HomeMy WebLinkAboutAgenda - 08-19-2008 - 4nORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 19, 2008
Action Agenda
Item No. ~'~}
SUBJECT: Tax Abstract and Billing Contract
DEPARTMENT: Revenue & Assessor PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Contract for American Solutions for
Business
INFORMATION CONTACT:
Jo Roberson, Revenue, 245-2727
John Smith, Assessor, 245-2101
PURPOSE: To approve a contract for the continued production of Tax Abstracts and Tax
Billings for a period of two years effective July 1, 2008.
BACKGROUND: In 2002, Orange County entered into a contract with American Solutions for
Business to create and produce the Orange County Tax Abstracts and Tax Billings for a period
of three years with a two year extension allowance. In 2006, this contract was renewed for a
period of one year. Again in 2007, the contract was renewed for a period of one year. 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 for postage savings, and, in the production of
the actual tax bill, the insertion of the optical character recognition font to allow for the use of
the automated mail process. American Solutions for Business, operating in Raleigh, NC and
Greenville, SC, has been very successful in the production of these different forms on behalf of
Orange County.
There are no companies in Orange County that provide this specialized work.
FINANCIAL IMPACT: The estimated cost of the contract is $62,000 which is included in the
FY2008-2009 budget for both departments.
RECOMMENDATION(S): The Manager recommends that the Board approve the two-year
contract and authorize the Manager to sign contingent upon final review by staff and the County
Attorney.
February 12, 2008
John Smith, Orange County Tax Assessor
Jo 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 2 years,
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 Image ready data to fit an 8-1/2" x 11" document or
other specified size as designed. American Solutions for Business will provide
Electronic and Printed Documents for your office for the specified period or term as
indicated above including but not limited to the following:
1. 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/RealBus Prop
9. Real Estate New Owners
10. Real Estate Tax Bills Original, 2nd file
11. Personal Abstracts
12. Business Listings
13. Re-Valuation (Every 4 years)
14. 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
23. Orange County 3R Final Notice
24. Value Change Notice
25. Real Property Data Cards
26. RMV Commercial Vehicle
27. Personal Abstract File Copy
Page 1 of 3
B. American Solutions for Business will provide:
- 8.5" x 11" 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 manner that will minimize the use of supplies and postage
costs to the extent practical. 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. Laser 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
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 a 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 a 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 n Chan a -dates, hone #s etc... $35.00
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 Processing $35.00
• CD file co
Page 2 of 3
I have read and understand this contract and agree to its terms for using American Business Forms
Document Processing Service.
Orange County Manager
Name (Print):
Signature:
Title:
Date:
American Solutions for Business:
Name (Print):
Signature:
Title:
Date:
The following disclaimer must be signed and dated by an authorized representative of our office.
Disclaimer of Liability
There are multiple steps in producing and distributing electronic bills. Your office 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):
Signature:
Title:
Date:
Page 3 of 3