The vendor required to provide real property tax exemption and remission streamline services for include:
- Objectives
• Digitize and automate the submission, certification, and approval of up to four (4) department exemption forms.
• Provide a seamless, user-friendly application process for property owners.
• Streamline workflow by enabling electronic review, certify, and forwarding of applications.
• Enable the department to review and approve or deny applications.
• Ensure transparency by delivering real-time visibility into application status and performance metrics.
- Provide the following services as part of this project:
• Design and deploy secure online forms and reporting for department exemption applications – submit, edit, and track.
- Log-in authentication
• Property owners
• County staff
- Workflow automation
• Property owners submit application(s) and documents.
• Automatically notify the appropriate county staff, and participating school districts of
• Applications to review, attach documents, or make comments as needed.
• Route applications to department for review and approval.
• Provide notifications, task management, and escalation for pending items.
• Flag incomplete or invalid submissions as exceptions.
• Provides the ability for the property owner to view and track status
• Add notes and attachments that are collected during the application review and research process.
- Mailing templates
• Ability to create mail merge style templates to use in creating letters to applicants that will use data from the application when generating the letter.
• Ability to have a mailing template editing tool that is a user-friendly MS word-like editor, to allow font change, modification, and WYSIWYG viewer.
• Ability to add custom text, research, decisions, logos, and letterhead to the letter.
• Ability to save letters in a draft status until the examiner completes adding their research notes to the letter.
• Ability to add electronic signatures for the tax commissioner to the letters.
• Ability to automatically generate dates to be placed on the letters.
• Ability to create a “respond by date” on letters that request information from the applicant.
- Data validation and integration
- Conversion
• Application data and attachments from the existing system
- Electronic signatures and document management
• Capture secure e-signatures for applicants and internal approvals.
• Store all application documents digitally in compliance with regulatory requirements.
- Security
• Data encryption in transit and at rest
• Role-based permissions
• Audit logs
- Accessibility
• Wcag2.1 level aa compliant interface for ADA accessibility.
- Maintenance
• Vendor managed patches, updates, and backups
- Data and records management
• Data retention and deletion should be configurable and comply with state and local requirements.
- Support
• Tiered support with defined service level agreements
- Reporting and auditing
• Track and log actions for compliance
• Provide dashboards for staff to monitor status, exceptions, and processing metrics.
• Generate audit-ready reports for compliance and performance monitoring.
• Provide ability for ad-hoc reporting.
• Ability to extract data and data dump for department data lake system.
• Provide required administrative reports: monthly activity report, monthly school district report, 50 oldest pending cases, 50 oldest finalized, average turnaround time by year, average turnaround time by month, pending application by examiner, total dispositions approved last month by examiner.
• Process approximately 4,000 applications on a yearly basis.
- Training and knowledge transfer
• Deliver staff training on the new workflows and system functionalities.
• Provide documentation for ongoing maintenance, administration, and troubleshooting.
- Project management
• Provide department its recommended methodology and approach to successfully complete this project.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 16, 2026
