26122-A: Annual Contract for Printing and Mailing of Tax Assessors Notices

Fayette County, Georgia is issuing Request for Quotes 26122-A for an annual contract to provide printing and mailing services for tax assessor notices. The procurement encompasses printing and mailing three types of assessment notices (real property, conservation use, and personal property) with estimated quantities of 46,500, 700, and 3,000 units respectively, along with personal property postcards for business, marine equipment, and aircraft categories (5,200, 600, and 200 units respectively), 100 Freeport exemption inventory forms, and one National Change of Address (NCOA) report. All services must be provided on a firm, fixed-price basis with all applicable charges including postage, mailing, sorting, forms, envelopes, and printing setup included in the total quoted price. Assessment notices must be printed and mailed within five business days of proof approval, typically occurring in early May, while personal property postcards and Freeport applications must be mailed no later than the first business day of January. The contract term runs from July 1, 2026 through June 30, 2027, with two optional one-year renewal terms available at the County's discretion with 90 days' notice prior to expiration. Quotes are due at 3:00 p.m. on Wednesday, April 22, 2026, submitted to the Fayette County Purchasing Department at 140 Stonewall Avenue West, Suite 204, Fayetteville, Georgia 30214. Award will be made to the lowest responsive, responsible responder based on evaluation criteria including payment terms, vendor qualifications and experience, quality, references, and any exceptions listed, with all quotes binding for 90 days from the received-by date to the date of award.

The procurement documents do not identify specific set-aside designations or restrictions limiting responses to particular types of organizations or disadvantaged enterprises. Responders must submit company information, a Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) regarding E-Verify compliance, a completed pricing sheet, any exceptions to specifications, three references, and signed addenda if issued. The tally sheet indicates that six bidders submitted responses, including TC Delivers, The Master's Touch LLC, Harris Local Government, Wolverine OneSource, DivcoData, and Cachebox Express Dove Mailing, though two bidders were deemed non-responsive. Total contract costs excluding postage allowance ranged from $5,781.50 to $14,057.34 among responsive bidders, with estimated postage allowance costs ranging from $32,347.90 to $40,306.00, resulting in final bid totals including postage allowance between $38,129.40 and $51,961.00. The County has provided a sample tax assessment notice form (Form PT-306, revised December 2024) that demonstrates the scope and format requirements for the notices requiring reproduction and distribution. Interested parties with questions should contact Tamia Carnell at tcarnell@fayettecountyga.gov.