A. Data Mining and Audit – The proposed solution must provide an audit of the District’s current residential exemptions roll using data mining and verification techniques to identify: (1) duplicate exemptions within Montgomery County and the State of Texas, (2) deceased property owners with active exemptions, (3) homestead exemptions claimed by owners who no longer occupy the property as their primary residence, and (4) other ineligible exemptions. Audit analysis must incorporate national databases and other reliable data sources, including but not limited to death records, probate records, driver’s license and vehicle registration databases, voter registrations, property ownership and occupancy records, marriage licenses, jury lists and other public records. B. Service Level Options – Vendor must propose and outline at least two levels of service out of the three options identified below: i. Option 1. Basic Review Services: Vendor provides data evaluations, scoring and reporting, and produces a report of the results listing accounts flagged for exemption concerns. ii. Option 2. Intermediate Review Services: Vendor offers support tools and partial services to District staff and delivers a report of exemption issues in a categorized list, verification of new applications, and identification of unexempted properties eligible for exemption. iii. Option 3. Full-Service Review: Vendor conducts all data analysis, verification, and taxpayer correspondence, including preparation of documents suitable for Appraisal Review Board (ARB) hearings, drafting of written opinions with supporting documentation, and, if deemed necessary by the District, presentation of live testimony in ARB hearings and other legal proceedings. C. Property Owner Correspondence – The proposed solution must describe the methods and extent of efforts to contact property owners when necessary. All communications must comply with the Texas Property Tax Code, and examples of past correspondence protocols and sample letters should be included in the proposal. D. Deliverables and Documentation – The proposed solution must clearly outline: (1) how flagged accounts will be reported, (2) methods used for verification and evidence collection (3) formats for deliverables, such as spreadsheets, PDFs, or account packages, and (4) a timeline for initial results, preferably within 30 days from receipt of District data. E. Support and Integration – The proposed solution must describe: (1) long-term support capabilities, (2) included software or tools, (3) potential for integration of the proposed solution with District’s appraisal and exemption systems, and (4) flexibility for adapting to changing statutory requirements.
