CITY OF VERONA. Request for Proposals (RFP) Assessment Services For the Assessment Years

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1 CITY OF VERONA Request for Proposals (RFP) Assessment Services For the Assessment Years Due Date: December 28, 2018 by 4:30 p.m. Table of Contents DOCUMENT PAGE Background Information... 2 Specific Services Required... 3 General Quotation Requirements... 5 Submission of Proposals... 7 Evaluation Criteria..8

2 The City of Verona is entertaining proposals from qualified firms to provide assessment services for the City of Verona, Wisconsin (hereafter, referred to as City ) for the years The City is seeking a firm to serve as its statutory assessor and to perform either 1) annual valuation maintenance work, or 2) full maintenance annual valuation. Additionally, the City is seeking a proposal to perform a 3) walk thru revaluation during the first two years of the term of the agreement. We are providing the following information to assist you with your quotation proposal: Background Information The City is located in Dane County with a 2018 population of 13,107. The 2018 Equalized Value (including manufacturing and personal property) for the City is $2,907,846,500. The City has four Tax Incremental Financing (TIF) Districts. The last revaluation was done for the 2013 assessment year. The City of Verona has the following parcel counts and valuation (from 2018 Statement of Assessment and 2018 Statement of Changes in Equalized Value): Property Class Total Parcels Improved Parcels Equalized Value Property Class Total Parcels Improved Parcels Equalized Value Residential 4,208 3,911 $1,225,466,800 Commercial $1,596,809,300 Agricultural 69 0 $152,000 Agricultural Forest 1 0 $37,600 Other 5 0 $798,800 Total 4,684 4,237 $2,823,264,500 The City will provide limited clerical services to assist the assessor. This limited support will include answering routine telephone and walk-in requests for assessment data, providing the Assessor s phone number to residents as necessary, and providing copies of all building permits and commercial building plans as requested. The Assessor will be responsible for all other clerical duties, including: preparing appointment mailers, stuffing envelopes and mailing all notices; all filing of assessment cards and records; all assessment data entry, and scheduling/rescheduling all assessment related appointments. The City shall not be responsible for any Assessor office supplies with the exception of providing for assessment file folders and other items that are kept in the permanent custody of the City. Sufficient office space, desks, chairs, telephone and data connections will be provided for the Assessor s use at the Verona City Hall. The City utilizes the Market Drive software for its assessment records and the valuation of properties. The City will provide a license for this software for use by the Assessor. Page 2 of 8

3 Specific Services Required 1. Assessor will perform all of the work required to properly and professionally assess the real and personal property of the City in accordance with applicable Wisconsin State Statutes and the Wisconsin Property Assessment Manual. 2. Assessor will review and assess all properties that were under partial construction as of January 1 st of the previous year. 3. Assessor will review and assess new construction as of January 1 st of the current year. 4. Assessor will mail out state approved blotters to all holders of personal property in the City, audit the returned forms and place new values in the assessment roll. 5. Assessor will account for all buildings destroyed or demolished. 6. Assessor will implement use value assessments of agricultural lands per specifications set forth by the Wisconsin Department of Revenue and complete all applicable reports. 7. Assessor will process parcel subdivisions, lot line adjustments, new plats, and any other land divisions. 8. Assessor will correct legal descriptions as appropriate. 9. Assessor will take digital photographs of new construction and also during the review process if needed. 10. Assessor will maintain property owner lists, with current name and address changes. 11. Assessor will mail Assessment Change Notices to property owners and others as required. 12. Assessor will post assessments to real estate transfer returns and record sale information to property record cards. 13. Assessor will be responsible for maintaining recent plat and subdivision maps on file and updated accordingly. 14. Assessor will meet with City Administration on a quarterly basis to review property changes, building permit information, and State reporting criteria. 15. Assessor will conduct Open Book sessions in accordance with Wisconsin State Statutes. At a minimum the Assessor shall provide at least two (2) full days or sixteen hours of time each year for Open Book sessions. Assessor shall prepare a written statement regarding Open Book dates, times, and instructions on how to set-up an appointment for an Open Book session, at least one month prior to the first Open Book session. The intent is to post this information on the City s website and to issue a statement to the local press prior to Open Book. Page 3 of 8

4 16. Assessor will be responsible for ensuring that all procedures are properly completed for the Board of Review proceedings to be held prior to the end of May each year. Assessor will also attend the Board of Review meeting, defending the Assessor s valuation and work products. The date for the Board of Review shall be no later than July 1 of each year unless extenuating circumstances exist that would require a mutually agreeable date to be selected after this date. 17. Assessor will be responsible for providing all assessment data to Dane County Property Listing and for ensuring that the County s assessment roll is balanced to the records submitted by the Assessor. 18. Assessor will be responsible for providing the Wisconsin Department of Revenue (WI DOR) with final reports of assessed valuations after the Board of review meeting. Assessor will also be responsible for providing the WI DOR with assessments for all TIF Districts by the prescribed deadlines. 19. Assessor shall maintain a computerized database of property assessment records, including digital photographs of each property using assessment software provided by the City. The City currently uses Market Drive software for both residential and commercial properties. Proposer should indicate their ability to maintain records in Market Drive format and indicate any potential additional costs to the City such as additional license fees. 20. Assessor will maintain the assessment records in a format accessible to by the public and will promptly and without delay comply with proper open records requests under the Wisconsin Public Records Law. The Assessor shall also provide assessment records in electronic format such as Access or Excel as requested by Dane County or City of Verona staff. 21. The assessor shall communicate openly and in a timely fashion with the proper City personnel and the public in the handling of all appeals to ensure the Board of Review has all available information to render its decisions. The assessor is expected to present a positive professional image in both dress and conduct while interfacing with City staff and the public, especially during the appeals process. All assessor personnel shall carry proper photo identification to assure the public of their identity and purpose of gaining access to private property. 22. Assessor shall provide advice and opinion for assessment matters and will defend values through the appeal process beyond the Open Book and Board of Review to the Circuit Court, the Department of Revenue, or other agencies that may be available for hearing appeals on assessment matters. 23. Assessor shall review, upon request, developer proposals with the City s TIF districts for the purpose of estimating the potential valuation of the project and to provide City staff with comments regarding the reasonableness of the real estate market assumptions included within the development proformas. 24. Assessor, as the Contract Assessor, shall be responsible to fulfill the duties of the statutory assessor and shall perform all other duties incidental to the normal duties of Assessor. Page 4 of 8

5 General Quotation Requirements 1. All quotations must identify the firm name, address and specific assessment services experience in Wisconsin. The proposals shall also include: the names, educational background and municipal assessment experience of the person or persons to be assigned as the City s point of contact for the work to be performed; experience with conducting a regular full value assessment process; identify experience with assessment evaluation of potential tax-exempt properties and any specific assessment experience with a large number of multi-family properties and office properties; demonstrate accuracy of assessment work; and provide examples of going above and beyond the call of duty, with respect to serving the community and its property owners. The quotation requirements set forth herein shall be specifically incorporated in the quotation and in any contract that may be entered into between the City and the Assessor. 2. The proposal shall include the total annual compensation rate to provide the assessment services described in the above Specific Services Required and in accordance with the laws of the State of Wisconsin for assessment years 2019, 2020, 2021, and 2022 beginning no later than January 1, 2019 or contract award, whichever is earlier (preparation work for 2019 assessment year). The City will pay the annual compensation rate in equal monthly installments. 3. Bidders shall express their fee for each year of this proposed contract (2019, 2020, 2021 and 2022) in a not-to-exceed sum to include all of the Assessor s costs including but not limited to: labor, materials, transportation costs, meals, lodging, and Board of Review expenses. All expense reimbursements will be charged against the total all-inclusive maximum price submitted by the firm. The City will retain 10% of the total fee subject to timely delivery of the certified tax roll. Full walk-thru revaluation of properties shall be expressed for each of two years in a not-to-exceed sum to include all of the Assessor s costs including but not limited to: labor, materials, transportation costs, meals, lodging, and Board of Review expenses. 4. Bid Request options: Option 1) Annual Maintenance Assessment Services ( ) Option 2) Full walk-thru Revaluation of all Properties ( ) Option 3) Annual Full Market Assessment Services ( ) including walkthru revaluation during All work shall be accomplished in accordance with the provisions of the laws of the State of Wisconsin and in full compliance with the rules and regulations promulgated by the Wisconsin Department of Revenue. 6. Acknowledge and provide details of any instances in which the proposed individual consultants or firm have had to defend themselves relative to assessment services provided. Page 5 of 8

6 7. The proposals shall identify five references from municipal clients for which the bidder and the person or persons to be assigned as the City s point of contact for the work to be performed has provided assessment and/or revaluation services within the past three years. References must include the name, title, address, and business phone number of the contact person. 8. Bidders shall provide a detailed resume of the person or persons to be assigned as the City s point of contact for the work to be performed. 9. The proposals shall also identify any and all contractual requirements that the bidder currently has. 10. Identify the date when the firm would be available to begin providing assessment services to the City. 11. All personnel providing assessing services shall be currently certified in compliance with Wisconsin State Statutes and Administration rules of the Wisconsin Department of Revenue, and shall maintain certification throughout the duration of this assignment. The Assessor shall maintain the required certifications to act as statutory assessor for the City of Verona including Assessor 2 and Assessor 3 certification by the Wisconsin Department of Revenue. 12. Bidders are advised to carefully inspect the community, the entire records and facilities of the City of Verona and to examine the above referenced specifications for the proposed work and judge for themselves the circumstances affecting the cost of the work or the time requirements for its completion. Failure to do so will not relieve the successful bidder of the obligation to furnish and perform the work, to carry out the provisions of the contract, and to complete the contemplated work for consideration set forth in this bid. 13. The successful bidder is not permitted to assign, subcontract or transfer the work of providing assessment services, without the prior written approval of the City. The successful bidder will have a minimum three to five years of experience in municipal government assessing, including maintaining full value assessments, and will have advanced knowledge and experience in the utilization of computer applications for assessments. 14. The proposals will be reviewed and awarded to the assessor whose quote is the most responsive to the solicitation and is the most advantageous to the City of Verona considering experience, price and other factors. The City reserves the right to accept or reject any and all proposals received. 15. This proposal may not be withdrawn for a period of sixty (60) days after the date and time set for the opening of bids. Any company may withdraw its proposal at any time prior to the submittal deadline. 16. The proposal shall list the insurance coverage the assessor carries. The assessor shall maintain insurance coverage to protect against claims, demands, actions and causes of action, arising from any act or omission of the appraiser, his/her agents and employees in the execution of work. If a proposal is accepted, the Assessor shall provide a certificate naming the City as additionally insured for the purposes of general and professional liability protection. Said certificate shall be in a form acceptable to the City Attorney. Page 6 of 8

7 Submission of Proposals A two-step selection process will be used. The first step will consist of evaluation of qualifications and technical information submitted by the vendor and will result in a short list of firms who are considered best qualified. The second step will consist of opening the priced proposals from the short-listed firms. Interviews may be scheduled with vendors on the short list of qualified firms. 1. Deadline: Functional as well as priced proposals must be received in the office of the Administration Department no later than 4:30 P.M. on Friday, December 28, Submission of Proposal: An original and four (4) copies of the required qualifications and technical information for Step One must be submitted in sealed envelopes along with a separate sealed envelope containing the pricing. Envelopes are to bear the following information: a. Addressee: City of Verona Administration Department 111 Lincoln Street Verona, WI b. The following notation must appear in the lower left hand corner of each sealed envelope: For Step One Qualification and Informational For Step Two Pricing RFP Assessment Services Qualification and Information RFP Assessment Services Pricing 3. Pricing Information: Pricing information should be submitted with a not-to-exceed cost to perform the following three options: Option 1) Annual Maintenance Assessment Services ( ) Option 2) Full walk-thru Revaluation of all Properties ( ) Option 3) Annual Full Market Assessment Services ( ) including walkthru revaluation during The City of Verona Common Council reserves the right to reject any or all proposals and/or waive any irregularities if deemed in the best interests of the City. The City of Verona Common Council reserves the right to accept the proposal considered to be the most advantageous to the City. Other Information The Assessor will be selected and hired by the Verona City Council. This Request for Proposal will serve as the basis of the initial services contract with the firm that is selected. Page 7 of 8

8 Evaluation Criteria The following evaluation criteria will be used to review the Assessment Services Proposals that are received and which meet the general quotation requirements: 1. Demonstration of successful experience in providing general assessment services to a municipality of similar size, particularly with lake properties. 2. Past experience with providing assessment revaluation services. 3. Demonstration of a high level of accuracy in assessment work for municipal clients. 4. Ability to provide and maintain a computerized database of property assessment records to the City. 5. Cost of assessment services. 6. Evidence of positive customer interaction. A short-list of recipients may be required to be a part of an interview process, around the first week of January, 2019, before final selection is completed. The City of Verona Common Council reserves the right to reject any or all proposals and/or waive any irregularities if deemed in the best interests of the City. The City of Verona Common Council reserves the right to accept the proposal considered to be the most advantageous to the City. Thank you for your interest in this project! Page 8 of 8