HomeMy WebLinkAboutIFB 2026138-01 Tax Bills & Mailers FINALINVITATION FOR BIDS
Notice is hereby given that sealed bids will be received by the Franklin County Controller’s Office,
Franklin County Administration Building, 272 North Second Street, Chambersburg, PA 17201 for the
PRINTING AND MAILING OF Municipal, County & Per Capita Tax Bills until 4:00 P.M. prevailing time on
Tuesday, January 27, 2026. All bids so received will be publicly opened and read on Wednesday, January
28, 2026 at 11:00 AM prevailing time at the Franklin County Commissioners’ Office, 272 North Second
Street, Chambersburg, PA 17201.
Specifications, instructions and bid forms will be furnished by the Franklin County Procurement Office
upon request at 272 North Second Street, Chambersburg, PA 17201, or by calling (717) 261-3890.
The Franklin County Commissioners reserve the right to reject any or all bids and to waive any or all
defects, errors, omissions, irregularities or informalities in any bid.
Awards shall be made only to responsible bidders that possess the potential to perform successfully
under the terms and conditions of this procurement. Consideration shall be given to such matters as
bidder integrity, compliance with public policy, record of past performance and financial and technical
resources when determining responsibility.
FRANKLIN COUNTY COMMISSIONERS
Dean A. Horst, Chairman
John T. Flannery
Robert G. Ziobrowski
LEGAL AD
PRINTING AND MAILING OF COUNTY TAX BILLS & PER CAPITA TAX BILLS
Proof of Publication Requested
Please Publish – January 14, 2026 & January 20, 2026
REQUEST FOR BID
PRINTING AND MAILING OF MUNICPAL, COUNTY & PER CAPITA TAX BILLS
FOR THE FRANKLIN COUNTY TAX OFFICE
COUNTY OF FRANKLIN, PENNSYLVANIA
RFB# 2026138-01
County of Franklin, PA 272 North Second Street Chambersburg, PA 17201
INTRODUCTION
1. GENERAL INFORMATION. The County of Franklin, PA (“County”) is requesting bids from qualified
vendors to provide Printing and Mailing of County/Municipal Tax Bills and Per Capita Tax Bills for
2026.
2. DESCRIPTION OF THE GOVERNMENT. The County of Franklin, PA was incorporated on
September 9, 1784. The County is a fourth-class county with a population of 155,932 (2022
Census). It operates under a three-member elected Board of Commissioners. The County
provides service to its citizens such as judicial administration, human services, public safety,
public works, economic development and general administration. The Franklin County Tax office
is comprised of tax assessment and tax claim functions. The assessment office values all real
estate and improvements in the county and creates tax bills for the County, municipal
governments and school districts. Tax claim collects all delinquent real estate taxes that are
levied by the County, municipality or school district.
3. TIME REQUIREMENTS
Request for Bid Issued Wednesday January 14, 2026
Questions & Answers Due by Wednesday January 21, 2026 at 4:00 PM
Due Date for Bids Tuesday January 27, 2026 4:00 PM
Bid Opening Wednesday January 28, 2024 10:00 AM
Anticipated Award Wednesday February 4, 2026
INSTRUCTIONS TO BIDDERS
1. PREPARATION OF BID
1.1 Bids shall be addressed to and will be received by the Franklin County Controller’s Office,
Franklin County Administration Building, 272 North Second Street, Chambersburg, PA 17201
until 4:00 PM prevailing time on Tuesday, January 27, 2026. All bids so received will be
publicly opened and read at the Franklin County Commissioners on Wednesday January 28,
2026 at 10:00 AM at their offices at 272 North Second Street, Chambersburg, PA 17201.
1.2 Bids shall be enclosed in sealed opaque envelopes. Bids shall be identified by disclosing on
the face of the envelope the name of the project, “PRINTING AND MAILING OF MUNICPAL, COUNTY & PER CAPITA TAX BILLS” and the name of the bidder.
1.3 Attention is directed to the Bid Form in the Bidding Documents. This form must be used to
submit a bid. Failure to fill out, execute and submit this form as specified is sufficient reason
for rejection.
1.4 Bids must be signed by an owner, partner, member or in the case of a corporation, by the
President or Vice President.
1.5 All applicable blank spaces in the bid shall be filled in clearly where indicated, either typed
or written in ink. Altering and/or changing any part of this bid will be sufficient reason for
rejection.
1.6 Where so indicated by the makeup of the Bid Form, sums shall be expressed in both words
and figures, and in the case of discrepancy between the town, the written amount shall
govern.
1.7 The owner reserves the rights to award the contracts to the other than lowest bidder if, in
its opinion, the products included within such bids are not equal to the standard established
for such projects in the specifications.
2. GENERAL REQUIREMENTS
2.1 The Contractor shall pay for and provide all materials, labor and transportation and other
services necessary for the proper completion of the work.
2.2 The Contractor shall comply with all rules, regulations, laws, etc. of any public or private
authority bearing on the performance of their work.
2.3 Unless otherwise provided, the Contractor shall secure and pay for all permits and
governmental fees, licenses and inspections necessary for the proper completion of the
work.
2.4 If the Contractor performs any work knowing it to be contrary to such laws, rules and
regulations, etc. and without such notice to the owner, he shall assume full responsibility
therefore and shall bear all costs attributable thereto.
3. QUESTION AND ANSWER PERIOD
3.1 Questions will be accepted until Wednesday January 21, 2026 at 4:00 PM via email to
procurement@franklincountypa.gov. Answers will be posted in a timely fashion at
https://www.franklincountypa.gov/current-solicitation-opportunities/.
4. AWARD AND EXECUTION OF THE CONTRACT
4.1 When the bid has been accepted by the Owner, notification of such acceptance will be
mailed to the successful bidder, at the address designated by the bidder on the BID FORM.
4.2 The award will be for 2026. The agreement will begin upon execution and end December 31,
2026.
5. WITHDRAWAL OF BIDS
5.1 Bids may not be modified, withdrawn or cancelled by the bidder for thirty (30) days after the
time designated for the receipt of bids.
6. RIGHT TO REJECT BIDS
6.1 The owner reserves the right in its discretion to reject any or all bids and to waive
irregularities or information in any bid and to award contracts on an item by item basis.
Awards shall be made only to responsible bidders that possess the potential ability to
perform successfully under the terms and conditions of this procurement. Consideration
shall be given to such matters as bidder integrity, compliance with public policy, record of
past performance, and financial and technical resources when determining responsibility.
7. TIME OF COMPLETION
7.1 The County Tax Bills and Per Capita Tax Bills must be mailed per the dates detailed in the
specification section of this document.
8. EXEMPTION FROM FEDERAL EXCISE AND PENNSYLVANIA SALES TAX
8.1 The County of Franklin, PA is exempt from Federal Excise Taxes and Pennsylvania Sales
Taxes as a political subdivision of the Commonwealth of Pennsylvania. Prices as shown in
the bid shall exclude such Federal and State Taxes.
9. PROTECTION BY VENDOR
9.1 The vendor agrees to indemnify and save harmless the County of Franklin, PA, its
representatives, employees and agents, from all claims, demands, actions, suits and
liabilities arising from the Vendor’s own fault or negligence or through the negligence or
fault of the manufacturer of goods and reasonable attorney fees incurred by the county in
response to such claims, demands, actions or liabilities, provided it ultimately determined
that such claims result from the vendor’s or manufacturer’s fault or negligence.
9.2 The vendor shall not assign or otherwise transfer any of its responsibilities or obligations
under the contract to any other person or entity without prior written consent of the
county.
10. NONDISCRIMATION CLAUSE
10.1 Franklin County assures that no person shall be excluded from participating in, be
denied the benefits of, or be otherwise subjected to discrimination on the grounds of race,
gender, creed, color, sexual orientation, gender identity or expression, or in violation of the
Pennsylvania Hunan Relations Act, which prohibits discrimination on the basis of race, color,
religious creed, ancestry, age, sex, national origin, handicap or disability, or in violation of
any applicable local, state, or federal laws. With advance notification, accommodations may
be provided for those with special needs to language, speech, sight or hearing. If you have a
request for a special need, wish to file a complaint, or desire additional information please
contact the Risk Department at (717) 261-3819 or riskmgt@franklincountypa.gov.
11. CONTRACT PROVISIONS
11.1 After Franklin County makes its selection, it shall proceed to negotiate a contract based
on the bid and scope of work for the project. If the County is unable to negotiate a
satisfactory contract with the most highly qualified bidder, the County shall formally end
negotiations with that bidder and being to negotiate with the second most highly qualified
bidder. Negotiations shall continue in this sequence until a contract is agreed upon.
11.2 The performance of this contract shall be in accordance with all Federal, State and local
laws as may be applicable. Any contract between Franklin County and the awarded bidder
shall be subject to the rules and regulations of any agencies where funding is being
requested. Franklin County reserves the right to reject any and all proposals, and to waive
irregularities. Additionally, in the event that Franklin County procures grant funding
assistance, the contract shall contain all necessary provisions of that grant award contract.
11.3 The contract between the County and the selected bidder will include the following non-
negotiable contact provisions
11.3.1 Indemnification of the County.
11.3.2 Non-Indemnification of the contractor.
11.3.3 Forum Selection (Franklin County, PA Court of Common Pleas).
11.3.4 Choice of law (Commonwealth of Pennsylvania).
11.3.5 Termination for convenience/termination for cause by the County.
11.3.6 Work-for-Hire Transfer of Copyrights/Intellectual Property.
11.3.7 County ownership of the instruments of service/deliverables.
11.3.8 Prevailing party attorneys’ fees.
11.3.9 Nondiscrimination.
11.3.10 Suspension and debarment.
11.3.11 Release of liability in favor of the County.
11.3.12 Non-release of liability of the contractor.
11.3.13 Insurance Coverage and County status as an additional insured.
11.3.14 Terms of payment and invoicing, including 45-day payment period.
11.3.15 Data security, confidentiality, and use of County data and information.
11.3.16 Any and all federal and state provisions required as a result of grant funding.
11.4 The County reserves the right to request additional contract provisions it deems
necessary as needed to protect the best interest of the County.
BID SPECIFICATIONS COUNTY/MUNICIPAL TAX BILLS
The work to be done by the printer consists of receiving the data file from Franklin County Tax Services,
merging the data into the specified tax bill, producing the required number of each type of tax bills and
mailing them by the dates and methods detailed below in this section.
*All quantities are estimates only, and may be increased or decreased in accordance with actual
requirements. There are no guaranteed minimums.
The successful bidder will receive a data file from the County within 5 days of award. The bills must be
mailed by March 1, 2026.
A proof is required before mailing of the merged data file by February 13 in PDF format.
The duplicate file of the completed bills should be emailed to the Director of Tax Services by March 1,
2026 year in PDF format.
The County/Municipal Tax Bills consist of 3 items.
Item 1: County/Municipal Tax Bill
Quantity: Approximately 71,000*
Quality: Commercial
Flat Size: 8.5” x 11”
Finish Size: 8.5” x 5.5”
Paper Weight Basis 28# per 500 sheets (pressured sealed stock)
Paper Color: white paper
Ink color: black ink
Pressure Sealed
Perforate: In the center of the 11” length on the fold (bifold)
Horizontal – Bottom tab is ½”
Vertical – Side tabs are ½” each form the right and left sides
Fold: 5 ½” down from the top.
To be mailed by March 1, 2026 directly to the tax payers via presorted** first-class mail. The printer
shall ensure presort** mail is completed to ensure the best postage rate is obtained.
** The printer must ensure that presort is stopped before changing any mailing addresses. The law is
specific that the address on the mailer shall match the office record. Posting forwards or changes are
not acceptable.
Item 2: Copies of the County/Municipal Tax Bills
Quantity: Approximately 8,000*
Flat Size: 8.5” x 11”
Paper Weight Basis 20# per 500 sheets
Paper Color: white paper
Ink color: black ink
Not Pressure Sealed
Perforate: In the center of the 11” length on the fold but kept flat
These copies of the bills shall be sorted by tax collector and in bill number order with #1 on top.
To be mailed by February 20, 2026 by a delivery service with tracking such as UPS or Fed-Ex to the
Franklin County Tax Office at 272 North Second Street, Chambersburg, PA 17201. It is also acceptable for
the successful bidder to deliver these via their own company vehicle. (Not this is not the Franklin County
Area Tax Bureau).
Item 3: Blank County/Municipal Tax Bills
Quantity: Approximately 200*
Flat Size: 8.5” x 11”
Paper Weight Basis 20# per 500 sheets
Paper Color: white paper
Ink color: black ink
Not Pressure Sealed
Perforate: In the center of the 11” length on the fold but kept flat
To be mailed by February 20, 2026 by a delivery service with tracking such as UPS or Fed-Ex to the
Franklin County Tax Office at 272 North Second Street, Chambersburg, PA 17201. It is also acceptable for
the successful bidder to deliver these via their own company vehicle. (Not this is not the Franklin County
Area Tax Bureau).
Examples of the County/Municipal Tax bills are shown in Attachment I.
BID SPECIFICATIONS PER CAPITA TAX BILLS
The work to be done by the printer consists of receiving the data file from Franklin County Tax Services,
merging the data into the tax bill, producing the required number of tax bills and mailing them by the
dates and methods detailed below in this section.
*All quantities are estimates only, and may be increased or decreased in accordance with actual
requirements. There are no guaranteed minimums.
The successful bidder will receive a data file from the County within 5 days of award. The bills must be
mailed by March 1, 2026.
A proof is requested before mailing of the merged data file by February 13 in PDF format.
The duplicate file of completed bills should be emailed to the Director of Tax Services by March 1, 2026
in PDF format.
The Per Capita Tax Bills consist of 3 items.
Item 1: Per Capita Tax Bill
Quantity: Approximately 1,500*
Quality: Commercial
Flat Size: 8.5” x 11”
Finish Size: 8.5” x 5.5”
Paper Weight Basis 28# per 500 sheets (pressured sealed stock)
Paper Color: white paper
Ink color: black ink
Pressure Sealed
Perforate: In the center of the 11” length on the fold (bifold)
Horizontal – Bottom tab is ½”
Vertical – Side tabs are ½” each form the right and left sides
Fold: 5 ½” down from the top.
To be mailed by March 1, 2026 directly to the tax payers via presorted** first-class mail. The printer
shall ensure presort** mail is completed to ensure the best postage rate is obtained.
** The printer must ensure that presort is stopped before changing any mailing addresses. The law is
specific that the address on the mailer shall match the office record. Posting forwards or changes are
not acceptable.
Item 2: Copies of the Per Capita Tax Bills
Quantity: Approximately 300*
Flat Size: 8.5” x 11”
Paper Weight Basis 20# per 500 sheets
Paper Color: white paper
Ink color: black ink
Not Pressure Sealed
Perforate: In the center of the 11” length on the fold but kept flat
These copies of the bills shall be sorted by tax collector and in bill number order with #1 on top.
To be mailed by February 20, 2026 by a delivery service with tracking such as UPS or Fed-Ex to the
Franklin County Tax Office at 272 North Second Street, Chambersburg, PA 17201. It is also acceptable for
the successful bidder to deliver these via their own company vehicle. (Not this is not the Franklin County
Area Tax Bureau).
Item 3: Blank Per Capita Tax Bills
Quantity: Approximately 200*
Flat Size: 8.5” x 11”
Paper Weight Basis 20# per 500 sheets
Paper Color: white paper
Ink color: black ink
Not Pressure Sealed
Perforate: In the center of the 11” length on the fold but kept flat
To be mailed by February 20, 2026 by a delivery service with tracking such as UPS or Fed-Ex to the
Franklin County Tax Office at 272 North Second Street, Chambersburg, PA 17201. It is also acceptable for
the successful bidder to deliver these via their own company vehicle. (Not this is not the Franklin County
Area Tax Bureau).
Examples of the Per Capita Tax Bill are shown in Attachment II.
GENERAL
Should the selected printer find discrepancies or omissions in the specifications or should any printer
have doubt as to the meaning of said specifications, said printer should notify County Procurement at
procurement@franklincountypa.gov before January 21, 2026 at 4:00 PM Responses will be posted in a
timely fashion at https://www.franklincountypa.gov/current-solicitation-opportunities/.
The Board of County Commissioners reserve the right to accept any bid which in their judgement may
prove to be in the best interest of the taxpayer, and also reserves the right to waive any informalities in,
or reject any or all bids.
BID FORM
PRINTING AND MAILING OF MUNICPAL, COUNTY AND PER CAPITA TAX BILLS
To: Franklin County Controller’s Office
Franklin County Administration Building
272 North Second Street
Chambersburg, PA 17201
The undersigned, having carefully examined the specifications and instructions to bidders, and being
familiar with the various requirements concerning the work, agree to furnish all materials and preform
all work necessary in strict accordance with the Contract Documents for the consideration in the
following amount:
Description QTY Cost per Total
County/Municipal Tax Bills – Pressure Sealed – 2026 71,000
Mailing – Presorted First Class Postage – 2026 71,000
Copies of County/Municipal Tax Bills – Flat – 2026 8,000 ,
Shipping/Delivery of Copies of County/Municipal Tax Bills –
2026
1
Blanks of County/Municipal Tax Bills – Flat - 2026 200
Shipping/Delivery of Blanks of County/Municipal Tax Bills –
2026
1
Other – Please specify
TOTAL FOR COUNTY/MUNICIPAL TAX BILLS - 2026
Per Capita Tax Bills – Pressure Sealed – 2026 1500
Mailing – Presorted First Class Postage – 2026 1500
Copies of Per Capita Tax Bills – Flat – 2026 300
Shipping/Delivery of Copies of Per Capita Tax Bills – 2026 1
Blanks of Per Capita Tax Bills – Flat - 2026 200
Shipping/Delivery of Blanks of Per Capita Tax Bills – 2026 1
Other – Please specify
TOTAL FOR PER CAPITA TAX BILLS - 2026
GRAND TOTAL - 2026
Notice of acceptance, or request for additional information, may be addressed to the undersigned at the
address set forth below.
The undersigned hereby declares that this bid is made without connection with any other person or
persons making a bid for the same work and is without collusion or fraud.
Submitted by:________________________________
(Type Name)
Signed by: __________________________________
Title: ______________________________________
Address: ___________________________________
Phone: ____________________________________ Date: _____________________________________
SIGNATURES
When the respondent is an individual:
___________________________________________ _______________________________________
Witness Respondent
When the respondent is a partnership:
___________________________________________ _______________________________________
Respondent SEAL
___________________________________________ _______________________________________
Respondent SEAL
When the respondent is an LLC.
___________________________________________
Member
When the respondent is a corporation:
CORPORATE SEAL
BY: ATTEST:
____________________________________________ __________________________________________
President Secretary (Corporate Seal)
The ______________________ is a Corporation organized and existing under the laws of
_____________________________.
BID CHECKLIST
Bis Forms – 1 copy _____
ATTACHMENT I
Samples of County/Municipal Tax Bill
County Municipal Tax Bill Sample (not to scale)
Blank of County/Municipal Tax Bill Sample (not to scale)
ATTACHMENT II
Samples of Per Capita Tax Bill
Per Capita Tax Bill Sample (not to scale)
Blank of Per Capita Tax Bill Sample (not to scale)