Local Government Tax Administration Software

The Vendor is required to provide a local government tax administration software and implementation services to support the county in its assessment and collection of taxes from the county.
- The system will require interaction with the county financial and accounting systems and the ability to extract reports/files from the existing system in the real estate department.
- System include:
•    Ability to restrict access to various functionality such as viewing/adding/editing/deleting data (records and/or fields), administrative actions, reports, applications, modules, menues, etc.
•    Ability to maintain complete audit trails for all system activity (including, but not limited to: source, data entered, deleted, viewed, user, or modified date/time).
•    Ability to prevent alteration of audit trail information using the application. 
•    Ability to support strong passwords through industry standard requirements such as the number and type of characters required, restrictions on words used, an expiry period for password change, etc.
•    Ability for all system calculations to support accuracy up to 5 decimal places. Includes amounts such as tax rates, penalty rates, interest rate, etc.
•    Ability to maintain prior years' rates, fees, and calculation logic for purposes of generating prior tax and fee amounts based on the appropriate statute of limitations.
•    Ability to maintain business cycles for purposes of taxation, with user defined date ranges.
•    Ability to view and sort the history of address changes.
•    Ability to capture and display a full transaction audit trail for all account adjustments/changes/etc.
•    Ability to associate all applicable accounts to a single customer entity based on unique customer identifiers (SSN, EIN, etc.).
•    Ability to associate multiple customers/entities/accounts to any tax, fee or license.
•    Ability to identify leasing company accounts to create separate files for printing.  The local mailing address is used for leasing companies; the lockbox address is used for all other accounts.
•    Ability to drill down on records and items such as invoices, receipts, items, etc.  End users should be able to view the "basics" for each such as the amounts assessed/adjusted in tax, penalty, late filing penalty, late payment penalty, interest, fees, etc.
•    Ability to inquire into invoice or taxpayer information, then easily select other options to display further information pertinent to same invoice or taxpayer.
•    Ability to automatically calculate penalties and interest on invoice records to a user defined date (past, current, or future).
•    Ability to automatically add penalty and/or interest to any invoice (receivable or miscellaneous) based on predefined timelines.  Penalty & interest should automatically update with any changes to the underlying tax/fee amount.  Timelines should be adjustable by users based on permission.
•    Ability to perform data transactions end masse such as exports, imports, record creation, and record deletion, record updates, etc. All transactions must be recorded in an audit trail available for viewing by end users.
•    Ability to "undo" actions/changes with appropriate security and audit trail available.  
•    Ability to "cancel" a transaction, once started with appropriate audit trail available.
•    Ability to define and/or adjust logic as to when to assess penalty, interest, and/or fees based on tax/fee type with audit trail of changes stored and available.
•    Ability to define and/or adjust logic as to how to calculate penalty, interest, and/or fees based on tax/fee type with audit trail of changes stored and available.
•    Ability to identify and write off invoices based on the statute of limitations for collections when the underlying tax/fee has expired.  
•    Ability to lock and prevent any changes to the initiating action that generated an overpayment resulting in a refund being issued/pending for all tax types (e.g., cannot void any action that created an overpayment if the resulting overpayment has been posted to another invoice, is in the process of being or has been refunded).
•    Ability to be easily configure accounts and processes for new revenue types.
•    Ability to mark accounts with various "statuses" or other user-defined criteria (ex. paperless) which can be identified and used to perform specific actions (suppress printing, add to a workflow, report/export to a 3rd party, etc.).
•    Ability to flag invoices as part of a bankruptcy (and dismissed/discharged as needed), freeze penalty & interest accrual to the date of the bankruptcy claim until such time as the bankruptcy is discharged.
•    Ability to automatically reset the "due date" back to any “original due date" when extended due date is exceeded, without user input.
•    Ability to ensure that all proposed suites/modules/applications are fully integrated ("real time" automated interface).
•    Ability to have any adjustment of any tax type/fee and resulting balance reflected in real-time for Treasurer User screens.
•    System must be able to be run in multiple locations/departments simultaneously, recording all transaction information with location/department for easy reporting and auditing.  
•    Ability to generate reports on transactions based on individual cashiers, locations and the total collections for all locations for any number of days as needed.
•    Ability to separate processed transactions by locations for cashiers that may process transactions at two different locations within the same working day, OR include all transactions with the last location's totals.
•    Ability to accept/record the distribution of payments based on payment precedent established by the County. Partial payments should be distributed across tax, penalty, interest and other fees based on the precedent.  Precedent should be adjustable.
•    System should allow a cashier's drawer to be balanced by a supervisory user in cases when the cashier is not able to do so themselves.  
•    System should provide audit trail records, viewable by users, on who balances a drawer.
•    System should be able to balance different tender types, (e.g. check, money order, etc.) as one total.  
•    System should provide report to assist in bank deposit preparation that includes tender types for each cashier as well as totals by location and consolidated totals for all.

- Contract Period/Term: 7 years
- Questions/Inquires Deadline: November 13, 2025