RFQ Notice: Printing and Mailing of 2026 Tax Bills

BID #: 205

ISSUED: 5/2/2026

DUE: 5/20/2026

VALUE: TBD

100

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Executive Summary

The Township of East Brunswick is soliciting quotations for the printing and mailing of tax bills. This Request for Quotation (RFQ) encompasses two primary services: the printing and mailing of 2026 Estimated Third Quarter Tax Bills and the 2026 Final / 2027 Preliminary Tax Bills. Key requirements include the ability to receive files via WinSCP SFTP and prior experience in printing and mailing municipal tax bills. The deadline for quotation submission is Wednesday, May 20, 2026, at 11:00 AM. Awards will be made based on the most advantageous proposal, considering factors such as experience, technical expertise, reputation, and compensation.

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Bid Title:
RFQ Notice: Printing and Mailing of 2026 Tax Bills
Category:
Request for Quotes
Status:
Open
Publication Date/Time:
5/2/2026 7:00 PM
Closing Date/Time:
5/20/2026 11:00 AM
Related Documents:
RFQ Specs - 2026 Printing and Mailing  of Tax Bills
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Document Text

--- Document: RFQ Specs - 2026 Printing and Mailing  of 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 
2026 ESTIMATED THIRD QUARTER TAX BILLS 
& 2026 FINAL / 2027 PRELIMINARY TAX BILLS 
 
QUOTE DEADLINE DATE: Wednesday, May 20, 2026, 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 2026 Estimated Third Quarter Tax Bills and the 2026 Final / 2027 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 20, 2026.   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.  
 
2026 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. 
 
2026 Final / 2027 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 three separate options for printing and insertion of an 8 ½” x 11” Letter from the Mayor: 
1. Option 1: Printing and insertion of a one-sided, black and white letter with a “Z” fold 
2. Option 2: Printing and insertion of a one-sided letter with one color and a “Z” fold 
3. Option 3: Printing and insertion of a one-sided letter with two colors and a “Z” fold 
  
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. 


  
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The 2026 Estimated Tax Bills must be mailed no later than June 26, 2025. 
 
The 2026 Final Tax Bills must be mailed no later than September 25, 2025. 
 
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. 
 


  
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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 
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, 


  
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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. 
 
G. 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 


  
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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.   
 
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 
2026 ESTIMATED THIRD QUARTER & 2026 FINAL / 2027 
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 2026 ESTIMATED THIRD 
QUARTER TAX BILLS & 2026 FINAL / 2027 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.    
More details attached:  Yes or No 
 
 
2026 Estimated Tax Bills 
2026 Final Tax Bills 
Total 
 
Option 1: 
 
 
 
 
Option 2: 
 
 
 
 
Option 3 
 
 
 
 
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: ___________________________________    Title ___________________________________ 
 
(Signature of Individual, Partner or Officer of Provider) 


  
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List of Agencies with Elected Officials Required for Political Contribution Disclosure 


  
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N.J.S.A. 19:44A-20.26 
 
County Name: Middlesex 
 
Township of East Brunswick Mayor: 
 
Dr. Brad Cohen 
 
Members of Governing Body: 
 
Dinesh Behal  
 
Kevin McEvoy 
 
James Wendell 
Dana Winston 
Dana Zimbicki 
 
 
 
 
 
 
Sample Estimated Tax Bill: 
 
 
 
 
 
 
 
Sample Final Tax Bill Side 1: 


  
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Sample Final Tax Bill Side 2: 


  
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