Bexar County is seeking a contractor to provide all labor, materials, equipment and transportation necessary to perform printing as well as automated and non-automated mailing services. Specifications - Statement Design, Printing and Mail Service; 1) The contracted vendor will generate property tax statements throughout the year employing various fronts using specific data provided by County's 3rd party tax collection software vendor, ACT. Also, the contracted vendor will design and layout the back of the tax statements using a software program that will provide the best quality reproduction. Approximately 1,067,309 tax statements (front and back) are generated and printed throughout the year on #24lb perforated paper provided by vendor (See Attachment 1 and 2 - Tax Statement for an example). 2) Print approximately 380,000 #241b color newsletters (front and back) in October for the certified tax statement mailing. Design and printing of a two sided-colored newsletter (See Attachment 3 - Newsletter for an example). Additional color, and black and white newsletters may be required for subsequent mailings throughout the year (See Attachment 4 through 6). Additional mailings are scheduled throughout the year (See Attachment 7). Each month of the year has multiple mailings ranging from 500 up to 482,000 statements in peak months. Peak Months include October, January, May and June. 3) Create and mail approximately 57,000 coupons on #24lb double-perforated paper provided by the vendor. This specific job will be run between six to eight times between October and December of each year. Each property tax account will include nine (9) separate coupons with three (3) coupons per page (See Attachment 8). This mailing also includes nine return adhesive labels for each account number (See Attachment 9). 4) The contractor must provide samples of tax statements and newsletters for review and approval prior to printing and mailing. 5) The contractor must be available to make edits/changes to the front and back of the tax statements as necessary. 6) If requested by Bexar County, the vendor shall provide envelopes in accordance with the specifications on (See Attachment 10 through 14). 7) The vendor must store envelopes in a climate-controlled environment that are to be used throughout the year. 8) The vendor must have storage capability to house tax statement images by job number for easy access to the images. Bexar County must have access to the vendors FTP site to view the stored images. 9) Upon completion of the October mailing, a PDF for each tax statement will be created and forwarded to the Tax Assessor-Collector's office through our FTP site. 10) Additional PDFs will be created monthly for tax statements requested to be received electronically.
