Tax Printing & Mailing Services

The City of Pittsburgh's Office of Management & Budget is soliciting bids for Tax Printing and Mailing Services through Invitation for Bid #2024-IFB-326, targeting comprehensive tax document processing for the Department of Finance. The procurement covers printing and mailing services for multiple tax-related documents, including Real Estate Bills & Tax Receipts, Self-Assessed Tax Bills, Taxpayer Services Bills, and 1099-G statements with varying mailing frequencies of monthly, quarterly, and annual cycles. The contract period is scheduled from December 1st, 2024, through November 30th, 2026, with potential for two one-year renewal options. Bidders must submit electronic responses through the ProcureNow platform by November 25, 2024, at 2:00 pm, with detailed pricing proposals requiring unit pricing across multiple document categories and envelope types. Vendor qualifications will likely include capabilities for database processing, National Change of Address (NCOA) processing, automatic barcoding, and various manual and machine work related to tax document preparation and mailing. Quantities for different document types range from approximately 1,500 to 185,000 documents per category, indicating a comprehensive and complex mailing service requirement.

The procurement includes specific participation goals for minority, women, and veteran-owned businesses, with targeted percentages of 18% for minority businesses, 7% for women-owned businesses, and 5% for veteran-owned businesses. Vendors must demonstrate good faith efforts in meeting these diversity requirements and comply with local, state, and federal regulations governing tax document handling. The contract emphasizes strict confidentiality protocols, suggesting potential sensitive information will be processed during document preparation and mailing. While specific budget ranges are not explicitly detailed, the comprehensive nature of the bid and the wide range of document quantities suggest a significant potential contract value. The City of Pittsburgh will require vendors to provide sophisticated mailing infrastructure capable of handling complex tax document processing with high accuracy and security. Interested vendors must have robust technological capabilities, including database management, address verification, and secure document handling systems to meet the city's rigorous tax communication requirements.