Bids & Proposals

Assessors' Agent RFP - West Bath

Start Date: May 28, 2024
End Date: June 19, 2024
Type: Requests for Proposals (RFP)
Phone: (207) 443-4342
More Information: Click Here

The Town of West Bath, Maine is accepting proposals from qualified individuals or companies to serve in the role of Assessors’ Agent. All work shall be performed as an independent contractor.

Proposals will be received by the Town Administrator, Town of West Bath, 219 Fosters Point Road, West Bath, Maine 04530, until 2:00 pm on Thursday June 20, 2024, at which time they will be publicly opened. Proposals must be sealed and clearly marked, “Proposal for Contract Assessors’ Agent”. Respondents must submit an original proposal and four (4) copies.

The contractor is responsible for determining the valuation of all exempt and taxable real and personal property within the municipality, preparing official documents for the State and for the Town, ensuring the accuracy and validity of the assessment records, and maintaining accurate tax maps and ownership records for the assessment of both real and personal property on behalf of the Select Board who also serve as the elected Assessors.   The contractor shall be required to exercise considerable independent judgment in administering the assessment program within general policy guidelines and applicable state laws and regulations.

The Town has approximately 1,500 real estate parcels and 70 personal property accounts. The Town utilizes TRIO CAMA software for producing and maintaining assessments and for tax collection and billing. Long rather than Short Maintenance is used for assessment maintenance. Sketch and Commercial modules are available, but not active. GIS Solutions updates Town tax maps upon receipt of identified property splits and / or map revisions.

Interested parties shall submit a proposal that includes the following scope of services:

  • Dedication of a flexible number of hours per month in the Town Office for meetings with taxpayers and to perform any other necessary in-person assessment functions, and to perform all necessary assessment functions in a timely manner. Work that does not require a physical presence at the Town Office may be performed remotely.
  • Update, verify, and maintain the accuracy and currency of all Town assessment valuations and records, including but not limited to property record cards, tax maps (advise only), new construction, reconstruction, demolitions, land transfers and similar as have occurred within the Town since April 1st of each year, and which have not previously been accurately or completely assessed and recorded.
  • Validate exemption applications and transfer for data entry.
  • Review current use applications and changes.
  • Complete the annual Municipal Valuation Return.
  • Monitor and evaluate on a continuing basis the Town’s assessment policies and activities, the Town's adherence to required or recommended assessment ratios, the Town's compliance with applicable Maine statutes and applicable regulations, and to advise the Select Board (elected Assessors) of any lack of compliance therewith and recommend necessary remedial action(s).
  • Prepare for the Board of Assessors' review and approval all correspondence with the Maine Revenue Services Property Tax Division, including but not limited to state valuation returns, reviews of sales samples to exclude non arm's length transactions, correspondence regarding state valuation, and similar.
  • Defend any municipal assessment resulting from contractor's services before the West Bath Board of Assessment Review, State Board of Property Tax Review, or any court, and to appeal the Town's state valuation when directed by the elected Assessors. The cost of such services will, at the Town's option, be paid either through a separate charge (pursuant to a written estimate delivered prior to undertaking such defense activities) or by an adjustment to or rescheduling of the contractor's typical public facing schedule, or a combination thereof.
  • Attending Select Board (Board of Assessors) meetings on an as-needed basis to review assessment activities and issues, on a preventative and proactive basis, whenever in contractor's professional judgment such a meeting would be helpful to the Town.
  • Assist at the Select Board’s discretion in designing and executing any training of members of the Town's administrative staff in the areas of data collection, recording, transfer, and maintenance.
  • The Contractor shall perform all such services in accordance with the standards of care applying to Certified Maine Assessors and applicable regulations and standards promulgated or adopted by the Maine Revenue Services Property Tax Division, and applicable requirements of law, and shall maintain contractor's current level of licensure and certification.

The Town will be responsible for:

  • Providing the contractor with suitable workspace at the Town Office and making Town Office equipment and records available.
  • Providing staff support to manage deeds, file records, complete exemption data entry, and distribution of any needed mailers as requested by the contractor.
  • Providing computer equipment and software necessary to carry out the assessment function, including remote access to TRIO through the Town of West Bath’s secure network.

Additional requirements and information:

  • The term of the contract shall be 6 months commencing July 1, 2024, and concluding on December 31, 2024.
  • Interested parties shall provide proof of Comprehensive Liability and Workers Compensation Insurance if employing other than family members.
  • Interested parties shall provide details about the qualifications of the company and/or individual(s) that may be assigned to complete assessing work for the Town.
  • Please submit a client list of municipalities to which you have rendered services during the last 3 years.
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