BULK PRINTING & AUTOMATED MAIL SERVICES ( CASS CERTIFICATION )

2026-11-03

Jefferson County Commission is accepting bids to establish a contract for “ BULK PRINTING & AUTOMATED MAIL SERVICES ( CASS CERTIFICATION ). Services will include high - volume document printing , automated mail preparation and address standardization using Coding Accuracy Support System ( CASS ) certification . These services will support the following departments Board of Equalization , Board of Registers , Revenue , Sewer Billing , Tax Assessor and Tax Collector and other County offices . SCOPE OF WORK Jefferson County ( the “ County ”) is requesting bids from qualified vendors to provide BULK PRINTING & AUTOMATED MAIL SERVICES ( CASS CERTIFICATION ) throughout the County . These services will aid the County in the following objectives : 1 . Timely and accurate delivery of all notices and bills to individuals and groups . 2 . Cost effective mailing services . 3 . Visibility of reporting to include turn - around time and return mail . Requirements and qualifications are defined in detail in the following Scope of Work and Technical Requirements Sections of this Invitation to Bid ( ITB ). Services will be provided on an as - needed basis , and no minimum volume is guaranteed under any contract resulting from this ITB . It is the intention of the County that a single award be made as a result of this solicitation ; however , at the County ’ s sole discretion , the County may consider multiple awards . Services required under this contract may vary in scope , urgency , and operational criticality depending on the using department . This contract may be utilized by multiple Jefferson County departments , including but not limited to the Revenue Department , Tax Assessor , Tax Collector , Environmental Services Department ( Sewer Billing ), and the Board of Registrars , and other Jefferson County Departments and Entities . The Bidder should be able to begin processing some of the services within 30 business days of contract signing . The Bidder must allow on - site visits during printing . Provide “ a la carte ” pricing that would allow election of individual services ( example : have PDF documents created and returned to us electronically ). We would want to be able to also receive index information about these PDF documents which we would identify and include in the data files and / or have the PDF documents named using information that would also be identified and included in the data files . Sample prints have been provided in figures A - E ; however , Bidders are not limited to these formats . We want innovative ideas that reduce cost and increase efficiencies for the County as well as the taxpayer ( for example “ high impact printing ” for visual enhancement ). A . CASS CERTIFICATION PROCESS 1 . Data files will be transferred electronically using a secure FTP . 2 . Bidder must have capability to retrieve this information . 3 . Submitted job must be processed and returned sorted and ready for in - house printing . 4 . Bidder must be able to take a percentage hit rate for address matching from 70 - 100 percent for matching and making corrections to address before returning to us for processing . 5 . When the results are returned , we must be able to tell which ones a match and which ones were not based on the percentage parameter given . 6 . Bidder will maintain the necessary computer equipment to transfer data and shall make all necessary software changes for computer processing and printing at no additional cost . 7 . Bidder must ensure that all data , electronic and printed , be maintained in a secure environment . Some of these records are covered by a state privacy ACT and will require anyone having access to this data sign a memorandum of understanding . 8 . Bidder shall be responsible for and agree to furnish all labor , materials , equipment , quality control procedures and supervision required for completion of services requested in a superior and professional manner . 9 . Some of these files used to transfer CASS and Presorting information may vary in File formats since we do not have control of some of these formats since they come from 3rd party software . The Bidder will have to conform to these formats as is . 10 . Some of the addresses we use for CASS and Presorting purposes are continuous and some are broken down into fields like street number , street name , street prefix , etc . 11 . Bidder will process submitted data file through the National Change of Address service provide by the United States Postal Service , when requested by Jefferson County Information Technology Department and / or the county department requesting the print job . The Bidder will provide Jefferson County Information Technology Department and / or the county department requesting the print job with any updated addresses it receives and uses . 12 . Corrected information will be noted and returned . B . MAIL SORT PROCESS 1 . Data files will be transferred electronically using a secure FTP . 2 . Bidder must have capability to retrieve this information . 3 . Bidder must provide name of their presort software and it must be PAVE certified . 4 . Submitted job is processed and returned sorted and ready for in - house printing . 5 . Bidder will maintain the necessary computer equipment to transfer data and shall make all necessary software changes for computer processing and printing at no additional cost . 6 . Bidder must ensure that all data electronic and printed be maintained in a secure environment . Some of these records are covered by a state privacy ACT and it will require that anyone having access to this data sign a memorandum of understanding . 7 . Bidder shall be responsible for and agree to furnish all labor , materials , equipment , quality control procedures and supervision required for completion in a superior and professional manner . 8 . Some of these files used to transfer CASS and Presorting information may vary in File formats since we do not have control of some of these formats since they come from 3rd party software . The Bidder will have to conform to these formats as is . 9 . Some of the addresses we use for CASS and Presorting purposes are continuous and some are broken down into fields like street number , street name , street prefix , etc . C . CASS CERTIFY / SORT / PRINT / CUTTING & MAIL PROCESS 1 . Data files will be transferred electronically using a secure FTP . 2 . Bidder must have capability to retrieve this information . 3 . Corrected information will be noted and returned . 4 . Bidder must ensure that all data , electronic and printed , be maintained in a secure environment . Some of these records are covered by a state privacy ACT and it will require that anyone having access to this data sign a memorandum of understanding .

Alabama

2026-05-10