LEON COUNTY TAX COLLECTOR TAX ADMINISTRATION 1276 Metropolitan Blvd., Suite 401 Tallahassee, Florida 32312 (850) 606-4723 May 21, 2014 INVITATION TO NEGOTIATE REQUEST FOR SEALED BIDS ITEM: Leon County Property Tax Notice Processing, Printing and Mailing Services (Initial 1 year term with an additional 3 year renewal option) RESPONSE DEADLINE: June 25, 2014 All bids whether mailed or hand delivered must be received in the office by 5:00 p.m. EST, June 25, 2014 PRE-BID CONFERENCE: Mandatory: May 29, 2014 at 2:00 p.m. EST In-person or by teleconference Please contact our office to confirm RESPOND TO: Bid Opening: Ms. Alethea Jackson, Chief Deputy Tax Administration 1276 Metropolitan Boulevard, Suite 401 Tallahassee, Florida 32312 (850) 606-4723 June 26, 2014 at 12:00 noon, EST Bid Award Date: July 3, 2014 SUMMARY: The Tax Collector desires quotes from vendors interested in providing services related to the processing, printing, and mailing of current and delinquent property Tax Notices. Florida law requires the Tax Collector to notify property owners and escrow agents of the amount due for ad valorem taxes and non-ad valorem assessments. Page 1 of 9
Please provide the following information and documentation: Name & Address of Responding Business: State and County of Incorporation: Business Owner: Business Contact: Tel: Email Address: Years of Operation: Geographic Service Area: Local State US Please provide a summary of your business model (required for consideration). If claiming Minority Business Enterprise or Disadvantaged Business Enterprise (MBE/DBE) preference, please provide a valid State or Leon County certification. Please provide three business/governmental references with contact information and include a summary of services provided and samples of printed products. Use the format below: Name and/or Entity: Contact: Tel: Summary and Services: Please attach photocopies of pertinent licensures and proof of insurance for your business. Should a Performance Bond associated with this contract be required, would your company provide evidence of such bond? Please sign the following statement: I,, representing the above referenced company, do hereby acknowledge the receipt of this ITN and by my signature below have read, understood and addressed all of the requirements outlined in this document. Further, I acknowledge that the sealed bid provided will be considered as a point of beginning for contract and service negotiations with the Tax Collector. Signature Title Date Page 2 of 9
Please return page two of this packet signed with the required supporting documentation in a SEALED envelope marked as follows: Mail or Hand Deliver to: Leon County Tax Collector SEALED BID - ITN for Leon County Property Tax Notices Processing, Printing and Mailing Services Leon County Tax Collector Attention: Ms. Alethea Jackson, Tax Administration 1276 Metropolitan Blvd., Unit 401 Tallahassee, FL 32312 ALL BIDS WHETHER MAILED OR HAND DELIVERED MUST BE RECEIVBED BY 5:00 P.M. EST, JUNE 25, 2014 Should you like to participate or attend, the bids will be OPENED on June 26, 2014 at 12:00 noon, EST at the following location: Administrative Offices 1276 Metropolitan Blvd., Unit 401 Executive Conference Room If additional information is required, please reserve questions for the Pre-Bid Conference to be held May 29, 2014 at 2:00 p.m. EST. If you have an objection concerning the selection or selection process, you may state your objection in writing to the Chief Deputy Tax Administration within 3 working days of the bid award. Any appeals of the Chief Deputy s decision may be made directly to the Tax Collector within 3 working days, and all decisions of the Tax Collector are final. Page 3 of 9
Specifications: Print Tax Notices for real estate, tangible personal property and central assessed properties in the following manner (see example A attached): 1) The vendor must provide the service of printing pre-print stock paper for the tax notices using the directives below to create the field headings and directive for payment from the Tax Collector s Office. 2) The vendor must provide the service of inserting and printing the data created for the pre-print stock paper (see example A Annual Bill Definitions). 3) The vendor must provide the mailing services for the final product (tax notices) as created in items 1 & 2 above. The Document MUST: As prescribed by Florida Statute 197, contain the title Notice of Ad Valorem Taxes and Non-ad Valorem Assessments. The form shall also contain a receipt part that can be returned along with the payment to the Tax Collector. Contain the heading Ad Valorem Taxes within the ad valorem part and the heading Non-ad Valorem Assessments within the non-ad valorem assessment part. Contain the county name, the assessment year, the mailing address of the Tax Collector, the mailing address of one property owner, the legal description of the property to at least 25 characters, and the unique parcel or tax identification number of the property. Provide for the labeled disclosure of the total amount of combined levies and the total discounted amount due each month when paid in advance. Provide a field or portion on the front of the notice for official use for data to reflect codes useful to the Tax Collector. Provide for the combined notice to be set in type that is 8 points or larger. Provide on the reverse side of the notice instructions and useful information to the tax payer. Provide appropriate scan-line and required dimension. Contain within the ad valorem Section (see example A attached): As prescribed by Florida Statute 197, A schedule of the assessed value, exempted value, and taxable value of the property. Subheadings for columns listing taxing authorities, corresponding millage rates expressed in dollars and cents per $1,000 of taxable value, and the associated tax. A listing of taxing authorities in the same sequence and manner as listed on the notice required by s. 200.069(4)(a), with the exception that independent special districts, municipal service taxing districts, and voted debt service millages for each taxing authority shall be listed separately. Page 4 of 9
Contain within the non-ad valorem assessment Section (see example A attached): As prescribed by Florida Statute 197, Subheadings for columns listing the levying authorities, corresponding assessment rates expressed in dollars and cents per unit of assessment, and the associated assessment amount. A listing of the levying authorities in the same order as in the ad valorem part to the extent practicable. Project Time-lines: Fall Mailing - Tax Notices must be mailed on or before November 1 Reminder Tax Notices and Delinquent Tax Notice must be mailed on or before March 1 Delinquent Notice Letters must be mailed on or before March 1 Four Quarterly Installment Tax Notices must be mailed on or before June 1, September 1, December 1, and March 1 Management Procedures and Rules: Provide direct Contact Information of all parties involved in the project. Provide information concerning any process rules or constraints your firm may have that might impact the preparation and insertion of either our Tax Notices or the various Informational Inserts we may include with those notices as well as the handling of "multiple notices" to the same address that are to be enclosed in a single out-going mail envelope, etc. Inventory: Envelope and Inserts matched to specific notices (see example B attached). Data Processing - File Transfer Protocol (FTP): Vendor MUST be able to receive and process text files electronically through a secured site. A brief list of the files are below: Real Estate Roll Tangible Personal Property Roll Central Assessed Roll Real Do Not Pay Bills. (Escrow Bills to Escrow Agent and Tax Payer) Mortgage Paper Bills Escrow Address for Mortgage Paper Bills (Excel Format) TEST Files and Proofs (Required in each mailing) LIVE Files (Hard copy samples required for testing in each mailing) Inventory Facility: Provide storage space for the Tax Collector s excess inventory of pre-printed stock for tax notices, envelopes and inserts. NCOA Processing Requirements (see example C attached): Provide USPS Certification of Move Update Compliance annually. Ancillary Service Endorsements (see example D attached): Provide annual update of endorsements. Page 5 of 9
Additional Information Scoring of Submission: Pricing Costs & Structure: Years of Experience in Mass Invoicing: Services and Printed Products Reference Evaluation: Florida Preference: Certified MBE Preference: TOTAL 45 Points 20 Points 15 Points 10 Points 5 Points 5 Points 100 Points Selection: All submissions will be scored and evaluated by the Chief Deputy of Tax Administration and a designated Selection Committee. Results of the scoring and subsequent ranking of proposals in order of negotiation will be provided to all participating vendors. If a negotiation is unsuccessful, the next ranked vendor will be contacted for negotiation, followed by the next, if necessary. Once a negotiation has been completed and is determined to be unsuccessful, that vendor's proposal will be eliminated from further consideration. The Tax Collector reserves the right to waive all non-material errors and omissions in a vendor s response. Additionally, the Tax Collector may reject a vendor s response in whole for any material error or omission. Finally, the Tax Collector reserves the right to reject all responses. The vendor selected to participate in negotiations will be requested to: 1. Submit sample tax notices from a test file. These "test notices" will be reviewed for compliance with appearance and ability to post on our Remittance Processor. 2. The vendor may be asked to provide a description of quality control procedures. 3. The vendor may be required to schedule and provide a site visit. Business or Governmental references will be contacted to provide details of relationship with the vendor and satisfaction of services. References will be asked to provide written summary of their projects. References will be asked if the current services are in compliance with contract guidelines. References will be asked to rate vendors products, services and materials on a scale of 1 to 10 with 10 being Very Satisfied and 1 being Very Dissatisfied. References will be provided an opportunity to explain their score. Mandatory May 29 th Pre-Bid Conference: Question and answer session will be conducted to discuss the specifications. All vendors planning to submit a proposal MUST attend in-person or participate by teleconference. Failure to attend or participate will result in disqualification of the proposal. Page 6 of 9
Pricing Structure (Estimate 120,000): Fall Tax Notices See Example E Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.): Full Color 8 1/2 x 11 Tax Notice: $ (Front & Back) Full Color Insert Printing: Gloss $ (Tri-fold, Front & Back) Non-Gloss $ (Tri-fold, Front & Back) Full Color Window Envelope #10: $ (With QR Code) Solid Color Envelope #9 Return $ (Information on Flap) Postage and handling $ Page 7 of 9
Pricing Structure (Estimate 20,000): Reminder Tax Notices - March (1of 2 Items) (See Example F ) Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.): Full Color 8 1/2 x 11 Tax Notice: $ (Front & Back) Full Color Insert Printing: Gloss $ (Tri-fold, Front & Back) Non-Gloss $ (Tri-fold, Front & Back) Full Color Window Envelope #10: $ (With QR Code & Overprint) Solid Color Envelope #9 Return $ (Information on Flap) Postage and handling $ Pricing Structure (Estimate 5,000): Delinquent Tax Notices* March (2 of 2 Items) (See Example F ) Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.): Black & White 8 1/2 x 11 Notice $ (Shaded Boxes) Full Color Window Envelope #10: $ (With QR Code) Postage and handling $ *The Delinquent Notice may not be included in all envelopes with Reminder Notices; only if applicable. Page 8 of 9
Pricing Structure (Estimate 2,500): Four Quarterly Installment Tax Notices (See Example G ) Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.): Full Color 8 1/2 x 11 Tax Notice: $ (Front & Back) Black and White 8 1/2 x 11 Letter $ (Front & Back) Full Color Window Envelope #10: $ (With QR Code) White W/Green Bar Envelope #9 Return: $ (Information on Flap) Postage and handling $ Page 9 of 9
DORIS MALOY LEON COUNTY TAX COLLECTOR ACCOUNT NUMBER NOTICE OF AD VALOREM TAXES AND NON-AD VALOREM ASSESSMENTS TAX YEAR EX-TYPE ESCROW ASSESSED VALUE EXEMPTIONS TAXABLE VALUE MILL CD DORIS MALOY LEON COUNTY TAX COLLECTOR *SEE REVERSE SIDE FOR INSTRUCTIONS PLEASE DETACH AND RETURN BOTTOM PORTION WITH YOUR PAYMENT* NOTICE OF AD VALOREM TAXES AND NON-AD VALOREM ASSESSMENTS ACCOUNT NUMBER TAX YEAR EX-TYPE ESCROW MILL CD Remit to: Doris Maloy, Tax Collector P.O. Box 1835, Tallahassee, FL 32302-1835 REMIT WITH PAYMENT
IMPORTANT INSTRUCTIONS AND INFORMATION 1. If you have sold the property described on this notice, please return the tax notice to the Tax Collector s Office immediately. 2. Please verify the description of the property. If any errors in the description are found, notify the Property Appraiser immediately. This notice covers taxes for the calendar year, January 1 through December 31, of the year indicated on the front. 3. Discounts for early payment have been computed for you in the amount indicated on this notice. For mailin payments, discounts are determined by the United States postmark only. Postage meters operated by businesses are not used to determine if a discount is applicable. No discounts are given in the month of March. Annual Payments: 4% in November 3% in December 2% in January 1% in February Installment Payments: 6% in June 4.5% in September 3% in December 4. Taxes become delinquent on April 1. Therefore, payments made on or after this date must be in the form of cash, cashier s check, money order, debit/credit card or electronic check at www.leontaxcollector.net. Once delinquent, the payment amount is valid if received in our office on or before the close of business the last working day of the month. For convenience, a drop box is located at all the Tax Collector Customer Service Centers (excluding the Administrative Offices). On April 1, real estate tax amounts will include interest at 3% and advertising fees. On June 3, a tax certificate will be issued which could carry an interest rate as high as 18%. This lien could cause the property to be sold at a future date. The tangible personal property taxes will include interest at 1-1/2% per month plus advertising and delinquent fees. On May 1, a petition to issue Tax Warrants will be filed with the Clerk of Court on all unpaid tangible personal property taxes. The issuance of the warrant authorizes the Tax Collector or his or her agent to levy upon and seize such tangible personal property and garnish bank accounts for the taxes and associated cost. March 1 March 31 March 31 April 30 Important Dates to Remember File new exemption applications with the Property Appraiser Deadline to file Tax Deferral Application with the Tax Collector Last day for tax payment without interest Deadline to file new installment application Doris Maloy, Tax Collector, P.O. Box 1835, Tallahassee, FL 32302-1835 (850) 488-4735 PLEASE DETACH AND RETURN THIS BOTTOM PART WITH YOUR PAYMENT. PLEASE DO NOT WRITE ON BOTTOM PART OF BILL.
Post O? ce Box 1835 Tallahassee, Florida 32302-1835 Get Connected! Online and by Mail www.leontaxcollector.net
Post Office Box 1835 Tallahassee, Florida 32302-1835 Reminder Notice Please disregard if payment was made on or before February 19 th. Get Connected! Online and by Mail www.leontaxcollector.net
From City State Zip No. PLACE STAMP HERE DORIS MALOY DAFFDADDTFAADAADFFTFDADADDFAAFTAATFTAAFFTDFFADFTTTDDDDFFFADTAAFFD
Paid receipts can be printed at www.leontaxcollector.net or enclose a self-addressed stamped envelope along with the bottom part of the tax notice.
From City State Zip No. PLACE STAMP HERE DORIS MALOY
Paid receipts can be printed at www.leontaxcollector.net or enclose a self-addressed stamped envelope along with the bottom part of the tax notice.