ESBD_462648_1760650634239_Attachment B - RFP 2026-P02 Questionnare.pdf

RFP 2026-P02 Property Tax Collec�on So�ware Atachment B: Ques�onnaire

Requirements of Tax Collec�on So�ware:

The Tax Assessor desires the Vendor System to meet the following requirements. Please mark “Yes” if your system meets the described requirement or “No” if it doesn’t.

Tax Suite Features:

1. Excep�onal search func�onality YES [ ] NO [ ]

2. Efficient payment processing YES [ ] NO [ ]

3. Image capture and storage YES [ ] NO [ ]

4. Acceptance of electronic payments YES [ ] NO [ ]

5. Texas Legisla�ve updates YES [ ] NO [ ]

6. Ease of refund processing YES [ ] NO [ ]

7. Reports on demand YES [ ] NO [ ]

8. Simplified balancing YES [ ] NO [ ]

9. Special Inventory Tax Compliant YES [ ] NO [ ]

10. Appraisal district data import YES [ ] NO [ ]

11. Integrated Ag rollbacks YES [ ] NO [ ]

12. Customizable statements YES [ ] NO [ ]

13. Fiduciary imports / exports YES [ ] NO [ ]

14. Atorney access YES [ ] NO [ ]

15. Check writer / refund tracking YES [ ] NO [ ]

16. Report writer YES [ ] NO [ ]

General Ledger and Bank Reconcilia�on module Features:

1. Automa�on of en�ty and atorney disbursements by ACH or check YES [ ] NO [ ]

2. Tax collec�on and disbursement without re-entering data YES [ ] NO [ ]

3. Data Import from Property Tax modules YES [ ] NO [ ]

4. Complete chart of accounts based on our unique requirement YES [ ] NO [ ]

5. Easier, more accurate end-of-year escrow transfers YES [ ] NO [ ]

6. Intui�ve data entry for individual or summary sales YES [ ] NO [ ]

7. Calcula�ons of UPT based on sales entered YES [ ] NO [ ]

8. Management of all four special inventory categories YES [ ] NO [ ]

9. Complete audit trail for all transac�ons YES [ ] NO [ ]

10. Full search capabili�es YES [ ] NO [ ]

11. Online portal for dealers to submit forms and payments YES [ ] NO [ ]

Taxpayer Web Portal Features:

1. Taxpayer account access YES [ ] NO [ ]

2. Credit card and e-check payments YES [ ] NO [ ]

3. Fully integrated payment pos�ng YES [ ] NO [ ]

4. Bilingual interface YES [ ] NO [ ]

Other Op�ons:

1. Online customer support YES [ ] NO [ ]

2. Ar�cles Training YES [ ] NO [ ]

Understanding the Poten�al Vendor’s Solu�on & Compa�bility:

1. Integra�on with Exis�ng Systems: We currently u�lize Tyler Technologies. Can you elaborate on your experience in integra�ng with systems like Tyler's, specifically regarding (financial data, tax roll data, and taxpayer public portals)?

2. Data Migra�on: What is your typical process for data migra�on from a system like Tyler Technologies? Can you outline the steps involved, the es�mated �meline, and what support is provided during this process? What measures do you take to ensure data accuracy and integrity during migra�on? Are there migra�on costs involved? (Yes/No)

3. Cost and Timeframe for New/Returning Taxing En�ty and Public Improvement District (PID) Data Extrac�on: When integra�ng new or returning taxing en��es or Public Improvement Districts (PIDs), is there an addi�onal cost for the extrac�on of their associated data? (Yes/No) If yes, please explain. the cost structure and provide an es�mated �meframe for such data extrac�on.

4. QuickBooks Data Transfer: Can your system transfer accoun�ng data directly from QuickBooks? (Yes/No) If so, please describe the process, any associated costs, and the es�mated �meframe for such a data transfer.

5. Data Compa�bility and Standards: Does your system adhere to any specific data standards or formats that would ensure compa�bility and interoperability with other systems we might use or implement in the future within Hays County?

Func�onality and Features:

1. Key Differences from Tyler: What are some key differen�ators or unique strengths of your product solu�on, par�cularly in areas where you believe it might offer advantages over other vendors in the tax assessor-collector space?

2. Specific Modules/Func�onality: Our office heavily relies on property tax assessment and collec�ons (Data Import, Reports for en��es/atorneys/auditors, supplements from (5 surrounding Appraisal offices that work with a different vendor), public or mortgage company import payments etc.). Can you provide a detailed overview of how your product handles these specific areas and highlight any advanced features or efficiencies your system offers?

3. Repor�ng and Analy�cs: What are the standard repor�ng capabili�es within your product? What standard reports specifically tailored for Texas Tax Assessor-Collectors (state reports, en�ty distribu�on reports) are included out of the box? Do you offer customizable repor�ng or business intelligence tools? How flexible and user-friendly is the ad hoc repor�ng tool? Can supervisors or designated staff easily create custom reports as needed without deep technical exper�se or vendor assistance (if you have ad hoc)?

4. Workflow Automa�on: How does your product facilitate workflow automa�on within the Tax Assessor-Collector's office? Can you provide examples of how your system can streamline processes like delinquent tax no�ces, payment processing for escrow/ad valorem/TABC/ delinquent tax roll?

5. Ci�zen Portal and Online Services: What online payment services or public portal capabili�es does your product offer, if any? How user-friendly and accessible is it for the residents of Hays County? Does it integrate with our current website or require a separate pla�orm? Are online payments directly posted to taxpayer portals, or would a separate download and payment applica�on be required?

6. Supplements and Correc�ons: How does your system manage supplements, correc�ons, and adjustments origina�ng from the Hays Central Appraisal District office or the other 4 Appraisal Districts (Travis, Caldwell, Comal, Guadalupe)? Can you demonstrate this workflow?

7. Automa�on and Advanced Supplement Processing: Given that Hays County processes supplements and appraisal correc�ons mul�ple �mes monthly, origina�ng from five different appraisal districts, does your system offer automated processing for these recurring supplements and appraisal correc�on files, or does this require manual interven�on from our staff for each instance? Please detail any advanced features or efficiencies your system provides for managing the en�re recurring supplement process, from appraisal correc�ons to cer�fica�on, including whether there are any addi�onal or recurring costs associated with these services or features.

8. Appraisal District File Technical Difficulty Resolu�on: In the event of technical difficul�es, data discrepancies, or errors with appraisal correc�on files received from the appraisal districts, what is your proposed troubleshoo�ng and resolu�on process?

Specifically, will your team directly contact the relevant appraisal district(s) to resolve the issue, or is our office responsible for coordina�ng that communica�on?

9. Lifecycle Coverage: Can you demonstrate how your system handles the complete property tax lifecycle: appraisal data import, assessment administra�on, billing, collec�ons (including diverse payment types), distribu�on to taxing en��es, refunds, and comprehensive repor�ng?

10. Texas Specifics: How does your system seamlessly handle specialized Texas processes like agricultural valua�on rollbacks, various exemp�ons (homestead, 65 Older, DP, etc.), deferrals, abatements, freeze calcula�ons, and Truth and Taxa�on requirements?

11. Truth in Taxa�on Worksheets: Regarding Truth in Taxa�on (TNT) requirements, does your system or service provide the completed TNT worksheets for our taxing en��es? If so, please describe your process, including:

a. Level of Automa�on: Is the genera�on of TNT worksheets an automated feature within your system, or does it require manual calcula�on and data extrac�on by our staff?

b. Accuracy and Legisla�on Compliance: How do you ensure the accuracy of these calcula�ons, par�cularly concerning new or updated Texas legisla�on? Do you have dedicated personnel or a service that monitors legisla�ve changes to ensure compliance?

c. Cost: Are there any addi�onal or recurring costs associated with the genera�on and provision of TNT worksheets?

d. Backup Documenta�on: Do you provide all backup documenta�on and data used to derive the numbers for each line and column on the TNT worksheets, as required for public pos�ng and audit?

e. Public Website Pos�ng: What is your process for assis�ng Hays County with the public pos�ng of the TNT worksheets and associated evidence documenta�on or required links on our public website? Do you handle the direct pos�ng, provide the necessary files/links for us to post, or offer integra�on tools for our website?

Please explain this process thoroughly and detail any associated costs.

12. UDI (Undivided Interest Accounts): Does your system have UDI (undivided interest accounts) iden�fier func�on capability?

13. Implementa�on Timeline and Resources: What is the typical implementa�on �meline for a jurisdic�on of our size (Hays County)? What resources would you provide during the implementa�on phase, and what would be the expected level of involvement from our team?

14. Training and Documenta�on: What is your training plan for various roles (front counter clerks, supervisors, accoun�ng personnel, IT, auditors, atorneys)? Is training ongoing? What type of training materials (manuals, videos, live sessions) are provided?

15. Support Availability: If we are Texas-based, is support readily available? (Yes/No) Are there addi�onal costs for a�er-hours support? (Yes/No)

16. Adaptability: How easily can the system be configured or adapted to specific Hays County workflows or accommodate future changes in Texas legisla�on without requiring extensive vendor interven�ons? Is the customiza�on process straigh�orward and reasonably priced? (Yes/No) What is the typical �meline and cost structure for reques�ng and implemen�ng customiza�ons or new features not currently in the system?

17. Performance Evidence: Can you provide performance benchmarks, case studies, or specific examples from other rapidly growing Texas coun�es you serve that demonstrate this scalability?

18. Growth Handling: Given Hays County's rapid growth, how does your system architecture specifically handle significant increases in parcel counts, transac�on volumes, and the number of concurrent users?

19. Security & Compliance - Security Measures: What are the specific security features, protocols, data encryp�on methods, and industry cer�fica�ons in place to protect sensi�ve taxpayer data?

20. Security & Compliance - Compliance: How does your system ensure and maintain compliance with the Texas Property Tax Code, relevant privacy regula�ons, and other state/federal mandates?

21. Backup and Recovery: What are your standard data backup procedures, reten�on policies, and disaster recovery plans? What are the Recovery Time Objec�ves (RTO) and Recovery Point Objec�ve (RPO) guarantees?

22. Technology & Roadmap - Future Development: What is your product roadmap for the next 1-3 years? How are updates and new versions released, and how is client feedback incorporated into future development? Do you have webinars, seminars, or regular mee�ngs our staff can atend?

23. Target Demo: Can you provide a system demonstra�on focused specifically on our key daily workflows such as payment processing, supplement handling, customer inquiries, and report genera�on?

24. Payment Processing: Does your product u�lize an op�onal payment processor for credit card payments? What is the addi�onal cost per year, if any?

25. Collec�ons Processing: What atorney collec�ons processing provider do you use?

26. Cer�fica�on Process: Do you charge for the cer�fica�on process? (Yes/No)

27. TABC Collec�ons: Does your product provide TABC collec�ons? Explain service and process, if yes. Cost associated? (Yes/No)

28. SIT Collec�ons: Does your product provide SIT collec�ons?

29. Taxing En�ty Portals: Does your product provide dedicated portals for taxing en��es to access real-�me or daily informa�on on the amounts Hays County collects on their behalf? Can you elaborate on the data available and the format in which it is presented?

Addi�onal Categories and Ques�ons:

1. System Architecture and Technology

a. What is the underlying technology stack of your system? (e.g., programming languages, database, server environment). This helps in assessing long-term viability and compa�bility with your county's IT infrastructure.

b. Is the system cloud-based, on-premise, or a hybrid? What are the pros and cons of each op�on in the context of our needs?

c. How scalable is the system to handle future growth in data volume and user traffic? Can you provide specific metrics or guarantees?

d. What are the system's requirements in terms of hardware, so�ware, and network infrastructure? What costs are associated with these requirements?

e. Describe your system's ability to integrate with other county systems beyond Tyler Technologies (e.g., appraisal district systems, county financial systems, etc.).

Emphasize any API capabili�es.

2. Data Management and Security

a. How does the system handle data valida�on and quality control to ensure accuracy and integrity?

b. Can you provide details on your data reten�on policies and how they comply with Texas state requirements?

c. What audi�ng capabili�es are built into the system to track data changes and user ac�vi�es?

3. Disaster Recovery and Business Con�nuity

a. We've asked about backup and recovery, but can you provide more detail on your disaster recovery plan? What is your plan for ensuring business con�nuity in the event of a major disrup�on?

b. What are your procedures for tes�ng and maintaining the disaster recovery plan?

4. Vendor Stability and Experience

a. How long has your product been providing property tax solu�ons to Texas coun�es?

b. What is the company's financial stability? (financial statements or reports if possible).

c. What is your employee turnover rate, especially for key personnel involved in implementa�on and support?

5. Accessibility and User Experience

a. How does your system ensure accessibility for users with disabili�es, in compliance with ADA standards?

b. Can you provide examples of how you have incorporated user feedback into your system design and updates?

6. Contract and Service Level Agreements (SLAs)

a. What are the standard terms and condi�ons of your contract? Are they nego�able?

b. What service level agreements (SLAs) do you offer, par�cularly regarding system up�me, response �mes for support, and data recovery? What penal�es are associated with not mee�ng these SLAs?

c. What is the process for contract renewal or termina�on?

7. Implementa�on and Training

a. Can you provide a detailed project plan for implementa�on, including milestones, �melines, and deliverables?

b. What is your methodology for project management, and what tools do you use to track progress and communicate with clients?

c. What op�ons are available for ongoing training and support a�er the ini�al implementa�on? Can training be customized?

8. Customiza�on and Future Needs

a. What is your process for handling change requests and system enhancements?

b. How do you ensure that customiza�ons are maintained and do not interfere with future system updates?

c. How does your system accommodate electronic delivery of tax bills?