For Printing and Mailing of Tag Renewal Notices

Agency: Madison County
State: Alabama
Type of Government: State & Local
Posted Date: Oct 10, 2018
Due Date: Oct 15, 2018
Solicitation No: 2018-47
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bid number description open date
2018-47

For Printing and Mailing of Tag Renewal Notices

Addendum #1

10/15/2018

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MADISON COUNTY COMMISSION
Finance Department
100 Northside Square
Room 700
Huntsville, AL 35801
INVITATION TO BID
Bid Date
10/4/2018
Bid Number
2018-47
Bid Title
For Printing and Mailing of
Tag Renewal Notices
Bid Opening Date
10/15/2018
2:00 PM
Please submit a sealed price quotation of the items listed herein. (Faxed bids will not be
accepted.) The submissions will be addressed to Madison County Purchasing; 100 Northside
Square, Room 700; Huntsville, AL 35801 until the date and time shown above, and publicly
opened on date specified above. If unable to quote, write "NO BID" on the enclosed response
form and return.
Complete specifications of items not adequately defined herein may be obtained upon request.
Brand names and catalog numbers identified are used solely to indicate expected levels of
quality. If you are unable to furnish an item as specified and desire to furnish a substitute, give a
full description of the item. Final determination as to equal quality of substitution will be made
by the Procurement Specialist.
The Madison County Commission reserves the right to award this bid on an all-or-none or
item by item basis, to refuse all bids, and to waive technicalities.
Questions regarding this bid should be directed to: tags@madisoncountyal.gov
1
Vendor Name must show on envelope along with the bid number and opening date.
Each numbered bid must be in a separate envelope.
All documents submitted to Madison County will be subject to Alabama's Open Records Laws (Code of
Alabama, Title 36-12-40 and 41, as last amended). Due to the provisions of the Open Records Laws and the
Competitive Bid Laws (especially Code of Alabama, Title 41-16-24(b)), the Madison County Commission
cannot assure any Bidder that any information submitted with the bid, even though marked "Proprietary" will
not be open to public inspection and copying.
Terms of payment _____________________________________________________________________
I hereby affirm that I have not been in any agreement or collusion among vendors or prospective vendors in
restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding, or
otherwise. COMPANY NAME: _____________________________________
THIS BID MUST BE NOTARIZED.
Subscribed and sworn to before
SIGNATURE: __________________________________________
Me this______________ day of
__________________20_____.
PRINT NAME: _________________________________________
STREET ADDRESS: ____________________________________
CITY: _________________STATE:______ ZIP CODE: _________
PHONE #:____________________ FAX #:___________________
EMAIL ADDRESS: _____________________________________
Tyler Rosenblum
Procurement Specialist
Madison County Commission
Awarding Authority
DATE: 10/4/2018
FEDERAL ID# _________________________________________
2
GENERAL CONDITIONS AND INSTRUCTIONS
1.
Bid Number must appear on the outside of the bid envelope.
2.
No oral, telephonic, facsimile, e-mailed modifications or alternate bids will be considered. Bids
from firms, individuals, or the same owners of separate companies submitting more than
one bid will not be considered.
3.
Bidders must submit an original and one (1) copy of its bid. Incomplete and/or irregular bids may be
subject to rejection. The following forms must be submitted:
a) Bid Response Form (included in Bid Packet)- must be completed in its entirety and signed by an
authorized agent of the company. Bid forms that are not signed will be disqualified. All
submissions must be printed or written in ink.
b) Bid Detail Form – (included in Bid Packet) – must be signed by person completing form
c) Bid Specification Sheet (if included in bid packet) – each specification must be initialized to
indicate acknowledgment.
d) Business License – a copy of a current City of Huntsville business and Madison County Business
License, if required by law, and shall be current on payment of all city and county sales taxes.
If vendor is not required to have a City of Huntsville Business License or a Madison County
Business License, vendor must specify why a license is not required.
e) Sworn Affidavit of Employer Regarding Unauthorized Aliens - (Included in bid package or
available on-line at county website)
f) Sworn Affidavit of Subcontractor Regarding Unauthorized Aliens - (Included in bid package
or available on-line at county website)
g) Memo of Understanding (available on E-Verify website after registration)
4.
Madison County Commission may add or delete locations, as needed, during the
period of the contract.
5.
Shipping shall be F.O.B., Destination. Delivery address will be specified in the awarded Purchase Order.
6.
Vendors having a place of business within the legal boundaries of Madison County
shall be given a 5% preference over vendors located outside of the legal boundaries of
Madison County.
7.
Unless otherwise specified, the contract period will be for one year with two one year renewable option
period.. Prices shall remain firm for the entire contract period.
SUCCESSFUL VENDORS
1. Successful vendors will keep in effect at all times, and must furnish the Madison County
Commission, with Certificates for the following insurance coverage:
a. $1 million General Liability
b. $1 million Auto Liability
c. $1 million Workers Compensation
2. Successful vendors must provide performance bond in the amount of the contract. This provision
is bid specific and will be defined in the bid specifications or relevant contract, if required.
Such bond will be required before the start of work by the successful vendor.
3. Successful vendor must provide completed W-9 form.
4. The Madison County Commission and successful vendor reserves the right to terminate agreement
at any time during the contract period, providing either party gives a sixty (60) day written notice
Renewal Notices
SPECIFICATIONS
BID AWARD TERM - The bid will be awarded for a 1 year period with the condition that Madison Countyandthesuccessfulvendormay
mutuallyoptiontoextendthebidawardfortwo(2)additional and consecutive one (1) year periods. How long will you honor your bid
price(s)?
year(s).
Vendors shall bid on the following Renewal Notices for the 2019 tax year:
• CourtesyRenewalNotices-Vehicle,Boats,ManufacturedHomes,Business/PrivilegeLicense
• NoticestobemailedinmonthlybatchesasdirectedbytheLicenseCommissioner.
• Fixed Flat File; 400,000records approximately
SpecificationsmustbecheckedwiththeLicenseDirectorbeforeorderisentered. Finishedproofs must be furnished and approved before
order is completed.
VendorshallsubmitsamplesofRenewalNotices.
Listed below are the specifications needs for each of the forms:
I. Service CompanyExperience
• TheservicecompanyshallprovideadedicatedprimarycontacttoworkwiththeLicenseDirectorduring theinitialsetupphase,testing,
andthroughouttheactualmailingphasesoftherenewalnoticesduring thetaxyear.
• Theservicecompanyshallhavesufficientfacilitiestoprovidefull backupshouldone facilitybeoff-line and have a comprehensive
disaster recovery plan in place.
• PreferencewillbegiventocompanieswhoareprovidingthissameservicetoatleastoneotherAlabama
County, with familiarity of Alabama tax schedules and data required on the renewal notices.
• Companyshallbewithinoneday'sdrivingdistance(regionally)toallowforonsitevisitsbythetaxing authority should the need arise
for meetings or plant inspections, preferably located in Alabama.
• Theservicecompanyshallhaveaconfidentialitypolicyforallrecordstransmittedtotheircompany
from the License Director's office.
II. Renewal Notice Documents
• Notices shall be created on 8.5 x 11. Minimum 20# bond, in a format allowing for all necessary renewal notice information to be
displayed. This formshall have a perforation 7 W' from the top fortax payers totearoffandmailbackwiththeirpayment(paystub).
• Noticesshallhaveamplespaceforspecialmessagesorwarnings,printableonbothsides.
• The service company shall printan OCRand/or bar codeline fromthe Delta software ifnecessary. This informationwillbeusedinthe
futureforscanningofpaymentsreceivedbytheLicenseDepartment.
• Notices shall be inserted into #10, double window envelopes.
• Postal Barcode
• Portal to portal delivery to county
• Electronic service for returns.
• VendortoprovideNationalchangeofaddress(NLOA)addressscreeningwithACSelectronicreturn service. Data will be provided to
License Director's Online Service provider for NCOA and ACS electronic return.
• USPS ACS
• Integrateddata managementwith renewyourtagadmin.
• Must populate ADOR dump file pertaining to Driver License number and expirationdate.
• PrintnotificationofanyMLIInsuranceproblemsnotifyingcustomerontherenewalnotice

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