RFP for Revaluation for the Town of Hartland

Start Date: October 08, 2024
End Date: January 08, 2025
Type: Requests for Proposals (RFP)
Phone: 207-938-4401
Email: hartlandmanager@gmail.com

Request for Qualifications/Proposals

For Revaluation/Equalization of Residential, Commercial and Industrial Property
PROCESS:

The Town of Hartland, Maine is undertaking a revaluation/equalization of taxable property of approximately 1,723 +/- residential and 50 +/-  commercial and industrial properties. Proposals must be received by Friday November 1, 2024 by 3:00 p.m. Bidders interested in providing the revaluation/equalization services are invited to deliver one sealed copy of the proposal to:

Christopher Littlefield

Town Manager

Town of Hartland

21 Elm Street

PO Box 280

Hartland, Maine 04943

SCOPE: 

It is the express intent that the revaluation/equalization 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 and sketches.
• Update Trio with the revaluation/equalization values with appropriate cost schedules.
• Start Date:  January 2, 2025
• Completion Date:  July 15, 2026

DEFINITION OF JUST VALUE:  

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

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

• A letter of transmittal signed by the individual authorized to negotiate for and contractually bind the bidder stating the effective dates of the offer.

• A detailed description of the process proposed to be undertaken to complete the property revaluation/equalization.

• Upon completion of the total property revaluation/equalization, the Town of Hartland must be presented with a complete set of property record cards, including photos and sketches that detail the construction of each building.

• At the completion of the revaluation/equalization the selected bidder will make themselves available to meet with the local Tax Assessor and taxpayers to review the new valuations, for a period of no less than 90 days.

• All contractors must be experienced working with TrioWeb software. 

• Proposals will include a list of staff that will serve the Town of Hartland during the revaluation or equalization process and a proposed time period for commencement and  completion.

• Bidder must provide up to five written references to verify past work performance.

 INSURANCE:

The winning bidder shall carry and maintain in force:

• Workers' 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.

ITEMS SUPPLIED BY THE TOWN:

The Town will provide the following to the winning bidder 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
• Space for use by the chosen bidder’s staff working on the revaluation/equalization project
• Space for the conduct of the informal hearings

SELECTION:

Bidders will be scored using the following criteria:

1. Experience providing residential, commercial and industrial revaluation/equalization services in Maine and by the number of written recommendations from previous work presented with the proposal. 

(40 pts)

2. Ability to perform the scope of work by July 15, 2026 commitment date unless otherwise negotiated. (20pts)
3. Experience working with TrioWeb software by number of years.

(15 pts)

4. Price per card.

(25 pts)

AWARD:

The winning bidder will be selected to enter into contract negotiations with the Town of Hartland by December 31st, 2024 following the Selectmen’s affirmative acceptance of the bid.  The project will also be subject to taxpayer funding by Town Meeting.

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