ESBD_462648_1761854701952_Addendum 1 - RFP 2026-P02.pdf

ADDENDUM #1

RFP 2026-P02 Property Tax Collection Software Issue Date: October 30, 2025

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscoutytx.gov

October 30, 2025

Please find attached Addendum #1 to RFP 2026-P02 Property Tax Collection Software.

Attached to Addendum 1:

• Questions & Answers

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@hayscoutytx.gov

Questions & Answers

Questions:

1. Does this RFP states that Proposer or Vendor bidding Organization should have office in USA?

• The RFP does not explicitly require the Proposer to have an office in the USA. However, the vendor and the proposed solution must be able to comply with all USA and Texas regulatory, security, and data hosting procedures.

2. Can Application development can be done outside USA and hosting it as per USA regulatory procedures will be done in USA ?

• Yes, application development can be done outside the USA, provided that the hosting is done in the USA and fully complies with all applicable USA and Texas regulatory and security procedures.

3. Purchasing, Are we to assume that this RFP is just a template borrowed from Presidio County

Tax Office in their recent procurement attempt. How can we be sure that there are not other requirements that don't belong to Hays County Tax Office. Can you please retract this RFP and issue a new one once you have had a chance to confirm all items are unique to Hays County and not Presidio County Tax Office.

• Yes, the template was borrowed from Presidio County, but the specifications needed were reviewed and edited per Hays County’s needs. I have updated the Solicitation document to remove the two references to Presidio County.

4. Would you consider a vendor who has significant experience in providing property tax collection systems in other states, but no current Texas experience? We feel considering vendors with deep experience with property tax collection software will increase the competitive options for the County to consider.

• Yes, we will consider vendors with significant experience in providing property tax collection systems in other states, but they must demonstrate how their product will meet all the mandatory Texas-specific requirements.

5. Our property tax system offering includes an integrated public site. Would you be willing to use the integrated site rather than interfacing with Tyler?

• There is no need to integrate with Tyler Technologies other than the required data conversion. The proposed new software components should all integrate together as one unified platform.

6. How many years of historical data do you expect to migrate to the new system? Are there any data retention requirements we should be aware of?

• We expect to migrate up to ten (10) years of historical data to the new system. Hays County adheres to the Texas State Library and Archives Commission retention schedules for tax records, and compliance must be demonstrated.

7. Can you please provide more information about the desired GIS integration? How would you envision the user workflow operating?

• Removal of GIS Mapping Integration option: this feature is no longer needed.

8. Regarding Attachment B, Functionality & Features, Item 25, Collections Processing: Can you clarify what the attorney collections process is today?

• The attorney collections process involves sending delinquent accounts that meet the statutory criteria (under the Texas Property Tax Code) to outside legal counsel for tax lien foreclosure suits.

• CRITICAL REQUIREMENT: The new system must provide secure, controlled access for contracted attorneys to retrieve necessary delinquent account files, documents, and data.

This access must allow attorneys to batch-export data for mass notice generation (Ex: initial collection letters) and access individual account files on-demand without requiring daily or weekly assistance from Tax Office staff.

9. Can the County confirm whether Attachment A-Cost Proposal and Attachment B-Questionnaire count toward the 40-page limit?

• Per the Submittal Requirements, any required forms are part of the Appendix Materials and are not included in the 40-page count.

10. Re: D. Qualifications: Any corporation doing business with the County shall be on file with the secretary of State, State of Texas, as being incorporated under the Texas Business Corporation Act, or, if a foreign corporation, have procured a certificate of authorization for the right to transact business within the State. If Vendor is a limited partnership, it shall have on file with the Secretary of State, its certificate for the formation of a limited partnership as required by the Texas Uniform Limited Partnership Act, Article 6132a, V.A.C.S. Vendors shall provide their certificate of registration number on the proposal sheet. The RFP documents do not include a document titled “proposal sheet”. Can the County clarify where they would like the Vendor to provide their certificate of registration number?

• It can be listed on your Letter of Transmittal or anywhere in your proposal where you feel it makes the most sense if it is identifiable.

11. Re: RFP’s stated goal “To acquire and implement an integrated cloud-based mass appraisal software service utilizing virtual servers and deployed using software-as-a-service (SAAS) delivery model”. Can you please clarify the goal along with the questionnaire’s requirements for the GIS mapping integration?

• CLARIFICATION OF GOAL: The reference to "mass appraisal software service" in the Goal section is an error and an unintended vestige of the template used. This RFP is strictly for a Property Tax Collection Software System for the Hays County Tax Assessor's Office. The correct goal is focused on a cloud-based SAAS delivery model for the Property Tax Collection functions. The requirement for GIS integration is for Tax Collection staff lookup only as described in the answer to Question #7, and the system is not intended to be used for mass appraisal or appraisal administration. (that is the responsibility of the appraisal but it’s a great tool to have)