10-RFP26-43 Property Tax Billing and Payment Processing Services FINAL.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-43 Property Tax Billing and Payment Processing Services

Template Version: 20250321

NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

The Incorporated County of Los Alamos (“County”) has recently implemented a new on-line eProcurement portal. This new platform, Euna Procurement powered by Bonfire, provides the County’s electronic Bid and Proposal process (“County’s Procurement Portal”). It is where the County will post solicitation opportunities, including Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ) and Request for Information/Interest (RFI). The County’s Procurement Portal will streamline the County’s Bid process for Bid or Proposal submission, acceptance, evaluation, and award. For vendors, the County’s Procurement Portal will enhance communication, allow for fast and accurate Bids and Proposals, and provide automatic notification about projects.

Registered vendors will view and submit Bids and Proposals electronically. The past practice of submitting electronic Bids and Proposals by email or submitting paper Bids and Proposals is being phased out. If you are seeing this notification in a solicitation document, submissions will be accepted ONLY electronically through the County’s Procurement Portal for this solicitation. It is every Offeror’s responsibility to read, understand, and submit Bids and Proposals in accordance with the instructions provided in and specific to each solicitation document.

Requested Action: Please register as a vendor on the County’s Procurement Portal by visiting https://losalamosnm.bonfirehub.com and click on “Register”. Registration is free and only takes a few minutes. Please be sure to select the applicable NIGP: The Institute for Public Procurement (“NIGP”) Commodity Codes for your business when you are prompted so that you can receive notification of recommended opportunities when they are sent out by the County to the NIGP Commodity Codes you have selected.

Already Have a Bonfire Vendor Account? If you already have a Bonfire vendor account and are already registered for another agency’s portal, you will still need to visit the County’s Procurement Portal at https://losalamosnm.bonfirehub.com and click on “Log In” to provide County-requested information, view open opportunities, receive opportunity notifications, and submit Bids and Proposals through the County’s Procurement Portal. You will be able to manage the multiple agencies with whom you do business through the button labelled “My Supplier Hub” in your Bonfire account.

For Bonfire Support, visit the Vendor Help Center at https://vendorsupport.gobonfire.com where you can view support articles and videos and search FAQ’s on all aspects of Bonfire. For personal assistance, you can email Support.Bonfire@eunasolutions.com . Support is available Monday to Friday from 6:00 a.m. to 6:00 p.m. Mountain Time.

https://losalamosnm.bonfirehub.com/ https://vendorsupport.gobonfire.com/ mailto:Support.Bonfire@eunasolutions.com

NEEDS STATEMENT

The County is requesting Proposals from qualified and experienced firms for high-quality property tax bill, delinquent notice, and Notice of Value (“NOV”) preparation, printing, and mailing services as well as electronic bill notice and payment services.

SOLICITATION INFORMATION

Solicitation No. RFP26-43

Solicitation Title Property Tax Billing and Payment Processing Services

Single-step or Multi-step Single-step

Requesting Dept. Administrative Services - Finance

SOLICITATION SCHEDULE

Advertised April 7, 2026

Pre-Proposal Conference Non-Mandatory Friday, April 17, 2026, 10:00a.m. Mountain Daylight Time (MDT) Virtual https://tinyurl.com/ymw2vd25

Question Submission Deadline

April 21, 2026, 5:00p.m. Mountain Daylight Time (MDT)

Responses to Questions Issued by County

April 23, 2026, 5:00p.m. Mountain Daylight Time (MDT)

County reserves the right to issue responses at any time prior to this date.

Proposal Due Date and Closing

April 28, 2026, 2:00p.m. Mountain Daylight Time (MDT)

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jeff Engelhardt

Title Management Analyst

E-Mail jeff.engelhardt@losalamosnm.gov

Phone No. 505.662.8056

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

The estimated dates of the solicitation process after closing are tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification. Discussions may be conducted with responsible Offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with the solicitation requirements for the purpose of obtaining best and final offers.

Proposal Evaluation April 29, 2026 – May 8, 2026

Contract Drafting, Legal Review, and Negotiations

May 11, 2026 – May 28, 2026

Estimated Contract Award June 10, 2026 https://tinyurl.com/ymw2vd25

Template Version: 20250321

1. ELECTRONIC SUBMISSIONS

A full copy of the solicitation and all associated documents can be found on the County’s Procurement Portal at https://losalamosnm.bonfirehub.com/. Only Proposals submitted through the County’s Procurement Portal by the Proposal Due Date stated herein, or as may be modified by addendum, will be considered. Late responses will not be considered. To register to view and download solicitation documents and submit a Proposal through the County’s Procurement Portal, follow the instructions on page 1 of this solicitation.

2. ADDITIONAL DOCUMENTS AND INFORMATION INCLUDED AS A PART OF THIS RFP

Additional documents are referenced in this RFP, which may include, but are not limited to, exhibits, attachments, links to documents online, and documents that are provided through the County’s Procurement Portal. Any such documents are considered to be a part hereof and constitute, along with this solicitation document and any addenda, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Proposal will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Proposals through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

Please also reference “Proposal Format and Response Components” below.

3. GRANT RELATED INFORMATION

It is not anticipated that this project will be funded by a grant; no additional grant-related information provided.

4. QUESTIONS

Any questions must be received in writing at least five (5) business days prior to the submission due date, unless otherwise stated herein or in an addendum. Questions must be submitted through the County’s Procurement Portal. Please follow the instructions on page one (1) of this document to register for the County’s Procurement Portal to submit written questions. Offerors who submit questions via e-mail or by phone shall be redirected to submit written questions through the County’s Procurement Portal.

Offerors must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Offerors to provide a complete response with all Proposal response components and pricing included. Offerors are asked to refrain from including in Proposals statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Offeror to seek clarification needed for Offeror to provide the requested information may result in an Offeror being found non-responsive or non-responsible. This in no way may be construed to conflict with County’s right to hold interviews and discussions for clarification with Offerors, as further described herein.

5. PRE-PROPOSAL CONFERENCE

The County will hold an optional, non-mandatory pre-Proposal conference via a virtual format on the date and time noted in the Solicitation Schedule for this RFP and on the County’s Procurement Portal.

The purpose of this conference is to allow potential Offerors to ask questions regarding this RFP and the County’s RFP process. Information about the virtual meeting will be sent to all entities that have registered for this solicitation opportunity through their County Procurement Portal Vendor Account.

County reserves the right to send pre-Proposal conference information to any vendors or requesting individuals.

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6. MULTI-STEP PROCESS

This is a single-step RFP; multi-step process information does not apply.

7. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

8. GENERAL INFORMATION

8.1. About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

8.2. Unless otherwise defined, the following terms may be used interchangeably throughout this RFP:

“Offeror,” “Offerors,” and “Vendor” “Proposal,” “Response,” and “Submittal” “Software,” “Solution,” and “System” “Project” and “Services” “RFP” and “Solicitation”

8.3. The County invites Proposals from all qualified respondents. No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the scheduled closing time. Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully. Include the required documents stated in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Proposal. Proposal preparation is at the Offeror’s expense.

8.4. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully and follow all instructions provided on any addendum, as well as the instructions provided in the original solicitation. Offerors are expected to acknowledge receipt of addenda by submitting signed copies of addenda with the submitted Proposal.

8.5. County reserves the right, at its sole discretion, to accept or reject any Proposals; to waive any and all irregularities in any or all statements or Proposals; to request additional information from any or all respondents; and to award a contract to the responsible Offeror whose Proposal is most beneficial to County. While County intends to execute a contract for the services listed herein, nothing in this document shall be interpreted as binding County to enter into a contract with any Offeror.

8.6. Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Proposals shall be considered public documents and available for review and copying by the public.

County declines to sign any non-disclosure agreements or confidentiality agreements submitted by potential Offerors. If an Offeror fails to submit information requested in the RFP that Offeror considers to be confidential, the County reserves the right to find any Offeror’s Proposal non-responsive or non-responsible based on the information provided in or excluded from Offeror’s response.

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8.7. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer that such a contract will serve the best interests of the County by promoting economies in County procurement.

8.8. Offerors are notified that they must propose pricing for each potential year of the contract. County may consider but is under no obligation to accept proposed cost escalators (e.g., a proposed specific dollar amount) or a cost escalator mechanism (e.g., an annual percentage escalator or use of a Consumer Price Index or Producer Price Index) for future years of an agreement. Pursuant to County Ordinance, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

8.9. Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact business in the state prior to transacting business in the State of New Mexico.

8.10. The Chief Purchasing Officer has determined a preference is applicable to this solicitation. Offerors must submit a written request for preference, using the Request for Preference form provided through the County’s Procurement Portal, with a copy of the applicable state-issued preference certificate, with its Proposal to qualify for preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA 1978 et al.

9. PROPOSAL REVIEW AND EVALUATION

Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any Proposal to competing Offerors during the process of negotiation.

After the RFP has closed, Procurement Division staff prepares a register of Proposals containing the name of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of Proposals is open to public inspection only after contract award.

Procurement Division staff releases Proposals to the Evaluation Committee. The Evaluation Committee reviews and evaluates the submittals. If interviews are conducted, they may only be for the purpose of clarification and may be used for adjusting the final score. Discussions may be conducted with responsible Offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining best and final offers. For proposals that qualify for Preference, as described in the Request for Preference form provided through the County’s Procurement Portal, preference factors will be applied as applicable in accordance with the most current County Code Section 31-261(b) and NMSA 1978 Section 13-1-21 et al., as may be modified from time to time.

The Evaluation Committee Chairperson provides final evaluation results to the Procurement Division.

Award shall be made to the responsible Offerors whose Proposal is determined in writing by the Evaluation Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set forth in the solicitation.

10. AWARD OF SOLICITATION

Following award of the solicitation, the successful Offeror will be required to execute a contract with County in accordance with the terms and conditions set forth in the Sample Agreement, which is provided through the County’s Procurement Portal. Offerors must identify any exception or other requirements, if any, to the terms and provisions in the Services Agreement, along with proposed alternative language addressing the exception. County, as a governmental entity, is subject to certain laws and prohibitions and may, but is not required to, negotiate changes in contract terms and provisions, but will not agree to language that is in violation of the law. The Agreement as finally agreed upon must be in form and content acceptable to County.

11. OBLIGATIONS OF FEDERAL OFFERORS AND SUBOFFERORS; CONTRACT CLAUSES

Federal Offerors and SubOfferors shall abide by applicable state and federal requirements, which may include but are not limited to all the provisions set forth in 29 CFR Part 471, Appendix A to Subpart A, and may be required to be included or incorporated by reference into the agreement.

12. ILLEGAL ACTS

The County Procurement Code, Article 9, imposes remedies and penalties for violation of the County Code. In addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.

13. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

Offerors are requested to complete the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form, provided through the County’s Procurement Portal, and submit with the Proposal. If this completed document is not included with the Proposal, it must be provided prior to the evaluations of the received Proposals, otherwise the Offeror’s Proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility and may not necessarily preclude the Offeror from consideration for award.

14. CAMPAIGN CONTRIBUTION DISCLOSURE FORM

A Campaign Contribution Disclosure Form is provided through the County’s Procurement Portal.

Offerors are requested to complete and submit with the Proposal. If the Form is not submitted with the Proposal, upon award, Offerors must submit this form prior to County’s obligation to pay for the services.

15. VERIFICATION OF AUTHORIZED OFFERORS

A Verification of Authorized Offeror Form is provided through the County’s Procurement Portal. Offerors are requested to complete and submit with the Proposal. This Form provides County with the name and information of the authorized Officer who can obligate the selected firm in providing the services to the County.

16. BACKGROUND INFORMATION RELATED TO THE SCOPE OF WORK OR SERVICES

As provided for in Article X, Section 6, of the Constitution of the State of New Mexico and in the Municipal Charter Act, the County may exercise all legislative powers and perform all functions not expressly denied by general law or by other provisions of the Charter.

Each calendar year, the County Assessor’s Office mails property tax NOV by April 1st. The County’s Finance Department mails property tax bills by November 1st and property tax delinquent notices by June 10th. The County currently generates NOV utilizing Tyler Eagle Assessor and property tax bills and delinquent notices utilizing Tyler Eagle Treasurer.

The County processes approximately 9,400 property tax bills, 600 delinquent notices, and 9,400 NOV on an annual basis. Approximately one (1) to two (2) inserts are printed and included with property tax bill and NOV mailings per residential and commercial customer.

17. SCOPE OF WORK OR SERVICES (“SCOPE”)

17.1. GENERALLY: Except as otherwise provided herein, Offeror will provide all resources (“Services”), including but not limited to, trained labor, materials, equipment, facilities, warehousing and resources necessary to print yearly tax bills, delinquent notices, and NOV, fold documents, prepare envelopes and other materials, and mail these items as described, in accordance with all applicable laws and industry best practices and standards. Offeror will provide e-notification to customers to advise e-bill is ready to view and provide e-payment services for optional electronic payment of property tax bills.

17.1.1. Selected Offeror must maintain a thorough quality assurance and verification program to guarantee 100% deliverability of property tax bills, delinquent notices and NOV. Selected Offeror shall assume responsibility for any and all damaged or destroyed tax bills, delinquent notices and NOV. Bills and notices with incorrect or unknown addresses must be processed and returned to the County.

17.1.2. County provides no guarantee for the number of bills or bill inserts to be printed or mailed for any given time period throughout the term of an agreement.

17.2. IMPLEMENTATION

17.2.1. Offeror will provide all resources to implement Services. Offerors are asked to propose a detailed implementation strategy and schedule with all estimated tasks, phases, deliverables, testing of tax bill and NOV imports, training, responsibilities, due dates for deliverables, implementation milestones, and any other pertinent implementation steps clearly defined.

17.2.2. County prefers that implementation not exceed six (6) weeks from the effective date of an agreement.

17.2.3. Within five (5) business days of the agreement's effective date, Offeror will schedule a remote kick-off meeting. During the kick-off meeting, Offeror will, at a minimum:

17.2.3.1. Introduce Offeror and County staff assigned to work on the agreement and provide contact information for all parties.

17.2.3.2. Offeror will work with County staff to finalize the project schedule, which will substantially conform to Offeror’s proposed timeline.

17.2.3.3. Offeror will discuss their implementation process, methodology, and training.

17.2.4. Offeror will provide the ability to import electronic billing files from County’s property tax billing software. Offerors are asked to propose how their bill import services will align with the County’s property tax software.

17.2.5. A sample property tax electronic data file is attached as Exhibit C and a sample NOV electronic data file as Exhibit D for informational purposes only.

17.2.6. If County implements a new Enterprise Resource Planning (“ERP”) system or property tax billing software throughout the term of an agreement with Offeror, Offeror will work with County to ensure electronic billing files can be imported from County’s new system to Offeror’s system and to provide any other additional implementation services that may be necessary. Offerors are asked to propose hourly rates to provide such optional professional services through the term of an agreement.

17.3. QUALITY CONTROL AND REVIEW OF COMPLETED WORK

17.3.1. Offeror will maintain quality control processes and procedures that are well established and consistently practiced.

17.3.2. Offeror will provide written notification to County Finance Department and Assessor’s Office via email within one (1) business day if any instances where duplicate billings, skipped billings or unscheduled breaks in printing are identified.

17.3.3. Offeror will be able to provide status information for tax bills, delinquent notices, and NOV processed and delivered to the United States Postal Service (“USPS”) and communicate such status to County upon request.

17.3.4. County’s preference is that Offeror provides an online portal or dashboard to the County for access to reporting, confirmations, monitoring services, and other related information.

Offerors are asked to describe any such online portal or dashboard provided, including the number of County users who will be given access and how access is granted and maintained.

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17.3.5. Offeror will be able to provide any reports and service status information that may be generated within ten (10) days upon request by County.

17.3.6. Offeror will provide a method for print quality inspections, including the proposed sample format and frequency of submissions to the County. Inspections will include instances of regular inspections and random sampling.

17.3.7. Offeror will correct any work that County determines to be unsatisfactory. Offerors are asked to describe processes for handling work corrections based on differing levels of severity.

17.4. CONFORMANCE TO APPLICABLE COUNTY TECHNOLOGY STANDARDS

17.4.1. Offeror will conform to the applicable requirements defined in the County’s Technology

Standards provided on the County’s Procurement Portal. Offerors will acknowledge the review of the County’s Technology Standards and provide a narrative as to the compatibility of the listed elements that apply to the proposed solution for all applicable requirements, including but not limited to:

17.4.1.1. Desktop Hardware

17.4.1.2. Windows Operating System

17.4.1.3. Web Browsers

17.4.1.4. Compatibility with collaboration and web publishing tools

17.4.1.5. Secure Sockets Layer (“SSL”) Encryption

17.4.1.6. ESRI Geographic Information Systems (“GIS”) mapping functionality

17.4.1.7. Android and iPhone mobile operating systems

17.4.2. Offeror will acknowledge that County retains all rights to its data and materials. Use of Offeror’s system confers no ownership rights to Offeror, and County Materials and Data may be used by Offeror only as necessary to provide contracted services.

17.4.3. Offeror’s intranet devices must be capable of multi-factor authentication (“MFA”).

17.4.4. County’s current method of data transfer is PDF-formatted files via Secure File Transfer

Protocol (“SFTP”). Offerors may propose, and County may consider, an alternative method of data transmission.

17.4.5. Using County’s current MFA systems, any requirements for access to ports from the Internet into County Network will be approved via a technical review by County’s Information Management Division before service implementation.

17.4.6. Cisco Secure Endpoint Antivirus and Antispyware Enterprise software are used on all intranet computing devices; Offeror’s solutions will work in conjunction with stated antivirus products.

17.4.7. Devices requiring wireless access must 1) be domain integrated or 2) be able to accept a captive portal agreement (a web page that the user of a public access network is obliged to view and interact with before granted access).

17.4.8. Offeror’s Cloud Service Providers (“CSP”) must be located within the United States.

17.4.9. Ownership of County data held in Offeror’s CSP solution will remain with the County. County will have on-demand access to the data for export/download or have the data delivered by request by the CSP with a maximum 48-hour compliance window. Exports will be in Microsoft Structured Query Language Server (“MS-SQL”) format.

17.5. WORKFLOW AND SCHEDULING

17.5.1. County shall generate and transmit to the Offeror, on an annual basis, separate data files for each of the following: (a) property tax billing, (b) delinquent notices, and (c) NOV, with one file delivery provided for each data type.

17.5.2. County will initiate electronic data transfers of tax bills during normal operating business hours, 8:00a.m. to 5:00p.m. Mountain Time, Monday through Friday. If the scheduled transfer of data falls on a County observed holiday, the electronic transmission will occur on the following business day.

17.5.3. Offeror will be responsible for the following:

17.5.3.1. Replacing specific numerical data fields with alpha data on the property tax bill data file per County’s request.

17.5.3.2. Laser printing bills and inserts.

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17.5.3.3. Upon receipt of the electronically transmitted tax data file from the County, generating and mailing all tax bills no later than November 1 in compliance with the requirements established by the State of New Mexico.

17.6. RECORDS

17.6.1. Offeror will maintain records indicating when bills were processed and the shipping history of processed bills.

17.6.2. Offeror will maintain records indicating the date, time and nature of services rendered, for the term of any agreement established from this RFP and for a period of six (6) years thereafter.

17.6.3. Offeror will make available all records, books of account, memoranda and other documents pertaining to County, for inspection, at any reasonable time upon request.

17.7. BILL FORMAT, PRINTING, AND E-BILLS

17.7.1. Property Tax Bill and Delinquent Notice Specifications

17.7.1.1. Offeror will supply the paper necessary for all printing.

17.7.1.2. County Finance Department will provide Offeror with its current bill design.

17.7.1.3. A sample property tax bill is attached as Exhibit A for informational purposes only.

17.7.1.4. Offeror will provide a sample printed bill along with their RFP response.

17.7.1.5. Property Tax Bill mail contents:

17.7.1.5.1. Tax bills will be laser printed on legal-sized 8½-inch x 14-inch 60# white offset paper. The bills will be color-printed (front) in Pantone 174C and Pantone7699C and black-printed (back). Black-printing on the back of the bill may be printed with the County-provided design template. Bills will have perforations for two payment remittance stubs (7-inches and 3.5-inches respectively from the bottom of the bill). Bills will be printed with Optical Character Recognition (“OCR”) lines on both remittance stubs (.25-inch from the bottom or perforation line).

Offeror will apply National Change of Address (“NCOA”) updates for mailing purposes.

17.7.1.5.2. Property tax bills will be mailed in #10 custom envelopes with County’s printed name, mailing address, and logo. Property tax bills will be mailed with an 8.875-inch x 3.875-inch #9 reply envelope on 24# White Wove paper (one-sided, black printing on the front for County’s mailing address and necessary information).

17.7.1.5.3. Property tax bills will be mailed with eNotice and ePay insert sized to fit in the same mailing envelope as the other tax bill contents.

17.7.1.5.4. A sample property tax bill insert is attached as Exhibit B for informational purposes only.

17.7.1.6. Requests for modification of the existing bill may periodically be made to Offeror.

17.7.1.7. Offeror will not modify the existing designs without the written consent of designated County staff.

17.7.1.8. Offeror will email the County sample proofs of tax bills, delinquent notices, mailing envelopes, reply envelopes, and inserts for approval before mass printing production.

17.7.1.9. Offeror will physically mail the County tax bill samples for OCR line testing purposes before mass printing production.

17.7.1.10. Offeror will provide County with individual tax PDF files for every single tax bill after mass printing production.

17.7.1.11. Delinquent Notice mail contents:

17.7.1.11.1. #10 custom envelope with County’s printed name, mailing address, and logo.

17.7.1.11.2. #9 custom reply envelope with County’s printed mailing address and necessary information.

17.7.1.11.3. Delinquent notice provided by the County.

17.7.1.11.4. eNotice and ePay insert.

17.7.1.11.5. Offeror will apply NCOA updates for mailing purposes.

17.7.2. NOV Specifications

17.7.2.1. Offeror will supply the paper necessary for all printing.

17.7.2.2. County Assessor’s Office will provide Offeror with its current notice design.

17.7.2.3. A sample NOV is attached as Exhibit E for informational purposes only.

17.7.2.4. Offeror will provide a sample printed notice along with their RFP response.

17.7.2.5. NOV mail contents:

17.7.2.5.1. NOV will be laser printed on legal-sized 8½-inch x 14-inch 60# white offset paper. The bills will be color-printed on front. Offeror will apply NCOA updates for mailing purposes.

17.7.2.5.2. NOV will be mailed with Helpful Tips, eNotice and ePay insert, as well as an Optional Tear-Off, small enough to fit in the same mailing envelope as the other tax bill contents.

17.7.2.5.3. A sample NOV insert is attached as Exhibit F and sample NOV Optional Tear-Off as Exhibit G for informational purposes only.

17.7.2.6. Requests for modification of the existing notice may periodically be made to Offeror.

17.7.2.7. Offeror will not modify the existing designs without the written consent of designated County staff.

17.7.2.8. Offeror will provide County with PDF versions of all individual NOV.

17.7.2.9. Offeror will email the County sample proofs of NOV for approval before mass printing production.

17.8. INSERT FORMAT AND PRINTING

17.8.1. Offeror will supply the paper necessary for all printing. Current inserts are printed on 60# white paper. Offerors shall propose specifications for insert materials, including paper sizes, printing and cutting options.

17.8.2. Offeror will print informational inserts and place them into mailing envelopes alongside yearly billing statements. When necessary, Offeror will fold inserts for mailing.

17.8.3. Offeror shall notify County immediately via telephone if electronic insert files or additional materials provided by County do not meet the required specifications.

17.8.4. Inserts will be printed and accompany billing statements based on file naming conventions defined by County.

17.8.5. Offeror will maintain records of which billing invoices were paired with a printed insert.

17.8.6. Offeror will not use materials outside the proposed specifications unless otherwise requested or approved by County.

17.9. DELIVERY OF COMPLETED BILLS

17.9.1. Offeror will deliver completed bills to the USPS no later than November 1 in compliance with the requirements established by the State of New Mexico.

17.9.2. All bills will be properly sealed.

17.9.3. County will maintain an account for postage payments.

17.9.4. Offeror will sort and mail shipments to obtain the lowest bulk postage rates.

17.10. E-NOTICE PROCESS

17.10.1. The County currently processes and distributes electronic bills through its ERP system.

Offerors shall describe their ability to provide paperless electronic billing (“eNotice”) services that deliver an exact replica of a paper bill in electronic format, eliminating the use of paper and envelopes. The proposed solution should enable County customers to:

17.10.1.1. View billing statements online; and

17.10.1.2. Download copies of statements; and

17.10.1.3. Make payments online through an integrated or compatible online payment provider.

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17.10.2. Offerors should outline their approach to implementing eNotice services, including associated costs and hourly rates, if applicable.

17.10.3. Offerors should address the following eNotice capabilities:

17.10.3.1. Customer Enrollment: Customers must be able to register through the proposer’s platform to receive electronic bill notifications in lieu of paper statements. Offerors should indicate whether a bulk import process is available to onboard existing customers and describe the requirements, feasibility, and associated costs for such a process.

17.10.3.2. System Integration: Offerors should describe their ability to integrate with the County’s existing ERP system. Responses should include integration methods, data requirements, implementation approach, and any associated costs.

17.10.3.3. Bill Segmentation and Processing: Support the generation of multiple bill groups based on criteria defined by the County, including the ability to designate accounts for non-print (eNotice-only) delivery.

17.10.3.4. Customer Notifications: Support email notifications to customers when billing statements are available. Notifications should include:

17.10.3.4.1. A PDF copy of the bill; and

17.10.3.4.2. Links to the online payment site; and

17.10.3.4.3. Access to any bill inserts in PDF format.

17.10.3.5. Offerors should also describe how their system manages failed email deliveries and how such issues are reported to the County.

17.11. E-PAYMENT PROCESS

17.11.1. Should Offeror’s eNotices platform allow for payment of property tax bills, Offerors should describe the types of payment methods accepted, and the process for remitting payments to County. Offerors should identify if the payment processing services are performed by their entity or by a third party. If an ePayment process is selected for Award, County shall require a pass-through fee method for property tax payments.

17.11.2. County currently holds an agreement with First Data Merchant Services for payment processing services. Offerors should acknowledge this existing arrangement and describe any considerations, dependencies, or potential impacts related to integrating or coordinating their proposed solution with these services.

17.11.3. If Offeror proposes to utilize payment processing provider(s) other than First Data Merchant Services., the Offeror shall identify such provider(s) and describe how those services will integrate with the County’s systems and the Offeror’s proposed solution, including any technical requirements, data exchange processes, and potential impacts to implementation or ongoing operations.

17.12. INVOICING

17.12.1. For County accounting purposes, costs for Services related to insert printing will be billed on a separate invoice statement than those which include costs for Services related to property tax bill, delinquent notice, and NOV printing and mailing.

18. PROPOSAL FORMAT AND RESPONSE COMPONENTS

18.1. Offerors must submit a Proposal to the County in the format described herein, subject to Section 8.5, and through the County’s Procurement Portal. Information provided in the Proposal may be used in the contract between the successful Offeror and the County.

18.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals be limited to fifty (50) pages, not including exhibits, attachments, or marketing materials; that Proposals are 8.5 x 11-inch format; and that general marketing materials should not exceed ten (10) pages.

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18.3. Unless otherwise specified herein or on the County’s Procurement Portal, Proposal documents should be submitted in PDF format.

18.4. For uniformity in the Proposal review process, please sequence Proposals as shown below using the same header names as below. Additional information may be included by Offerors in attachments, provided that Proposals include and address, in the sequence requested, the elements requested in the Proposal Format and Scope.

18.5. Whenever describing Offeror’s ability to provide the services described in the Scope, reference the header for that section and restate the section to which Offeror is responding.

18.6. As determined acceptable by the evaluation committee, the successful Offeror will be selected to provide some or all of the services described herein, to meet the County’s needs. Offerors are expected to identify in their Proposals any modifications to the proposed Scope that may be deemed necessary or might aid in successfully delivering services

18.7. Proposal Response Components. Responses should include the following Proposal Response Components:

Sect.

No.

Section Title

Submission Information

(In addition to any other information requested herein.

Cover Sheet

(One page only)

1. Provide the full legal name of the Offeror who will execute the contract, and the name, phone number, and e-mail address of the primary person responsible for responding to questions and communication related to the RFP.

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

1. Include qualifications and a narrative description of the characteristics that set the Offeror apart such as unique examples of service or added value, and any recognition or endorsements received.

2. Provide a clear, concise overview of Offeror’s Proposal.

Qualifications and

Experience

1. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years.

2. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual. Describe training and ability to perform the required services.

Previous and Current Clients

1. The County reserves the right to contact some or all of the previous or current clients to verify any information provided and to request that they provide additional information.

2. Using the Request for Client Information Form provided on the County’s Procurement Portal, provide a minimum of 3 previous or current clients where similar services were performed in the last 3-5 years.

3. Previous or current client information should include company name, address, e-mail address, contact name, position, telephone number, the period during which services were provided and a description of the services provided and final outcome of Offeror’s engagement with the client.

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Sect.

No.

Section Title

Submission Information

(In addition to any other information requested herein.

Applicable Industry

Standards, Laws, and Regulations

1. It is expected that Offerors have knowledge of and comply with all applicable industry standards, laws, and regulations.

2. Describe Offeror’s understanding and ability to comply with applicable industry standards, laws, and regulations.

3. Describe any required valid licenses, permits, trainings, and certifications Offeror possesses to perform the requested services.

4. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the

Scope of Work or Services

1. Use the headers from the Scope of Work in the response.

2. Summarize, in narrative form, Offeror’s understanding of the requested Services, and describe Offeror’s process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

3. Identify and describe any known constraints in fulfilling the Scope of Services as described.

4. Describe responsibilities of Offeror versus County for each item under Scope of Services.

5. Identify any deliverables.

6. Provide detailed information for any optional services not otherwise described in the Scope of Services, defined clearly as individual items, and provide a narrative to describe the optional services.

7 Cost Proposal

1. Provide total costs proposed for all possible years of an agreement using the instructions provided on the Cost Proposal Sheet available in the County’s Procurement Portal.

2. In accordance with County Code, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

Submission of County’s

Standard Sample Service

Agreement with

Deviations or Exceptions

Noted or Statement of No

Deviations or Exceptions.

1. Offeror must note in their response any deviations or exceptions, if any, to the County’s Standard Sample Services Agreement, provided on the County’s Procurement Portal. Provide the original language with the County’s standard terms and any suggested edits; or

2. Alternatively, state that Offeror has no deviations or exceptions.

3. Offerors should provide with their Proposal any of their own standard contractual terms or provisions the County will be asked to consider if Offeror is selected for award. This may include, but is not limited to, such things as a sample Master Services Agreement or Licensing Agreement and any additional governing documents referenced within those sample standard agreements. Offerors should note if their own standard contractual terms or provisions conflict with those provisions provided in the County’s Sample Services Agreement.

4. The County may consider, but is under no obligation to accept, any of Offeror’s contractual terms or provisions included in Offeror’s Proposal.

Additional Documents to Submit with Proposals

In addition to all other components requested herein, submitted Proposals should include, but may not be limited to the following. If a document is required, it will be noted as such in the County’s Procurement Portal, and

Offerors will be unable to submit Proposals without all required documents.

1. Certification Regarding Debarment, Suspension, and other Responsibility Matters

2. Campaign Contribution Disclosure Form

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Sect.

No.

Section Title

Submission Information

(In addition to any other information requested herein.

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Signed copies of any addenda issued

6. Completed County Technology Standards Questionnaire

Software Functional Descriptions, Technical

Specifications, and Integration with County

Systems

1. Describe Offeror’s ability to comply with the technical requirements and ability to provide the requested services as described in the Scope of Services.

2. Describe in more detail using the County’s Technology Standards whether the proposed Software Solution provides the features and functionality requested. This document is provided to Offerors through the County’s Procurement Portal.

3. If Offeror provides a demonstration or “sandbox” version of the proposed Software or offer an online demonstration or video library, describe how the County may obtain access during the evaluation period of this RFP. This is a preferred, but not a required component of the RFP response and is not a scored Evaluation Criteria. County declines to sign any non-disclosure agreements or confidentiality agreements prior to receiving access to a demonstration or “sandbox” version of proposed Software or online libraries to use during evaluation. County will provide names and e-mail addresses for all County Evaluation Committee members for the purpose of granting accounts and access.

19. EVALUATION CRITERIA

Responsible Offeror means a person who has been determined by the Chief Purchasing Officer or evaluating committee to have the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will ensure good faith performance.

Responsive Offeror means a person who has submitted an offer that conforms in all material respects to the requirements set forth in the RFP.

Criteria Weighted

Points

Qualifications, Experience, and Relevant Experience Providing Similar Services

Understanding of and Ability to Comply with Applicable Industry Standards, Laws, Rules, and Regulations and Proof of Valid Licenses and Permits

3 Description of Services and Ability to Meet Scope of Services 40

4 Cost Proposal 30

Total Score 100

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Exhibit A Sample Property Tax Bill

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Exhibit B Sample Property Tax Bill Insert

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Exhibit C

Sample Property Tax Bill Electronic Data File

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Exhibit D

Sample Notice of Value (NOV) Electronic Data File

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Exhibit E

Sample Notice of Value (NOV)

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Exhibit F

Sample Notice of Value (NOV) Insert

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Exhibit G

Sample Notice of Value (NOV) Optional Tear-Off