Tax Bill Printing and Mailing Services

The County of San Mateo Treasurer-Tax Collector's Office is seeking a Request for Proposals (RFP) for comprehensive tax bill printing and mailing services. The procurement targets a qualified vendor to handle printing, folding, inserting, and mailing of approximately 220,000 annual property tax documents, including secured, unsecured, and supplemental tax statements, certified mailings, and escape assessment bills. The proposed contract term spans from April 27, 2026, through April 26, 2029, with an option to extend up to two additional years. Key deliverables include intelligent document inserting, postage rate optimization, and adherence to specific envelope and document design specifications outlined in the attached files. Evaluation criteria will comprehensively assess vendor qualifications, experience, service model, customer service, technical capabilities, and price competitiveness. The proposal submission deadline is September 16, 2025, at 2:00 pm, with no pre-proposal conference or site visit scheduled. Vendors must demonstrate proven track records in tax document printing and mailing, with strong capabilities in data security, confidentiality, and adaptability to potential system upgrades.

The RFP incorporates a local business preference, offering additional points for local, small, or micro businesses. Contractors must comply with specific requirements, including SB 1383 mandatory paper product procurement standards that mandate recycled content for various paper products ranging from 30% to 45% post-consumer recycled fiber. Insurance requirements are substantial, with liability insurance minimums of $1,000,000 for comprehensive general liability, motor vehicle liability, and professional liability. While specific budget ranges are not explicitly stated, the contract template suggests the procurement is for services exceeding $200,000. Vendors must also adhere to non-discrimination policies, equal employment opportunity standards, and local ordinances such as the Living Wage Ordinance. The county expects the selected contractor to provide a sophisticated service infrastructure capable of handling complex tax billing communications with high precision, security, and efficiency across various document types and mailing formats.