Realestate Tax Billing Service

The City of Burlington, located in Alamance County, North Carolina, is seeking a qualified Tax Bill Services provider through a Request for Proposal (RFP) issued on May 22, 2025, with proposals due on June 18, 2025, at 2:00 PM EST. The procurement seeks a comprehensive service to handle real estate tax billing, including receiving the city's data file via email or FTP, processing the data, creating tax bill invoices, and mailing them to citizens. The annual project involves processing approximately 21,000 real estate tax bills to be mailed in July, with specific technical requirements including laser printing on 8.5" x 11" paper, incorporating a QR code for online payment, and using #10 outbound and #9 courtesy reply envelopes. Evaluation criteria will focus on compliance, references, quality control procedures, turnaround time, and pricing. The initial contract term is one year, with potential renewal options contingent on mutual agreement between the city and the selected vendor. Key technical requirements include using NCOA (National Change of Address) software to ensure lowest postage rates, address correction, and providing proof of mailing affidavits.

While the RFP does not explicitly mention set-aside designations or restrictions for disadvantaged enterprises, it requires detailed pricing information covering setup costs, envelopes, data processing, printing, folding, stuffing, and postage. The document does not indicate an incumbent vendor or specify precise budget ranges, though the annual volume of 21,000 tax bills suggests a moderate-scale contract. Prospective bidders will need to submit comprehensive proposals demonstrating technical capability to handle the city's specific tax billing requirements, including precise data processing, printing specifications, and mailing logistics. The anticipated award date is June 20, 2025, with the expectation that the selected vendor can immediately begin preparing for the July tax bill mailing. Vendors should be prepared to provide robust technological infrastructure capable of securely handling sensitive tax-related data and meeting the city's specific communication and mailing standards.