Specifications include, but are not limited to: B. Assessment Notices Printing and Mailing The County Municipalities send Assessment Notices, for both real property and personal property, to the taxpayers when the property’s assessed value has changed. When a community is doing a complete revaluation, they may work with the print vendor to print and mail these notices. If the municipality choose to use the Contractor for this service, the Contractor will be notified at least two (2) weeks in advance by the County or by an Independent Municipality in writing, that 100% of the key numbers will have assessment changes. The Assessment Notices sent to taxpayers begin in March and may continue until November, dependent upon when the Municipalities have completed their assessments. Each Municipality will be treated as a separate order and invoices shall be sent directly to the individual Municipality, regardless of if they are Waukesha County Municipalities or Independent Municipalities. Contractor shall provide the printing and mailing services of these assessment notices. Contractor will: 1. Print the County or Independent Municipality provided .pdf document consistent with the County assessment notice template. Sample format is included as Attachment B –Assessment Notices. 2. Notify the County and/or Independent Municipality immediately after receipt of the tax file records, confirming the mailing date and quantity of Assessment Change Notices. Mailing of the notices shall be within two (2) business days after receipt of the County Assessment records. 3. Provide proofs on all new and/or any changes on inserts prior to printing. 4. The proof(s) must be received, by the County, electronically, for approval. The County will respond within one business day, unless the County needs to obtain approval from the Municipality which may take more than one (1) day. 5. Any cost incurred for the printing of inserts will be the sole responsibility of the Municipality or Independent Municipality. Costs incurred for printing of the Assessment Notices, inserting all documents into envelopes, postage and mailing or delivery of Assessment Notices are the responsibility of the Municipality. 6. Supply 8 ½” X 11’, Standard white 20#, 92 bright, paper (recycled paper is acceptable) for printing in black ink, the approved assessment notice forms. 7. Supply #10 Window outgoing envelopes for each individual municipality 8. Fold the Assessment Notice and Municipality inserts and stuff into envelopes. Seal the envelopes and mail the Notices. Contractor will obtain presort pricing. Tax Bill Printing and Mailing The County requires printing of between 115,000 and 170,000 tax bills for 34 County Municipalities and 3 Independent Municipalities. The Independent Municipalities, City of Brookfield, City of New Berlin and City of Waukesha, are included in the request for printing by the County should they choose to piggy-back on the negotiated contract. A three-year history of the printing and mailing of tax bills is provided as Attachment AHistorical Data on Tax Bills Printed The printing of tax bills could take place beginning November 20 but must be completed no later than the third Monday of December. The bills shall be mailed the day of or the day following the authorization to mail the tax bill. The request of optional services, as listed below, will be determined by the individual County Municipalities, prior to printing (Reference Attachment C – Print Setting Instruction Guidance and Attachment E—Tax Bill Printer Summary, for a sample of the type of Print Services Required and the selections made by municipalities in 2022). The County PM will provide the Print Services Work Order to the Contractor along with the .pdf files to be printed for each County Municipality. NOTE: Contractors are not to contact the County Municipalities directly for this form. This will be coordinated by the County’s PM. Contractor will: 1. Complete cass certification process for County. County will provide bill mail information to the Contractor for cass certification, so that the County can get the results from the Contractor by October 15, so the County system can be updated to ensure favorable postage rates. 2. Provide the cost to print inserts to the municipality when submitting an insert proof for approval to the Municipality. 3. Print County tax file records from a .pdf document to be provided by the County in a format consistent with the County tax bill template. This form requires a perforated line and a backer that takes up approximately 2/3 of the bottom of the back page, that will allow the taxpayer to tear off the payment section of the bill while leaving them with the detailed property tax bill including the terms and conditions on the back side. A sample format is included as Attachment D- Tax Bill Sample. 4. Provide proof(s) to the County, electronically, for approval. 5. Receive a response from the County within one business day, unless the County needs to obtain approval from the Municipality, which may take more than one (1) day. The bills shall be mailed the day of or the day following the authorization to mail the tax bill. 6. Invoice the municipality for any cost incurred for the printing of inserts, postage, and mailing or delivery of tax bills. Those expenses will be the sole responsibility of the Municipality. 7. Invoice the County for costs incurred for printing of the Tax Bills and inserting all documents into envelopes as the County is responsible for those expenses. 8. Supply 8 ½” White 24# Bond 92 Bright paper and black printing of the tax bill form and approved inserts. 9. Supply #10 outgoing envelopes for each individual municipality. 10. Print and supply white or colored #9 envelopes. Color maybe yellow, blue, pink, buff, gold, gray, green or tan. This is an optional service in which the Independent or County Municipalities may or may not elect to receive. Attachment F- Business Reply Envelopes. Note: There may be some Municipalities who choose to order their own envelopes.
