The vendor is required to provide that property tax collection software to be used that is capable of automating key operational workflows, tasks, and reporting, in full accordance with the specifications, terms, and conditions contained.
- The software should, in broad terms, provide for the capability to:
• Import tax bills (assessor’s tax roll) from the file submitted by the assessor to the tax commission
• Make non-destructive changes to bills
• Ability to add supplemental bills and adjudicated years to tax roll
• Export files used to print bills
• Post payments of bills (manual and electronic)
• Reverse payments for various reasons (clerk error, nsf, online return, etc.)
• Interface with our online bill payment system to provide for real-time posting of online payments and in-person payments including prior year payment history or provide an online payment option that allows payments to be recorded in various formats as well as offer tax history information
• Allocate partial payments to appropriate charge codes
• Allocate overpayments to correctly refund customers
• Calculate late fees and interest on late payments
• Ability to generate tax bills/statement(s), individual or mass, or reprints at any time during the tax cycle
• Generate advertisement lists in a usable format for official journal
• Export files of properties to go to tax sale (current year and prior years)
• Ability to track prior years sold at different tax sale
• Record and manage bidder’s information and activity during the tax sale
• Record and manage information about properties sold at tax sale, including all information necessary to calculate and produce a redemption bill for the redeeming party
• Calculate and generate redemption bills for properties sold at tax sale
• Post redemption bill payments
• Generate certificate of redemptions to be recorded with the clerk of court
• Export a file of information used by our finance department to generate checks to tax sale buyers once a property is redeemed
• Export payment batches to our finance department to balance end of the month
• Export refund batches to our finance department to generate checks for overpayments & reductions due to change orders
• Adjust off small balances (tolerance) of paid accounts
• Ability to track certain accounts, at minimum, with or without a special code (partial payment, bankruptcy, adjudication, phase-ins, etc.) and run reports of these accounts
• Ability to track and link assessment numbers with current and prior year numbers when broken out into new numbers.
• Import an adjudicated roll with the ability to make records active when property is redeemed.
- The software should also fulfill certain administrative requirements, including:
• The ability to unlock any records when an employee inadvertently leaves them locked or in an unapproved status
• Force a clerk out of the system if they become “frozen” in the software
• Provide a training and testing environment for testing of and training on the software
• Run reports as necessary using any variable of criteria with current history as well as prior historical data
- Tax roll import:
• The system must allow clerks to input or link to a data file (the tax roll) provided by department
• During this process, all data originating from the assessor’s file must automatically be brought into the system
• This data might include charge codes, charge code descriptions, alternative parcel identification numbers, parcel numbers, property description as well as create and apply exemption codes as needed
• The system should be able to automatically progress to the next tax year cycle when a new roll is imported.
• Any new codes or exemptions should automatically prompt the end user before adding the necessary codes or exemptions such as: property categories, charge codes and values, etc.
• Preferably, property descriptions need to be imported together in the original roll and not requiring a separate file import
• The system must provide a way to verify that the entire process has been successfully completed and ready for further operations.
• The system must notify the end-user of any issues that cannot be accepted during the tax roll import process so that the issue can be inspected prior to moving forward with the import
• If the import/linking was successful, a report should be generated, calculating total revenue represented by the records processed for each charge code, as well as the total amount for the entire roll (sum of all charge code revenue values).
• The grand total should be balanced to grand recap report from the assessor’s office prior to full import by dollar value as well as the number of parcels and within subcategories such as homestead exemption or full exemption.
• The system will need the ability to create an export file of all the information necessary in order for a third-party company to create bills to be mailed to the customer.
• This information needs to contain the complete legal description, values, mills, name, address (mailing and physical), exemptions, etc. as specified by law.
• The system needs to be able to replicate original bills in-house at any given timeframe.
• The bills will need the capability of adjusting the dates or an additional field with an amended date so that after a change order is applied to an account an original bill can be reprinted with a new due date.
- Non-Mandatory Pre-Proposal Conference Deadline: March 12, 2025
- Questions/Inquires Deadline: March 19, 2025