Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Sandie Arnott, Treasurer-Tax Collector
Subject: Agreement with InfoSend, Inc. to Provide Printing and Mailing Services of Property Tax Bills and Notices
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with InfoSend, Inc. to provide tax bill printing and mailing services for the Treasurer-Tax Collector, for the term of April 1, 2026 through March 31, 2029, in an amount not to exceed $1,300,000.
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BACKGROUND:
The Treasurer-Tax Collector’s Office is responsible for printing and mailing over 300,000 property tax bills annually. The Treasurer-Tax Collector requires a vendor for printing and mailing solutions that will maximize efficiency, offer competitive pricing, reduce costs, and allow for annual changes to bills and invoices that improve written communications of amounts due. It is important that the vendor keep up with current technology, streamline processes, and suggest changes to make current processes more cost-effective and lower overall postage costs.
DISCUSSION:
The Treasurer-Tax Collector handles three primary types of property tax bills: annual secured property tax statements, annual unsecured property tax statements, and monthly supplemental property tax statements. The Treasurer-Tax Collector also generates various additional bills as needed, such as escape assessment bills, daily name/address change bills, twice-yearly delinquent bills, and other bills, as necessary. Additionally, the Treasurer-Tax Collector is responsible for generating annual redemption notices and various certified mailings related to prior year taxes. Because of the different types of bills sent, the Treasurer-Tax Collector may require printing and mailing services on a daily basis. The Treasurer-Tax Collector is also looking to streamline and consolidate mailing to reduce postage and processing costs.
In August 2025, the Treasurer-Tax Collector issued a Request for Proposals (RFP) for tax bill printing and mailing services. The RFP was published on OpenGov for four weeks to allow for comprehensive and competitive bids to be submitted. Four proposals were received in September 2025 and were evaluated by an RFP committee consisting of members from the Treasurer-Tax Collector’s Office. The RFP Matrix describing the process and selected companies is attached as Attachment A.
InfoSend, Inc. was selected to provide printing and mailing services based on their experience servicing counties of comparable size, comprehensive range of services, and overall cost-effectiveness. This agreement with InfoSend, Inc. will ensure the accurate, timely and compliant printing and mailing services for the Tax Collector’s property tax bills and notices. Each bill or notice must be processed correctly with precise data, correct dates and mailed within mandated deadlines to support the efficient collection, timely deposit, and safeguarding of public revenues.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
County Attorney has reviewed and approved the agreement and resolution as to form.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Target |
FY 2026-27 Target |
|
Print Quality Accuracy |
99% |
≥99.5% |
≥99.5% |
|
Mailing Timeliness |
100% mailed within 10 business days |
100% mailed within 7 business days |
100% mailed within 7 business days |
COMMUNITY IMPACT:
Approval of this resolution ensures continued timely and accurate billing and distribution of property tax statements to taxpayers. Reliable tax billing and printing services support clear communication, promote voluntary compliance and help maintain stable revenue to fund essential public services. The action has no adverse impact on the community.
FISCAL IMPACT:
The term of the agreement with InfoSend, Inc. is from April 1, 2026 to March 31, 2029, with a financial obligation not to exceed $1,300,000. Funding for this agreement has been included in the Treasurer-Tax Collector’s FY 2025-26 Adopted Budget and FY 2026-27 Recommended Budget. Similar arrangements will be made for future budget years.