Mailing Services

2026-11-03

ITEM A1 - MAILING SERVICES PER BID SPECIFICATIONS FOR ANNUAL AD VALOREM TAX STATEMENTS 1 . The Kanawha County Sheriff ' s Office - Tax Division ( Tax Office ) seeks professional services to prepare and print tax statements using a . txt file provided by the Tax Office , and then mail the same as a Presorted , 1st Class United States Postal Service ( USPS ) delivery . All products necessary to prepare the mailing are provided by the vendor . 2 . Professional mailing services sought include , but are not necessarily limited to downloading the . txt file , presorting the tax statement data to obtain a cost savings for the mailing and print the sorted file . Statements are printed on 8 . 5 " x 11 " perforated paper . Perforations divide the paper into thirds making it a three ( 3 ) part form . ( See Statement of Taxes Due in Exhibit # 1 and Exhibit # 2 ). Printed data for the Statement of Taxes Due must include , installment payment dates and amount due for each date that reconciles to the amount due in our database , variable data flags that indicate previous delinquencies , back taxes , or other notices contained in the data file , a breakdown of the levy distribution for the taxes being billed , and a bar code reference for the tax year and ticket number . 3 . Fold the prepared tax statements for insertion into a # 10 windowed envelope , with the lax Office return address and KCSO logo printed on the envelope ( Item B1 ). 4 . Optional - If possible , we seek to combine like mailings for the same taxpayer / address into the same envelope ( based on USPS regulations ) to obtain further cost savings . If you are not able to provide this service , please state in your response that you will not be able to comply with Item A1 ( 4 ). 5 . Based on response to No . 4 above , insert tax statements and a return envelope as shown in Exhibit No . 1 , into the mailing envelope . 6 . Desired delivery of processed mail to the appropriate USPS postal facility not earlier than July 12th , but before July 15 , 20xx in time for collection of the current year tax due . Delivery date is negotiable based on yearly calendar and timing of delivery to taxpayers . If funding for payment of postage for this mailing is required by the vendor prior to delivery to the USPS , you must provide the Chief Tax Deputy with an estimate of the postage due , and the date you require receipt of payment prior to delivery . A reconciliation report showing the initial payment made by Kanawha County , WV to the vendor , any additional amount due or refund owed must be provided within five ( 5 ) business days of delivery to the USPS . 7 . Provide confirmation to the Tax Office upon delivery of statements to the USPS . 8 . Provide a final report within 30 business days to the Tax Office specifying the number of statements mailed , the postage rates applicable to the mail pieces , and cost for each type of commodity purchased / used for mailing ( i . e .- envelopes , paper , labor , etc .). 9 . Return any unused material purchased by the County to the Tax Office . ITEM B1 -# 10 ( MAILING ENVELOPES ), STANDARD LEFT WINDOW , WITH PRINTED KCSO LOGO AND RETURN ADDRESS 1 . The Kanawha County Sheriff ' s Office - Tax Division seeks to purchase a total of 300 , 000 white envelopes with a standard size window - left placement . An example of this product is provided in Exhibit No . 1 . 2 . Delivery of the final product must be on or before May 1 , 2026 . A May 1st delivery is expected for any subsequent year should the contract be extended for successive years . 3 . Successive year price changes must be provided no later than April 1st of each successive year . 4 . KCSO logo will be provided to the successful bidder .

West Virginia

2026-05-02