RFP for Revaluation for the Town of Woolwich

Training for: Requests for Proposals (RFP)

Request for Qualifications/Proposals

For Revaluation of Residential/Personal Property

The Town of Woolwich, Maine is seeking proposals from qualified contractors to revalue all real and personal property in the Town, effective April 1, 2023. Firms interested in providing the revaluation services are invited to deliver five (5) sealed copies of the proposals to:

Kim Dalton

Town Administrator

Town of Woolwich

13 Nequasset Road

Woolwich, Me 04579

SCOPE:

It is the express intent that the revaluation project shall include but not be limited to:

• The just value of each parcel of taxable and tax-exempt real estate with separately expressed land and building values as well as total property values.
• The scope of the project to include full measure and list plus photos.

Definition of Value:

Appraisals shall be made based on the definition of just value contained in 36 MRSA, 701-A.

TOWN DATA:

• The estimated population as of the 2020 census is 3,068.
• The last revaluation was completed in 2005.
• The town has a total area of 41.59 square miles (107.72 km²), of which, 35.09 square miles (90.88 km²) of it is land and 6.50 square miles (16.83 km²) is water.
• The following link to the most recent Municipal Valuation Return provides current information related to parcel counts and value of taxable real and personal property. https://acrobat.adobe.com/link/review?uri=urn:aaid:scds:US:5bf9204a-c214-3a99-b7e0-b1347daee377

REQUIREMENTS: Each firm responding to this solicitation must address the following items in their proposal:

• All information pertaining to the contractor’s technical and managerial approach to completing this project, as well as the proposed price, timetable and staffing plan, shall be presented in the proposal, the proposal must address at a minimum, each of the items set forth in the request for proposals to be considered.
• A detailed description of the process proposed to be undertaken to complete the property revaluation. Such description shall identify the key components, with the level of effort to be performed at each step.
• A list of municipalities for which the firm has completed a property revaluation as either a stand-alone project o as part of a full town/city-wide revaluation.
• Each firm providing revaluation services must provide evidence that supervisors are Certified Appraisers in addition to Certified Maine Assessors and field personnel should also be Certified Maine Assessors. Bidders shall state their current supervisor to field pickup ratio.
• All contractor personnel shall carry suitable ID cards, which shall include a current photograph.
• A firm engaged in performing a municipal revaluation in Maine must file a copy of the current grading and pricing schedules used with the State Tax Assessor. In addition, a firm must file and maintain the State Tax Assessor a resume that includes the number of people regularly employed by the firm and their qualifications.
• Upon completion of the total property revaluation, the firm must present to the Town of Woolwich with a complete set of property record cards that detail the construction of each building.
• At the completion of the revaluation, the selected firm will make themselves available to meet with taxpayers to review the new valuations.
• The firm must be able to assure that the project will be com

  Request for Qualifications/Proposals

  For Revaluation of Residential/Personal Property

   

   

  The Town of Woolwich, Maine is seeking proposals from qualified contractors to revalue all real and personal property in the Town, effective April 1, 2023. Firms interested in providing the revaluation services are invited to deliver five (5) sealed copies of the proposals to:

   

  Kim Dalton

  Town Administrator

  Town of Woolwich

  13 Nequasset Road

  Woolwich, Me 04579

   

  SCOPE:

  It is the express intent that the revaluation project shall include but not be limited to:

  • The just value of each parcel of taxable and tax-exempt real estate with separately expressed land and building values as well as total property values.
  • The scope of the project to include full measure and list plus photos.

   

  Definition of Value:

  Appraisals shall be made based on the definition of just value contained in 36 MRSA, 701-A.

   

  TOWN DATA:

  • The estimated population as of the 2020 census is 3,068.
  • The last revaluation was completed in 2005.
  • The town has a total area of 41.59 square miles (107.72 km²), of which, 35.09 square miles (90.88 km²) of it is land and 6.50 square miles (16.83 km²) is water.
  • The following link to the most recent Municipal Valuation Return provides current information related to parcel counts and value of taxable real and personal property. https://acrobat.adobe.com/link/review?uri=urn:aaid:scds:US:5bf9204a-c214-3a99-b7e0-b1347daee377

   

  REQUIREMENTS: Each firm responding to this solicitation must address the following items in their proposal:

   

  • All information pertaining to the contractor’s technical and managerial approach to completing this project, as well as the proposed price, timetable and staffing plan, shall be presented in the proposal, the proposal must address at a minimum, each of the items set forth in the request for proposals to be considered.
  • A detailed description of the process proposed to be undertaken to complete the property revaluation. Such description shall identify the key components, with the level of effort to be performed at each step.
  • A list of municipalities for which the firm has completed a property revaluation as either a stand-alone project o as part of a full town/city-wide revaluation.
  • Each firm providing revaluation services must provide evidence that supervisors are Certified Appraisers in addition to Certified Maine Assessors and field personnel should also be Certified Maine Assessors. Bidders shall state their current supervisor to field pickup ratio.
  • All contractor personnel shall carry suitable ID cards, which shall include a current photograph.
  • A firm engaged in performing a municipal revaluation in Maine must file a copy of the current grading and pricing schedules used with the State Tax Assessor. In addition, a firm must file and maintain the State Tax Assessor a resume that includes the number of people regularly employed by the firm and their qualifications.
  • Upon completion of the total property revaluation, the firm must present to the Town of Woolwich with a complete set of property record cards that detail the construction of each building.
  • At the completion of the revaluation, the selected firm will make themselves available to meet with taxpayers to review the new valuations.
  • The firm must be able to assure that the project will be completed by April 1, 2025 or a mutually agreed upon date before the start of the project. Failure on the part of the chosen firm to complete all work on or before the agreed upon date shall be cause for payment of liquidated damages by the chosen firm to the Town of Woolwich at the rate of $100 per working day. Any liquidated damages may be deducted from the contract sum owed the company.
  • All contractors must be experienced working with Appraisal TRIO software. The Town utilizes the latest version of Trio SQL. Modules; RE, PP, Commercial & Sketch.
  • Proposals will include a list of staff that will serve the Town of Woolwich during the revaluation process.
  • Proposals will include all costs associated with scope of work including anticipated time needed for the meetings with taxpayers to review new valuations. Proposals should also include a daily rate for additional taxpayer meetings if needed.

   

  INSURANCE:

   

  The chosen firm shall carry and maintain in force-

  • Worker’s Compensation Insurance, General Public Liability and Property Damage Insurance including vehicle coverage and professional liability insurance with limits of $1,000,000 per occurrence , $2,000,000 aggregate. The town shall be named as an additional insured on the liability policy.
  • The Town may require the contractor to submit a performance bond in the amount of 100% of the contract through a bonding company licensed to do business in the State of Maine.
  • Copies of all certificates of insurance showing policies covering insurance required for this revaluation project shall be filed with the Town of Woolwich and approved by the Town of Woolwich prior to the commencement of any work on the revaluation project.
  • The Contractor agrees to defend and indemnify the Town against claims for bodily injury, accidental death, and property damage, which may arise in the performance of the contract, and, in all other aspects, to hold the Town harmless from both inadvertent and negligent acts of the contractor, its employees and agents.

   

  ITEMS SUPPLIED BY THE TOWN:

   

  The Town of Woolwich will provide the following to the chosen firm to aid in the revaluation project:

  • All available building permit information
  • All available zoning information
  • All available ownership information
  • All available land classification information related to current use classification
  • All available sales data
  • Land dimensions and total acreages or estimates of same on all parcels or access to deeds for same.
  • Assistance during the informal reviews to resolve discrepancies due to land size, boundaries, etc.
  • One set of full size tax maps and one set of reduced size tax maps.
  • Permission to use present property record cards when necessary, such as refusal of a property owner to allow measurement and inspection of a building.
  • Office space for use by the chosen firm’s staff working on the revaluation project.
  • Office space for the conduct of the informal hearings.

   

   

  SELECTION:

   

  Firms will be selected using the following criteria:

   

  1. Experience providing residential, commercial and industrial revaluation services in Maine.
  2. Ability to perform the scope of work by April 1^st 2025 or a date mutually agreed upon before the start of the project.
  3. Experience working with Appraisal TRIO software.
  4. Price.

   

  The Town reserves the right to reject any and all proposals, in whole or in part.

   

   

  AWARD:

  A list of firms will be selected for in-person interviews. The selected firms will be contacted during the week of March 31st to schedule interviews during the week of April 30th. A final firm will be selected to enter into contract negotiations with the Town of Woolwich the week of May 15^th.

  
  
  
  
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