RFP 2025-0814-001 Property Tax Notices Bid

Otero County, Colorado is seeking proposals for a Property Tax Notices Bid (RFP 2025-0814-001) to be submitted by 4:00 p.m. MST on Wednesday, August 13, 2025, at the County Commissioners' office. The procurement involves comprehensive services for preparing, printing, processing, and mailing property tax notices for January 2026, with an estimated volume of 16,820 notices and 11,166 pieces to be mailed. Specific deliverables include setup and data preparation, printing of notices and envelopes, preparation of inserts, and delivery of an electronic file. The bid specifications require two perforated or laser-cut payment coupons, consolidation of household notices with identical names/addresses into single envelopes, and use of #10 and #9 return envelopes. Bidders must submit comprehensive cost breakdowns covering setup, data preparation, printing, processing, and delivery, with proposals accepted via email, hand delivery, or mail. A public bid opening will be conducted via Zoom on August 14, 2025, at 9:00 AM Mountain Time, and the county will provide tax notice data in text format after January 1, 2026.

The procurement includes a 5% preference for local bidders, potentially advantaging small or local businesses in the bid process. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the county reserves the right to award the contract based on their evaluation criteria. The estimated postage cost is approximately $7,735.92, suggesting a modest contract value for the tax year 2026. The contract appears structured with potential for future renewals or extensions, which could provide longer-term opportunities for the successful vendor. No incumbent vendor information is provided in the documentation, and there are no specific details about required technology integration beyond the county's commitment to providing data in text format. The Board of County Commissioners will have final discretion in contract award, indicating a competitive and flexible procurement approach that prioritizes comprehensive service delivery and cost-effectiveness.