New York Buffalo Civic Plus #2026 Tax User Fee Billing RFP

City of Buffalo Printing and Mailing Services for Tax and User Fee Billing (2026)

This opportunity involves the City of Buffalo seeking a qualified vendor for large-scale printing and electronic certified mailing services for municipal tax and user fee billing, exemption forms, and foreclosure notices for the 2026 tax year. - Government Buyer: - City of Buffalo, Department of Assessment & Taxation; Department of Public Works, Parks & Streets-User Fee - Division of Purchase (contracting office) - Scope of Work: - Printing, finishing, and mailing of: - 210,000 tax billing packets (including forms, envelopes, and postage) - 84,000 foreclosure notice packets (with certified mail labor) - 80,000 user fee billing packets (quarter 1), 50,000 per quarter for quarters 2-4 - Various exemption renewal applications (senior citizens, disability, veterans, non-profit, etc.) - 70,000 residential exemption second notice postcards - Optional solutions for handling undeliverable or returned mail - Forms design and application programming (hourly rates) - Key Requirements: - Vendor must be located in Erie County - Minimum 5 years of municipal tax billing experience - Strict turnaround and quality standards - Multiple production schedules with specific deadlines - OEMs and Vendors: - No specific OEMs or named vendors are mentioned; open to qualified providers - Unique/Notable Requirements: - Handling of certified mail and return receipts for certain exemption notices - Color coding, barcoding, and preprinted data on forms - Preparation of forms for scanning and data processing - Pricing escalation capped at 5% per year with documentation - Place of Performance: - City of Buffalo Division of Purchase, 65 Niagara Square, Room 1901 City Hall, Buffalo, NY 14202 - Period of Performance: - One year (July 1, 2026 – June 30, 2027) with up to four one-year renewal options

Description

The City of Buffalo is soliciting proposals for a vendor to provide printing and electronic certified mailing services for tax bills, user fee bills, exemption forms, and foreclosure notices. The scope includes timely production and mailing of all required forms to facilitate taxpayer payments and exemption applications. Optional solutions for handling undeliverable or returned mail are also requested but not mandatory. Proposals must be sealed, clearly labeled, and submitted by May 14, 2026, with a pre-bid meeting scheduled for April 30, 2026.

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