INTRODUCTION AND BACKGROUND:
- The City of Valdez (“City”) is requesting proposals for the provision of property tax assessment services for the five tax-years 2020-2024.
- The City’s tax roll, excluding oil and gas properties as defined in AS 43.56, is comprised of approximately 2,400 parcels valued at approximately $280MM.
- The City owns approximately 370 parcels valued at $26MM.
- Personal property assessments are excluded from this scope of work.
- The City wishes to upgrade from handwritten “cards” to a computer-assisted mass appraisal (CAMA) system not later than the 2021 tax year. Such work will fall outside the basic contract, and will be conducted for a negotiated fee.
- The City has ongoing appeals with the State of Alaska regarding state-assessed properties, which require occasional assistance and input from the City’s property assessor. Such work will fall outside the basic contract, and will be conducted for a negotiated fee.
PROPOSED TIMELINE (Subject to revision):
SCOPE OF SERVICES:
- Assessment of full and true value of all taxable and tax-exempt real property located within the City and not assessed by the State of Alaska, in the name of the person by whom it is owned as of the first day of January of the tax year, in accordance with State statutes and municipal code.
- Preparation of the State’s Annual Report on Assessment and Taxation on behalf of the City.
- Inspection of all properties identified in item 1, above, within the first twelve months of the contract, with not less than one third of properties re-inspected annually thereafter.
- Annual assessment and documentation of all property improvements concluded since the prior assessment, including a review of all building permits issued by the City during the previous calendar year.
- Annual Appraisal and documentation of possessory or leasehold interest in properties and exempt-entity leases.
- Annual review of subdivisions and parcel changes in conjunction with the City Planning Department.
- Completion of assessment roll of all taxable property before March 1st, or other date as established by City Council.
- Delivery of certified final assessment roll to the City by June 1st of each assessment year.
- Coordination and preparation of tax appeals and representation of the City at annual Board of Equalization hearing.
- Preparation and calculation of sales ration analysis to ensure current appraisals are within 5% of the legal level, pursuant to State statutes.
- Accessibility to City staff throughout the tax year to assist in general tax-related inquiries.
- Consultation regarding, and facilitation of City transition to a CAMA system (outside of basic contract; negotiated fee).
- Consultation regarding appeals of state-assessed values (outside of basic contract; negotiated fee).
CITY-PROVIDED SERIVCES, DATA, DOCUMENTS AND WORKSPACE
- Existing tax roll, legal descriptions, maps, plats, ownership records, permits, and other property history.
- Conference room or other suitable work space, with full communications capacity.
- Mailing of assessment notices and tax bills to property owners.
- Council meeting materials and meeting notices.
- Forms for appeals and exemptions.
INSTRUCTIONS AND QUALIFICATIONS
- Submit proposals and questions via email to Brian Carlson
- Provide compensation for basic-services as a not-to-exceed figure for each year. Figures should include all labor, materials, and travel costs, and other reimbursements.
- Separately provide hourly fees for scope items described above as “outside of basic contract”.
- Provide desired payment schedule and related milestones. This may be a single schedule assumed to apply to each of the five contract years.
- Provide details regarding firm experience and qualifications of all staff assigned to this contract.
- Provide details regarding use of subcontractors and/or consultants.
- Provide three client references, along with details of those scopes of work.
A review committee comprised of City personnel will evaluate proposals based on the following criteria:
- Demonstrated experience performing the scope of work
- Firm qualifications and references
- Personnel qualifications
The City of Valdez reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Valdez and the firm selected.
During the evaluation process, the Selection Advisory Committee and the City of Valdez reserve the right, where it may serve the City's best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions.
The successful bidder will be asked to sign an agreement which states that ownership of work products rests with the City. The assessor may not sell or offer for compensation in any manner the data or information obtained under the terms and conditions of this agreement without obtaining the written permission of the city. The proposal should address this issue.
There is no expressed or implied obligation for the City of Valdez to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Such costs should not be included in the proposal.