Assessing Services - 2025 - RFP.pdf

Request for Proposal Assessing Services

City of Lathrup Village

Overview The City of Lathrup Village (“City”) is seeking proposals from qualified and experienced firms to provide assessing services. Proposals will be received by the City until exactly 2:00 PM local time, May 22, 2025, as described below in more detail. Proposers must be certified as qualified by the Michigan State Tax Commission.

The City of Lathrup Village officially distributes proposal documents through BidNet. Copies of proposal documents obtained from any other outside sources are not considered official copies.

Only those Proposers who obtain proposal documents from either the City or the BidNet system are guaranteed access to addendum information, if such information is issued. Final proposal results will be posted on the BidNet website after the award. Specifications for this RFP are described herein. Any deviation from the specifications must be noted on the proposal.

THE CITY OF LATHRUP VILLAGE RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS AND

THE RIGHT TO WAIVE ANY IRREGULARITIES AND ACCEPT OR REJECT ANY OR ALL PROPOSALS

SUBMITTED.

Please carefully review this RFP. It differs from an Invitation to Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Proposers are to provide their proposed solution based on their professional knowledge and developed around the general requirements defined within this proposal. As such, the lowest price proposed will not guarantee an award. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the service, of which experience and customer service may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposed evaluation criteria outlined in this document should be viewed as standards, which measure how well a Proposer’s approach meets the desired requirements and needs of the City.

This Request for Proposal will serve as the basis of the initial services contract with the successful Proposer (“Contractor”).

Community Description Nestled in the heart of Oakland County, Lathrup Village is a vibrant and close-knit community known for its unique blend of small-town charm and modern amenities. With a commitment to fostering a high quality of life, the city boasts tree-lined streets, historic homes, and welcoming neighborhoods. Residents and visitors alike enjoy a strong sense of community, with numerous events, parks, and recreational spaces designed to bring people together.

Lathrup Village values diversity, sustainability, and active engagement, making it a great place to live, work, and raise a family. The city is conveniently located near major highways, providing easy access to the greater Detroit area while maintaining a peaceful, residential atmosphere. Whether you're looking to participate in local events, support small businesses, or simply enjoy the beauty of the surroundings, Lathrup Village invites you to discover all it has to offer.

2025 Community Information

2020 Population 4,051

Land area (sq. miles) 1.51

SEV 2024 302,422,830

TV 2024 188,196,420

Number of Parcels 2,128

# of Residential (401) 1,723

# of Commercial (201) 105

# of Industrial (301) 0

# of Agricultural (101) 0

# of Personal Property (251, 351) 260

Utilities (551) 3

IFT 0

The City contemplates an initial three (3) year contract, depending on the proposal.

Required Qualifications

Proposers responding to this RFP must:

• Have an MCAO certification from the Michigan State Tax Commission and keep current such certification to legally perform the duties of Assessor for the City (including regulatory changes that may occur during the agreement).

• Be proficient in BS&A/Equalization software.

• Maintain a local phone number, email address, and provide a minimum of eight (8) scheduled office working hours at the City Hall per month, plus additional availability for meetings with residents, agents, and other interested parties upon request.

• Have familiarity with the Michigan General Property Tax Act and Michigan Land Division Act.

• Have appeared or practiced before the Michigan Tax Tribunal in both the Small Claims and Entire Tribunal Divisions.

• Have an associate’s degree or, preferably, a bachelor’s degree with at least five years of assessing experience.

• Present a positive professional image in both dress and conduct while interfacing with City staff and the public.

• Be able to travel to properties within the City and walk around construction sites and unattended residences during all seasons and weather conditions.

Services to be Provided

• Respond promptly to inquiries from City staff, residents, county equalization staff, and other interested parties.

• Plan, supervise, and participate in the appraisal, reappraisal, and assessment of all real and personal properties in the City under State law and City ordinances.

• Perform on-site inspections in compliance with Michigan law and properly account for changes in property characteristics.

• Maintain assessment rolls for the City, including ad valorem, specific tax rolls (PILTs, TIFs, DDAs, etc.), and special assessments in order to ensure compliance with State law and City ordinances.

• Keep the property record field cards up-to-date and generally oversee all assessing records, including physical data, legal descriptions, splits and combinations of parcels, and ownership transfers.

• In consultation with City staff, assist with land divisions and combinations as necessary, complying with the State’s Land Division Act and County/City procedures for land divisions, including the City’s Land Divisions, Subdivisions, and Development Ordinance.

• Prepare the winter and summer assessment rolls for the City Treasurer.

• Analyze property sales of all property classes within the City to determine property values and appropriate assessment adjustments, including vacant land values.

• Identify all uncapping events and adjust assessments accordingly.

• Process all Principal Residence Exemptions (PREs), rescissions, Property Transfer Affidavits, and Transfer Deeds.

• Review and process all Hardship Tax and Veterans’ exemption applications.

• File all necessary State and County reports pertaining to the Assessment and Tax Rolls as required by law.

• Prepare a report for the City regarding the status of the assessing services being performed and the Assessment Roll and present it to the City Council. Attend City Council meetings and committee meetings as needed.

• Update the Treasurer’s Department with pertinent information on all name and address changes made to the database(s). City staff may perform the actual updates to files. All assessment files will be the property of and kept in the City Hall.

• Track all building permits and reassess all properties with construction activity requiring a building permit to ensure that assessments are accurate.

• Maintain parcel and tax maps.

• Process Personal Property Statements, including conducting an annual inspection to ensure an up-to-date list of personal property. Comply with all Personal Property Tax reporting requirements to the State of Michigan, tracking any required reductions.

• Respond to complaints pertaining to property assessments and, upon request, meet with taxpayers regarding assessment determinations and explain appeal procedures.

• Act as the liaison in communicating with the public, media, and other governmental agencies on assessing issues.

• Prepare assessment notices for all property owners in accordance with State laws. City staff will assist with printing and mailing.

• Schedule the Board of Review meetings, post the public notices for those meetings, and attend Board of Review meetings.

• Represent the City in defense of assessment appeals to the Board of Review, the Small Claims division of the Michigan Tax Tribunal, and the Entire Tribunal of the Michigan Tax Tribunal.

• Coordinate with the City attorney in the defense of tax and assessment appeals.

• Communicate openly and in a timely fashion with City staff and the public in handling appeals to ensure the Board of Review has all available information to render its decisions.

• Participate in all Board of Review sessions and compile results, and oversee the preparation of letters and reports associated with Board of Review hearings. Prepare changes to the roll based on decisions of the Board of Review and/or Michigan Tax Tribunal.

• Coordinate with the Oakland County Equalization Department to facilitate the digital and manual transfer of data and values.

• Update market values for land and buildings owned by the City. The said information obtained shall be used for insurance purposes, depreciation, and to establish lease values.

• Make taxable value estimates by the deadlines established by the City Administrator or Finance Director.

• Assist with the Audit of Minimum Assessing Requirements (“AMAR”) and advise the City on standard and recommended actions to ensure the City remains in full compliance with the Michigan State Tax Commission.

• Perform services in accordance with the Supervising Preparation of the Assessment Roll and any other guidance, statute, or best practice as now, or in the future, may be created.

• On an annual basis, conduct a review of no fewer than 20% of all properties in the City.

This percentage can include new construction, building permits, and house sales.

• Implement an action plan to ensure all properties in the City, unless vacant, assessed with other properties, common areas, or City-owned, are physically inspected and have their files updated at least every six (6) years.

• Maintain current knowledge regarding assessing-related technology, market trends, and pending legislation pertaining to taxation and other developments in the property assessment field.

• Perform all other duties incidentally to the normal duties of an Assessor.

City Provided Assistance & Services The City will supply limited clerical services to assist the Contractor. The limited support will include answering telephone calls and walk-in requests for assessment data, providing the Contractor’s telephone number and email to residents as necessary, assisting in scheduling assessment-related appointments, providing copies of all assessment open records as requested, and assisting in mailing notices. The City will assist in maintaining accurate ownership records and will process address change requests in a timely fashion. The City will be responsible for the cost of all official mailings, including postage. The City will be responsible for the establishment, accuracy, and compilation of all special assessment rolls in the City. The City will provide a copy of all building permits with parcel numbers. The City will provide workspace to the Contractor to include a desk, chair, filing cabinets, and either a laptop or desktop computer (if specifically requested in the proposal). The City will also provide access to BS&A/Equalization Software.

Indemnity and Insurance The City requires all contractors to satisfy its Third-Party Insurance and Indemnification Requirements. A successful Proposer shall execute and comply with the City’s Mandatory Insurance and Indemnification Rider attached hereto as Attachment A.

Non-Discrimination It is the policy of the City to provide fair and reasonable opportunities for participation. During the performance of the contract, the successful Contractor, subcontractors, employees and agents, will not discriminate against any employee or applicant for employment concerning hire, tenure, terms, conditions or privileges of employment or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, height, weight, marital status or because of a handicap that is unrelated to the person’s ability to perform the duties necessary. Any and all subcontracts shall include a nondiscrimination provision identical to this provision and be binding upon any and all subcontractors and agents. The Contractor, subcontractors, employees, and agents also agree to comply with all applicable federal, state, and local laws in the conduct of services. A breach of this covenant shall be regarded as a material breach of the contract.

Proposal Requirements The selection process will be focused on quality-based selection criteria. Those interested in submitting proposals must submit one (1) printed and one (1) digital copy (flash drive) in a sealed package no later than 2:00 PM local time, May 22, 2025. No late proposals will be accepted. The City reserves the right to change the due date for proposals for its convenience. Proposals may be mailed or hand-delivered to:

Alisa Emanuel – City Clerk ATTN: RFP – Assessing Services 27400 Southfield Road Lathrup Village, MI 48076

All proposals must be submitted in a sealed envelope marked “RFP – Assessing Services”.

Neither the City nor any of its officials and/or employees will bear any responsibility that may be associated with the premature opening, post-opening of, or the failure to open a proposal that is not properly addressed, delivered, and/or identified. Proposers are solely responsible for the timely delivery of proposals.

Questions and/or clarification requests can be directed to the Finance Director, Michelle Townsend, at 248-557-2600 ext. 227 or mtownsend@lathrupvillage.org.

mailto:mtownsend@lathrupvillage.org

If it becomes necessary to revise any part of this RFP, a written Addendum will be posted on BidNet.

Interviews, if any, will take place beginning on Tuesday, May 27, 2025.

The City may hold proposals for a period of ninety (90) days from opening, for the purpose of reviewing the results and investigating the qualifications of Proposers prior to making an award.

The City reserves the right to waive any irregularities and accept or reject any or all proposals submitted.

Proposers are advised that proposals are considered to be under evaluation from the due date until contract award. The City staff are restricted from giving any information relative to the “progress” of the evaluation during this time, except as required to administer the evaluation process. The City reserves the right to disqualify any Proposer who contacts any City employee, representative, or agent concerning this RFP other than per this section. Nothing in this section shall prohibit the City from conducting discussions with Proposers after the proposal due date.

Final award information will be posted on BidNet.

All costs incurred in the preparation and presentation of a proposal, in any way whatsoever, shall be wholly absorbed by the Proposer. All supporting documentation will become the property of the City unless requested otherwise at the time of submission. Ownership of all data, materials, and documentation originated and prepared for the City according to this RFP and the subsequent contract shall belong exclusively to the City. The Michigan Freedom of Information Act requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the Act. Therefore, confidentiality of information submitted in response to this RFP is not assured.

A. Proposal Format – To facilitate the analysis of responses to this RFP, Proposers are requested to prepare their proposals following the instructions outlined below:

o Timely submission of one (1) printed & one (1) digital copy in a sealed package.

o Identify and describe the services being offered in response to this solicitation.

o Proposals must be prepared as simply as possible and provide a straightforward, concise description of the Proposer’s capabilities to satisfy the requirements of the RFP. All parts, pages, figures, and tables must be numbered and clearly labeled.

o Elaborate artwork; expensive paper, bindings, visual, and other presentation aids are not required.

B. Requirements Specific to Evaluation – The narrative portion and the materials presented in response to this RFP must contain, at a minimum, the following:

Section 1 – General o Name of company, postal address, contact name, email address, and telephone number(s).

o Year established and detailed history.

o Present size of the company, including assets, number of employees (part-time and full-time), and the number of facilities that the company operates.

o All proposals must be signed by an authorized representative of the submitting company.

Section 2 – Statement of Company Qualifications o List any municipalities for whom you are currently providing assessing services.

State the amount of time you have provided services, the number of employees, the scope of services, the approximate budgets, and the size of the municipality.

o Provide a reference list (minimum three (3)) for your company’s work, including key contacts with phone numbers, and other pertinent information.

Section 3 – Statement of Personnel Qualifications o List the names and qualifications of the professionals associated with your company, including number of years with the company, experience, training, education, and area of expertise.

o Copy of the assessor’s Level Certification document as well as documentation of any other related certifications.

o Curriculum vitae of principal assessor(s).

Section 4 – Identification of Project Team o Identify how your company will structure the organization of personnel on this project. Provide anticipated staffing levels for operations.

o List subcontracted professional help, if any.

Section 5 – Litigation History o Provide a history for the last five (5) years of all claims, settlements, arbitrations, litigation proceedings, and civil actions involving $100,000 or more and all criminal legal actions in which the company, its parent company, subsidiaries, partners, members, or principals were involved. For each case, the Proposer must provide the following:

a. The name of the claim, arbitration, litigation, or action;

b. The amount at issue or the criminal charges alleged; and

c. The status or final disposition of the case.

o The Proposer must also provide details of any current or threatened legal actions in Michigan against the Proposer or its parent company, subsidiaries, all partners, members, principals or joint venture company(s) by a governmental entity contracting with the Proposer or its parent company for services relating to assessing or against such a government entity by the Proposer or its parent company or joint venture company(s). For each action, the Proposer must provide the following:

a. The name of the action and the court in which the action is pending, and

b. The action number and the amount at issue.

o The Proposer shall provide a list of any regulatory agency enforcement actions against the Proposer, such as, but not limited to, the State of Michigan or a local enforcement agency. The list shall include the name of the regulatory agency and the date of the enforcement action.

o The Proposer shall inform the City if it has had any certificates, licenses, endorsements, entitlements, or business licenses revoked or suspended in the last five (5) years.

Section 6 – Conflicts of Interest o Identify any current or anticipated conflict of interest, actual or potential. A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the City as well as any work performed, or to be performed, on behalf of taxpayers within the City. Proposers shall identify any interests and the individuals involved on a separate paper with the response.

C. Cost Proposal & Compensation o A successful Proposer will be paid to provide the specific Services to be Provided and per the applicable laws of the State of Michigan for the years 7/1/2025 – 6/30/2026, 7/1/2026 – 6/30/2027, and 7/1/2027 – 6/30/2028. The City will pay the compensation based on the progress of the work that has been completed.

The proposers shall express their fee structure for each year of the 3-year contract in a not-to-exceed sum to include all of the Contractor’s costs, including but not limited to, all expenses associated with defending appeals to the Board of Review and Small Claims and the Entire Tribunal Divisions of the Michigan Tax Tribunal. All incidental expenses will be the responsibility of the Contractor. All prices proposed are for the Services to be Provided as described in this RFP unless the Proposer submits specific exceptions.

D. Iran Economic Sanctions Act Disclosure o The Proposer shall submit an Iran Economic Sanctions Act Certification in substantially the form provided in Attachment B.

Evaluation Criteria The following evaluation criteria will be used to review the Assessing Services proposals that are received:

1. Demonstration of successful experience in providing general assessment services to municipalities of a similar or larger size;

2. Past experience in providing assessment and evaluation services, including demonstration of a high level of accuracy in assessment work for municipal clients;

3. Cost of assessment services;

4. Evidence of positive taxpayer interaction;

5. Timely submission of a complete response to this RFP; and

6. Meet or exceed the Required Qualifications and best fulfill the Services to be Provided.

The selection process will be determined by the responses to this RFP and any interviews. The final award will be made to the Proposer deemed most advantageous to the City. The City may consider references, experience and qualifications, pricing, and proposal completeness in its selection process. The City reserves the right to reject any and all proposals or to make an award based directly on the proposals. The City reserves the right to negotiate separately with any Proposer after the opening of this RFP when such action is considered in its best interest.

Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection, or a counteroffer on the part of the City. The Proposer selected for the award will be chosen based on the apparent greatest benefit to the City.

The City’s acceptance of a proposal shall not constitute a formed contract. The acceptance of a proposal and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City. This RFP will serve as the basis of the initial services contract with the successful Proposer.

ATTACHMENT A

City of Lathrup Village

Mandatory Insurance and Indemnification Rider

WHEREAS, the City of Lathrup Village, a Michigan municipal corporation (“City”), and , a , (“Contractor”/”Licensee”), have entered into an agreement for the (the “Agreement”); and

WHEREAS, the Contractor/Licensee has agreed, as a principal inducement to the City to enter into the Agreement, to provide certain insurance coverage for the City with respect to any claims, liabilities, actions, or losses incurred by, or asserted against, the City related to or arising from the Agreement; and

WHEREAS, the Contractor/Licensee has agreed, as a principal inducement to the City to enter into the Agreement, to indemnify the City, its Trustees, officers, agents and employees, for and against any claims, liabilities, actions, or losses incurred by, or asserted against, the City related to or arising from the Agreement;

NOW, THEREFORE, in consideration of the covenants and agreements set forth herein, and in the Agreement to which this Rider is attached, the parties agree as follows:

I. Insurance Certificate. The Contractor/Licensee shall provide, prior to execution of the Agreement to which this Rider is attached, a certificate of insurance issued directly to the City by an insurer with an A.M. Best rating of “A” or better, and evidencing the following:

a. Coverage of the City, its trustees, officers, agents, and employees as additional insureds;

b. That the insurance certified thereunder shall be primary insurance and that any insurance carried by the City shall be excess and not contributing.

c. A requirement that the insurer provide that at least thirty (30) days prior notice of cancellation or material change to the coverage be provided to the City;

d. Coverage in the following amounts:

i. Worker’s Compensation and Employers Liability coverage covering the statutory requirements of the State of Michigan and insuring the contractor or user with an Employer’s Liability limit of at least $500,000;

ii. Occurrence based Commercial General Liability coverage covering liability arising out of the operations of the contractor, with an endorsement applying the policy’s aggregate limits by location or project, and having minimum liability limits of $1,000,000 combined single limit per occurrence, a general aggregate limit of at least $2,000,000 and a products completed operations aggregate of at least $2,000,000;

iii. Automobile Liability coverage, including Michigan No-Fault Coverage, with limits of liability of not less than $1,000,000 per occurrence and/or aggregate combined single limit Bodily Injury and Property Damage;

iv. Professional Liability (Claims Made) coverage with limits no less than $2,000,000 aggregate, which shall insure against acts which are in the nature of professional services performed by consultants;

e. Coverage of all contractual liability assumed by the Contractor/Licensee pursuant to the Agreement to Defend, Indemnify, and Hold Harmless.

II. Agreement to Defend, Indemnify and Hold Harmless. The contractor/licensee hereby covenants and agrees to defend, indemnify and hold harmless the City of Lathrup Village from all liability, claims, actions, causes of action, lawsuits and demands including attorneys fees and costs, fines and/or penalties for personal injury, bodily injury or death (including personal injury, bodily injury or death of the contractor’s/licensee’s own employees or the employees of any independent contractor) and/or property damage arising out of or in any way related to the contractor’s/licensee’s work or operations on or about the City’s property, or for or on behalf of the City of Lathrup Village about or away from the City’s property, or associated with the breach of the agreement or arising out of the contractor’s/licensee’s work or work of subcontractors employed by the contractor.

III. Conflicts. In the event, and to the extent, of a conflict between the provisions of this Rider, and the contract or agreement to which it is attached or appended, the terms of this Rider supersede and control any inconsistent provisions contained in the contract or agreement.

Contractor/Licensee:

By: Date Its:

The City of Lathrup Village

By: Date Its:

ATTACHMENT B

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

I am the [title] of [Proposer], or I am bidding in my individual capacity (“Bidder”) with authority to submit a binding bid for the provision of Assessing Services to the City of Lathrup Village.

I have personal knowledge of the matters described in the Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. (“Act”).

I am fully aware that the City will rely on my representations in evaluating bids. I certify that Bidder is not an Iran-linked business, as that term is defined in the Act.

I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

Signature

Printed

Date