RFP 25-20 Addendum No.1

Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 1 of 27 Clay County, Missouri Purchasing Department 16 W. Franklin, Suite 16-B ~ Liberty, MO 64068 PURCHASING DEPARTMENT RFP 25-20, PRINTING TAX STATEMENTS & ENVELOPES ADDENDUM No. 1 Dear Vendor, The original RFP remains in effect except as revised by the following changes, which shall take precedence over anything to the contrary in the specifications. Except as amended by this Addendum, all terms and conditions of the RFP remain unchanged. Please Note: The format for this addendum will detail questions asked, answers given and clarifications and statements made. Q = Question, A = Answer, C = Clarification and S = Statement. C1: Please Note: Page 1; Issue Date; March 26, 2020 10:00 AM CDT. Additionally, Proposal Responses Must Be Received by NO Later Than (“Close/Return Date and Time”): April 16, 2020 at 2:00 PM Central Time. Lastly, Replace Attachment 1 from Original Bid Package with the one enclosed with

this Addendum. Q1: We are a Mail Anywhere approved service provider by the USPS. So we can use your existing permit (can even say Liberty, MO) on the envelope and funds from your account with the USPS, but mail from any Post Office in the US. Will the County consider this as an option and mail to USPS at vendor location? A1: The Collector’s Office prefers to work with our local Post Office. Our Customers are 100% local, thus if there are any issues or interruptions, we prefer those difficulties to be related to local concerns and controlled by local staff. The Collector’s Office has a strong preference for Vendors that will mail from our local Post Office, and we absolutely insist all returned mail come back directly to the local Post Office in all circumstances. Q2: Who is your current vendor? Or are you currently performing this work in-house? If there is a current contract, can you provide the pricing that won that contract? A2: Strahm Automation & Mailing Services, dba: The Mail Company. Pricing is not available at this time. Q3: Why have you gone out to bid? If there is a current vendor, have you had any problems or are there additional services you desire that are not currently provided? A3: Agreement with current Vendor expired. Project must be rebid per statute. Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 2 of 27 Q4: You have stated that the mailing must be dropped at the Liberty post office. What is the reasoning for that requirement? Will you consider an alternative drop site from a Vendor who is certified as a Seamless Mail service provider and a "Mail Anywhere" company? A4: The Collector’s Office prefers to work with our local Post Office. Our Customers are 100% local, thus if there are any issues or interruptions, we prefer those difficulties to be related to local concerns and controlled by local staff. The Collector’s Office has a strong preference for Vendors that will mail from our local Post Office, and we absolutely insist all returned mail come back directly to the local Post Office in all circumstances. Q5: What was the County paying for each of the items in this RFP before the recent agreement expired? A5: Invoices for 2019 are enclosed. Q6: Is the County able to provide samples or PDFs of the current format for the statements and postcards being requested? A6: The Collector’s Office does not get copies of the postcards in the office, but attached are examples of a Tax Bill, an Insert Letter, and a Tax Receipt. Those are primarily the items we mail. Please note that the Tax Bill attached doesn't look exactly like it would from our printer. It was printed remotely from home. In place of the large print parcel number down on the payment coupon would usually be a barcode with all the information embedded for us to process payments electronically and index our records by parcel number in our scanning system. Q7: Please tell us the annual scheduling of these mailings, i.e., “Spring Mailing” does give us some indication, but the other items have no reference as to timing. Please include expected quantities if the total numbers will be completed in smaller batches over the span of the contracted year. A7: The biggest mailing of the year is tax bills and receipts from November to January. Then, there is a second fairly large mailing in March. Other than that, there is always a steady low number of receipts being printed and mailed out on a weekly basis. Q8: For the insert referenced (2.3.1-m.), please tell us if this is printed: a. in color b. if printed on both sides. A8: The Collector’s Office currently does not print anything in color or anything two sided. Q9: For the insert referenced (2.5.1-e.), please tell us if this is printed: a. in color b. if printed on both sides. A9: The Collector’s Office does not print anything in color or anything two sided. Q10: The Receipt Post Cards are indicated at a size that is smaller than the USPS minimum for such mail (2.4.1-c.). Estimates will reflect 4.25” x 6” to meet the requirements. A10: Standard post office size will be fine. Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 3 of 27 Q11: There is no indication on the RFP on WHEN the receipt cards are to be mailed – can more information on this component be provided? a. Is this one mailing or does it drip out timed or coordinated with other events? A11: People pay online all day every day. Once a week, the Collector’s Office sends a file to our printers and have postcard receipts mailed out. Q12: Like Clay County, we do our part to reduce our carbon footprint when possible. Would the county consider dropping the first class mail in another locale if it were dropped 48-72 hours after proof approvals rather than have it to your post office five (5) days after approval? (First class mail would arrive in approx. three (3) days to 64048) A12: No. The Collector’s Office has a postal permit number than can only be used from the Liberty Post Office. Q13: Will you accept side seam envelopes? At your quantities side seam envelopes are more cost effective. They have no impact on our ability to insert your statements. A13: I don't think this would be a problem. Please note on RFP if the side seam envelopes are the same size as a standard envelope. ACKNOWLEDGEMENT Each Vendor shall acknowledge receipt of this Addendum No. 1 of RFP 25-20; Printing Tax Statements & Envelopes by their signature affixed hereto, and shall attach this Addendum to the original RFP. CERTIFICATION BY BIDDER SIGNATURE _________________________ TITLE _______________________________ COMPANY __________________________ DATE _______________________________ Cordially, Clay County Purchasing Department RFP No: 25-20 Page 14 of 14 Vendor’s Initials:________ ATTACHMENT 1 Sealed RFP Label PLEASE ATTACH LABEL TO OUTSIDE OF PROPOSAL PACKAGE SEALED RESPONSE ENCLOSED DELIVER TO: CLAY COUNTY ~ PURCHASING DEPARTMENT 1 COURTHOUSE SQUARE 3RD FLOOR COMMISSION DESK LIBERTY, MO 64068 RFP No.: 25-20 PRINTING TAX STATEMENTS & ENVELOPES PROPOSALS MUST BE RECEIVED APRIL 16, 2020 BEFORE 2:00 pm CENTRAL TIME SPECIFY VENDOR NAME: SPECIFY VENDOR’S CITY, STATE LOCATION: City and State Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 4 of 27 CLAY COUNTY TAX PAYMENT RECEIPT RECEIPT NUMBER: 3607906 Entered: 12/9/2019 12:00 AM Interest Date: 12/9/2019 Receipt Applied To: Property Account No. 09915000900300 Year District 2019 128 Amount Applied for Tax Year 2019 Agency COUNTY SERVICES KANSAS CITY HANDICAP TAX KCJC TAX LIBRARY TAX HEALTH TAX MENTAL HEAL TH TAX Page 1 of 1 Cashier: randi Printed By: LMCEVOY Drawer: 34 Amount Applied Unpaid Balance* Description $2,892.20 $2,892.20 $0.00 AN Principal-Residential $0.00 Unpaid Balance Amount for Tax Year 2019 Amount NORTH KANSAS CITY SCHOOL DISTRICT STATE TAX $51.3782 $526.3778 $36.8267 $66.7118 $118.3975 $30.6998 $30.6998 $2,021.3313 $9.7770 Situs Address: 1409 NE 102ND TERR MO, KANSAS CITY Legal Description: FOX HILL 5TH PLAT LT 40 Total Paid on This Receipt: $2,892.20 Thank you for your payment. Run: 4/3/2020 2:24:55 PM End of Receipt Number 3607906: 1 Page fAscenl1ClcvF o .. �eo•:; Notes: *Interest , penalties and fees will be assessed on any unpaid balance amount. The amount of any unpaid balance shown on this receipt is the unpaid balance amount at the time the receipt is run, exclusive of such interest, penalties and fees. Changes in the taxable value may alter your unpaid balance amount. Failure of this payment to clear your financial institution will void this receipt. A returned item fee and late penalty may be assessed. Please verify with your financial institution that this payment has cleared. PAYER: WELLS FARGO HOME MTG 2 MAC x2502-011 One Home Campus Des Moines IA 50328 OWNER: MCEVOY KEVIN M & LYDIA H 1409 NE 102ND TER KANSAS CITY MO 64155 Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 5 of 27 2019 CLAY COUNTY REAL PROPERTY TAX STATEMENT Account: 09915000900300 VALUES Description 2018 Assessed Value Total (AVR) Taxable Value Total (TVR) $30,590 $30,590 Lender: WELLS FARGO HOME MTG 2 Owner: MCEVOY KEVIN M & LYDIA H 1409 NE 102ND TER KANSAS CITY MO 64155 2019 $32,590 $32,590 PIN: 1118549 PROPERTY TAX PRINCIPAL DISTRIBUTION Agency COUNTY SERVICES HANDICAP TAX HEALTH TAX KANSAS CITY KCJC TAX LIBRARY TAX MENTAL HEALTH TAX NORTH KANSAS CITY SCHOOL DI STATE TAX Amount $57.62 $36.83 $30.70 $520.14 $66.71 $118.40 $30.70 $2,021.33 $9.77 Interest Date: 4/3/2020 Printed Date: 4/3/2020 Location: 1409 NE 102ND TERR MO TCA: 128 TAXES AND SPECIAL ASSESSMENTS Year Description Amount Assessed Balance Due 2019 A/V Principal- Commercial $0.00 $0.00 2019 AN Principal-Agricultural $0.00 $0.00 2019 A/V Principal-Residential $2,892.20 $0.00 2019 Sur Tax $0.00 $0.00 Total Delinquent for Tax Year 2019 $0.00 Total Taxes and Assessments $0.00 Comment: Please report and correct all errors by December 31 to avoid potential penalties and interest. Description of Property FOX HILL 5TH PLAT LT 40 PLEASE RETURN THIS PORTION WITH YOUR PAYMENT Printed Date: 4/3/2020 Interest Date: 4/3/2020 Total Delinquent for Tax Year 2019 $0.00 DELINQUENT AFTER DECEMBER 31, 2019 Check online at https:collector.claycountymo.gov for the amount you currently owe. WELLS FARGO HOME MTG 2 MAC x2502-011 One Home Campus Des Moines IA 50328 NAME AND ADDRESS CHANGE NAME STREET, APT. NO. CITY, STATE ZIP *+099150009003'00* MAKE CHECKS PAYABLE TO: "CLAY COUNTY COLLECTOR" Lydia McEvoy 816-407-3200 1 Courthouse Square Liberty, MO 64068 Owner: MCEVOY KEVIN M & LYDIA H Total Taxes and Assessments: Acct. Type: Real Property Account: 09915000900300 $0.00 099150009003001020190000000000007 Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 6 of 27 LYDIA MCEVOY COLLECTOR OF REVENUE Live chat and 24/7 phones begin Nov. 13. Thank you for giving me the honor to serve as your elected Collector of Revenue. My staff and I look forward to providing YOU with excellent customer service. Question or concerns? Go to: claycountymo.tax. Feedback is welcome because, as always ... it's YOUR money! WHEN Do I Pay MyTaxes? SINCERELY, Lydia H. McEvoy, Collector of Revenue Any time before Dec. 31st, 2018. Both offices are open Monday - Friday: 8:00 am - 5:00 pm. The Annex will be open late on Thursdays beginning Nov. 29 through the end of the year. We will not be open any weekend hours this year. HOW Do I Pay MyTaxes? ONLINE claycountymo. tax $ PAY BILL/RECEIPT • E-check (free) • Debit card (free) • Credit card (2.45%) IN PERSON Gladstone - Liberty • Write a check (free) Include a phone number, bring your driver's license. Checks are processed for the WRITTEN amount. • Cash (free) • Debit card (free) • Credit card (2.45%) BY MAIL Postmark by Dec. 27 • Write a check (free) Include a phone number. Checks are processed for the WRITTEN amount. • Mail to: Clay County Collector One Courthouse Square Liberty, MO 64068 OUTDOOR DROP BOX Can I pay when offices are closed? We have outdoor boxes at both of our locations. Drop off your check until midnight December 31st, 2018 . IMPORTANT DATES November 12, 2018 November 13, 2018 November 22, 2018, Friday, November 23, 2018 December 27, 2018 December 25 December 31, 2018 January 1, 2019 Clay County Annex Main Office/Admin Building 190 I NE 48th Street One Courthouse Square Kansas City, MO 641 18 Liberty, MO 64068 Closed - Veterans Day I Observed) Live chat and 24ll phones begin Closed MAIL BY THIS DATE for timely postmark Closed PAYMENTS DUE Closed 816.407.3200 collector@claycountymo.gov claycountymo.tax BANKRUPTCY NOTICE: If you have declared bankruptcy, the enclosed statement is NOT an attempt to collect a debt. It is only a notice of accrued taxes. Please consult your attorney regarding your obligation to pay taxes during or after bankruptcy. Addendum No. 1, RFP 25-20; Printing Tax Statements & Envelopes Page 7 of 27 Clay County, Missouri Purchasing Department 16 W. Franklin, Suite 16-B ~ Liberty, MO 64068