26-116 Print and Mail Annual Property Tax Billing

LEGAL NOTICE
INVITATION FOR FORMAL BID
IFB 26-116
For
Print and Mail Annual Property Tax Billing
For
ST. CHARLES COUNTY GOVERNMENT
ST. CHARLES, MISSOURI
St. Charles County is seeking bids for Print and Mail Annual Property Tax Billing. The
vendor must guarantee the quoted prices for a period of ninety (90) days.

BID INSTRUCTIONS
One [1] signed original and one [1] signed copy of the bid must be received in a sealed
envelope plainly marked "IFB 26-116 Print and Mail Annual Property Tax Billing" with the
date and time of the bid opening in the lower left corner of the envelope.
An authorized representative of the company/person submitting the bid must sign the bid, in
blue ink.
Bids must be submitted to the St. Charles County Finance Department, 201 North Second
Street, Room 541, St. Charles, MO 63301 prior to the bid opening.
Bid opening will be on 10/08/2026 at 3:00 PM, in Room 115 of the St. Charles County
Administration Building, 201 North Second Street, St. Charles, MO 63301.
St. Charles County reserves the right to accept and/or reject any and all bids.
Bid results may be obtained by going to our St. Charles County Government website @
http://www.sccmo.org/Bids.aspx click on "show Closed/Awarded/Cancelled bids", select
bid and click on "related documents". No phone calls please. The time it takes for final
bid results to be made public depends on the complexity of the project and the cost of the
project.
BID INQUIRIES
All questions or clarifications concerning this Request for Bid must be submitted in writing via
email (preferred), mail or fax to:
Kurt Mandernach
St. Charles County Government
Finance Department
201 North Second St
St. Charles, Missouri 63301
Fax: (636) 949-7589
kmandernach@sccmo.org
For questions or inquiries concerning the specifications please contact:
Michelle McBride, Collector of Revenue
County Administration Building
201 North Second Street Suite 134
St. Charles, Missouri 63301
mmcbride@sccmo.org
* The bid number and title shall be referenced on all correspondence.
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 2 of 24
_____________________________________
Name of Company or individual

Responses to questions/clarifications will be placed on the County's website
http://www.sccmo.org/Bids.aspx. Check this website frequently for updates and any
addendum that are issued.
Prohibited Communication
Contact with any representative, other than through the procedure outlined in the
section titled "Bid Inquiries", concerning this request is prohibited PRIOR TO BID
OPENING. Representative shall include, but not be limited to, all elected and appointed
officials, and employees of St. Charles County and their Agents within St. Charles
County.
Any Offeror engaging in such prohibited communications prior to Bid Opening may
be disqualified at the sole discretion of St. Charles County.
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 3 of 24
_____________________________________
Name of Company or individual

TERMS AND CONDITIONS
St. Charles County reserves the right to reject any and all bids or parts of a bid and
waive technicalities, and to adjust quantities.
All bids will be considered final. No additions, deletions, corrections, or adjustments
will be accepted after the time of bid opening.
All delivery costs or charges must be included in the F.O.B. destination bid price.
Postage is not to be included in the Bid Amount.
City, County and State of Missouri Sales Tax and Federal Taxes are not applicable to
sales made to St. Charles County and must be excluded.
The contract shall be effective for the approximate twelve (12) month period from the
date of the notice of award.
The County, with the consent of the vendor, shall have the option to renew said contract
for four (4) additional twelve (12) month periods at the same specifications and terms
and conditions of any contract that may be derived from this request for proposal.
The electronic version of this bid/RFP is available upon request. The document was
entered into WORD for Microsoft Windows. The Purchasing Office does not guarantee
the completeness and accuracy of any information provided on the electronic version.
Therefore, respondents are cautioned that the hard copy of this bid/RFP on file in the
Purchasing Office governs in the event of a discrepancy between the information
contained in or on the electronic version and that which is on the hard copy.
Vendors are required to clearly identify any deviations from the specifications in this
document.
An authorized officer of the company submitting the bid must sign all bids, in blue ink.
Vendors must submit two [2] signed copies of their bid; one is to be an original and so
marked.
All prices and notations must be in blue ink or typewritten on the attached form.
Mistakes must be crossed out, corrections typed adjacent and must be initialed in blue
ink by the person signing the bid.
St. Charles County will not award any bid to an individual or business having any
outstanding amounts due from a prior Contract or business relationship with the County
or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and
licenses.
Sealed proposals received after the designated time of the receipt of the sealed
proposals will be considered as "No Bid" and "Void" and will not be opened.
The successful bidder is specifically denied the right of using in any form or medium
the names of St. Charles County or any other public agency within St. Charles County
Government for public advertising unless express written permission is granted.
All bidders must possess the necessary and appropriate business and/or professional
licenses in their field.
The County will make its award to the lowest responsive, responsible bidder unless
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
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_____________________________________
Name of Company or individual

additional criteria is established herein. When payments are to be made to the
County, the County will award based on payments unless these documents establish
additional criteria. As used for this award, "responsive" shall mean a bid that
conforms in all respects with the terms and conditions of the County's requirements.
As used for this award, "responsible" shall mean that the bidder has the capability in
all respects to perform fully the contract requirements, and the integrity and reliability
which will assure good faith performance.
County reserves the right to accept any item or group of items offered, unless the bidder
qualifies his bid by specific limitations. The bid can be on an "all or none" basis if
wording in the bid so states and if all items solicited are included in the bid.
When applicable, provide unit prices and extension prices. Where there is
disagreement in the unit and extension prices, the unit price shall govern.
Insurance
Worker's Compensation and Employer's Liability: Statutory WC limits as required by
the Statutes of the State of Missouri (or a qualified self-insurer) and Employers
Liability in an amount of no less than $1.0 million.
Automobile, General Liability and Property Damage: The Contractor shall maintain
the following minimum amounts of automobile, general liability, and property
damage insurance coverage during the life of the contract:
$1,000,000 for bodily injury or death to any one person and $3,000,000 per
occurrence for automobile and general liability coverage; and property damage
coverage of at least $1,000,000. A Combined Single Limit Policy in the amount of
$3,000,000 is an acceptable alternative. Automobile coverage must include non-
owned vehicles.
The Automobile & General Liabilities policies shall be endorsed to include the
County as an additional insured including the following language: Nothing in this
endorsement shall serve to operate as a waiver of the County's Sovereign Immunity or
broaden the liability of the County beyond the provisions of Sections 537.600 to
537.610 of the Revised Statutes of Missouri. Vendor shall provide for 30 days
advance written notice of any material change. A Waiver of Subrogation in favor of
the County shall be endorsed on each of the policies. The required insurance shall
be primary insurance with respect to any other insurance or self-insurance
programs maintained by the County.
A Certificate of Insurance evidencing the above coverage(s) together with a copy
of the required endorsements shall be provided to the County prior to the
commencement of any work.
It shall be the contractor's responsibility to keep the respective insurance policies
and coverages of any sub-contractor current and in force for the life of the
contract.
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
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_____________________________________
Name of Company or individual

Employment of Unauthorized Aliens Prohibited (Missouri Revised Statutes Section 285.530)
As a condition for the award of any contract or grant in excess of five thousand dollars by St.
Charles County to a business entity, the business entity shall, by sworn affidavit and provision
of documentation**, affirm its enrollment and participation in a federal work authorization
program (E-Verify) with respect to the employees working in connection with the contracted
services. Every such business entity shall sign an affidavit affirming that it does not knowingly
employ any person who is an unauthorized alien in connection with the contracted services.
[RSMO 285.530 (2)]
An employer may enroll and participate in a federal work authorization program (E-Verify)
and shall verify the employment eligibility of every employee in the employer's hire whose
employment commences after the employer enrolls in a federal work authorization program.
The employer shall retain a copy of the dated verification report received from the federal
government. Any business entity that participates in such program shall have an affirmative
defense that such business entity has not violated subsection 1 of this section. [RSMO
285.530 (4)]
Any entity contracting with St. Charles County shall only be required to provide the referenced
affidavit on an annual basis. A copy of the affidavit is included in this bid request. Vendors
may choose to send the required documentation using one of the following options:
* Send the notarized affidavit and E-Verify MOU signature page to: St. Charles County,
Attn: Purchasing Manager, 201 N Second Street, Room 541, St. Charles, MO
63301prior to responding to any solicitations; OR
* Send the notarized affidavit and E-Verify MOU signature page along with a bid
solicitation response.
These documents will be kept on file. The notarized affidavit and E-Verify MOU signature
page will remain current for one year from the date of the notarized affidavit.
** PLEASE NOTE:
Acceptable enrollment and participation documentation consists of a valid copy of the signature page
of the E-Verify Memorandum of Understanding, completed and signed by the Contractor, and
the Department of Homeland Security - Verification Division
The online address to enroll in the E-verify program is:
https://everify.uscis.gov/account/enroll
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 6 of 24
_____________________________________
Name of Company or individual

Open Records
Any and all information contained in or submitted with the bid becomes a public record subject
to the Missouri Sunshine Law when the bids are opened. If the bidder believes that any
information contained in or submitted with the bid is protected from disclosure by the Missouri
Sunshine Law, the bidder must clearly identify what information the bidder believes is so
protected and must also clearly identify the legal basis therefor.
Veteran Friendly Employment Policy
"Indicate whether you have developed a veteran friendly employment policy and, if so,
attach a copy of such policy to your response as a point of information."
_____ "YES" our company has a veteran friendly employment policy.
_____ "NO" our company does not have a veteran friendly employment policy.
Please include a copy of your veteran friendly employment policy with your submission.
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 7 of 24
_____________________________________
Name of Company or individual

BID SPECIFICATIONS
ITEM: Annual Property Tax Billing, including both Personal Property and Real Estate
The quantities stated in this bid are good faith estimates stated to assist the vendor
in preparing their response; the County reserves the right to adjust (up or down) the
quantities to meet its needs.
SPECIFICATIONS:
Turn Times:
* Data will be posted in mid-November of each tax year
* Turn Time five (5) through seven (7) business days
* Three (3) Equal Drops
* Drop 1 (five (5) business days from receipt of data)
* Drop 2 (six (6) business days from receipt of data)
* Drop 3 (seven (7) business days from receipt of data)
* Example: File receipt of data 11/16/2026. Drop 1 mails 11/23/2026,
Drop 2 mails 11/24/2026 and Drop 3 mails 11/25/2026
* Vendor agrees that late deliveries of equal drops will be subject to liquidated
damages in the amount of $500.00 per day.
Data:
* Vendor guarantees that data provided will not be sold or released to anyone other
than the St. Charles County Collector of Revenue.
* Data will be provided in raw XML format in lots of 2,500 records per file and
transferred via FTP upload.
* Vendor to provide FTP site with separate folders for Personal Property data and Real
Estate data and user ID and password for access for St. Charles County Collector's
Office.
* Files names for Personal Property and Real Estate will be the same therefore the
separate folders for the data is non-negotiable.
* Within those folders the individual filenames are in the format of "TaxBill [#-
#].xml where the "#-#" is a designator for each bill 1-2500, 2501-
5000,...127501-129044.
* Vendor will need to process data by bill type and gather for unique household
mailing. The household Personal Property and Real Estate data to output in a
merged format with the Personal Property on the left side of the bill and Real Estate
on the right side of the bill. Note: Some Personal Property bills will be multiple
pages.
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 8 of 24
_____________________________________
Name of Company or individual

* Householding will only occur on the "Regular Personal Property and Real
Estate" data files
* Householding will be based on a 100% match to the address fields and first 15
characters of the name fields for Regular Personal Property and Real Estate
* Address fields (MTDeliveryAddr, MTAddlAddrLine & MTLastLine
* Name fields (MTRecipient)
* Note: Read an asterisk (*) or space as the same value
* The multi-parcel and leasing bills potentially could be multiple pages and will
need to be accumulated. The order for multiple accounts needs to be all
Personal Property first in PIN order followed by all Real Estate in PIN order.
* There is a potential for various household outputs for each package. Householding
will need to be defined in detail with the vendor during the implementation phase to
account for all scenarios of output. This should be accounted for in the cost quote
within the response to the IFB.
* Vendor must process data for data integrity and totals must be accumulated and
matched to the totals provided by the Collector. Reconciliation to be provided to
Collector before printing for mailing.
Template Layouts:
* There are five potential "tax statement types"
* SP - Single Personal Property (PP)
* SR - Single Real Estate (RE)
* MG - Merged PP and RE
* MU - Multiple PP and/or RE accounts
* ST - Seniors Tax Relief
* Vendor to output various static and unique dynamic fields for each mailing based on
the data provided.
* Vendor to include "tax statement type" in the address block on each statement mailed
* Final Tax Statement shall to be a legal-sized sheet with a graduated blue shell fading
to white where the payment coupons are printed with a standard micro perforation for
the SP, SR, and ST statements and with a T micro perforation for the MG and MU
statements.
* Vendor to append a unique sequence number to each mail set. Placement of
sequence number will need to be approved upon design of tax statement.
* Vendor to create the form layout and design utilizing various tables and fonts.
* Vendor to spec Outer Envelope Window and perform tap test of address block to
ensure proper delivery of each mail set. Address block can be up to 6 lines. This
does not include the postal barcode.
* Forms/Envelopes will NOT be "Camera Ready" and will need to be typeset.
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 9 of 24
_____________________________________
Name of Company or individual

* These are two-sided forms/envelopes, using multiple ink colors on various forms and
envelopes.
* Paper Color and Ink colors are determined by the specific form being printed; see
samples. Envelopes are to be white.
* Vendor should supply hardcopy and PDF's to the Collector's Office for final print
approval of preprinted shells for sign off.
* Collector's Office must be able to make changes to static laser print, such as
messages to taxpayers or changing the form layout, up to one (1) week prior to
delivering Collector's data information via FTP upload to Vendor, at no charge to the
Collector's Office.
* All statements must include scan lines. The Collector's Office must be able to read
these scan lines successfully with their batch processing equipment. Each payment
coupon scanline to be in the format specified by the Collector and located in the
same relative position from the left lower corner of each remittance stub for all tax
statement types.
* Scan lines require font E13B.
* Prior to approval for final laser printing, twenty-five (25) test samples of each
statement must be provided to the Collector's Office for test scans and final
verification of accuracy. Samples should include testing for all logic statements
written into the programming.
* All lots are 100% mail. All spoilage must be regenerated and mailed within one (1)
business day of last mail drop. A spoilage report should be generated and provided
to the Collector's office.
* Vendor must deliver to the St. Charles County Collector's Office, within seven (7)
days of mailing on CD-ROM, a duplicate PDF copy of all bills. Additionally, the CD-
ROM shall contain the instructions for the retrieval, display and printing of the forms.
The data will be in a format acceptable to the Collector. Must be able to search
electronic copies by PIN, (Property Identification Number) Name and/or Address.
Postal Requirements:
* Data must be run through Zip+4, presort carrier route. Names and addresses are not
to be changed during this process; it is only to add the carrier route to the zip code.
* Vendor must provide the Collector's Office with mail count verification on all mailings
dropped at the Post Office including a copy of the postage statement.
* Postal Barcodes to be printed and tested to ensure readability of the USPS Post
Office. Vendor to provide verification of the test.
* International Mail is a possibility within any given lot. Provide single piece rates for
Canadian and International mail for your 3rd party Foreign Mail Vendor (i.e. Access
World Wide).
26-116 Print and Mail Annual Property Tax Billing Bid Response from (please complete)
Collector
Page 10 of 24
_____________________________________
Name of Company or individual