Request For Bid - Printing, Mailing & Email Services

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
Request for Bid Title: PRINTING, MAILING & EMAIL SERVICES
PLEASE MARK YOUR ENVELOPE "SEALED BID #202605-597"
RETURN ONE (1) ORIGINAL & THREE (3) HARD COPIES.
Bid Submission
Location / Mail Address: Taney County Purchasing Department (Second Floor)
P. O. Box 1630 (PO Box MUST be used for U.S.P.S .delivery.)
132 David St. (Physical Address MUST be used for Courier delivery.)
Forsyth, MO 65653
Bid Opening
Location / Address: Taney County Commission Hearing Room (Old Courthouse)
Forsyth, MO 65653
The undersigned certifies their authority to bind this vendor in an agreement to supply the products, or
services, in accordance with all terms, conditions, and pricing specified herein or to offer a "No Bid."
Bidder is REQUIRED to complete, sign and return this form with their submittal to our solicitation as
well as initial all pages. *An authorized signature and email address, printed clearly is mandatory, lack
thereof may result in a determination of "Non-Responsive" and disqualify from participation.
Company Name Authorized Person (Print)
Address *Signature
City / County / State / Zip Title
Telephone # Fax # Date Tax ID #
*E-mail (MUST be legible.) Entity Type (Corporation, LLC, Sole
Proprietor, Partnership)
INTRODUCTION & BASIC PRO CESSING INFORMATION:
Sealed bids cannot be emailed and must either be delivered by hand, courier, or U.S.P.S.
All formal invitations for bid are handled by the Taney County Purchasing Department. However,
technical requirements and product specifications are the responsibility of the specific requesting
department as listed in Section 2. Specifications.
Read ALL solicitation documents closely. Note any/all special dates and submit your response as soon
as possible. See Items 1.21-1.22 for the process to submit questions.
Page 2 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Section #1 includes instructions, conditions, guidelines, requirements and other key factors.
Use a checkmark (), in the box adjacent to the section number, in order to acknowledge each
of the following items. Any item unchecked in this section, will be considered non-responsive
and may be disqualified.
Section 1. INSTRUCTIONS AND GENERAL CONDITIONS
1.1
Sealed responses may be submitted to the Taney County Purchasing Office until the solicitation closing
date and time indicated herein, subject to Instructions and General Conditions and any special
conditions.
1.2
Closing: Sealed Responses must be delivered before "Closing Date/Time" as listed on page one, to the
Taney County Purchasing Department as listed on page two.
1.3
United States Postal Service ("U.S.P.S.") WARNING: Because there is no mail delivery service at our
offices, we strongly discourage bidders from using the U.S.P.S. If a Bidder elects to use the U.S.P.S.,
do NOT send "return receipt requested." The Post Office only recognizes the P.O. Box address. Other
delivery services require the physical address. It is the Bidder's responsibility to ensure responses are
delivered in a timely fashion to the Purchasing Department. Courier or hand delivery is recommended.
1.4
Late Packages: The County will not accept any response received after the listed closing date/time.
Late arrivals are considered "NON-RESPONSIVE" and will not be opened or returned.
1.5
Opening: Bids will be opened publicly at "Opening Date/Time" and read aloud. All responses will be
considered public information as soon as they are opened and become a part of the public record to
be released to any person or firm who formally requests a copy.
1.6
Award/Timeline: Recommendation for award will be made formally to the Taney County Commission
as soon as possible after a complete departmental review. Updates may be sent via email should the
award process become delayed, 10 or more days, for any reason.
1.7
Withdrawals: Responses may be withdrawn on written request from the Bidder at the address shown
prior to the time of acceptance of the response. Once a response is opened, and accepted, it can only
be withdrawn by order of the Taney County Commission.
1.8
Sealed & Marked: Responses must be submitted in a sealed envelope identified with the bid number
and dates of closing & opening. List the bid number on the outside surface of the box or envelope and
note "Response to Request for Bid enclosed" with a return name & address. No fax or electronic
transmitted responses will be accepted.
Page 3 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
1.9
Bidder Expenses: This County is not responsible for any expenses, which Bidders may incur in
estimating, inspecting, or preparing information to respond to this solicitation.
1.10
Presentations/Inspections: The County reserves the right to conduct personal interviews or require
presentations, inspections, of or from any/all Bidders prior to selection. The County will not be liable for
ANY costs incurred by the Bidder in connection with such interviews, presentations, or inspections.
1.11
Bid Term: All Responses submitted shall be binding and remain firm for ninety (90) calendar days
following the opening, unless otherwise indicated. Pricing/Costs submitted with a response must be
honored for that set timeframe. Submitted pricing, once opened, cannot be changed for any reason.
Any such changes will disqualify that response.
1.12
Bid Rejection: The Taney County Commission reserves the right to reject any or all responses when
such rejection is in the best interest of the County.
1.13
Multiple Awards: Responses may be awarded to one company or multiple companies, when such
award is deemed in the best interest of the County.
1.14
Payment Terms: Standard payment terms are Net 30 after receipt of an invoice. The County cannot,
and will not, agree to any other payment terms. Once products, or services, are received and accepted,
Taney County will process payment in full. Invoices need to be issued and mailed to the requesting
department - not Purchasing.
1.15
Requests for credit applications and deposits are not necessary and will - in most cases - not be
processed or accepted.
1.16
Any award agreement shall take effect upon the approval by the Taney County Commission.
1.17
Alterations: Any alterations, changes, lining out, or margin notes to any items within these instructions
may result in the response being disqualified.
1.18
Direct Email Address: An email address, not a website, MUST be provided in order to receive award
results. Final award results are by email only and will be emailed to all responding Vendors. Please do
not call for results.
1.19
Results are always posted at: www.taneycounty.org
1.20
All questions for this solicitation must be submitted by the time indicated on page 1. Questions must be
emailed to the department point of contact listed within this request as well as copied (cc) to the
Purchasing Director at: nikki.lawrence@taneycountymo.gov
Page 4 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
1.21
If it becomes necessary to revise any part of this solicitation due to a significant question received which
could impact specifications; a written Addendum will be issued to explain any new/necessary
modifications.
1.22
Any/all solicitation questions that result in modifications will be combined into one written Addendum
with answers and explanations to cover any/all new issues.
1.23
Addenda are valid only if in writing and issued by the Taney County Purchasing Department.
1.24
Any necessary Addendum will be emailed as close as possible to the day following the question
submission deadline to all parties who had previously been part of the original Direct Bid Invitation email
or had made email contact during the open questioning timeframe.
1.25
When an Addendum is necessary, Bidders are required to formally respond. Follow the instructions as
indicated in the Addendum.
1.26
Any necessary Addendum will be posted on the Taney County website with the original solicitation. An
indication will be in red and placed at the end of the affected proposal.
1.27
Award of Contract: Multiple awards may be made on the basis of a primary, secondary, and tertiary
vendor. The primary vendor shall furnish the County's requirements until such time as the County
determines that it is in the best interest of the County to seek performance from the secondary vendor,
then tertiary vendor. The County's decision to utilize the secondary and tertiary sources shall be final
and conclusive. In addition, the resulting contract from this solicitation will be considered "Non-
Exclusive". The County reserves the right to obtain service, or product(s), from other vendors when it
is in the best interest of the County.
1.28
Agreement: The selected vendor(s) will be required to enter into a written agreement with the County,
in cooperation with the County's Legal Services Department and completed to the mutual satisfaction
of the parties, consistent with the RFP and response. The RFB and response documents submitted
by the successful Bidder will become a part of any contract award as a result of this solicitation. These
signed documents will be binding. Bidder shall initial all pages where the document denotes "Bidder's
Initials: ___" at the bottom of the page after completing said page. Any responses not complying with
this condition may be considered non-responsive.
1.29
Response Content: In order to enable direct comparison of competing responses, Bidders must submit
responses in strict conformity to the requirements stated herein. Failure to adhere to all requirements
may result in Bidder's Response being disqualified as non-responsive. All responses must be submitted
using the forms provided herein. Every question should be answered. If not applicable, the section
should contain "N/A."
Page 5 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
1.30
Advice of Award: The County's Responses, Bid Tabulations, and Bid Award information may be viewed
on our website at www.taneycounty.org. (Purchasing Department Page.) If a Vendor wants a copy
of the bid tabulation they must include a direct email address, not website, in order to receive results.
1.31
Response Clarification: The County reserves the right to request additional written or oral information
from Bidders in order to obtain clarification of responses.
1.32
Rejection or Correction of Responses: Minor irregularities or informalities in any response which are
immaterial or inconsequential in nature, neither affected by law nor at substantial variance with bid
conditions, may be waived at the County's discretion whenever it is determined to be in the best interest
of Taney County, Missouri.
1.33
Evaluation Process: The County's sole purpose in the evaluation process is to determine from among
the responses received which one is best suited to meet the County's needs at the lowest possible
cost.
1.34
Acceptability: The County reserves the sole right to determine whether goods and/or services offered
are acceptable for County use.
1.35
Sunshine Law: All responses to this request will be considered public information as soon as they are
opened and become a part of public record subject to disclosure to any person or firm that requests it.
Requests for copies of responses, must be made through the Taney County Clerk's Office (417-546-
7202) by submitting a Public Service Request Form (PSR). Charges for time spent as well as a cost
per page apply and may be collected prior to the making of copies.
Section 2. SPECIFICATIONS
The Taney County Purchasing Department will accept and review responses to this RFB in an effort to
complete the purchase of:
Printing, mailing and email services for the purpose of designing, manufacturing, personalizing
and distributing assessment lists for real property, personal and business property, 2nd notices and
impact post cards.
For questions concerning the below listed specifications, or any other technical questions, please feel
free to contact:
Department Contact:
Davy Wilson, Assessor
Taney County Assessor's Office
417-546-7241 (off)
davy.wilson@taneycountymo.gov
Page 6 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
Please check () off the appropriate box to indicate compliance with the specifications. The
County will always look for 100% COMPLIANCE. These "SPECIFICATIONS" and "STANDARD
TERMS AND CONDITIONS" are critical to all County solicitations. If after reviewing each of the
following items a potential participant is not able to comply with ALL requirements, reconsider
whether to submit a bid response to the solicitation. All "D" check () marks will be considered toward
disqualification. Check every item. Any blank item in this section will be considered non-responsive
and may disqualify.
C = Comply with item. (In some cases this will serve as a simple acknowledgement.)
D = Do not / cannot comply with item.
C D
__ __ 2.1 Contractor will create form which must be approved by the Taney County Assessor and Missouri
Tax Commission.
__ __ 2.2 Contractor will provide N.C.O.A.
__ __ 2.3 Contractor will transport approved lists to mail service provider.
__ __ 2.4 Contractor will be responsible for printing tax payer account information on lists, and completing
mailing.
__ __ 2.5 Assessor Logo Adobe: The font style: Bookman Old Style; One for:
Add Taney County Logo
Davy Wilson
The rest in font style: Bookman Old Style
__ __ 2.6 Personal Property Lists: QTY approximately 30,500
Size: 8.5" x 14" (Grain Long) laser cut sheets
Paper: 24# OCR Bright White. Must be compatible with all county scanning equipment and U.S.
Postal Service reading and sorting equipment.
Inks: 2-Color Face: Black & Red Highlight, Data & Barcodes- Black
1-Color Back: Black
__ __ 2.7 Personal Property & business PP second notice Postcards: QTY approximately 11,700
combined.
Size: 4 1/4" x 5.5" overall,
Paper: 9 mil White OCR Bright White stock. Must be compatible with all county scanning equipment
and U.S. Postal Service reading and sorting equipment. Samples of previous work must be
provided with your bid.
Inks: 2-Color Face: Black & Red Highlight, Data & Barcodes- Black 1-Color Back: Black
Processing: Variably imaged on both sides with different information for 1st and 2nd mailings.
Imaging must include variable Origin IMb with tracking services and address change service
provided via software portal. Provide examples of this construction, a case study, and references
with your bid.
__ __ 2.8 Impact notice Postcards (online filing): Odd years Impact notices quantity approximately
30,000 Even year Impact notices quantity approximately 4000
Page 7 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
Size: 4 1/4" x 5.5" overall,
Paper: 9 mil White OCR Bright White stock. Must be compatible with all county scanning
equipment and U.S. Postal Service reading and sorting equipment. Samples of previous work must
be provided with your bid.
Inks: 2-Color Face: Black-barcodes and verbiage & Red for data
2-Color Back: Black & Red for highlighted paragraph
Processing: Variably imaged on both sides with different information. Imaging must include
variable Origin IMb with tracking services and address change service provided via software portal.
Provide examples of this construction, a case study, and references with your bid. Note: state
required font size on front of impact notice postcards.
__ __ 2.9 Envelopes: Outgoing #10 Special Window Envelope prints in Black ink on 24# white wove with
clear poly window patch. Window size must match current envelope. The #9 Window Courtesy
Reply Envelope prints both sides in Black ink on 24# white wove paper with special make-ready
flap for ease of opening by Assessor. Construction must match current design.
Inks: Face - 3-Colors: PMS 3308 Green & PMS Colors (full bleed) Personal Assessment List uses
three PMS colors. Colors bleed off page. Back 1-Color: Black (INK colors are subject to change
each year.)
Print Quality: Ink Density and Registration must be consistent in all colors on both sides of the form.
Artwork: Composition costs for all variations in lists will be included. Extensive design
changes may be required. See section below regarding design review and consultation
requirements. Logo must match previous logo design for Taney county Envelopes also contain ad
for online feature.
__ __ 2.10 Business Personal Property Lists: Approximately 4400
Size: 11" x 14" (Grain Long) laser cut sheets,
Paper: 24# OCR Bright canary. Grain direction must be compatible with all County scanning
equipment and reflectance meeting U.S. Postal Service standards reading and sorting equipment.
Inks: Face - 2-Colors: Black and Red. Data & Barcodes- Black
Back -1-Color: Black. (INK colors are subject to change each year.)
Envelopes: Outgoing #10 Special Window Envelope prints in PMS Green ink on 24# white wove
with clear poly window patch. Return #9 Regular Envelope prints in Black ink on 24# color wove
(yellow) for with special make-ready flap for ease of opening by Assessor. Printed assessor logo
and email advertisement on all envelopes
Print Quality: Ink Density and Registration must be consistent in all colors on all sides of the form.
Quantities: Successful bidder will guarantee an adequate number of forms to meet the needs
for both mailings, and internal office use. In the event of a shortage supplier will guarantee makeup
quantity at same cost per unit as original bid.
Design/Consultation: Your bid will include a minimum of 8 hours consultation with the County
Assessor to work out details of your proposed layout/design of the Assessment List(s), and at least
Four (4) follow up meetings in the County Assessor's Office or by web video. You will
guarantee that your design conforms to all state legislation in effect prior to final proof date. The
design will also meet all current requirements of the Missouri State Tax Commission.
Delivery Schedule: Proofs delivered by October 15th
N.C.O.A. printouts delivered by the following date: Nov. 1st
Page 8 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
Bill for initial Postage delivered by: Dec. 2nd
The initial mailing will drop on the following date: Jan 6th
Bill for printing/paper will be mailed by Jan 15th
Bill for postage 2nd mailing of Personal/Bus PP postcards Feb 19th
The second mailing will drop on the following date: April 1st
Final bill for PP/bus PP overages. March 27th
Postage bill for impact notice post cards due on April 21st
Impact notice postcards will drop on May 15th
Final bill for impact notices delivered by May 28th
__ __ 2.11 EMAIL Adaption: eNotices for online filing:
Description of eNotices Services at Product Launch:
Online Presentment of PDF statement - a replica of what is mailed
E-mail notification to owner that statement is ready for viewing.
One Code Authentication for multiple parcels when name and address are identical between
two or more parcels.
Secure access
Immediate access to eNotices upon registration - no waiting!
Seamless Ownership Changes ensures new owners receive their statements.
One Data Upload takes care of both print mailing and eNotices
Robust Report Generation - detailing who accessed, when, how many times, etc.
Email generation can be initiated by the County to email blast those who have signed up -
i.e. 2nd half reminders!
Identical PDF's of every statement will be uploaded to eNotices same day printed statements
are mailed
Servicer must provide customer emails gleaned from the process for the assessor data base.
Assessor cama will supply email addresses available already.
$ per statement registered on online cost
A working link to Taney County online payment site. (This will be provided by Assessor)
Data tapes will be provided ONE WEEK prior to mailing.
All Assessment Lists must be mailed from the US Post Office
Copies of the forms, Individual and Business will be submitted to the County Assessor no
later than October 15,of the applicable contract year in order for the design and wording to
be approved in writing by the Missouri State Tax Commission prior to printing and mailing.
The successful bidder will provide, by January 1, of the applicable contract year, to the Assessor a
copy of each assessment form, individual and business, in Adobe Acrobat PDF file format for the
Assessor's use as needed.
Documentation: Receipts from the U.S. Postal Service substantiating that the mailings were
handled by them on the required dates will be provided to the Assessor within (5) working days
after the mailing date.
__ __ 2.12 Imaging of Variable Information (Addressing, etc.):
The county and Cama company Ulrich will provide successful bidder with data files containing
taxpayer names, addresses, taxpayer ID numbers, taxing districts, previous year's property
information, and other information to be printed on the Lists. Variable information could span entire
surface of form. Supplier may need to merge data from multiple files to create finished mailing
database. There will be 2 or more separate mailing lists for each mailing. Data will need to be
extracted from the master file based on type of mailing.
Page 9 of 18 Bidder's Initials _____

RFP #202605-597 Printing, Mailing & Email Services
Taney County, Missouri
Data File Integrity: Supplier will guarantee the integrity of each taxpayer's information and assume
responsibility for printing all related pieces of information for the individual taxpayer on the
assessment list. Supplier will demonstrate to the satisfaction of the county what steps will be taken
to avoid file corruption
Placement on Page: Variable information must be accurately lined up with headings, and the
address must be situated in the proper location to meet specifications for postal automation
discounts. Taxpayer information and bar codes must be sized and placed the same on all lists.
(Personal Assessment Lists and Business Assessment Lists: 1st and 2nd mailings)
__ __ 2.13 Bar Coding of Taxpayer ID Number:
Symbology: Code 3 of 9 (compressed), must scan account number with 4 digit year following.
Human-readable account number directly above or below the code.
Print Quality: All bar codes must meet or exceed an ANSI grade "A". The ANSI standard for bar
code print quality is X3.182. Successful bidder will demonstrate statistical sampling method used
during verification process in the production of bar codes. The Bar Code must be permanent, and
continue to be readable for a period of 5 years after initial imaging.
Ability to Scan: Supplier must guarantee decoding with all types of hand scanning equipment and
document imaging systems used by the county must be guaranteed for all bar codes. Samples
must be provided for testing prior to mailing.
Use of Labels: The bar code must be printed on the Assessment Lists and the 2nd notice postcards.
The use of labels for this feature is not acceptable.
__ __ 2.14 Postal Processing:
Design: The design of the piece must allow for efficient processing through postal reading and
sorting equipment with minimal damage to the piece.
Print Quality: All printed information must be legible, and provide adequate print contrast to meet
postal equipment scanning requirements.
Quantity Mailed: Successful bidder will provide evidence regarding the number of pieces mailed by
way of a certified report within 5 working days of mailing. PS Form 3600-FCM
__ __ 2.15 Mailing List Maintenance:
N.C.O.A. & Address
Management Services: National Change of Address list processing services will be provided by
successful bidder. For address changes indicated by NCOA a printout of the old addresses
matched with the new address, and Taney County Personal Property account number will be
forwarded to the county. Costs for this service, including handling of printouts will be itemized on
your bid.
NOTE: In addition to NCOA and CASS certification, bidder must have processes in place to correct
more than 75% of the undeliverable addresses in the mailing data file prior to mailing. Post-
mailing address management services will be required as follows: 1) Bidder will provide software
for tracking all mail, and will provide address correction reports for a period of three months after
each mailing. Please describe these address management processes in detail on your bid.
Ancillary Postal
Endorsements: A cost analysis for the use of Ancillary Postal Endorsements will be provided to the
county with your bid. Suggestions on reducing the handling and postage costs for undeliverable
pieces, and for pieces that are forwarded will be evaluated by the county.
Page 10 of 18 Bidder's Initials _____