Sales and Use Tax Software Solution

The Vendor is required to provide sales and use tax software solution must accommodate all tax types administered by the city, including sales, use, lodging, excise, business occupation tax on telecommunications, public improvement fees (PIFs), and payments in lieu of tax (PILT), and must enable secure exchange of data with the SUTS platform through an application programming interface (API) or other approved mechanism.
- Software requirements
•    Online registration, filing, payment, and licensing for all tax and fee types manual data entry for paper filings and payments; real-time validation of data and automated calculation of penalties and interest;
•    Workflow management for audits, refunds, delinquencies, and payment plans;
•    Secure data storage and role-based access;
•    Data export and import with the city’s financial system;
•    Full API integration with SUTS for data synchronization, account updates, and return information exchange;
•    GIS-based jurisdictional lookup
•    Robust reporting and query capabilities with configurable templates;
•    Ability to deposit into multiple bank accounts;
•    Ability to send different types of notices automatically;
•    Ability to apply credits and pay deficiencies through the online portal;
•    Ability to use the city’s online payment processor wells Fargo; 
•    Ability for taxpayers to download documentation through the online portal so staff can review;
•    Ability for taxpayers and staff to email through the online system;
•    Ability for the public to validate Loveland sales tax licenses similar to department revenue online sales tax license verification. 
•    Ability to tie bankruptcy dates to specific tax periods so that the periods within a bankruptcy do not get notices during the bankruptcy period. 
•    Ability to assign a geographic code to each account.
•    Ability to assign a code to each account.
•    Ability to make changes to the verbiage on our notices on our own
- Implementation services - vendor shall provide:
•    Project management and implementation planning;
•    Data migration from (minimum four (4) years of history, six (6) years delinquency);
•    Virtual progress meetings at a minimum of every two (2) weeks or as needed until final implementation and user acceptance;
•    Configuration of forms, workflows, and interfaces;
•    User acceptance testing;
•    Staff training; including virtual training options and a written training manual or materials.
•    Documentation of configurations, interfaces, and end-user procedures.
- Support and maintenance - the proposal shall include:
•    Five (5) years of technical support and software maintenance with options for annual renewals past the five (5) years with not to exceed increases;
•    Defined service level agreements (SLA) for response and resolution times;
•    Scheduled upgrades and security patches.