REQUEST FOR PROPOSAL RP034-16

Transcription

1 November 16, 2016 REQUEST FOR PROPOSAL RP The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified Service Providers for Printing and Mailing of Various Tax Forms on an Annual Contract with Four (4) Renewal Options for the Department of Financial Services. Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 p.m. local time on Thursday, December 15, 2016 at the Gwinnett County Financial Services Purchasing Division 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 P.M. A list of firms submitting proposals will be available the following business day on the website A pre-proposal conference is scheduled for 10:00 a.m. on Thursday, December 1, 2016 at the Gwinnett County Financial Services Purchasing Division 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia All firms are urged to attend. Questions regarding proposals should be directed to Marlo Puckett, Purchasing Associate II, at marlo.puckett@gwinnettcounty.com or by calling , no later than Tuesday, December 6, 2016 at 3:00 p.m. Proposals are legal and binding upon the proposer when submitted. One unbound single-sided original, four (4) copies, and one (1) electronic copy without cost should be submitted. Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to Michael Plonowski, Gwinnett County Justice and Administration Center, The written proposal documents supersede any verbal or written prior communications between the parties. Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest. All organizations submitting proposals will be notified in writing of the selections. We look forward to receiving your proposal and appreciate your interest in Gwinnett County. Marlo Puckett Purchasing Associate II The following pages should be returned as part of your proposal: Proposal Fee Schedule, Pages (Separate Sealed Envelope) Company Information, Page 15 Code of Ethics Affidavit, Page 16 Contractor Affidavit, Page 17 References, Pages 18-19

2 RP Page 2 I. Purpose The Gwinnett County Board of Commissioners is soliciting proposals from qualified firms in response to this Request for Proposal (RFP) to recommend a print and mailing cost solution for the efficient and timely production and mailing of documents associated with the Tax Assessor s Office on an annual contract with four (4) one year options to renew. This service must include, but is not limited to, creation and distributing Georgia Personal Property Tax Returns, 2017 Notice of Current Assessment, Amended Notices, and No Change Letters using reduced postage rates attributed to mail sorting and ability to utilize their own State certified forms and USPS Tracking. One firm shall provide service for Printing and Distribution. No outsourcing or subcontracting will be permitted. TYPES OF FORMS ITEM # ESTIMATED QTY DESCRIPTION TAX RETURNS - PERSONAL PROPERTY (ONLY) 1 16,000 PT-50P 2 1,100 PT-50PF PT-50A 4 2,500 PT-50M PT-306 ANNUAL NOTICE OF ASSESSMENT 5 13,600 PT-306 Commercial PT-306 Commercial & Residential International 7 263,500 PT-306 Residential 8 4,000 PT-306 NCOA Changes 9 15,500 PT-306 Business 10 2,500 PT-306 Marine PT-306 Airplane PT-306C AMENDED ASSESSMENT NOTICE Amended Notices 1st Mailing 12a 50 Amended Notices 1st Mailing copy to second address Amended Notices 2nd Mailing 13a 50 Amended Notices 2nd Mailing copy to second address 14 1,200 Amended Notices 3rd Mailing 14a 350 Amended Notices 3rd Mailing copy to second address 15 1,000 Amended Notices 4th Mailing 15a 300 Amended Notices 4th Mailing copy to second address 16 1,000 Amended Notices 5th Mailing 16a 300 Amended Notices 5th Mailing copy to second address 17 1,000 Amended Notices 6th Mailing 17a 300 Amended Notices 6th Mailing copy to second address 18 1,000 Amended Notices 7th Mailing 18a 300 Amended Notices 7th Mailing copy to second address

3 RP Page 3 NO CHANGE LETTERS No Change Letters 1st Mailing 19a 50 No Change Letters 1st Mailing copy to second address No Change Letters 2nd Mailing 20a 150 No Change Letters 2nd Mailing copy to second address No Change Letters 3rd Mailing 21a 450 No Change Letters 3rd Mailing copy to second address No Change Letters 4th Mailing 22a 600 No Change Letters 4th Mailing copy to second address No Change Letters 5th Mailing 23a 300 No Change Letters 5th Mailing copy to second address No Change Letters 6th Mailing 24a 250 No Change Letters 6th Mailing copy to second address No Change Letters 7th Mailing 25a 250 No Change Letters 7th Mailing copy to second address 26 1,100 No Change Letters 8th Mailing 26a 700 No Change Letters 8th Mailing copy to second address 27 1,100 No Change Letters 9th Mailing 27a 700 No Change Letters 9th Mailing copy to second address

4 RP Page 4 II. Scope of Work GENERAL QUANTITIES: Quantities listed are estimates. Tax Assessor will provide a data file in a.csv or MS2010 excel format (.xlsx) for download from the County s FTP site to successful Service Provider, after award, with exact files for printing. No over runs or under runs will be accepted. FORMS: Service Provider will utilize their own Personal Property Tax Return, Annual Notice of Assessment, Amended Assessment Notice, and No Change Letter as the template to generate the final form based on templates provided by the county using State guidelines. UNIT PRICE: Unit Price shall include printing forms, making suitable for mailing and may include postage if the use of another postal permit is proposed and include use of USPS Confirm (a.k.a. IMB Track and Trace) service where proposed. UNIT PRICE SHALL NOT EXCEED TWO (2) DECIMAL PLACES. ENVELOPES: Distribution requiring envelopes shall utilize a #10 window envelope printed on the face in 2 colors to ensure no technical delays with the postal system. Annual Notice of Assessment forms require use of an envelope with an additional window to display a barcoded value on the PIN. There are two offices (Personal Property and Real Property) mailing these documents that require different return address and should be used with the appropriate form. POSTAGE: County has a current Postal Permit issued by the Patterson Road Post Office, Lawrenceville, GA. County has not sought reduced mailing fees in the past tax years. County is interested in any proposals to reduce mailing cost. MAILING: County requests using USPS Confirm service (a.k.a. IMB Track and Trace) on Notice mailings (not Personal Property forms) to allow tracking to confirm each notice was deposited in the USPS mail system for delivery. A single receipt of whole batches of deposited mail will not be acceptable. Please propose methodology and specific USPS service to be used for this confirmation service. Successful Service Provider shall deliver mail to a US Postal Facility in Georgia. Service Provider shall be required to communicate with appropriate postal service location concerning delivery and mailing of all documents. PROOFS: Gwinnett County Tax Assessor will provide a data file in either a.csv or.xlsx format. Service Provider shall provide proofs of these files and the envelope to be used to the Tax Assessor s Office prior to printing actual forms. For the larger files, a sampling is acceptable, but the Amended Assessment Notice and No Change Letter require the entire data set sent for proofs. EXAMPLES: Examples are included in this document in a.pdf format. Actual samples/examples data files are available for viewing in the Gwinnett County Purchasing Office. DATA FILES GENERATED USING COUNTY S BUSINESS SYSTEM: Thomson Reuters Aumentum: Must have the capability of working with very large.csv data files generated from SSRS extracts from SQL environment. The Amended Assessment Notice and No Change Letter require a copy sent to the owner where there is another party as the Appeal Petitioner there will be an indicator value and secondary address information on the data file. Please explain your proposed process in detail.

5 RP Page 5 Service Provider must have capability of producing over 1,000 Notices per minute over multiple machines to guarantee performance due to the time critical nature. Service Provider must be capable to process, print and mail up to 20,000 mixed Annual Notice of Assessments, Amended Assessment Notices, and No Change Letters within two business days if needed. TYPE OF NOTICES A. TAX RETURNS - PERSONAL PROPERTY (Marine, Aircraft & Business) Barcode: A barcode containing the account number will be included in the upper right corner of the Taxpayer Name and Address field. The bar code will be formatted in Code 3:9 (true type). Envelopes: Successful Service Provider will provide window envelopes for mailing Personal Property Tax Returns; envelopes will be printed with Gwinnett County Tax Assessor s return address in top left corner and the Service Provider s postal permit information printed in top right corner (sample attached). Window envelopes may be standard #10 window envelopes or a size that accommodates Personal Property Tax Returns folded in half (5¾ x 8¾ or similar), as long as taxpayer address shows through window. A #9 return envelope will be included along with each of the various forms (PT-50P, PT50PF, PT50A & PT50M) designating the Return Name for each of the returns on the outside of the envelope. (See example) o o o o Business PT50P Business Freeport PT50PF Aircraft PT50A Marine PT50M Business Personal Property Tax Return (PT 50P): Each set consists of six (6) printed pages, printed duplex, text printed in three (3) colors on 28# color laser copier paper (or equivalent). Data file consisting of prior information will be provided for printing on the form. Application for Freeport Exemption (PT 50PF): Each set consists of two (2) printed pages, printed duplex, text printed in three (3) colors on 28# color laser copier paper (or equivalent) PLUS a Business Personal Property Tax Return (PT 50P) (described above). Data file consisting of prior information will be provided for printing on the form. Aircraft Personal Property Tax Returns (PT 50A): Each set consists of five (5) printed pages, printed duplex, text printed in three (3) colors on 28# color laser copier paper (or equivalent). Data file consisting of prior information will be provided for printing on the form. Marine Personal Property Tax Returns (PT 50M): Each set consists of five (5) printed pages, printed duplex, text printed in three (3) colors on 28# color laser copier paper (or equivalent). Data file consisting of prior information will be provided for printing on the form. For both Annual Notice of Assessments (PT-306) and Amended Assessment Notices (PT-306C) we are requesting pricing for both a single-sided option and a double-sided option. The Tax Assessors Office may seek approval from the Department of Revenue to allow the reverse side of these forms for additional taxpayer education and explanation. The office will need pricing to support a two-sided option if approval is granted. The reverse side would be the same content for each batch run. That is, the content of the reverse side would be the same for all Personal Property PT-306 and PT-306C forms and the reverse side would be the same for all Real Property PT-306 and PT-306C forms, though the content may differ between Real Property versus Personal Property form.

6 RP Page 6 B. NOTICE OF CURRENT ASSESSMENT 1.) Real Property Annual Notice of Assessment (PT 306): Option 1: Notices should be printed on one side of 8½ x 11 white, standard paper (provided by Service Provider) using black ink. A barcode containing the account number will be included in the upper center of the form below the title. The barcode will be formatted in Code 3:9 (true type). Option 2: Notices should be two sided, 8½ x 11 standard, white paper (provided by Service Provider) using black ink. A barcode containing the account number will be included in the upper center of the form below the title. The barcode will be formatted in Code 3:9 (true type). The front side will follow the State requirements and the template to be provided. The reverse side will be used for explanations, disclaimers, or contact information as it relates to the front of the notice. The reverse side will be the same for all Real Property Annual Notice of Assessments. 2.) Personal Property Annual Notice of Assessment (PT 306) Option 1: Notices should be printed on one side of 8½ x 11 standard, white paper (provided by Service Provider) using black ink. A barcode containing the account number will be included in the upper center of the form below the title. The barcode will be formatted in Code 3:9 (true type). Option 2: Notices should be two-sided, 8½ x 11 standard, white paper (provided by Service Provider) using black ink. A barcode containing the account number will be included in the upper center of the form below the title. The barcode will be formatted in Code 3:9 (true type). The front side will follow the State requirements and the template to be provided. The reverse side will be used for explanations, disclaimers, or contact information as it relates to the front of the notice. The reverse side will be the same for all Personal Property Annual Notice of Assessments. C. AMENDED NOTICES (PT306C) 1.) Real Property Amended Assessment Notices Option 1: Amended Assessment Notices should be printed on one side of 8½ x 11 white, standard paper (provided by Service Provider) using black ink. Once printed, document will be tri folded and placed in a #10 envelope (provided by Service Provider) using the County s envelope as a template. Address information comes directly from original address file (database). Option 2: Amended Assessment Notices should be two-sided, 8½ x 11 white, standard paper (provided by Service Provider) using black ink. Once printed, document will be tri folded and placed in a #10 envelope (provided by Service Provider) using the County s envelope as a template. Address information comes directly from original address file (database). The front side will follow the State requirements and the template to be provided. The reverse side will be used for explanations, disclaimers, or contact information as it relates to the front of the notice. The reverse side will be the same for all Real Property Annual Notice of Assessments. 2.) Personal Property Amended Assessment Notices Option 1: Amended Assessment Notices should be printed on one side of 8½ x 11 white, standard paper (provided by Service Provider) using black ink. Once printed, document will be tri folded and placed in a #10 envelope (provided by Service Provider) using the County s

7 RP Page 7 envelope as a template. Address information comes directly from original address file (database). Option 2: Amended Assessment Notices should be two-sided, 8½ x 11 white, standard paper (provided by Service Provider) using black ink. Once printed, document will be tri folded and placed in a #10 envelope (provided by Service Provider) using the County s envelope as a template. Address information comes directly from original address file (database). The front side will follow the State requirements and the template to be provided. The reverse side will be used for explanations, disclaimers, or contact information as it relates to the front of the notice. The reverse side will be the same for all Personal Property Annual Notice of Assessments. D. NO CHANGE LETTERS No change letters should be printed on one side of 8½ x 11 white, standard paper (provided by Service Provider) using black ink. Once printed, document will be tri folded and placed in a #10 envelope (provided by Service Provider) using the County s envelope as a template. Address information comes directly from original address file (database). E. OTHER REQUIREMENTS 1.) The Service Provider agrees to promptly commence the work with adequate personnel and equipment after receipt of Purchase Order, Notice to Proceed, & PDF print file and to complete within the time specified. If said work is not completed within the time stated in this document, the Service Provider shall be liable and agrees to pay the County as liquidated damages and not as a penalty, $100 per day for each day the work is late. If the printing is not correct (due to error made by Service Provider) and has to be reprinted, the Service Provider agrees to reprint and r at no charge to the County as well as pay the County the same liquated damages of $100 per day for each day until the work is completed. 2.) Proofs must be submitted to the designated Tax Assessors Office representative for approval before the order is started. (Designated Tax Assessors Office representative to be identified prior to work commences.) We will also require a sampling (number to be determined by the County) from every production batch of 500 printed to be delivered via in PDF format to the County designated person after the printing is started and throughout the entire process until the printing is complete. Service Provider must not release and deliver to Postal Service until printing is validated by the Service Provider and a Gwinnett County authorized representative. All approvals and validation of printing must be in writing by both parties.

8 RP Page 8 ESTIMATED QUANTITY AND TIMELINE OF PROJECTS ITEM # ESTIMATED ANNUAL QTY. DESCRIPTION FILE IS SENT TO SERVICE PROVIDER PROOF TO COUNTY FOR APPROVAL DELIVERY TO POST OFFICE TAX RETURNS - PERSONAL PROPERTY (ONLY) 1 16,000 PT-50P 12/20/ /27/ /29/ ,100 PT-50PF 12/20/ /27/ /29/ PT-50A 12/20/ /27/ /29/ ,500 PT-50M 12/20/ /27/ /29/2017 PT-306 NOTICE OF CURRENT ASSESSMENT 5 13,600 PT-306 Commercial NCOA 3/20/2017 3/23/2017 4/7/ PT-306 Commercial & Residential International 3/20/2017 3/23/2017 4/7/ ,500 PT-306 Residential NCOA 3/20/2017 3/23/2017 4/7/ ,000 PT-306 Residential First Class 4/3/2017 4/4/2017 4/7/ ,500 PT-306 Business 5/5/2017 5/10/2017 5/19/ ,500 PT-306 Marine 5/5/2017 5/10/2017 5/19/ PT-306 Airplane 5/5/2017 5/10/2017 5/19/ Day AMENDED NOTICES Amended Notices 1 st Mailing 5/10/2017 5/11/2017 5/17/ a 50 Amended Notices 1 st Mailing copy to second address 5/10/2017 5/11/2017 5/17/ Amended Notices 2nd Mailing 5/31/2017 6/1/2017 6/7/ a 50 Amended Notices 2nd Mailing copy to second address 5/31/2017 6/1/2017 6/7/ ,200 Amended Notices 3rd Mailing 6/14/2017 6/15/2017 6/21/ a 350 Amended Notices 3rd Mailing copy to second address 6/14/2017 6/15/2017 6/21/ ,000 Amended Notices 4th Mailing 6/28/2017 6/29/2017 7/5/ a 300 Amended Notices 4th Mailing copy to second address 6/28/2017 6/29/2017 7/5/ ,000 Amended Notices 5th Mailing 7/12/2017 7/13/2017 7/19/ a 300 Amended Notices 5th Mailing copy to second address 7/12/2017 7/13/2017 7/19/ ,000 Amended Notices 6th Mailing 8/2/2017 8/3/2017 8/9/ a 300 Amended Notices 6th Mailing copy to second address 8/2/2017 8/3/2017 8/9/ ,000 Amended Notices 7th Mailing 8/16/2017 8/17/2017 8/23/ a 300 Amended Notices 7th Mailing copy to second address 8/16/2017 8/17/2017 8/23/2017

9 RP Page 9 ITEM # ESTIMATED ANNUAL QTY. DESCRIPTION FILE IS SENT TO SERVICE PROVIDER PROOF TO COUNTY FOR APPROVAL DELIVERY TO POST OFFICE NO CHANGE LETTERS No Change Letters 1 st Mailing 4/26/2017 4/27/2017 5/3/ a 50 No Change Letters 1 st Mailing copy to second address 4/26/2017 4/27/2017 5/3/ No Change Letters 2nd Mailing 5/10/2017 5/11/2017 5/17/ a 150 No Change Letters 2nd Mailing copy to second address 5/10/2017 5/11/2017 5/17/ No Change Letters 3rd Mailing 5/31/2017 6/1/2017 6/7/ a 450 No Change Letters 3rd Mailing copy to second address 5/31/2017 6/1/2017 6/7/ No Change Letters 4th Mailing 6/14/2017 6/15/2017 6/21/ a 600 No Change Letters 4th Mailing copy to second address 6/14/2017 6/15/2017 6/21/ No Change Letters 5th Mailing 6/28/2017 6/29/2017 7/5/ a 300 No Change Letters 5th Mailing copy to second address 6/28/2017 6/29/2017 7/5/ No Change Letters 6th Mailing 7/12/2017 7/13/2017 7/19/ a 250 No Change Letters 6th Mailing copy to second address 7/12/2017 7/13/2017 7/19/ No Change Letters 4th Mailing 8/2/2017 8/3/2017 8/9/ a 250 No Change Letters 4th Mailing copy to second address 8/2/2017 8/3/2017 8/9/ ,100 No Change Letters 5th Mailing 8/16/2017 8/17/2017 8/23/ a 700 No Change Letters 5th Mailing copy to second address 8/16/2017 8/17/2017 8/23/ ,100 No Change Letters 6th Mailing 8/30/2017 8/31/2017 9/6/ a 700 No Change Letters 6th Mailing copy to second address 8/30/2017 8/31/2017 9/6/2017 IMPORTANT: The County reserves the right to modify these dates as necessary. These printing jobs are very time sensitive and the mailing schedule listed above must be adhered to as directed by the County.

10 RP Page 10 Proposal Submission Instructions The submitted proposal package should be responsive to the specific range of issues elaborated in this request. Submission of excessive boiler plate information, including sales brochures is discouraged. Service providers are requested to submit one (1) unbound original (use binder clip or rubber band), four (4) bound copies, and one (1) electronic copy of the entire proposal package in Adobe PDF format (without the cost proposal). All copies of the proposal must be identical. The full cost of proposal preparation is to be borne by the proposing firm. Proposals should include the following at a minimum: A. Understanding and Approach Detail the firm s plan and capability to comply with the following minimum requirements: 1. Provide services to both printing process and mailing service as specified above. 2. The ability to produce accurate documents as requested, in the quantities and timeframes needed and stated above. 3. Demonstrate the ability to compile information from multiple data sets as needed to insure ownership and address information is free of errors. This ability is imperative the business of the county. The firm should explain their quality control mechanisms to reduce or eliminate errors, state how the firm defines errors, and describe past error rates. 4. USPS Confirm (a.k.a. IMB Track and Trace). The Service Provider must state the specific USPS service they intend to use with specifications of the information that service provides to the county. 5. Demonstrate an ability to minimize postage costs while maintaining the standards of this request. 6. Explain the firm s plan to comply with County s proofing process of large print files in detail. 7. Delivery of documents to Georgia postal facility. State the USPS facility/facilities that the firm will deliver through. B. References References should be for businesses or governments, for which the proposer has provided printing and mailing services. Include client names and reference contacts from at least five (5) such projects, three (3) of which should be from state, county, municipal governments. References shall involve specific projects similar in scope, complexity and size (number) to proposed project. Said projects must have been completed or ongoing within the last five (5) years. Service Provider should complete References form included with this proposal. C. Firm Information Proposers must address their ability to meet the following requirements. NOTE: Proposers shall not refer to websites, links to websites, or promotional literature in lieu of completely answering questions. All required information must be included within the proposal package as directed. 1. Firm Identification List the full name of Firm; indicate Firm s principle business office and its satellite office, if any; and indicate the location(s) from which services for the County will be staged. Include telephone number, fax number and address to local office. 2. Describe the general history and overview of your Firm. Include total number of employees and specifically detail number of staff responsible for daily processing of mail. List any applicable certifications, accreditations, and awards. 3. Qualifications of Proposed Staff List a description of the qualifications and experience of specific staff member(s) to be assigned as the Lead contact for the engagement with Gwinnett County. Include an organization chart of the Firm detailing levels of responsibility. 4. Quality Assurance Procedures Describe the Firm s in-house procedures to assure the accuracy and integrity of the services provided.

11 RP Page Business Continuity Detail the Firm s plan to continue operations and provide service to Gwinnett County in the event of catastrophic failure of equipment or acts of nature. D. Pricing Proposer shall detail the proposed pricing structure. Proposal shall detail any additional printing, postage or mailing expense which may be received by Gwinnett County. Based on the information provided, include an approximate annual savings to the County, as well as your proposed, per piece prices, however, the per piece prices will be evaluated under pricing. Remember: Pricing is to be submitted in a separate sealed envelope with the technical proposal package. E Accounting/Reporting Proposer shall provide a monthly detailed explanation of internal accounting specific to the Gwinnett County engagement. Information shall include, at a minimum, the following: 1. Total combined pieces 2. Volume breakdown by document type & mail date 3. Breakdown printing vs. postage in invoicing F. Firm Demonstration Upon review by the County s proposal evaluation team, a short-list of firms may be identified. Those firms determined to be finalist may be asked to perform a demonstration of the proposed solution. Format and length of demonstration shall be determined by Gwinnett County. Evaluation Process A. The Gwinnett County Board of Commissioners intends to accept the offer that is the most advantageous to itself from the standpoint of service, experience, quality of the finished product, the capability of the Service Provider to perform the contract, and price. The ability to provide quality service on one or both of the components may be taken into consideration. Gwinnett County reserves the right to reject any or all proposals, in whole or in part, to negotiate changes in the scope of services and to waive any technicalities as deemed in its best interest. B. Proposals will be evaluated based on their relative responsiveness to criteria described for each component and with those criteria s values weighted as shown below. Criteria Points 1. Understanding and Technical Approach References Firm Information Experience in Providing Services Described in Sec II 0 25 Sub-Total 85 points 5. Pricing 0 15 Total 100 points 6. Optional Interview/Testing of Form Production 0-10 points Maximum Total points Step 1: Evaluation Committee will evaluate responses according to the criteria as described above and score and rank the proposals. Evaluation Committee may short list the highest ranking proposers. Step 2: Cost proposals will then be opened and scored and the results will be combined with the results of Step 1 scoring. After this scoring, a number of the highest ranking proposers may then be short listed. This would be at the discretion of the Evaluation Committee.

12 RP Page 12 Step 3: At the discretion of the Evaluation Committee, a presentation may be scheduled to provide a brief explanation of the company's services and how the company proposes to provide this service for the County. All costs associated with the interview (if required) will be at the expense of the proposing firm. Interviews should be conducted within five (5) working days after request. If Gwinnett County exercises this right to conduct interviews, a maximum of 10 additional points may be assigned. The Gwinnett County Board of Commissioners reserve the right to reject any and all proposals received by reason of this request.

13 RP Page 13 Failure to return this page as part of your proposal may result in proposal being deemed non-responsive. FEE SCHEDULE Attach a detailed proposed presort pricing structure. Remember to submit in a separate sealed envelope with technical proposal. (UNIT PRICES TO INCLUDE PRINTING, MAILING & POSTAGE) SECTION A - TAX RETURNS - PERSONAL PROPERTY (ONLY) ITEM # ESTIMATED ANNUAL QTY DESCRIPTION UNIT PRICE PRICE 1 16,000 PT-50R 2 1,100 PT-50PF PT-50A 4 2,500 PT-50M TOTAL SECTION A SECTION B - PT306 NOTICE OF CURRENT ASSESSMENT ITEM # ESTIMATED ANNUAL QTY DESCRIPTION SINGLE SIDED UNIT PRICE DOUBLE SIDED UNIT PRICE TOTAL SINGLE SIDED PRICE TOTAL DOUBLE SIDED PRICE 5 13,600 PT-306 Commercial PT-306 Commercial & Residential International 7 263,500 PT-306 Residential 8 4,000 PT-306 NCOA Changes 9 15,500 PT-306 Business 10 2,500 PT-306 Marine PT-306 Airplane TOTAL SECTION B SECTION C - PT306C 30 Day AMENDED NOTICES ITEM # ESTIMATED ANNUAL DESCRIPTION SINGLE SIDED UNIT PRICE DOUBLE SIDED UNIT PRICE TOTAL SINGLE SIDED PRICE TOTAL DOUBLE SIDED PRICE Amended Notices 1 st Mailing 11a 50 Amended Notices 1 st Mailing Copy Amended Notices 2nd Mailing 12a 50 Amended Notices 2nd Mailing Copy 13 1,200 Amended Notices 3rd Mailing 13a 350 Amended Notices 3rd Mailing Copy 14 1,000 Amended Notices 4th Mailing 14a 300 Amended Notices 4th Mailing Copy Failure to return this page as part of your proposal may result in proposal being deemed non-responsive. Company Name

14 RP Page 14 FEE SCHEDULE - CONTINUED Attach a detailed proposed presort pricing structure. Remember to submit in a separate sealed envelope with technical proposal. (UNIT PRICES TO INCLUDE PRINTING, MAILING & POSTAGE) ITEM # ESTIMATED ANNUAL DESCRIPTION 15 1,000 Amended Notices 5th Mailing 15a 300 Amended Notices 5th Mailing Copy 16 1,000 Amended Notices 6th Mailing 16a 300 Amended Notices 6th Mailing Copy Amended Notices 7th Mailing 17a 300 Amended Notices 7th Mailing Copy SINGLE SIDED UNIT PRICE DOUBLE SIDED UNIT PRICE TOTAL SINGLE SIDED PRICE TOTAL DOUBLE SIDED PRICE TOTAL SECTION C SECTION D - NO CHANGE LETTERS ITEM # ESTIMATED QTY FOR YEARLY CONTRACT DESCRIPTION No Change Letters 1 st Mailing 18a 50 No Change Letters 1 st Mailing Copy No Change Letters 2nd Mailing 19a 150 No Change Letters 2nd Mailing Copy No Change Letters 3rd Mailing 20a 450 No Change Letters 3rd Mailing Copy No Change Letters 4th Mailing 21a 600 No Change Letters 4th Mailing Copy No Change Letters 5th Mailing 22a 300 No Change Letters 5th Mailing Copy No Change Letters 6th Mailing 23a 250 No Change Letters 6th Mailing Copy No Change Letters 7th Mailing 24a 250 No Change Letters 7th Mailing Copy No Change Letters 8th Mailing 25a 700 No Change Letters 8th Mailing Copy No Change Letters 9th Mailing 26a 700 No Change Letters 9th Mailing Copy UNIT PRICE TOTAL SECTION D $ PRICE Company Name

15 RP Page 15 Failure to return this page as part of your proposal may result in proposal being deemed non-responsive. (RETURN THIS SHEET WITH THE TECHNICAL PROPOSAL) Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare proposal submittal non-responsive. Unless otherwise noted, quoted prices will remain firm for four (4) additional one-year periods. If a percentage increase or decrease will be a part of the renewal options for this proposal, please note this in the space provided below together with an explanation. Renewal Option 1: % Increase % Decrease Reason Renewal Option 2: % Increase % Decrease Reason Renewal Option 3: % Increase % Decrease Reason Renewal Option 4: % Increase % Decrease Reason Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the Service Provider of the Service Provider s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County s rights or remedies by law. Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the Service Provider. In the event of the County s termination of this agreement for convenience, the Service Provider will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the Service Provider, which shall itemize each element of performance. Certification of Non-Collusion in Proposal Preparation Signature Date In compliance with the attached specifications, the undersigned offers and agrees, if this proposal is accepted by the Board of Commissioners within one hundred twenty (120) days of the date of proposal opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the Proposal Pricing Schedule. Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal) Federal Tax ID Address Does your company currently have a location within Gwinnett County? Yes No Representative Signature Telephone Number Printed Name Fax Number address

16 RP Page 16 RP Printing and Mailing of Various Tax Forms on an Annual Contract Page 16 CODE OF ETHICS AFFIDAVIT (THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL AND WILL BE REQUIRED PRIOR TO EVALUATION) In accordance with Section of the Gwinnett County Code of Ordinances the undersigned bidder/proposer makes the following full and complete disclosure under oath, to the best of his/her knowledge, of the name(s) of all elected officials whom it employs or who have a direct or indirect pecuniary interest in or with the bidder/proposer, its affiliates or its subcontractors: 1. (Company Submitting Bid/Proposal) 2. (Please check one box below) No information to disclose (complete only section 4 below) Disclosed information below (complete section 3 & section 4 below) 3. (if additional space is required, please attach list) Gwinnett County Elected Official Name Gwinnett County Elected Official Name Gwinnett County Elected Official Name Gwinnett County Elected Official Name 4. Sworn to and subscribed before me this BY: day of, 20 Authorized Officer or Agent Signature Printed Name of Authorized Officer or Agent Notary Public Title of Authorized Officer or Agent of Contractor (seal) Note: See Gwinnett County Code of Ethics Ordinance EO2011, Sec The ordinance will be available to view in its entirety at Company Name

17 RP Page 17 RP Printing and Mailing of Various Tax Forms on an Annual Contract Page 17 CONTRACTOR AFFIDAVIT AND AGREEMENT (THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL) By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Reform Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established therein. The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in Rule or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the time the subcontractor(s) is retained to perform such service. E-Verify * User Identification Number Date Registered Legal Company Name Street Address City/State/Zip Code BY: Authorized Officer or Agent Date (Contractor Signature) Title of Authorized Officer or Agent of Contractor Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 201 For Gwinnett County Use Only: Document ID # Issue Date: Initials: Notary Public My Commission Expires: * As of the effective date of O.C.G.A , the applicable federal work authorization program is E-Verify operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA). Rev Company Name

18 RP Page 18 Failure to return this page as part of proposal document may result in rejection of proposal. REFERENCES References should be for businesses or governments, for which the proposer has provided printing and mailing services. Include client names and reference contacts from at least five (5) such projects, three (3) of which should be from state, county, municipal governments. References shall involve specific projects similar in scope, complexity and size (number) to proposed project. Said projects must have been completed or ongoing within the last five (5) years. 1. Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Address 2. Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Address 3. Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Address Company Name

19 RP Page 19 Failure to return this page as part of proposal document may result in rejection of proposal. REFERENCES (Continued) 4. Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Address 5. Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Address Company Name

20 SAMPLE Gwinnett County Board of Assessors Office 75 Langley Drive Lawrenceville, GA Official Tax aatter Tax Year This correspondence constitutes an official notice of ad valorem assessment for the tax year shown above. Annual Assessment Notice 5ate: Last date to file a written appeal: *** This is not a tax bill - 5o not send payment *** County property records are available online at: Taxpayer Name Attn: Line Street Info City, State ZIP The amount of your ad valorem tax bill for the year shown above will be based on the Appraised (100%) and Assessed (40%) values specified in.ox '.' of this notice. You have the right to submit an appeal regarding this assessment to the County.oard of Tax Assessors. You must appeal no later than 45 days after the date of this notice, or your right to file an appeal will be lost. Corms and additional information on the appeal process may be obtained at To file an appeal online, visit At the time of filing your appeal you must select one of the following appeal methods: A (1) County.oard of 9qualization (value, uniformity, denial of exemption, or taxability) (2) Arbitration (value) (3) County Iearing Officer (value or uniformity, on non-homestead real property or wireless personal property valued, in excess of $750,000) All documents and records used to determine the current value are available upon request. Cor further information regarding this assessment and filing an appeal, you may contact the county.oard of Tax Assessors which is located at 75 Langley 5r, Lawrenceville, DA and which may be contacted by telephone at: Your staff contact is Lisa.allouk. Neighborhood/aarket Area troperty L5 Number Acreage Tax 5ist Covenant Year Iomestead troperty 5escription troperty Address B Taxpayer weturned Value trevious Year Cair aarket Value Current Year Cair aarket Value Current Year Other Value 100% Appraised Value 40% Assessed Value weasons for Assessment Notice The estimate of your ad valorem tax bill for the current year is based on the previous or most applicable year's net millage rate and the fair market value contained in this notice. The actual tax bill you receive may be more or less than this estimate. This estimate may not include all eligible exemptions. The estimated tax below does not include fees (i.e. solid waste, storm water, street lights, speed bumps, etc.) Taxing Authority Other Exempt Homestead Exempt Net Taxable Millage Estimated Tax C Total Estimated Tax

21 SAMPLE Gwinnett County Board of Assessors Office 75 Langley Drive Lawrenceville, GA <Recipient> <AttentionLine> <DeliveryAddr> <City>, <State> <PostalCd> Official Tax aatter Tax Year This correspondence constitutes an official notice of ad valorem assessment for the tax year shown above. Assessment Notice 5ate: Last date to file a written continuation of appeal: {5AT9} *** This is not a tax bill - 5o not send payment *** County property records are available online at: *COPY* ORIGINAL SENT TO {Petitioner Name} The.oard of Assessors has reviewed your appeal of the valuation and has made adjustments in the current year assessment. The adjusted current year assessment is indicated in '.OX.' of this notice. Lf you do not agree with this adjusted value, you have the right to continue your appeal online (see instructions below) or by filing a written request for appeal continuation, to the County.oard of Assessors at the address shown above, no later than {5AT9}. To expedite toe process, please respond online Ny visiting our wensite at Select Filing Made Easy Amended Assessment Notice Enter wensite security code: {LRSN#} A All documents and records used to determine the current value are available upon request. Cor further information regarding this assessment and filing a continuation of the appeal, you may contact the county.oard of Tax Assessors which is located at 75 Langley 5r, Lawrenceville, DA and which may be contacted by telephone at: Your appraisal staff contact is Lisa.allouk. Lf you are satisfied with the adjusted value on this notice, no action is required. The amount of your final ad valorem tax bill for the tax year shown will be based on the adjusted values specified in this notice. Additional information on the appeal process may be obtained at Neighborhood/aarket Area troperty L5 Number Acreage Tax 5ist Covenant Year Iomestead troperty 5escription troperty Address B Taxpayer weturned Value trevious Year Cair aarket Value Current Year Cair aarket Value Current Year Other Value 100% Appraised Value 40% Assessed Value weasons for Assessment Notice The estimate of your ad valorem tax bill for the current year is based on the previous or most applicable year's net millage rate and the fair market value contained in this notice. The actual tax bill you receive may be more or less than this estimate. This estimate may not include all eligible exemptions. The estimated tax below does not include fees (i.e. solid waste, storm water, street lights, speed bumps, etc.). Taxing Authority Other Exempt Homestead Exempt Net Taxable Millage Estimated Tax C Total Estimated Tax

22 SAMPLE Gwinnett County Board of Assessors Office 75 Langley Drive Lawrenceville, GA <Owner1> <PETITIONER NAME> <MAILING_STREET> <MAILING_CITY>,<MAILING_STATE><ZIPCODE> Official Tax aatter Tax Year This correspondence constitutes an official notice of ad valorem assessment for the tax year shown above. Assessment Notice 5ate: Last date to file a written continuation of appeal: {5AT9} *** This is not a tax bill - 5o not send payment *** County property records are available online at: The.oard of Assessors has reviewed your appeal of the valuation and has made adjustments in the current year assessment. The adjusted current year assessment is indicated in '.OX.' of this notice. Lf you do not agree with this adjusted value, you have the right to continue your appeal online (see instructions below) or by filing a written request for appeal continuation, to the County.oard of Assessors at the address shown above, no later than {5AT9}. To expedite toe process, please respond online Ny visiting our wensite at Select Filing Made Easy Amended Assessment Notice Enter wensite security code: {LRSN#} A All documents and records used to determine the current value are available upon request. Cor further information regarding this assessment and filing a continuation of the appeal, you may contact the county.oard of Tax Assessors which is located at 75 Langley 5r, Lawrenceville, DA and which may be contacted by telephone at: Your appraisal staff contact is Lisa.allouk. Lf you are satisfied with the adjusted value on this notice, no action is required. The amount of your final ad valorem tax bill for the tax year shown will be based on the adjusted values specified in this notice. Additional information on the appeal process may be obtained at Neighborhood/aarket Area troperty L5 Number Acreage Tax 5ist Covenant Year Iomestead troperty 5escription troperty Address B Taxpayer weturned Value trevious Year Cair aarket Value Current Year Cair aarket Value Current Year Other Value 100% Appraised Value 40% Assessed Value weasons for Assessment Notice The estimate of your ad valorem tax bill for the current year is based on the previous or most applicable year's net millage rate and the fair market value contained in this notice. The actual tax bill you receive may be more or less than this estimate. This estimate may not include all eligible exemptions. The estimated tax below does not include fees (i.e. solid waste, storm water, street lights, speed bumps, etc.). Taxing Authority Other Exempt Homestead Exempt Net Taxable Millage Estimated Tax C Total Estimated Tax

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29 FAILURE TO RETURN THIS PAGE MAY RESULT IN REMOVAL OF YOUR COMPANY FROM COMMODITY LISTING. RP Buyer s Initials: MP IF YOU DESIRE TO SUBMIT A "NO BID" IN RESPONSE TO THIS PACKAGE, PLEASE INDICATE BY CHECKING ONE OR MORE OF THE REASONS LISTED BELOW AND EXPLAIN. Do not offer this product or service; remove us from your bidder's list for this item only. Specifications too "tight"; geared toward one brand or manufacturer only. Specifications are unclear. Unable to meet specifications Unable to meet bond requirements Unable to meet insurance requirements Our schedule would not permit us to perform. Insufficient time to respond. Other COMPANY NAME AUTHORIZED REPRESENTATIVE SIGNATURE

30 GWINNETT COUNTY DEPARTMENT OF FINANCIAL SERVICES PURCHASING DIVISION GENERAL INSTRUCTIONS FOR PROPOSERS, TERMS AND CONDITIONS I. PREPARATION OF PROPOSALS A. Each proposer shall examine the drawings, specifications, schedule and all instructions. Failure to do so will be at the proposer s risk. B. Each proposer shall furnish all information required by the proposal form or document. Each proposer shall sign the proposal and print or type his or her name on the schedule. The person signing the proposal must initial erasures or other changes. An authorized agent of the company must sign proposals. C. With the exception of solicitations for the sale of real property, individuals, firms and businesses seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee or other County representative other than the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final contract award by the Board of Commissioners. The Purchasing Director will review violations. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be disqualified from consideration for award. Solicitations for the sale of real property may allow for verbal or written communications with the appropriate Gwinnett County representative. D. Sample contracts (if pertinent) are attached. These do NOT have to be filled out with the bid/proposal submittal, but are contained for informational purposes only. If awarded, the successful proposer(s) will be required to complete them prior to contract execution. E. Effective, July 1, 2013 and in accordance with the Georgia Illegal Reform and Enforcement, an original signed, notarized and fully completed Contractor Affidavit and Agreement should be included with your bid/proposal submittal, if the solicitation is for the physical performance of services for all labor or service contract(s) that exceed $2, (except for services performed by an individual who is licensed pursuant to Title 26, Title 43, or the State Bar of Georgia). Failure to provide the Contractor Affidavit and Agreement with your bid/proposal submittal may result in bid/proposal being deemed non-responsive and automatic rejection. II. DELIVERY A. Each proposer should state time of proposed delivery of goods or services. B. Words such as immediate, as soon as possible, etc. shall not be used. The known earliest date or the minimum number of calendar days required after receipt of order (delivery A.R.O.) shall be stated (if calendar days are used, include Saturday, Sunday and holidays in the number). III. EXPLANATION TO PROPOSERS Any explanation desired by a proposer regarding the meaning or interpretation of the request for proposals, drawings, specifications, etc. must be requested by the question cutoff deadline stated in the solicitation in order for a reply to reach all proposers before the close of the proposal. Any information given to a prospective proposer concerning a request for proposal will be furnished to all prospective proposers as an addendum to the invitation if such information is necessary or if the lack of such information would be prejudicial to uninformed proposers. The written proposal document supersedes any verbal or written communication between the parties. Receipt of addenda should be acknowledged in the proposal. It is the proposer s responsibility to ensure that they have all applicable addenda prior to proposal submittal. This may be accomplished via contact with the assigned Procurement Agent prior to proposal submittal.