HomeMy WebLinkAboutAgenda - 04-10-2007-4cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 10, 2007
Action Agenda
Item No. ~- - G
SUBJECT: Tax Abstract and Billing Production Agreement Approval
DEPARTMENT: Revenue & Assessor PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Contract for American Solutions for
Business
Jo Roberson, Revenue (919) 245-2727
John Smith, Assessor (919) 245-2101
PURPOSE: To consider authorizing aone-year agreement with American Solutions for
Business for the production of tax abstracts and billings, beginning July 1, 2007.
BACKGROUND: Since 2002, American Solutions for Business has produced the County's tax
abstracts and billings. This vendor was retained following a request for proposal process which
yielded a response from three of the six firms solicited. No Orange County vendors provided
this type of service when proposals were solicited in 2002. Further, as substantiated by the
Economic Development Commission office recently, no Orange County vendors currently
provide this service. Although a Request for Proposal. process will be completed in the fall
2007, staff is recommending cone-year continuation of the existing contract through June 30,
2008 to provide for the timely preparation of documents through that time. Seamless integration
of the many elements of tax abstract and billing preparation is the result of a significant amount
of effort and coordination between the County and the successful vendor and the proposed
timeframe will allow for an orderly process and transition as may be appropriate.
By way of background, the advanced technology used by the vendor allows the production
process to be turn-key from the County to the taxpayer. Data for the approximately 290,000
individual bills and abstracts is sent electronically to the vendor, who subsequently merges the
information fed into a database and produces the documents for mailing to taxpayers. The
vendor is also responsible for mailing the documents.
Performance. by the vendor over the previous contract period has been consistently good
quality.
FINANCIAL IMPACT: Based on the pricing schedule submitted by the vendor, the Assessor
and Revenue Director estimate an annual cost of approximately $62,000, which represents a
$3,000 increase over the previous year's expenditure. The fiscal year 2007-08 budget will
include sufficient funding to cover the cost.
RECOMMENDATION(S): The Manager recommends that the Board approve cone-year
agreement with American Solutions for Business; and authorize the Manager to sign the
agreement.
O
Solutions
Business
PLEASE FORWARD TO THE PERSON BELOW
~isyo~c~•
211 SIK FORKS RD, SUITE 207
RALEIGH, HC 27609
PHONE [9191899-6841
FAK [9191899-6849
SALES QUOTATION /AGREEMENT
Company: Orange County Tax Administration Type of Agreement
® Make and Ship ^ Storage Only ^Store and Defer
Attn: John Smith & Jo Roberson Number of Runs:
Date: Effective July 1, 2007, Syr contract Multiple
Description Price /Unit
Simplex Laser Imaging & Postal Processing bundle $.113 each
Simplex laser print black and highlight. color on stock 24# white paper
Look u and add DPBC sort & combine. Fold and insert into envelo e set.
Duplex Laser Imaging & Postal Processing bundle $.15 each
Duplex laser print black and highlight color on stock 24# white paper
Look u and add DPBC sort & combine. Fold and insert into envelo e set.
LPP #10 Double Window & #9 Sin le Window sets $.046 each
NCOA Processin $35 minimum & $400 maximum $.013 each
Additional Inserts $.007 each
Minor Desi Chan e -dates, hone #s etc... $25.00
Standard Desi Chan e = Redesi ,new format etc... $100 er hour
Minimum Charges for Laser printing and postal processing
• Laser printing simplex or duplex $35.00
• Folding and inserting $35.00
• -NCOA Processing $35.00
• ' CD file co
American reserves the ri¢ht to increase prices with documented price increases in the paper and envelope industry
PRICES DO NOT INCL UDE TAX OR FREIGHT
ALL CUSTOM ORDERSARE SUBJECT TO INDITSTRYSTANDARD OF PLUS OR MINUS 10%
PRODUCTION OF THE QUANTITY ORDERED
EXACT QUANTITIES ARE SUBJECT TO S% SURCHARGE ADDED TO THE TOTAL ORDER
American Rep. Agreed to By Customer Purchase Order #
PO#
Signature of Mike Arata Customer Si nature
John & Jo,
FYI -There is supposed to be about a 10%. increase on postage in the next few months on First Class letter rate
going from $.39 to $.42. This would trickle down to the automated rates as well. Be advised that you will need
to increase your postage budget for next year. Some people are saying that there will also be a second increase
in December of this year.
Mike