Tax Printing, Processing, and Mailing Services RFP

The Cumberland County Tax Administration is issuing a Request for Proposal (RFP #25-23-TAX) to outsource its Document Production and Distribution Services, aimed at enhancing efficiency in the county's tax administration processes. The goal is to secure a dependable supplier capable of providing comprehensive services, including printing, inserting, and mailing of various tax-related documents such as bills, letters, forms, statements, and past due notifications. The vendor will be responsible for a range of tasks, including design services for form layouts featuring graphics and bar codes, ensuring compatibility with the county's tax software, and providing an online tracking system for document production. High-quality printing incorporating OCR and postal fonts is required, along with postal services to manage delivery through USPS, complete with detailed reporting. The contract emphasizes the maintenance of accuracy and quality assurance by including safeguards and mandating reprints for any erroneous documents at the vendor's cost. It also necessitates a robust disaster recovery program to minimize service disruptions and seeks process automation opportunities for better efficiency. The contract has an initial term of one year, with options to extend for two additional one-year periods, at the discretion of Cumberland County. While services are expected to be delivered primarily near Fayetteville, North Carolina, vendors must disclose if alternative locations are proposed. The RFP outlines a project achievement value between $500,000 and $2,000,000 and underlines the necessity for complete alignment with the county’s operational systems.