Property Tax Billing and Payment Processing Services

The Incorporated County of Los Alamos, New Mexico, is issuing a Request for Proposals (RFP No. RFP26-43) to procure property tax billing and payment processing services for a contract term of up to seven years. The County seeks qualified firms to provide comprehensive services including property tax bill preparation, printing, and mailing; delinquent notice preparation, printing, and mailing; Notice of Valuation (NOV) preparation, printing, and mailing; and electronic bill notice and payment services. The annual service volume encompasses approximately 9,400 property tax bills, 600 delinquent notices, and 9,400 NOVs, with one to two inserts included per residential and commercial customer mailing. The selected contractor must maintain a thorough quality assurance program guaranteeing 100% deliverability and assume responsibility for damaged, destroyed, or misaddressed bills and notices, with implementation required within six weeks from the agreement's effective date. Proposals must address qualifications and experience (20 points), understanding of applicable industry standards and regulations (10 points), description of services and ability to meet scope (40 points), and cost proposal (30 points). The pre-proposal conference is scheduled for April 17, 2026, at 10:00 a.m. Mountain Daylight Time via virtual format; questions must be submitted by April 21, 2026, at 5:00 p.m., with County responses issued by April 23, 2026; and proposals are due April 28, 2026, at 2:00 p.m., with an estimated contract award date of June 10, 2026.

Los Alamos County offers preference designations for local businesses (New Mexico incorporation with principal office in Los Alamos County), New Mexico resident businesses, Native American resident businesses, resident veteran businesses, and Native American resident veteran businesses, with supporting documentation and valid preference certificates required at submission. No incumbent vendor is identified in the RFP documentation. The selected contractor must be capable of importing electronic billing files from the County's existing Tyler Eagle Assessor and Tyler Eagle Treasurer software systems and must adapt to any new Enterprise Resource Planning system implemented during the contract term, with comprehensive technology standards compliance required including specific Windows Server, SQL Server, networking protocols, and cloud-based solution requirements as outlined in the County's Technology Standards Requirements Questionnaire. All proposals must include completion of required forms addressing debarment certification, campaign contribution disclosure, authorized offeror verification, preference requests, client references, contractual deviations or exceptions, and cost proposals with itemized pricing for Years 1 through 7. The County does not identify a specific budget range or award value in the RFP materials and is not utilizing grant funding for this project; all submissions must be made through the County's Bonfire-powered eProcurement portal, with cost-plus-a-percentage-of-cost contracting arrangements prohibited per Los Alamos County Code.