RFP 2026-P16 Tax Assessor-Collector, Credit Card Processing Services

Hays County is soliciting proposals through RFP 2026-P16 for a comprehensive electronic payment processing service to support the Tax Assessor-Collector’s Office in collecting property taxes, motor vehicle sales tax and fees, vehicle inventory tax, court costs, and other county-related payments. The selected vendor will be required to provide a fully integrated system capable of processing payments via credit cards, debit cards, eChecks, and online methods through both in-person, phone, and internet channels, including interactive voice response and integration with the Appraisal and Collection Technologies, LLC customer portal. The system must accept Visa, Mastercard, American Express, and Discover, support real-time authorization and fund encumbrance, comply with all Payment Card Industry Data Security Standards (PCI DSS) and Cardholder Information Security Program (CISP) requirements, and achieve certification to interface with the Texas Department of Motor Vehicles RTS system within 90 days of contract award. The service is structured so that users—taxpayers—pay all fees at the point of transaction; the County incurs no direct costs. The vendor must designate a single account officer with full authority to manage the County’s account, ensure ongoing transaction oversight, and train staff on contract obligations. The contract requires strict adherence to legal and operational standards, including full indemnification of the County, its officers, agents, and employees from third-party claims, and the maintenance of insurance with limits prescribed by the County, naming the County as an additional insured with a waiver of subrogation. The vendor must submit comprehensive documentation including a completed Questionnaire, Cost Proposal, Conflict of Interest Disclosure, Related Party Disclosure, Vendor Reference Form, Code of Ethics, HUB Practices, House Bill 89 Verification, and multiple federal and state certifications such as Debarment and Licensing, Comptroller Divestment Statute, and SAM.gov verification. Proposals must be submitted by July 6, 2026, via BidNet Direct with a physical copy delivered within 24 hours, and must not exceed 30 pages in narrative content. Award will be determined on an all-or-nothing basis to a single vendor, evaluated on capacity to perform (60%), organizational profile and experience (20%), and cost proposal (20%), with the lowest price receiving the maximum score under the cost factor. The County reserves the right to waive technicalities, accept proposals in part or whole, and conduct interviews before award. The contract includes option years for renewal and requires compliance with non