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Home My WebLink AboutAgenda - 08-22-2006-5iORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: SUBJECT: Tax Abstract and Billing Contract DEPARTMENT: Revenue and Assessor ATTACHMENT(S): Contract for American Solutions for Business August 22, 2006 Action Agenda Item No. 5- ~ PUBLIC HEARING: (Y/N) INFORMATION CONTACT: Jo Roberson, 245-2727 John Smith, 245-2101 No PURPOSE: To enter into this contract for the continued production of Tax Abstracts and Tax Billings for a period of one year. BACKGROUND: In 2002, Orange County entered into a contract for a period of three years with a two year extension allowance with American Solutions for Business. At the end of the three years, the pricing was subject to change. The production of each document is multi-level, beginning with the creation of the base form, the insertion of each individual bill data, bar coding far postage savings, and, in the production of the actual tax bill, the insertion of the optical character recognition font to allow far the use of the automated mail process. American Solutions far Business has been very successful in the production of these different forms on behalf of Orange County. FINANCIAL IMPACT: The estimated cost of the contract is $59,500 which is included in the 2006-2007 approved budget for both departments. With the exception of minor changes in the cost of changes, the County's cost per piece will remain the same. RECOMMENDATION(S): The Manager recommends that the Board authorize the Manager to enter into this one year contract, after final review of the staff and County Attorney.. 2 August 1, 2006 .Iohn Smith, Orange County Tax Assessor To Roberson, Orange County Director of Revenue 200 South Cameron Street P.O. Box 8181 Hillsborough, NC 27278-8181 ELECTRONIC DOCUMENT PROCESSING CONTRACT By entering into a contract, both parties have agreed to be bound by the contract for 1 year, with (2) additional 1 year renewable extensions subject to renegotiations by both parties, Either party may terminate the contract, per the terms of the proposal, with a .30 days notice, Orange County will be responsible for any remaining inventory ordered specifically for their use and the costs involved for returning those items. A. Orange County is to provide Print hnaee ready data to ft an 8-1/2" x 1 I"document or other specified size as designed. American Solutions for Business will provide Electronic and Printed Docwnents for your office for the specified period or term as indicated above including but not limited to the following: I. RMV Original Billing 2. RMV 2nd Notice 3. RMV Block Notice 4. Real Estate Tax Bills Original 5. Chapel Hill Fee Original 6. Orange County 3R Original 7. Debt Setoff -EMS 8. Debt Setoff -Pers/Real/Bus Prop 9. Real Estate New Owners 10. Real Estate Tax Bills Original, 2nd file 11. Personal Abstracts 12. Business Listings 1.3. Re-Valuation (Every 4 years) ] 4. Re-Valuation, 2nd file (Every 4 years) 15. Personal Abstracts, 2nd File 16. Real Estate Tax Bills Second Notice 17. Chapel Hill Fee Second Notice 18, Orange County .3R Second Notice 19, Real Estate Tax Bills Advertising Lien 20, Real Estate Annexation Tax Bill 21. Real Estate Tax Bills Final Notice 22, Chapel Hill Fee Final Notice 2.3. Orange County 3R Final Notice 24. Value Change Notice 25, Real Property Data Cards 26, RMV Commercial Vehicle 27. Personal Abstract File Copy B. American Solutions for Business will provide: -8.5" x 1 I" or alternate size as required for bill/notice documents -outgoing envelopes -remittance envelopes -processing of the forms, including printing, sorting, folding and stuffing the envelopes -address validating -bar-coding all qualified out-going mail -mailing finished pieces -Process the mailings in a mam~er that will minimize the use of supplies and postage costs to the extent practicah Examples include, but may not be limited to the following: • Ensure that all non-postcard or pressure-seal multiples to be combined into 1 envelope (i,e. more than 2 notices with same name and address); and • Ensure that all mail pieces such as 2 and .3 ounces will be manifested for additional postage savings. C. American Solutions for Business will collect payment for postage prior to mailing, based on the number of pieces to be mailed. Make check payable to: Laser Print Plus, Lasee Print Plus will keep a separate postage account for each department and draw from those accounts as needed to process the data. Laser print plus will provide statements on these postage accounts. D. Our price for this service is as indicated below, or as agreed upon if not represented in the table, Prices are subject to market fluctuations for paper and envelopes. Description Price /Unit CUSTOM Simplex Laser bzzaging & Portal Processing bundle $,101 each Simplex laser print black and highlight color on CUSTOM form Look up and add DPBC sort & combine, Fold and insert into envelope set. (Form ricin not included in Laser Ima in & Postal rocessin STOCK Simplex Laser Imaging & Postal Processing bundle $.112 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 a set. STOCK Dzzplex Z,aser Lnaging & Postal Processing bzzndle $.145 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 #]0 Double Window & #9 Sin le Window sets $.045 each NCOA Processin $.007 each Additional Inserts $.007 each Monthl invento char es for items not roduced b American Solutions for Business $.30 / M Minor Desi n Chan e -dates, hone #s etc... $25.00 Standard Desi n Chan e - Redesi n, 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 Processin $35.00 I have read and understand this contract and agree to its teens for using American Business Forms Document Processing Service. Orange Cowity Manager Name (Print): Signature: Title: Date: The, followiiag disclain7ei° nu~st be signed and dated by an authorized i°epresentative of our offrce Disclaimer of Liability There are multiple steps in producing and distributing electronic bills. Your offce generates original data, which is transmitted to American Solutions for Business. American Solutions for Business then prints, folds, stuffs and mails the documents /forms, Finally, the US Postal Service delivers the envelope. American Solutions for Business sole responsibility in providing its Electronic processing is the complete, timely transmission of data received from participating offices, and then processes the transmission of data. It is not responsible for inaccurate data, mishandled forms, or incorrectly delivered mail. Consequently, American Solutions for Business expressly disclaims any and all responsibility for claims of direct or indirect damages resulting from use of this service. In using the service, the customer agrees to hold American Solutions for Business harmless from any such claims and shall indemnify American Solutions for Business for any expense incurred by any such claims made. I have read and understand this Disclaimer of Liability and agree to its terms in enrolling with and using American Solutions for Business Document Processing Service.. Name (print): American Solutions for Business: Name (Print): Signature: Title: Date: Title: Signature: Date: