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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2013-021 Tax Bill Outsourcing April 3, 2013 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Thursday, April 18, 2013 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Tax Bill Outsourcing for the Finance Department Treasurer’s Office. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- CITY OF LEWISTON, MAINE TAX BILL OUTSOURCING BID NO.: 2013-021 BID DATE: 04/18/13 SPECIFICATIONS General Scope: The City of Lewiston hereby solicits proposals from interested and qualified firms to provide full services as it relates to the printing and mailing of City Real Estate and Personal Property Tax Bills. The term of the contract will be for a three year period. The following shall be provided by the successful vendor: Forms to include: Approximately 24,000 8½ X 11 Real Estate Bills (one color - front only) Approximately 3,500 8½ X 11 Personal Property Bills (one color - front only) Approximately 27,500 #10 Envelopes (one color preprinted return address) Services to include: Image tax bill stock forms Image tax information onto forms Fold and insert bills into envelopes Apply presort zip + 4 and bar code Apply postage and mail- NOTE: City to assume cost of postage at most advantageous rate Provide audit trail reports Programming: Vendor shall be responsible for: Tax Bill Form design Data Transmission Conversion Audit Trail Reports Data Transmission: The City of Lewiston will transmit tax data via tape or modem in ASCII format or e-mail via the internet. NOTE: As part of bid response the bidder shall supply a list of current agencies that are currently being serviced. The list should be of similar sized communities within the New England Region. Please use the attached bid form when submitting your proposal. The City of Lewiston Finance Committee reserves the right to accept or reject any and all bids when deemed in the best interest of the City of Lewiston. ---PAGE BREAK--- Lewiston ~ 'Ill'.' CITY OF LEWISTON REAL ESTATE TAX STATEMENT Fiscal Year 2013 July 1, 2012-June 30, 2013 2007 PARCEL NUMBER ACCOUNT NUMBER DATE OF BILLING TOTAL TAXES LOCATION OF PROPERTY & DESCRIPTION CURRENT BILLING INFORMATION Valuation Homestead Exemption Other Exemption Taxable Valuation Tax Rate TOTAL TAX TAXPAYER NOTICE Notice is hereby given that your property tax for fiscal year July 1, 2012 through June 30, 2013 is payable in equal installments on September 17, 2012 and March 15, 2013 and interest will be charged on the first installment at an annual rate of 7% from September 18, 2012. Interest will be charged on the second installment at an annual rate of 7% from March 16, 2013. Pursuant to Title 36 ss 502 of Maine law, the ownership and taxable valuation of all real and personal property subject to taxation shall be fixed as of April 1st of each year. If you have sold your property since April 1, 2012, it is your obligation to forward this bill to the current property owner. This bill is for taxes due for the current fiscal year 2013 (July 1, 2012- June 30, 2013). If "Prior Taxes Due" is indicated above, the outstanding amount for any prior tax year(s) is not included in the amount due on this tax bill. DUE SEPTEMBER 17, 2012 DUE MARCH 15, 2013 AMOUNT PAID TO DATE INTEREST DUE BALANCE DUE PAYMENT & REMITTANCE INSTRUCTIONS Please send remittance copy below Payment by check: payable to: CITY OF LEWISTON Payment by Credit/Debit Card: PLEASE NOTE: A 2.5% merchant fee will be charged on all credit/debit card transactions. Please complete credit/debit card information and sign remittance copy below. A receipt will be mailed to you Mail to: City of Lewiston Tax Collector 27 Pine Street Lewiston , ME 04240-7200 Your property taxes are utilized to fund the following: City Budget 60.5% School Budget 34.6% County Budget 4.9% As a result of funds received from the state through the state municipal revenue sharing program, homestead exemption reimbursement and state aid to education, your property tax bill has already been reduced by 4 The City's outstanding bonded indebtedness as of June 30, 2012 is $148,280,620. QUESTIONS? Regarding valuations, please contact Assessor's Office at 513-3122. Regarding payments and interest, please contact Tax Collector's Office at 513-3131. OFFICE HOURS 8:00a.m. - 4:30p.m. Monday - Friday REMITTANCE COPY- PLEASE SUBMIT THIS PART WITH YOUR PAYMENT PARCEL NUMBER ACCOUNT NUMBER TELEPHONE # I I I I I I I I I I I NAME ON CREDIT CARD ZIP CODE DATE OF BILLING If you wish to pay by credit card indicate card type and write number and signature below. D MasterCard D Visa D Am ex D Discover BALANCE DUE ( 9117112 ) PLEASE NOTE: A 2.5% merchant fee will be charged on all credit/debit ONLY AMT. card transactions. A receipt will be mailed to you. PAYMENT AMOUNT Credit Card No. Security Code I I I I I I I I I I I I I I I I II I I I I Exp.l I I I I Signature - ---PAGE BREAK--- lewiston ~ 'lilt.' CITY OF LEWISTON PERSONAL PROPERTY TAX STATEMENT Fiscal Year 2013 July 1, 2012-June 30, 2013 2007 PARCEL NUMBER ACCOUNT NUMBER DATE OF BILLING TOTAL TAXES LOCATION OF PROPERTY & DESCRIPTION CURRENT BILLING INFORMATION Valuation Homestead Exemption Other Exemption Taxable Valuation Tax Rate TOTAL TAX TAXPAYER NOTICE Notice is hereby given that your property tax for fiscal year July 1, 2012 through June 30, 2013 is payable in equal installments on September 17, 2012 and March 15, 2013 and interest will be charged on the first installment at an annual rate of 7% from September 18, 2012. Interest will be charged on the second installment at an annual rate of 7% from March 16, 2013. Pursuant to Title 36 ss 502 of Maine law, the ownership and taxable valuation of all real and personal property subject to taxation shall be fixed as of April 1st of each year. If you have sold your property since April 1, 2012, it is your obligation to forward this bill to the current property owner. This bill is for taxes due for the current fiscal year 2013 (July 1, 2012 -June 30, 2013). If "Prior Taxes Due" is indicated above, the outstanding amount for any prior tax year(s) is not included in the amount due on this tax bill. DUE SEPTEMBER 17, 2012 DUE MARCH 15, 2013 AMOUNT PAID TO DATE INTEREST DUE BALANCE DUE PAYMENT & REMITTANCE INSTRUCTIONS Please send remittance copy below Payment by check: payable to: CITY OF LEWISTON Payment by Credit/Debit Card: PLEASE NOTE: A 2.5% merchant fee will be charged on all credit/debit card transactions. Please complete credit/debit card information and sign remittance copy below. A receipt will be mailed to you Mail to: City of Lewiston Tax Collector 27 Pine Street Lewiston, ME 04240-7200 Your property taxes are utilized to fund the following: City Budget 60.5% School Budget 34.6% County Budget 4.9% As a result of funds received from the state through the state municipal revenue sharing program, homestead exemption reimbursement and state aid to education, your property tax bill has already been reduced by 47%. The City's outstanding bonded indebtedness as of June 30, 2012 is $148,280,620. QUESTIONS? Regarding valuations, please contact Assessor's Office at 513-3122. Regarding payments and interest, please contact Tax Collector's Office at 513-3131. OFFICE HOURS 8:00a.m. -4:30p.m. Monday- Friday REMITTANCE COPY- PLEASE SUBMIT THIS PART WITH YOUR PAYMENT PARCEL NUMBER ACCOUNT NUMBER TELEPHONE# I I I I I I I I I I I NAME ON CREDIT CARD ZIP CODE DATE OF BILLING If you wish to pay by credit card indicate card type and write number and signature below. 0 MasterCard 0 Visa 0 Amex 0 Discover BALANCE DUE ( 9117112 ) PLEASE NOTE: A 2.5% merchant fee will be charged on all credit/debit ONLY AMT. card transactions. A receipt will be mailed to you. PAYMENT AMOUNT Credit Card No. Security Code I I I I I I I I I I I I I I I I II I I I I Exp.l I I I I Signature - - - - ---PAGE BREAK--- CITY OF LEWISTON, MAINE TAX BILL OUTSOURCING BID NO.: 2013-021 BID DATE: 04/18/13 PROPOSAL FORM TO: Director of Budget/Purchasing City Hall 27 Pine Street Lewiston ME 04240 Dear Sir/Madam: The undersigned hereby declares that he/she has carefully examined and understands the scope of work required to perform the complete services specified. The undersigned further declares that the cost to provide the services shall be at the rate hereby stated. DESCRIPTION YEAR 1 YEAR 2 YEAR 3 Price/unit (no postage) $ $ $ Price/thousand (no postage) $ $ $ Postage shall be reimbursed to the vendor at the most advantageous documented cost plus mark up if any for handling. Should the bidder take exception to the bid requirements he/she should state here: ---PAGE BREAK--- Company Signature Printed Name Address Telephone FAX References (List 3) Name/Company Contact Person Telephone #