REQUEST FOR PROPOSALS REAL ESTATE EQUALIZATION SERVICES

Bid Postings • REQUEST FOR PROPOSALS REAL ESTATE EQUALIZATIO Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In City Government Our Community Doing Business Just Visiting How Do I Search Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: REQUEST FOR PROPOSALS REAL ESTATE EQUALIZATION SERVICES Category: Assessing Status: Closed Description: CITY OF BELFAST, MAINE REQUEST FOR PROPOSALS REAL ESTATE EQUALIZATION SERVICES RELEASED MARCH 22, 2023 1. PURPOSE OF THIS REQUEST The City of Belfast is soliciting proposals from qualified firms for a City-wide update and adjustment of the land and building valuation schedules based on market data and conclusions used for taxation purposes. The equalization will consist of using the existing property data and be specifically adjusted and calibrated for all land cost schedules, residential building cost schedules, and commercial cost schedules. 2. SCOPE OF SERVICES REQUIRED The priority goal of the equalization, and the scope of services that the firm chosen will be required to perform, are the following: 2.1. Update and adjust land and building valuation schedules based on market data and conclusions used for taxation purposes. Scope of the land and building adjustments: 2.1.1: Provide to the City of Belfast Assessor statistical ‘Just Value’ to a minimum standard of 100% certified ratio (+/-10% of actual ratio) as determined through the use of a standard sales ratio study for all base classifications of land and building real property including but not limited to urban building, rural building, waterfront building, commercial building and any and all Maine current use classifications as required under Maine Constitution Article IX Section 8 and Maine Title 36 section 701-A. 2.1.2: The statistical just valuation will be in the form of adjusting and calibrating the TRIO assessing system in a manner that produces the results required in Item 2.1.1. 2.1.3: Progress reports will be provided to the City of Belfast to the attention of the City of Belfast Assessor. 2.1.4: Firm will provide services to copy the existing photocopied sketches in the TRIO photography tab to the TRIO sketching tab. Such activity to be completed by remote access. 2.1.5: Firm will provide technical assistance to the City of Belfast Assessor in the form of analysis and conclusions of sales ratio studies to achieve just valuations in accordance with Item 2.1.1 above. 2.1.6: Firm will provide technical training assistance to the City of Belfast Assessor in the form of adjustments and calibrations of the TRIO assessing system. Firm’s primary responsibility will be technical assistance to the City of Belfast Assessor. 2.1.7: Firm is not responsible for any other assessing activities not specified in this agreement. 2.1.8: The City of Belfast Assessor will be solely responsible for the individual property results of the revaluation. 2.1.9: Any decisions of the City of Belfast Assessor are to be kept in accordance with the duties of their office. 2.2: Conclude an appropriate valuation ratio with respect to the land and building residential ratio (waterfront and non-waterfront) and commercial valuation ratios. NOTE: The immediate goal is to change land valuations based on known neighborhood deficiencies, adjusting the land valuations to a level within 10% of the resulting land and building valuations for all property classes in keeping the Maine Law Court decisions that outline the standards of discriminatory assessing practices. The above goals (2.1 and 2.2) are to be completed effective April 1, 2024, for the 2025 assessment. 2.3: Secondary tasks to be completed concurrently, to be completed by June 30, 2025 for the 2025 commitment: 2.3.1: Copy existing sketches from photocopy to TRIO sketching. 2.3.2: Copy/install digital photography to TRIO as available. 2.3.3: Train and assist the Assessing staff in the best practices of the TRIO Assessing system. 2.4: Longer-term tasks to be completed by to be completed by June 30, 2025 for the 2025 commitment: 2.4.1: Complete adjustments in land and building baseline valuations to achieve certified ratio of 100 effective for the 2025-2026 tax commitment for all property classes. 2.5: The selected firm will work with the City Assessor to design, implement, and update all taxable real property valuations within Belfast. Overall process of the equalization responsible to the City of Belfast Assessor: 2.5.1: Communicate to all property owners announcing that a equalization is to begin and will be completed using existing data. 2.5.2: Communicate with all taxpayers their rights and obligations. 2.5.3: Communicate with all taxpayers encouraging their participation. 2.5.4: Communicate to all taxpayers that their property record is available through email for their review. 2.6: Firm will utilize the City of Belfast’s existing mass assessing program, which has the trade name TRIO. The City of Belfast requires an extremely high level of service for the implementation of equitable real estate valuations. Timeliness and courtesy are crucial. Reliability is a critical concern to the City of Belfast. Project to commence July 1, 2023, with values finalized for commitment in 2025. Preference will be given to a firm that is familiar with TRIO assessing software, and the Maine real estate market. 3. PROPOSAL FORMAT The firm's response must be explained in detail and shall indicate how the firm proposes to satisfy each requirement where necessary. At the very least, the firm must indicate compliance, non-compliance, or exception for each of the below items in this section. 3.1: Company name, address, and telephone number(s) of the firm submitting the proposal. 3.2: Describe how your firm is positioned to provide the services listed above and provide a history of experience in providing similar services. 3.3: Describe your approach to providing these services and providing technical support. 3.4: The City of Belfast currently has over 4,000 taxable properties, and utilizes TRIO’s version Sequel assessing software, which is hosted on the cloud. Proposals must include a detailed methodology to interface with these programs to accomplish the project. 3.5: Summarize the experience and technological expertise of the staff that will be supporting the City of Belfast. Provide details of a firm team member that holds a current Certified Maine Assessor designation. 3.6: The proposal must contain a cost of services fee schedule that includes hourly rates for proposed services. Describe how your services are priced and any specific pricing you can provide. Any additional charges shall be noted. 3.7: Name, title, address, email address, and telephone number of the person or persons to contact who are authorized to represent the company and to whom correspondence should be directed. 3.8: Statement that indicates that the proposal and cost schedule shall be valid. 3.9: Evidence of insurability (certificates of General Liability and Worker’s Compensation) or ability to post a bond. 3.10: The City of Belfast shall be named as an additional insurer. 3.11: The firm's response must be explained in detail and shall indicate how the firm proposes to satisfy each requirement where necessary. 3.12: Firms shall provide a list of customer references. Three references minimum outlining similar services provided to clients. Provide details of actual services provided and the length of time providing services to this client. 3.13: The proposal shall be signed by the person authorized to legally bind the proposal and cost schedule. 3.14: The proposal shall designate an authorized negotiator who will be empowered to make binding commitments. 3.15: Firm shall provide a written project management and implementation plan specifying time of completion. 4. EVALUATION CRITERIA A firm’s proposal will be evaluated by the City of Belfast according to the following criteria: 4.1: Fulfillment of technical and functional specification requirements. 4.2: Technical support services offered. 4.3: Integration with the current assessing software. 4.4: Price. 4.5: Time to project completion. 5. QUESTIONS REGARDING THIS REQUEST, SITE VISITS 5.1: Any and all questions regarding this request must be emailed to Avis Winchester, Interim Assessor, at , such that they are received by 5:00 p.m. local time on Thursday, April 17 th , 2023, in order to be answered. The City of Belfast will provide confirmation of successful receipt of a question to the sender via email. All questions submitted by this deadline will be answered and posted only on the City of Belfast’s website at www.cityofbelfast.org/BidOpenings b y 12:00 p.m. local time on Thursday, April 20 th , 2023. Answers to questions will not be emailed to firms. 6. SUBMISSION REQUIREMENTS AND DEADLINE Firms who wish to have their proposals considered must follow these submission requirements: 6.1: The firm will submit one electronic copy and two paper copies of both its proposal and any supporting materials, all to be clearly labeled as “City of Belfast Equalization RFP.” 6.2: The firm will see that its proposal (and any supporting materials) is received no later than the below deadline at the following address: City of Belfast; Attention: City Manager Erin Herbig; 131 Church Street; Belfast, Maine 04915. 6.3: The firm will submit its proposal (and any supporting materials) so that is received at the above address no later than 12:00pm local time on Thursday, April 27 th , 2023. 6.4: It is the responsibility of the responding firms to review, evaluate and request clarification prior to submittal of a proposal. 6.5: Responding firms shall take all responsibility for any errors or omissions in their proposal. 6.6: The responding firm shall be fully responsible for all proposal development and submittal costs. The City of Belfast assumes no contractual or financia