Request for Proposal
Assessing Services
Charter Township of Highland
Introduction
Highland Township is located on the western border of Oakland County astride M-59, the major east-west highway. The Township is a mix of rural, suburban and lake living, with State Recreation lands and more than twenty-five lakes.
2019 Community Information
2010 Population19,202
Land area (sq. miles)33.85
SEV (2019 L-4037)1,002,751,280
TV778,171,820
Number of Parcels8,330
# of Residential (401)7,483
# of Commercial (201)271
#of Industrial (301)41
# of Agricultural (101)24
# of Personal Property (251, 351)535
Utilities (551)7
IFT1
Assessing services for Highland Township have been provided by Oakland County Equalization since 2003. Based on the proposal, it is possible that the Township would enter into a two and a half year contract with the candidate who is awarded a contract under this Request for Proposal. Specific information regarding tax tribunal cases is available upon request.
Right of Refusal
The Charter Township of Highland reserves the right to accept or reject any or all proposals in whole or in part, and to waive any informality, irregularity or defect in this process or in any proposal should it be deemed in the best interest of the Township
Specific Services Required
· Current certification to legally perform the duties of Assessor for Highland Township (including regulatory changes that may occur during the agreement)
· Proficient in BS&A/Equalizer software
· Maintain local phone number, email address and a minimum of eight (8) scheduled office working hours at the Township Office per week plus additional availability for meetings with residents, agents, and other interested parties
· Respond promptly to inquiries from Township staff, residents, county equalization staff and other interested parties
· Plan, supervise, and participate in the appraisal, re-appraisal, and assessment of all real and personal properties in the Township in accordance with State law and the Township Charter and ordinances
· Perform on-site inspections in compliance with Michigan law and to properly account for changes in property characteristics
· Maintain assessment rolls for the Township, including ad valorem, specific tax rolls (IFTs, OPRAs, PILTs, TIFs, DDAs, etc.), and special assessments in order to ensure compliance with State law and the Township Charter and ordinances
· Keep the property record field cards up-to-date
· In consultation with Township staff, perform land division and combinations as necessary, complying with the State’s Land Division Act and County/Township procedures for land divisions
· Prepare the winter and summer assessment rolls for each Township Treasurer
· Analyze property sales of all property classes within the Township to determine property values and appropriate assessment adjustments, including vacant land values
· Process all Principal Residence Exemptions (PREs), rescissions, Property Transfer Affidavits and
Transfer Deeds
· Process all poverty and veterans exemption applications
· Verify millage rates for the Township and Township Board. Obtain millage rates from other taxing jurisdictions.
· File all necessary State and County reports pertaining to the Assessment and Tax Rolls annually.
· Prepare a report for the Township regarding the status of the Assessing Department and the Assessment Roll and present it to the Township Board. Attend Township Board meetings, Board of Review and/or committee meetings as needed.
· Complete Apex land and building footprint sketches for all real properties
· Update each Township Treasurer’s Department personnel with pertinent information on all name and address changes made to the database(s). (Township Staff may perform this task) All assessment files will be the property of and kept at the Township offices.
· Track all building permits and re-assess all properties with construction activity requiring a building permit to ensure that assessments are accurate
· Maintain parcel and tax maps including any future GIS component to this
· Process Personal Property Statements, including conducting an annual inspection to ensure an up- to-date list of personal property. Comply with all Personal Property Tax reporting requirements
to the State of Michigan, tracking any required reductions.
· Upon request, meet with taxpayers regarding assessment determinations and to explain appeal procedures
· Respond to complaints pertaining to assessing property
· Act as the liaison in communicating with the public, media, and other governmental agencies on assessing issues
- Send out printed assessment notices to all property owners in accordance with State laws.
· Represent the Township in defense of existing and future assessment appeals to the Board of Review, the Small Claims division of the Michigan Tax Tribunal, and the full Michigan Tax Tribunal
· Coordinate with the respective Township attorneys in the defense of appeals
· Prepare changes to the roll based on decisions of the Board of Review and/or Michigan Tax
Tribunal
· Coordinate with Oakland County Equalization Department office to facilitate the digital and manual transfer of data and values
· Communicate openly and in a timely fashion with Township staff and the public in handling appeals to ensure the Board of Review has all available information to render their decisions. The Assessor is expected to present a positive professional image in both dress and conduct while interfacing with Township staff and the public.
· Update market values for land and buildings owned by the Township. Said information obtained shall be used for insurance purposes, depreciation and to establish lease values.
· Perform all other duties incidental to the normal duties of an Assessor
· Make timely taxable value estimates. Timing of the taxable value estimates will need to be negotiated with the Township.
· Assist with the AMAR and advise the Township of standard and recommended actions to ensure the Township remains in full compliance with the State Tax Commission
· Conduct all action in accord with the Supervising Preparation of the Assessment Roll and any other guidance, statute, or best practice as now or in the future may be created
Township Clerical/Administrative Assistance Services
The Township will supply limited clerical services to assist the Assessor(s). The limited support will include answering routine telephone calls and walk-in requests for assessment data, provide the Assessor’s telephone number to residents as necessary, assist in scheduling assessment related appointments, provide copies of all assessment open records as requested and assist in mailing notices. The Township will assist in maintaining accurate ownership records and will process address change request in a timely fashion. The Township will be responsible for the cost of mailing and postage. The Township will be responsible for the establishment, accuracy and compilation of all Special Assessment rolls in the Township. The Township will provide a copy of all building permits with parcel numbers. The Township will continue to schedule the Board of Review meetings and post the public notices. The Township will provide office space to include a desk, chair, filing cabinets and either a laptop or desktop computer (if specifically requested in the proposal). The Township will also supply BS& A/Equalizer Software.
Proposal Requirements
The selection process will be focused upon quality-based selection criteria. Those interested in submitting sealed proposals must submit seven copies. The proposals shall include a list of current clients and projects along with a list of references (minimum of three). The respondent should provide:
· Copy of his/her Level Certification document, documentation of any other related
certifications
· The total annual compensation rate to provide the assessment services in the above Specific
Services Required and in accordance with the applicable laws of the State of Michigan for the years
July/1/2019-12/31/2019 /1/2020-12/31/2020 and 1/1/2021-12/31/2021. The Township will pay the annual compensation rate based upon progress of the work that has been completed. Bidders shall express their fees for each year of the 2 ½ year contract 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, Board of Review, Small Claims divisions of the Michigan Tax Tribunal and the full Michigan Tax Tribunal expenses. All incidental expenses will be the responsibility of the Assessor(s) or Assessing Firm.
Indemnity and Insurance
If the acts or omissions of the Contractor/Vendor or its employees, agents, or officers, cause injury to person or property, the Contractor/Vendor shall defend, indemnify and save harmless the Charter Township of Highland, its agents, officials, and employees against all claims judgments, losses damages, demands, and payments of any kind to persons or property to the extent occasioned from any claim or demand arising there from.
The Contractor/Vendor shall furnish within ten (10) days from the notice of award certificate(s) of insurance providing insurance coverage as follows:
- Worker’s Compensation Insurance- Covering all persons engaged in work under this contract to the full statutory limits stipulated in the Michigan Worker’s Act, including Employers Liability of $500,000
- Commercial Liability Insurance- Including premises and operations, including XCU coverage, if the nature of the contract requires XC or U work. Product and completed operations, contractual and independent contractor’s protection with limits as follows:
Construction Non-Construction
Bodily Injury $1,000,000/ea $500,000/ea
$1,000,000 occurrence $500,000 occurrence
Property Damage $500,000 occurrence $500,000 occurrence
OR $500,000 aggregate $250,000 aggregate
Bodily Injury/
Property Damage $1,000,000 CSL $500,000 CSL
- Automobile Liability Insurance- Including owned non-owned and hired motor vehicles as well as Michigan Property Protection Insurance as required by statute. Limits as follows:
Bodily Injury If vehicles are required If vehicles are not required
For construction work for construction work
$1,000,000/ea $500,000/ea
$1,000,000 occurrence $500,000 occurrence
Property Damage $300,000 occurrence $$250,000 occurrence
OR $300,000 aggregate $250,000 aggregate
Bodily Injury/
Property Damage $1,000,000 CSL $1,000,000 CSL
- Comprehensive professional (errors and omissions)- liability insurance with limits no less than $500,000 aggregate which shall insure against acts which are in the nature of professional services performed by consultants.
The above requirements should not be interpreted to limit the liability of the Contractor under this contract. All Insurers shall be licensed or authorized to do business in the State of Michigan. This coverage’s shall protect the Contractor, its employees, agents, representatives and subcontractors against the claims arising out of the work performed. The Charter Township of Highland, its official, agents and employees shall be included as additional insured with respect to all liabilities policies herein.
Other information
The successful Assessor(s) or Assessing Firm will be selected and hired by the Township that is most advantageous to the Township. The Request for Proposals will serve as the basis of the initial services contract with the Assessor or Assessing Firm.
Evaluation Criteria
The following evaluation criteria will be used to review the Assessing Services proposals that are received and which meet the general quotation requirements.
1. Demonstration of successful experience in providing general assessment services to municipalities of a similar or larger size
2. Past experience with providing assessment and revaluation services. Demonstration of a high level of accuracy in assessment work for municipal clients
3. Cost of assessment services
4. Evidence of positive customer interaction
Deadline
Seven copies of the Proposal shall be delivered in a sealed package to Tami Flowers, Highland Township Clerk, at the address below. Packages should be clearly marked “Township Assessor RFP”. Proposals are due and will be opened at 3:30pm EDT on May 24, 2019. Proposals received after this time will not be considered. Interviews will take place beginning on Tuesday May 28, 2019
Highland Township Clerk
“Township Assessor RFP”
205 N John Street
Highland, MI 48357
Questions and/or clarification can be directed to the Supervisor, Rick Hamill at (248) 787-4571 or info@highlandtwp.com
