ADDENDUM #1 – 4/25/2008
RFP # 07-29-13 Tax Bill Preparation, Printing & Mailing
This addendum is to inform all parties submitting a bid:
Questions submitted prior to deadlines as follows:
VENDOR # 1 QUESTIONS
Q1: Were the specs given by a vendor?
A1: The current vendor assisted by providing the technical language to describe the
type of form and the imaging method
Q2: Is there a chance to beat the incumbent?
Q3: By the looks of it, the specs of the self-mailer to me, looks like the vendor has
already designed the self mailer and mapped out the variable data. Will there be real
samples of the document, and or, a chance to see how and what the variable data looks
like on the Booklet?
A3: The samples provided were created by the staff of the Treasurer’s Office by
cutting & pasting. The present vendor has NOT designed the form and therefore
there are no “real” samples available.
Q4: How much time will be allowed to complete the “Creation/mailing”?
A4: The amount of time the vendor will have from the time they receive the
production data until the actual mail date will vary depending on the job that is
being processed. It is the responsibility of the successful bidder to work with the
Treasurer’s Office and establish a timeline, for each step of each job, that is
acceptable to both the vendor and the Treasurer
Q5: If such penalties as a $1000 dollar per day for late mail is to be enforced, then are
time lines for creation, data submittal and postal delivery going to be negotiated?
A5: As stated above, the timeline that is created must be adhered to by both parties
Q6: What is the County’s responsibility for getting information and work to the vendor in
a timely manner to avoid such charges?
A6: Refer to questions Q4 & Q5
Q7: Will there be, if this penalty stands, a dollar increase for documented early mailing?
A7: The Treasurer is not interested in early mailing and possibly should consider a
penalty for early mailing
Q8: How can there be penalties for printing erroneous information when the data is the
property of Pinal County?
A8: The data provided from the Treasurer will be correct, the placement of that
data is the responsibility of the vendor
Q9: Will you cleanse the data to avoid errors? Or will you pay the vendor “pre-mail
cleansing” fees to ensure accuracy?
A9: The successful bidder should include in their bid any costs associated with
cleansing the addresses as well as collecting the mail forwarding information and
returning that data to the Treasurer in an electronic format
VENDOR # 2 QUESTIONS
Q1: Will the county look for alternative designs on the Tax Bill or is the sample the
format that is required? I ask you this because there is a much more cost effective
configuration that will save money on print, supplies and postal rates. I looked thru the
RFP and I did not find language that allowed for different designs and configurations.
A1: Each year the Treasurers office puts a lot of thought, time and effort into the
design of the tax bill. There are a number of considerations taken into account and
each year we keep track of what works and doesn’t work, so our years of experience
in the overall design has proven to be very effective for the taxpayers and our
payment process. We would like to stay with the sample format and as we
mentioned before we are willing to discuss the placement of the information within
the design after a vendor has been selected.
VENDOR # 3 QUESTIONS
Q1: Clearly, the present example is a work in progress. Right now it is a custom print
piece that is distinctive, however this design will cost a lot of money to format, print and
mail. In addition, perfecting some type of USPS approved closure/seal for the piece will
be a challenge. I would like to bid this but I think the design could be more efficient. I
have some suggestions if the County is interested in a more efficient design. I would like
to submit a completely different design that would be extremely cost effective to create
and inexpensive to mail.
A1: This is not a question, more of a statement. Please specify any deviations or
VENDOR # 4 QUESTIONS
Q1: Do you have an actual sample (other than the cut and paste mock up?)
Q2: The stapled sample included a blank sheet of paper (same size as 3 stapled pieces).
Is this part of the mock up?
A2: Yes, we needed something to glue to
Q3: Is this a “Booklet” ie contains stitching/staples?
A3: It does not contain staples. I would call it a self-mailer.
Q4: Or is this a “Self Mailer” sealed with tab(s)?
A4: Yes, I believe this best describes the form.
Q5: We are interested in responding to all 3 options as referenced in the RFP, but would
like to include an alternative to the Tax Bill Specifications that will be more secure and
less expensive. Are we allowed to include this in the RFP as a “Deviation and
Exception”, Attachment D?
Q6: Is the “return label” on paper & perforated for the customer to tear off and tape to
their envelope or is it on adhesive for the customer to peel off and stick on their
A6: It is on adhesive for the customer to peel off and stick on their envelope
This is the end of Addendum #1