services that may be included in this agreement.

4.36. SAMPLES

A. By submitting a bid, the bidder agrees to deliver to the City, at the City’s request and at no cost to the City, samples of any or all items upon which the bidder bid. Said samples shall not be returned to the bidder. Inspection or testing by the City does not constitute a waiver of any claims or rights which the City otherwise would have with respect to the quality of goods or workmanship. City shall specify the quantity of samples. If bidder inadvertently provides an incorrect sample or otherwise wishes to exchange the submitted sample with a correct sample, the bidder shall provide a detailed written explanation to the City and have a legitimate reason for the exchange. The bidder shall have only one opportunity to perform such an exchange.

B. City, at its sole discretion, shall have the right to arrange for testing of samples to determine whether they are within bid specification. City shall indicate to bidder that it desires testing and advise which samples are to be tested and for what purpose. The following additional guidelines shall be followed:

1. Laboratory/testing facility used shall be pre-approved by City;

2. Suppliers shall be solely and fully responsible for the expenses of testing regardless of whether or not the tested sample(s) meets specification;

3. City and bidder shall immediately communicate upon City’s request for testing to determine which laboratory/testing facility shall be used, as well as the time frame in which tests are to be conducted and reported to City;

4.37. PRE-PRINTED TERMS AND CONDITIONS

Bidder’s pre-printed Terms and Conditions or restrictions commonly appearing on the reverse side of letters submitted with the bid and/or bidder’s specifications material and contract documents shall be disregarded and have no effect

4.38. STEEL PRODUCTS

In accordance with Act 3 of the 1978 General Assembly of the Commonwealth of Pennsylvania, approved March 3, 1978, if any steel products are to be used or supplied in the performance of the contract, only steel products produced in the United States of America, as defined therein, shall be used or supplied in the performance of the contract.

4.39. EXAMINATION OF FINANCIAL RECORDS

Contractor shall maintain books, program and financial records, documents and other evidence pertaining to costs and expenses related to this Agreement in such detail as will properly reflect all costs of labor, materials, equipment, supplies, services and other costs and expenses of whatever nature for which City funding has been provided under the provisions of this Agreement. The Contractor shall maintain such books, records, documents and other materials in accordance with Generally Accepted

Accounting Principles, where applicable. The Contractor shall provide access, during normal business hours, to such books, program and financial records, documents and other evidence upon request of the

Mayor, the City Controller, or their designees upon receipt of reasonable advance notice, either oral or written. Contractor’s books, records, program and financial records, documents and other evidence pertaining to services provided under this Agreement shall be preserved and made available for a period of three (3) years following the termination of this Agreement. The Mayor, the City Controller, or their designees may audit, examine, review, photocopy, and/or make excerpts or transcripts of any of

Contractor’s books, records, program and financial records, documents and other evidence. Any deficiencies noted in any audit reports or otherwise must be fully resolved by the Contractor, to the

City’s sole satisfaction, within thirty (30) days after the Contractor’s receipt of written notice of such deficiencies. Failure of the Contractor to comply with the provisions set forth in this paragraph may constitute a violation of this Agreement and, at the City’s sole discretion, may result in the City withholding future payments.

4.40. AUTHORIZATION

This Agreement is entered into by the City of Pittsburgh pursuant to City Code § 161.01A and subsequent authorizing resolution.

5. SCOPE OF WORK

5.1. Mailing Services

The City of Pittsburgh, Department of Finance, is looking to contract with a vendor to provide mailing services for Real Estate Bills & Tax Receipts, Self-Assessed Tax Bills, Taxpayer Services Bills as well as the

1099-G statement. Finance’s mailing schedule varies and forms/bills are sent to taxpayers either monthly, quarterly, and/or annually. A Business Tax schedule of the due dates is provided as Attachment

A-2023 Business Tax Due Dates. The Vendor must provide a list of any subcontractors needed to provide the materials and services for this scope of work.

· The mailing Vendor must be able to provide the Department of Finance with forms, taxpayer copies, instructions, notices, and outgoing and return mailing envelopes. The Vendor should be aware that the forms, taxpayer copies, instructions, notices, and outgoing and return mailing envelopes are subject to change throughout any point during the contract and are expected to make any requested changes from the Department of Finance without charge to the City.

· The Department of Finance will provide the Vendor with the mailing data that will need to be printed on the forms. After the Vendor receives the billing information, the Vendor has three (3) business days to send proofs to the City of Pittsburgh Department of Finance, after receiving data. After receiving final approval from the Department of Finance, the vendor has two (2) business days to send the US Post

Office the mailing.

· Below is a list of billing categories and approximate dates that the vendor should expect to receive the mailing data from the Department of Finance to be printed on the forms/bills:

Real Estate Tax Billing - Billing data will be sent to the vendor based on the following schedule:

1st Billing – Data to be sent around the beginning/middle of January

2nd Installment Billing and Delinquent Billing – Data to be sent to vendor at the end of March/beginning of April. Bills are due at the end of April.

3rd Installment Billing and Delinquent Billing – Data to be sent to vendor at the end of June/Beginning of

July. Bills are due at the end of July.

Delinquent Billings are also sent to taxpayers in September, October, November and December.

Tax Receipts are mailed to taxpayers in September

Vendor has three (3) business days to send proofs to the City of Pittsburgh, Department of Finance, after receiving data. After receiving final approval from the Department of Finance, the vendor has two (2) business days to send the post office for mailing. "

Business Tax Accounts Receivable/Delinquent Account Billings - Billing data will be transferred to vendor's FTP site around the 1st business day of each month with the due dates being the end of each month.

Self-Assessed Tax Billings- Billing information files should be FTP wired to vendor within one (1) to seven

(7) days at the beginning of the month (taxes are due on the 15th or last day of the next month)

1099-G Form- information will be sent to vendor around the first week of January (1099-G Form must be mailed to the IRS by January 31st).

Responsibility of the Vendor:

· Must guarantee the number of bills and tax forms imaged equals the number records contained in the data file that the City sends to the vendor.

· Vendor should be using the City Post Office Permit Account, but in the event that the Permit is not used, the vendor cannot charge the City more than the agreed rate used by the Post Office Permit

Account. If the vendor does not use the City's Permit Account, then the vendor must receive approval from the City to verify the rates are not more than the Permit Account rates.

· Vendor must guarantee that all tax forms/statements/bills/correspondence reaches all taxpayers.

· Must have a secure FTP system that prevents any unauthorized person(s) to access the City of

Pittsburgh's billing-mailing information files.

· Real Estate, Tax Receipts, Self-Assessed Tax Bills, Taxpayer Services Bills, and 1099-G statements are confidential. This extends to any of the information related to those documents, such as reviews, audits, and any effort to collect unpaid taxes. Vendor must not disclose, make available to the public, release for distribution or fail to protect or secure any confidential information or personal data or any system containing confidential information in violation of any applicable law, agreement or duty, including without limitations any privacy law.

· In the case of breach (defined as: unauthorized acquisition of computerized data that compromises the security, confidentiality, or integrity of personal information), Vendor must notify the City at the most expedient time possible and without unreasonable delay.

· Must ensure no outgoing mail envelope contains two different imaged taxpayers' bills belonging to two different taxpayers.

· If the vendor foresees any delays in completing the services requested by the City, the Vendor must notify the City the next business day.

· Vendor will email proofs to the proper Division leads for approval.

· The Department’s general point of contact, including billing matters is:

City of Pittsburgh

Department of Finance

Derrick Buckner, Mail Room supervisor

414 Grant St. Mailroom

Pittsburgh PA, 15219

412-255-2572

Derrick.Buckner@pittsburghpa.gov

· All outgoing mail must adhere to the US Postal Services Mailing regulations.

· Vendor must utilize US Postal Service National Change of Address Move (NCOA) so all outgoing mail addresses will be tracked and sent to the correct address. A list of City accounts numbers and correct taxpayer addresses shall be sent to the City of Pittsburgh Finance Department so that they can update taxpayer’s new address information.

· Vendor must verify that the addresses are valid prior to sending them in the mail.

· Vendor must e-mail the Department of Finance all CASS non-matched USS (Undeliverable as

Addressed) bills, which are to be mailed out on an Excel spreadsheet with account numbers after each billing-mailing.

· All forms will have fixed printing in bold print, inverted print, and shading. See Sections 1-3 below for specifications for Real Estate, Self-Assessed Taxes and 1099-G.

· Outgoing mail envelopes will have postage permit company imprints, or no postage permit company imprints printed on the envelopes on low volume billings.

· Vendor must spray intelligent mail (IMB) US Postal bar-code on all outgoing mail envelopes for all billings for automatic bar-coding machine and presorting services so the City of Pittsburgh will receive postage rate discount. Vendor should provide first class auto 5 digits with intelligent mail bar code to each outgoing mailing name and address fort all mailings.

· Should the City change any forms or quantities at any point throughout the duration of the contract, the City shall not be held responsible for any charges incurred on the Vendor for pre-printed forms.

Responsibility of the City:

· Providing the data that needs printed on the tax forms. Currently, all billing-mailing files, Real Estate taxes, Self-Assessed taxes, and 1099-G files are text files, and the Taxpayer Services tax monthly data billing file is a transactional text file, line mode data. All billing files for Real Estate and Self Assessed taxes can be delivered to the vendor via a secure FTP site. The format of these files is subject to change throughout the contract.

· Department of Finance will notify the selected vendor the amount of bills and envelops that will be needed throughout the year. The number may vary from month to month and some forms may no longer be needed.

· The Director of the Department of Finance, or his/her designee, will be able to change and establish timelines for mailings, deliverables, and quantities ordered thorough the year and will notify the vendor in advance at least thirty (30) days of any changes.

· Department of Finance will send an Excel file with a list of outgoing mailing names, addresses and CFHI codes of each mortgage company.

5.2. SECTION 1: REAL ESTATE TAX BILL & TAX RECEIPTS

Real Estate Tax Bills

· Printing, imaging/mailing for individual property owners and Mortgage companies consist of: (1) imaged optically scanable Real Estate tax bill and one (1) return mailing envelope inserted inside of outgoing special window mail envelope.

· Any real estate additional inserts could have an additional laser letter insert or 3-12”x 8-1/2” insert on colored paper and can be requested by the Finance Department Director, or his/her designee, at any time. The City must give the vendor a notice approximately one (1) month in advance. The vendor will image and supply white laser printer paper. Letter will be emailed to the vendor in Microsoft Word. The

Vendor dor may design the real estate tax bills to fit his/her imaging/mailing equipment.

Finished Product: City of Pittsburgh and Pittsburgh Public School real estate tax bills must be:

· One part, white 24 pond OCR Bond with one full width perforation.

· 3-12” from top of bill for separation of the portion of the bill to be returned with the taxpayer’s payment check.

· Fixed Printing: Front and back- “Keep this portion for your records” screened across bottom portion of bill. The text must not cover up any important information on the bill. Pink and blue boxes on the bottom portion of the bill for variable message imaging and Senior Tax Relief and Homestead Act Tax

Reductions.

Each mortgage company has a different CFHI code which is imaged on the real estate tax bill that have the individual property owner’s name in care of the mortgage company name and address.

· The vendor is responsible for the imaging of matching CFHI codes and mortgage company outgoing names and addresses on white, self-adhesive mailing labels which are needed to mail out the mortgage company real estate tax bills. The Finance Department will supply the list of CFHI codes and outgoing mortgage company names and addresses for the mortgage company real estate tax billing on an Excel spreadsheet.

· On all real estate tax billings, the vendor will have to suppress certain coded bills and not image if the following CFHI codes are contained on real estate tax bills:

i. CFHI 268-City of Pittsburgh outgoing mailing address

ii. CFHI 900-Undeliverable as addressed

iii. CFHI 990RF-Return to file

· On the mortgage company real estate tax billing, the following CFHI codes will contain special instructions that will be given to the vendor for these bills:

i. CFHI code 901CLA-Castastrophic Loss

ii. CFHI code 910-PNC Firstside

· OCR scan line(s) of real estate tax bills must be exact- left, right, top bottom so there will be no rejected bills on the City of Pittsburgh’s bank lock box-scanning equipment.

· No light or no printing of numbers in the OCR scan line in any place in the OCR scan line allowed.

Possible two (2) OCR scan lines may be required on the real estate tax bills, one on the portion of bill the taxpayer returns with payment check and one on the portion of bill for taxpayer’s records.

Envelopes for Real Estate Tax Bills

· All real estate tax bills should have the names and addresses show through the window in the envelopes from the imaged real estate tax bills, which ware folded on the bill perforation. The front of the envelope must have the City logo in the black ink as well as the return mail address, Postal endorsement, Postage Permit Imprint, and other wording. The envelopes used in-house will not require a postage permit imprint.

· #10 special-white machine able envelope o Size: 4-1/8” x 9-1/2”

· 24 pound white wove paper

· Clear poly or cellophane window patch

· Envelope flap edge glued for mechanical inserting and sealing

· There are approximately 250 different mortgage companies and approximately 7,600 mortgage company real estate bills. Vendor may be responsible to supply large Kraft or Tyvek envelopes, Jiffy lite bubble mailers, or boxes needed to mail out all of the imaged mortgage company real estate tax bills.

· Some mortgage companies may only receive one (1) or two (2) real estate tax bills, which can be mailed in the #10 special window real state tax outgoing mail envelope along with the # 9 real estate tax return mailing envelope. Most mortgage companies do not receive return mailing envelopes with their real estate tax bills because the receive a large amount of bills.

· Real Estate also uses #9 non-window envelopes, which are inserted with the real state tax bills in the

#10 special window envelopes. Below are the #9 envelopes specifications:

#9 plain white standard machine able envelope

Size: 3-7/8”x 8-7/8” (no window)

Full line gluing on envelope flap edge

Front of the envelope must have Bank lock box return mailing address, postal FIM and IMB bar code and other wording.

· The delivery address on the #9 envelopes should be the City of Pittsburgh’s address:

TREASURER CITY OF PITTSBURGH

REAL ESTATE DEPARTMENT

414 GRANT ST.

PITTSBURGH, PA 15219-2476

Real Estate Tax Receipts

The Finance Department will not require any real estate tax receipts forms because the department has an in-house computer program for printing the receipts. Listed below are the expectations of the vendor:

Printing, imaging, and mailing for individual property owners consisting of one imaged real estate tax receipt inserted inside of outgoing special window mail envelope.

Finished Product: City of Pittsburgh and Pittsburgh Public School real estate tax receipts must be one part white, 24 pound OCR Bond, single cut sheet 8-1/2” x 11” with no perforation.

Imaging: Front of the tax receipt should contain account number, property location, outgoing mailing name and address with postal auto 5 digit zip code with IBM bar code, receipt year, transaction date, tax year, City tax payment, School tax payment, interest payment, total, minus of NSF taxpayer payment check, total of all taxes and interest paid in year, cut-off receipt payment date.

Vendor must add each individual line(s) of payment figures across for total of each individual line(s) payment that equals the grand total payment-32 characters-street address.

Needs to fit in the envelope window

Fixed printing: The real estate tax receipts have “THIS IS NOT A BILL” and “DO NOT PAY” in large inverted printing block on top of receipt.

Envelopes for Real Estate Tax Receipts

Below are the specifications for envelopes used for tax receipts:

i. #10 special white machineable envelope

Size: 4-1/8” x 9-1/2”; window: 1-1/2” x 4-1/2” (1/2” from left and ½” from bottom)

ii. 24 pound white wove paper

iii. Clear poly or cellophane window patch

iv. Envelope flap edge glued for mechanical inserting and sealing.

v. Front of the envelope must have the City logo in black ink as well as the return mail address, Postal endorsement, Postage Permit Imprint, and other wording

5.3. Section 2: Self Assessed Taxes, Forms, envelopes, & Instructions

Self-Assessed Tax Bills

The Finance Department has the following self-assessed tax bills that need to be sent out on a monthly, quarterly, or annual basis each year. A breakdown of the Pittsburgh tax forms and their frequency is below:

• At (Amusement Tax)

Monthly (~150 forms)

• PT (Parking Tax)- Monthly

Monthly (~450 forms)

• ISP (institution & Service Privilege Tax)

Annually (~550 forms)

• LS1 (Local Services Tax-Employer)

Quarterly (~18,000 forms)

• ET1 (Payroll Expense Tax)

Quarterly (~20,250 forms)

• UF1 (Non-Resident Sports Facility Usage Fee) – As needed

Quarterly (~175 forms)

*Please note that the number of forms may fluctuate throughout the year.*

The Vendor is expected to print image, and mail these Self-assessed Tax Bills which consist of the following:

•On imaged filing copy of tax bill:

i. Variable Billing Information: Filing Copies-All Forms-City account number, Federal ID month, quarter, tax period tax due date, taxpayer code, tax rates(tax year) (penalty and interest rates), (exemption ordinance amount), (amount not due, amount not refundable), taxpayer name and address with Postal auto 5-digit Zip, IBM bar code, parking lot location. Seven (7) lines for outgoing mailing name and address.

ii. Each Self-Assessed Tax Form must have a 1: spacing on each side of the tax identifier in order for the

City’s RTL system to read and identify the tax form (see Attachment B-Amusement Tax Form Example).

On taxpayer’s copy of tax bill:

I. Ink And fixed Printing: Taxpayer’s Copy-black-front and back printing. Words “TAXPAYER’S COPY” screened across front of forms, making sure that no tax information is covered up.

II. All forms should be size 8-1/2”x 11”, 24 pound white OCR bond except for the following tax types listed below. These should be size 8-1/2”x11”, 20 pound white forms bond.

i. ET1- Payroll Expense Tax-Quarterly

ii. LS1- Local Services Tax- (employer)-Quarterly

iii. PT Parking Tax- Monthly

iv. AT-Amusement Tax-Monthly

• Instruction sheet: Size 8-1/2” x 11 (all forms), 20 pound white forms bond.

Self-Assessed Tax…