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Request for Quotations: Printing & Mailing 2024 Estimated 3rd Qtr. Tax Bills & 2024 Final/2025 Bills
BID #: 120
ISSUED: 5/10/2024
DUE: 5/29/2024
VALUE: TBD
100
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Executive Summary
The Township of East Brunswick is seeking quotations for the printing and mailing of the 2024 Estimated Third Quarter Tax Bills and the 2024 Final/2025 Preliminary Tax Bills. The project involves printing approximately 17,500 tax bills for each set, inserting them into envelopes, including postage, and delivering them to the post office. The Estimated Tax Bills must be mailed no later than June 28, 2024, and the Final Tax Bills must be mailed no later than September 30, 2024. Quotes must be received by Tamar Lawful, Municipal Clerk, by 11:00 A.M. on Wednesday, May 29, 2024.
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Bid Postings • Request for Quotations: Printing & Mailing 20 Skip to Main Content Home Contact Us Accessibility Site Map /QuickLinks.aspx About EB Community Departments Government Recreation & Parks Public Safety Search Township Home Page Recreation & Parks Public Safety Township Clerk Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Request for Quotations: Printing & Mailing 2024 Estimated 3rd Qtr. Tax Bills & 2024 Final/2025 Bills Category: Request for Quotes Status: Closed Publication Date/Time: 5/10/2024 5:00 PM Closing Date/Time: 5/29/2024 11:00 AM Related Documents: RFQ Specs - Printing and Mailing of Third Quarter Tax Bills and Final Tax Bills Return To Main Bid Postings Page Live Edit Legal Notices & Public Documents Recreation & Parks Registration Solid Waste & Recycling Taxes, Utilities & Online Payments EB Codebook Ice Arena Contact Us East Brunswick Municipal Building 1 Jean Walling Civic Center Drive | East Brunswick, NJ 08816 Phone Directory | Email Home Contact Us Accessibility Site Map /QuickLinks.aspx Quick Links Bid Opportunities OPRA Requests Job Vacancies CivicReady Alerts Public Documents & Legal Notices /QuickLinks.aspx Government Websites by CivicPlus® Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow
Document Text
--- Document: RFQ Specs - Printing and Mailing of Third Quarter Tax Bills and Final Tax Bills ---
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Township of East Brunswick Phone: (732) 390-6850
1 Civic Center Drive Fax: (732) 238-8848
East Brunswick, New Jersey 08816-1081 www.eastbrunswick.org
TOWNSHIP OF EAST BRUNSWICK
REQUEST FOR QUOTATION
PRINTING & MAILING
2024 ESTIMATED THIRD QUARTER TAX BILLS
& 2024 FINAL / 2025 PRELIMINARY TAX BILLS
QUOTE DEADLINE DATE: Wednesday, May 29, 2024, 11:00 A.M.
FAIR AND OPEN PROCESS IN ACCORDANCE WITH
N.J.S.A. 19:44A-20.4 et seq.
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A. PROJECT BACKGROUND:
The Township of East Brunswick (“Township”) wishes to outsource the printing and mailing of
the 2024 Estimated Third Quarter Tax Bills and the 2024 Final / 2025 Preliminary Tax Bills.
Quotes must be received by the Township’s Designated Contact Person, via email, mail or hand
delivery, by 11:00 a.m. prevailing time on Wednesday, May 29, 2024. Quotes received after
11:00 a.m. on the Deadline Date will not be considered.
Designated Contact Person:
Email: tlawful@eastbrunswick.org
Tamar Lawful, Municipal Clerk
Township of East Brunswick
1 Jean Walling Civic Center Drive
East Brunswick, NJ 08816-1081
It is the Contractor’s obligation to examine and familiarize themselves with all the requirements
of this Request for Quotation prior to submitting a proposal.
B. SCOPE OF WORK:
The Township is issuing this request for quotation via a fair and open process in accordance with N.J.S.A
19:44A-20.4 et seq.
2024 Estimated Tax Bills: Print approximately 17,500 one-sided estimated tax bills on 8 ½” by 3 ¾”
perforated stock paper, with barcode that corresponds to each property location and insert the bills into
#10 window envelopes; include and apply postage and deliver to Post Office. Quotation should include
the cost of the tax bill forms, the envelopes and postage. There is a vertical perforation 5 ¼“ from the left
edge of the form. See attached sample.
2024 Final / 2025 Preliminary Tax Bills: Print approximately 17,500 two-sided tax bills on 8 ½“ x 14”
paper with perforations for the four payment stubs. The tax bills must include all information required by
the Director of DLGS including tabulation showing distribution of the amount raised by taxation in the
taxing district, the rate per $100.00 of assessed value, the date each installment is due, the delinquent
interest rates and authorized year end penalty, the amount of State Aid and barcodes on each payment
stub that correspond to the specific property location. The reverse side of the tax bill contains Information
to Taxpayers including an Explanation of Tax Bill, Property Ownership Changes, Appeals, Deductions,
Assessments, Flood Insurance, Interest, Tax Sale and Receipts. See attached sample tax bill. The quote
should include the printing and insertion of an 8 ½ “ x 11” one-sided, color, “Z” fold Letter from the
Mayor.
There will be three separate tax bill files transmitted to the Contractor, for each set of tax bills, which
include a file for Original Tax Bills to be mailed to property owners, a file for Advice Only Tax Bills to
be mailed to property owners and a file for Original Tax Bills for banking institutions.
Sample tax bills are attached.
The 2024 Estimated Tax Bills must be mailed no later than June 28, 2024.
The 2024 Final Tax Bills must be mailed no later than September 30, 2024.
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C. QUALIFICATIONS:
The Contractor must be able to receive files via WinSCP SFTP.
Experience in the printing and mailing of municipal tax bills is required.
D. FAIR AND OPEN CRITERIA:
STANDARDIZED SUBMISSION REQUIREMENTS & SELECTION CRITERIA
1. The solicitation of qualifications for any contract to be determined in excess of $17,500, and for
which a bid solicitation shall not be required under the Local Public Contracts Law shall be
advertised by the Township on the Township website at least ten (10) days prior to the date set for
the receipt of said quote. The published notice shall set forth a description of the requested goods
or services, the time, date and place that proposals must be submitted, the contact information for
obtaining a proposal document, and a statement that the proposals are being solicited through the
fair and open process, in accordance with N.J.S.A. 19:44A-20.4 et seq.
2. The Township shall review the responses to the request for quotes and appoint or award a
contract to a business entity for the goods or services advertised subsequent to such review.
Contracts awarded under this process shall be publicly announced and awarded. The resolution
awarding the contract shall state that the contract was awarded after a fair and open process and
shall state the number of responses received.
3. Contracts subject to the fair and open process delineated herein are subject to additional
Requirements and any other applicable laws including, but not limited to, the Local Public
Contracts Law.
E. SELECTION CRITERIA:
Quotations will be evaluated on the basis of the most advantageous, price and other factors considered.
The evaluation will consider:
a. Experience, technical expertise, professional execution and reputation in the field;
b. Knowledge of the Township of East Brunswick and the subject matter to be addressed under the
contract;
c. Availability to accommodate any required meetings of the Township and the ability to work well
with the Township;
d. Compensation proposal;
e. Other factors if demonstrated to be in the best interest of the Township of East Brunswick;
f. Creative vision, display impact, appreciation and respect for the program.
F.
INSURANCE REQUIREMENTS:
1. Indemnification
The contractor agrees to indemnify and save harmless the Township, its officers, agents and employees,
hereinafter referred to as indemnitees, from all suits, including attorney’s fees and costs of litigation,
actions, loss damage, expense, cost of claims, of any character or on account of any act, claim or amount
arising or recovered under Worker’s Compensation law, or arising out of failure of the Contractor or those
acting under Contractor to conform to any statutes, ordinances, regulations, law or court decree. It is the
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intent of the parties to this contract that the indemnities shall, in all instances, except for loss or damage
resulting from the sole negligence of the indemnitee, be indemnified against all liability, loss or damage of
any nature whatsoever.
2. Insurance Requirements:
A. Worker’s Compensation and Employer’s Liability Insurance
This insurance shall be maintained in full force during the life of this contract by the contractor covering
all employees engaged in performance of this contract pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C.
12:235-1.6. Minimum Employer’s Liability $1,000,000.00.
B. General Liability Insurance
This insurance shall have limits of not less than $3,000,000.00 any one person and $3,000,000.00 any
one accident for bodily injury and $3,000,000.00 aggregate for property damage, and shall be
maintained in force during the life of the contract.
C. Automobile Liability Insurance
This insurance covering contractor for claims arising from owned, hired and non-owned vehicles with
limits of not less than $3,000,000.00 any one person and $3,000,000.00 any one accident for bodily
injury and $3,000,000.00 each accident for property damage, shall be maintained in force during the
life of this contract by the contractor.
D. Professional Liability/Malpractice Insurance Policy (if applicable)
Coverage in the amount of $2,000,000.00/occurrence, $4,000,000.00 aggregate and assurance that each
such policy for each staff member remains full and in effect while providing services for Township.
The contractor shall provide the Township with a Certificate of Insurance naming the Township of East
Brunswick as additionally insured, evidencing the existence of required insurance prior to the
commission of work. Rain Date shall also be shown on the description section of the Certificate of
Insurance. Said insurance must include coverage for complete operations, contractual insurance and
independent contractor or subcontractor insurance, where and if applicable.
E. Errors and Omissions Insurance
a. The contractor shall purchase and maintain during the entire period of this contract, errors and
omissions insurance that shall protect the contractor and the Township from any and all claims
that may arise out of or result from the contractor’s performance of this contract. Specifically,
the errors and omissions insurance shall have limits of not less than $2,000,000.00 dollars per
occurrence and $4,000,000.00 dollars in the aggregate.
b. Certificates of the Required Insurance
Certificates as listed above shall be submitted along with the contract as evidence covering
Errors and Omissions insurance. Such coverage shall be with acceptable insurance companies
operating on an admitted basis in the State of New Jersey.
The contractor shall provide the Township with a Certificate of Insurance naming the
Township, its employees, officers, and agents as additionally insured, and evidencing the
existence of required insurance prior to the commission of work.
The Township will not accept Mutual Limitation of Liability terms.
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F. OTHER REQUIREMENTS:
1. Proof of N.J. Business Registration Certificate N.J.S.A. 52:32-44
Pursuant to N.J.S.A. 52:32-44, the Township is prohibited from entering into a contract with an entity unless
the bidder/respondent/contractor, and each subcontractor that is required by law to be named in a
bid/proposal/contract has a valid Business Registration Certificate on file with the Division of Revenue and
Enterprise Services within the Department of the Treasury.
Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof
of business registration and that of any named subcontractor(s).
Subcontractors named in a bid or proposal shall provide proof of business registration to the bidder, who in
turn, shall provide it to the Contracting Agency prior to the time of contract, purchase order, or other
contracting document is awarded or authorized.
During the course of contract performance:
(1) The contractor shall not enter into a contract with a subcontractor unless the subcontractor first
provides the contractor with a valid proof of business registration.
(2) The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and
their addresses that may be updated from time to time.
(3) The contractor and any subcontractor providing goods or performing services under the
contract, and each of their affiliates, shall collect and remit to the Director of the Division of
Taxation in the
Department of Treasury, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-
1 et seq.) on all sales of tangible personal property delivered in the State. Any questions in this
regard can be directed to the Division of Taxation at (609) 292-6400. Form NJ-REG can be filed
online at www.state.nj.us/treasury/revenue/busregcert.shtml.
Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a
complete and accurate list of all subcontractors used and their addresses. Pursuant to N.J.S.A. 54:49-4.1, a
business organization that fails to provide a copy of a business registration as required, or that provides
false business registration information, shall be liable for a penalty of $25.00 for each day of violation, not
to exceed $50,000, for each proof of business registration not properly provided under a contract with a
contracting agency.
2. Form W-9
Successful contractor shall complete W-9 Form and submit to the Municipal Clerk prior to contract award.
The form is available at the following link: www.irs.gov/pub/irs-pdf/fw9.pdf
1. For Quotations in Excess of $17,500 Certification Of Political Contributions - Pay to Play –
Notice of Disclosure Requirement
Township Ordinance No. 06-13 Establishing Restrictions on the Award of Contracts to Professional Entities
and Certain Other Entities Who Make Certain Political Contributions, and pursuant to Section 3 (a) thereof,
requires that Respondents that provide quotations in excess of $17,500 confirm that they have not made
any contributions in violation of Section 1 of Ordinance No. 06-13.
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H. PAYMENTS
The Contractor shall invoice the Revenue Department of the Township of East Brunswick and payment
will be processed in a timely manner upon receipt of accurate and complete paperwork.
____________________________________
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QUOTATION FORM
PRINTING & MAILING
2024 ESTIMATED THIRD QUARTER TAX BILLS
& 2024 FINAL / 2025 PRELIMINARY TAX BILLS
Township of East Brunswick
1 Jean Walling Civic Center
Middlesex County, New Jersey 08816
Attn: Municipal Clerk
FOR QUOTATION OF; PRINTING & MAILING 2024 ESTIMATED THIRD
QUARTER TAX BILLS & 2024 FINAL / 2025 PRELIMINARY TAX BILLS
ADDRESS: ___________________________________________________________________________
We, the Undersigned Service Provider, acting through our authorized officers and intending to be legally
bound, agree that this Quotation proposal shall constitute an offer by the Undersigned to enter into a
Contract and with the Township of East Brunswick to furnish the necessary goods, services, material and/or
equipment called for in the Quotation. This Quotation shall be irrevocable for sixty (60) calendar days
from the date of receipt hereof.
We further declare that we have carefully examined the Instructions of the Quotation, Specifications, and
Quotation Documents herein referred to and propose to furnish, deliver, install and/or provide all necessary
services specified and in the manner and time prescribed.
Total Price
$__________________________ More details attached: Yes or No
Name of Provider: ____________________________________________________________________
Address: ______________________________________________________________________
Phone Number: _____________________ E-Mail:______________________________________
**If a corporation, give the State of Incorporation, using the phrase: "A corporation organized under the
laws of ______________________________________."
If a partnership, give names of the partners, using also the phrase: "Co-partners trading and doing business
under the firm name and style of_________________________________________________.”
If an individual using a trade name, give individual name, also using the phrase:
"An individual doing business under the firm name and style of _________________________.”
By: ___________________________________
(Signature of Individual, Partner or Officer of Provider)
___________________________________
Title
Page | 8
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List of Agencies with Elected Officials Required for Political Contribution Disclosure
N.J.S.A. 19:44A-20.26
Page | 10
County Name: Middlesex
Township of East Brunswick Mayor:
Dr. Brad Cohen
Members of Governing Body:
Dinesh Behal
James Wendell
Dana Winston
Dana Zimbicki
Kevin McEvoy
Sample Estimated Tax Bill:
Sample Final Tax Bill Side 1:
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Sample Final Tax Bill Side 2:
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First Discovered
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