Taxation and Regulatory Permit Software System

The Vendor is required to provide comprehensive taxation and regulatory permitting subscription software as a service (SaaS) solution, including implementation, training and support with unlimited user access.
- Requirement:
•    Utilize modern, market-available capabilities to optimize, streamline, and automate tax collection and license and permit issuance processes. 
•    It should consolidate and enhance operations while supporting compliance and administration 
•    Be a centralized data management solution that meets current and future requirements for intake, data processing, and compliance 
•    Support administration, revenue collection, billing, payment processing, and compliance for programs including:
o    Business license tax (BLT), 
o    Transient occupancy tax (TOT), 
o    Parking facility tax (PFT), 
o    Utility users tax (UUT), 
o    Assessments, and regulatory permits (e.g., police, vendor, cannabis, industrial wastewater, Pedi-cab, massage)
•    Enable the city to track, collect, forecast, and manage revenues that sustain essential city services 
•    Flexible and configurable to meet evolving business requirements of internal users, the city’s constituents and the business community 
•    Accommodate for increasing amounts of data and users and would include functionality such as optical character recognition (OCR), and the ability to leverage artificial intelligence (AI) enabling the ability to import data from scanned, handwritten tax forms and remittances and to perform automated data analysis.
- Functional business requirements
•    Consolidate and manage prior, current and future revenue sources into one system. 
•    The solution must include data migration of a minimum of 5 years of historical tax and permit data, which is currently stored in HDL prime and excel spreadsheets. 
•    The system needs to be adaptable, offering customizable fields with export functionality.
•    Be capable of integrating with the city’s current credit card payment processor (paymentus) and future payment processors. 
•    The system must allow for payment with major credit cards and payment types (e.g., visa, MasterCard, discover, American express, and ach) as well as support in-house payments and lockbox payments. 
•    The system must be configured to support the application of credit card convenience fees for specified transactions
•    Support multiple concurrent end-users who will require access for daily processing, customer service functions, and offer view-only access options. 
•    The system should provide administrative access for designated staff responsible for configuration, system management, security controls, and reporting. 
•    Capability to collect, monitor, analyze, and generate reports on all city-imposed taxes, regulatory permit fees, and assessments including varying reporting requirements and due dates. 
•    The system must track and report on permits and licenses issued by the city. 
•    The system must have the capability to automatically generate and manage official notices, letters, and tax forms required for city tax administration, including configurable templates, dynamic data population, and support for electronic and print delivery. 
•    Automate the entire revenue cycle including administrative tasks, billing, collections, payment processing, revenue booking, and reconciliation with the city’s financial systems for tax and fee remittances. 
•    Automatically calculate multiple tax rates, fees, penalties and assessments with varying calculations and payment deadlines. 
•    Offer a broad range of external services for public access, improve offerings for mobile device access including citizen capabilities including, but not limited to, application, process visibility, fee payment, and self-issuance, multi-language support, easy to navigate interface, status checks and alerts. 
•    System must provide a simple, user-friendly online system for taxpayers, tax preparers, and constituents to file new and ongoing tax remittances and make payments. 
•    Provide enhanced mobile applications and cloud-based options that provide accessibility to real-time data for field operations and enforcement. 
•    These enhancements should include real-time updates on compliance, payments, and account status directly from the field and support secure, cloud-hosted access for authorized personnel, ensuring data integrity and availability across devices. 
•    Enhance and safeguard sensitive and confidential data associated with local tax administration and regulatory programs, including taxpayer information, payment details, compliance records, and personal identifiable information. 
•    Must demonstrate the ability to implement role-based access control, multi-factor authentication, and single sign on, maintain detailed audit logs, real-time monitoring and alerting for unauthorized access or anomalies, and encrypt and secure all data and API endpoints for integrations with other city systems. 
•    Ensure compliance with local, state and federal data protection regulations
•    Provide extensive, configurable metric reports that enable the city to monitor and analyze tax collection efficiency and compliance performance across all tax types and periods. 
•    Reports must be accessible via dashboards and exportable in standard formats (csv, xlsx, pdf). 
•    The reports should have the ability to filter, drill down and include charts and tabular views. 
•    The minimum required metrics include total collection by fee type and GL number, compliance rate, delinquency rate, outstanding receivables, refunds and adjustments, forecast vs actuals, write-offs and bad debt, payment method mix,
•    Have the ability to update general ledger (GL) accounts on charge and billing codes, and to generate customizable excel-based GL export files compatible with the city’s ERP.