Orion Township Assessing Services RFP.pdf

Charter Township of Orion – Assessing Services RFP

Charter Township of Orion County of Oakland, Michigan

REQUEST FOR PROPOSALS

ASSESSING SERVICES

FOR

THE CHARTER TOWNSHIP OF ORION

LAKE ORION, MICHIGAN

April 14, 2025

The Charter Township of Orion is issuing a Request for Proposal (RFP) for interested and qualified firms to provide assessing services pursuant to The General Property Tax Act, Act 206 of 1893, Assessment and the Uniform Standards of Professional Appraisal Practice (USPAP).

Sealed Proposals: Bidders will submit one (1) original and two (2) copies to the following address:

The Charter Township of Orion

Clerk’s Office

2323 Joslyn Rd.

Lake Orion, MI 48360

By 2:00 p.m. Wednesday, May 7, 2025

Proposals received after the above cited time will be considered a late submittal and are not acceptable.

• The envelope should be clearly marked “SEALED RFP – Assessing Services.”

• Please direct procedural questions regarding this RFP to the Clerk’s Office 248-391-0304 ext.

• Please direct technical questions regarding this RFP to Samantha Timko 248-391-0304 ext. 1002 or stimko@oriontownship.org by Friday, April 25 at 4:30 p.m.

Thank you for your interest.

I. PROPOSAL INFORMATION

Definitions “Bidder/Proposer” An individual or business submitting a proposal to the Charter

Township of Orion

“Contractor/Firm” A person or company that provides good or services to a business

“Township” The Charter Township of Orion

II. PROPOSAL TERMS

The Charter Township of Orion reserves the right to reject any and all proposals received as a result of this RFP. If a proposal is selected, it will be the most advantageous regarding price, quality of service, the contractor’s qualifications and capabilities to provide the specified service, and other factors that the Charter Township of Orion may consider. The Township does not intend to award a contract fully based on any response made to the proposal; the Township reserves the right to consider proposals for modifications at any time before a contract would be awarded, and negotiations would be undertaken with that contractor whose proposal is deemed to best meet the Township’s specifications and needs.

The Township reserves the right to reject any or all proposals, to waive or not waive informalities or irregularities in proposals or bidding procedures, and to accept or further negotiate cost, terms, or conditions of any proposal determined by the Township to be in the best interests of the Township even though not the lowest bid.

Proposals must be signed by an official authorized to bind the contractor to its provisions for at least a period of 90 days. Failure of the successful bidder to accept the obligation of the contract may result in the cancellation of any award.

In the event it becomes necessary to revise any part of the RFP, an addendum will be provided.

Deadlines for submission of RFPs may be adjusted to allow for revisions. To be considered, one (1) packet that includes the original and two (2) copies, must be at the Township on or before the date specified.

Proposals should be prepared simply and economically providing a straightforward, concise description of the contractor’s ability to meet the requirements of the RFP. Proposals shall be typewritten. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed in ink by the person signing the proposal.

III. PROPOSAL SPECIFICATIONS

OVERVIEW

The Charter Township of Orion (population of approximately 39,421 residents) located in northern

Oakland County in southeast Michigan is issuing a Request for Proposals (RFP) seeking proposals from qualified firms to perform assessing services. Details pertaining to the Township and its organization are available on the Township’s website, www.oriontownship.org.

Community Information

2020 Population 39,421

Land area (sq. miles) 36

SEV 2024 3,306,699,270

TV 2024 2,498,199,880

Number of Parcels 15,454

# of Residential (401) 14,544

# of Commercial (201) 562

# of Industrial (301) 88

# of Agricultural (101) 22

# of Personal Property (251, 351) 1,161

Utilities (551) 0

IFT 0

*There are 238 parcels categorized as “Assessed with other parcels.”

Assessing services for the Township, including the Village of Lake Orion, have been provided by Oakland

County Equalization since 2009. The Township contemplates an initial three (3) year contract depending on the proposal.

REQUIRED QUALIFICATIONS

Proposers responding to this RFP must:

• Have an MMAO certification from the Michigan State Tax Commission and keep current such certification so as to legally perform the duties of Assessor for the Township (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 Township Hall per week plus additional availability for scheduled 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, and been actively practicing within the last five years.

• Present a positive professional image in both dress and conduct while interfacing with

Township staff and the public

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

SCOPE OF WORK

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

• Plan, supervise, and participate in the appraisal, re-appraisal, and assessment of all real and personal properties in the Township in accordance with State law and Township ordinances.

• Perform on-site inspections in compliance with Michigan law and properly account for changes in property characteristics, including performing measurements and apex sketches.

• Maintain assessment rolls for the Township, including ad valorem, specific tax rolls (IFTs, OPRAs, PILTs, TIFs, DDAs, etc.), and special assessments in order to ensure compliance with State law and Township 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 Township staff, assist with land divisions and combinations as necessary, complying with the State’s Land Division Act and County/Township procedures for land divisions including the Township’s Land Divisions, Subdivisions and Development Ordinance.

• Prepare the winter and summer assessment rolls for the Township Treasurer and coordinate transfer of information to Oakland County Taxation.

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

• Identify all uncapping events and adjust assessments accordingly.

• Review and process all Hardship Tax and Veteran’s 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 Township regarding the status of the assessing services being performed and the Assessment Roll and present it to the Township Board. Attend Township Board 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). Township staff may perform the actual updates to files. All assessment files will be the property of, and kept in, the Township Hall.

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

• Maintain parcel, tax and land value maps utilizing the Oakland Access GIS map system.

• 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 to explain appeal procedures.

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

• Prepare assessment notices to all property owners in accordance with State laws.

• Schedule the Board of Review meetings and attend Board of Review meetings.

• Represent the Township 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 Township attorney in the defense of tax and assessment appeals.

• Communicate openly and in a timely fashion with Township 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 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 Township. 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 Township Supervisor or

Treasurer.

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

• Perform services in accord 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 Township.

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

• Implement an action plan to ensure all properties in the Township, unless vacant, under water, assessed with other properties, common areas, or Township-owned, are physically inspected and have their files and photos 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 incidental to the normal duties of an Assessor.

TOWNSHIP PROVIDED ASSISTANCE & SERVICES

The Township 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, scheduling assessment-related appointments, and providing copies of all assessment open records as requested. The Township will assist in maintaining accurate ownership records and will process address change requests and property transfer affidavits in a timely fashion. The Township will be responsible for the cost of all official mailings including postage. The Township will be responsible for the establishment, accuracy and compilation of all special assessment rolls in the Township. The Township will provide a copy of all building permits with parcel numbers. The Township 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

Township will also provide access to BS&A/Equalization Software.

SUBMISSION REQUIREMENTS

1. COVER LETTER INTRODUCTION that explains the firm’s interest in and ability to provide this service.

The letter shall contain the name, address, phone number, and email of the person who will serve as the firm’s principal contact with the Township. The statement shall bear the signature of the person who has proper authority to make formal commitments on behalf of the firm. By submitting a response to this RFP, the firm agrees to all requirements therein.

2. DETAILED PROPOSAL that describes the firm’s interpretation of the Township’s scope of work regarding the RFP. Describe the proposed strategy and/or work plan for achieving the objectives of the scope of work. Be specific in describing how the firm will implement the services and what will be required of the Township. Describe how the firm will communicate with the Township, and at what frequency.

3. IDENTIFICATION OF TEAM. Include brief resumes and copies of the assessor’s Level of

Certification document, as well as documentation of any other related certifications, for only those team members who will be directly involved on this project. Identify how the form will structure the organization of personnel on this project, including anticipated staffing levels for operations. List subcontracted professional help, if any.

4. LIST OF COMPARABLE CLIENTS & PAST PERFORMANCE, preferably comparable municipalities similar in size and scope, that the firm has served within the past five years. Include a contact person (name, address, title, responsibility, and phone number) and brief description of services provided. Provide a minimum of three such references.

5. LITIGATION HISTORY. Provide a history for the last five 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 of 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 of final disposition of the cases.

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 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.

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.

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

6. CONFLICTS OF INTEREST. Identify any current or anticipated conflict of interest, actual or potential. A Conflict of Interest shall include holding or retaining memberships, or employment, on a board, elected office, department, division, bureau, or committee sanctioned by and/or governed by the Township as well as any work performed, or to be performed, on behalf of taxpayers within the Township. Proposer shall identify any interests, and the individuals involved on separate paper with the response.

7. COST PROPOSAL AND COMPENSATION. The Proposer will be paid to provide the specific services as outlined in the Scope of Services in this RFP and in accordance with the applicable laws of the State of Michigan for the years 7/1/2025 to 6/30/2026, 7/1/2026 to 6/30/2027, and 7/1/2027 to 6/30/2028. The Township will pay the compensation based upon 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 the Contractor’s costs, including, but not limited to, all expenses associated with defending appeals to the Board of Review, Small Claims, and

Entire Tribunal Divisions of the Michigan Tax Tribunal. All incidental expenses will be the responsibility of the firm.

8. ADDITIONAL INFORMATION (optional) that the firm feels is pertinent to the Township’s decision in selecting a firm. If the firm believes that some of the services requested are not necessary, please identify those services and the reasons for indicating that they are not necessary. If the firm has additional services that it believes would be value-added to the Township’s needs, please include an explanation of those services in the proposal, as well as the fees charged for such services.

EVALUATION CRITERIA

Proposals will be evaluated and ranked by a selection committee. A select number of Proposers may, if it is in the best interest of the Township, be invited for an interview. A recommendation will then be presented to the proper signing authority for consideration and approval.

The following represents the principal selection criteria, which will be considered during the evaluation process. The proposal award will not be based solely upon cost, but will be evaluated based upon criteria formulated around the most important features of the services demonstrating the apparent greatest benefit to the Township, which will include, but not be limited to:

1. Qualifications and Experience

2. Proposed Approach

3. Comparable Projects

4. Cost Proposal

IV. PRELIMINARY SCHEDULE

The following are estimated dates and are not binding:

SCHEDULE OF EVENTS:

Advertise for proposals: April 14, 2025

Final Date for Questions: April 25, 2025, by 4:30 p.m.

Proposals Due & Opening: May 7, 2025, at 2:00 p.m.

Earliest Board Award: May 19, 2025

V. AWARD

Award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the Township may negotiate a contract with any other bidder or withdraw the RFP.

AWARD SELECTION PROCESS. Selection of qualified bidders will be based on the Township’s sole determination as to how well proposals meet the Township’s needs. Additional questions may be asked of bidders, and interviews may be conducted. Bidders will be notified of any additional required information or interviews after the written proposals have been evaluated. The Township reserves the right to reject all proposals.

At the Township’s option, discussions may be had with contractors determined to be considered likely of being selected for an award. Discussions may be for the purpose of clarification, and to assure full understanding of and responsiveness to the solicitation requirements. In conducting discussions, the

Township will not disclose information derived from proposals submitted by competing proposers.

CANCELATION OF SOLICITATION. The Township may cancel this solicitation at any time.

COMPLIANCE WITH LAWS. All proposals shall comply with current federal, state, local and other laws relative thereto.

EXPERIENCE AND COMPETENCY. The successful bidder shall be skilled and regularly engaged in the type of work being requested. Consideration will be given not only to the financial standing but also to the general competency of the bidder for the performance of the work specified in the contract documents.

INFORMED BIDDER. Bidders are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at a bidder’s own risk.

BIDDER COSTS. The Township is not liable for any costs incurred by bidders before entering a formal contract. Costs of developing the proposals, or any other such expenses incurred by the bidder in responding to the RFP, are entirely the responsibility of the bidder and shall not be reimbursed in any manner by the Township.

PROPOSAL MODIFICATIONS. Any bidder who wishes to make modifications to a proposal already received by the Township before the submittal deadline must withdraw their proposal to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Withdrawal of Proposal). All modifications must be made in ink, properly initialed by bidder’s authorized representative, executed and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the bidder to ensure that modified or withdrawn proposals are resubmitted before the submittal deadline.

PROPOSAL, REJECTION OF. The Township reserves the right to reject any or all proposals or any part of a proposal. The Township reserves the right to reject the proposal of any bidder that previously failed to perform adequately for the Township or any other governmental agency. The Township expressly reserves the right to reject the proposal of any bidder who is in default on the payment of taxes, licenses, or other monies due to the Township.

BIDDER IS SOLE POINT OF CONTACT. The successful bidder will be the sole point of contact. The Township will look solely to the successful bidder for the performance of all contractual obligations that may result from an award based on this RFP, and the awarded bidder shall not be relieved for the nonperformance of any or all subcontractors.

SELL OR ASSIGN. The successful bidder shall not have the right to sell, assign, or transfer any rights or duties under any contract entered as a result of this RFP without the specific written consent of the

Township.

SIGNATURES. An individual who is authorized to bind the bidder must sign the proposal.

WITHDRAWAL OF PROPOSAL. Bidder’s authorized representative may withdraw a proposal only by written request received by the Clerk’s Office before the submittal deadline. After that time, bidders may not withdraw their proposals for a period of 90 days from the date of opening. At no time may the successful bidder(s) withdraw their proposal.

DHS CERTIFICATION. By submitting a proposal, the bidder hereby certifies that at the time of this certification, the bidder does not knowingly employ or contract with an illegal alien; and that bidder has participated, or attempted to participate, in the E-verify program or the Department Program, as defined in C.R.S. §§ 8-17.5-101(3.3) and 8.17.5-102(3.7), respectively, in order to confirm the employment eligibility of all employees who are newly hired for employment to perform the work under the public contract for services.

INDEMNIFICATION AGREEMENT

The contractor will protect, defend and indemnify the Charter Township of Orion, its officers, agents, servants, volunteers and employees for any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind and nature which may result in injury or death to any persons, including the contractor’s own employees, and for loss or damage to any property, including property owned or in the care, custody or control of the Charter Township of Orion in connection with or in any way incident to or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with this contract resulting in whole or in part from negligent acts or omissions of contractor, any sub-contractor, or any employee, agent or representative of the contractor or any sub-contractor.

INSURANCE REQUIREMENTS

A. Workers' Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers' Compensation Insurance, including Employers Liability coverage, in accordance with all applicable Statutes of the State of Michigan.

B. Commercial General Liability Insurance: The contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an "Occurrence Basis" with limits of liability not less than $2,000,000 per occurrence and/or aggregate combined single limit, Personal

Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A)

Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

C. Motor Vehicle Liability: The contractor shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including Michigan no-fault coverage, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage.

Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

D. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following shall be "Additional Insured:"

The Charter Township of Orion, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and Board members, including employees and volunteers thereof.

E. Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: "It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change be sent to the Township Clerk, Charter Township of Orion, 2323 Joslyn Rd., Lake Orion, MI 48360.

BID SHEET

Orion Township Authorized Contacts

Samantha Timko, Chief of Staff stimko@oriontownship.org

CHARTER TOWNSHIP OF ORION

Sealed Bid Form – ASSESSING SERVICES

Requested By: Supervisor’s Office

Bid Opening: May 7, 2025, 2:00 p.m.

The undersigned hereby declares that they have carefully examined the instructions and specifications as listed in the Bid Packet. The undersigned declares the prices set forth in this bid do cover all the requirements listed in the bid packet “Assessing Services.”

It is understood and agreed that all bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening to allow for the award of the bid, and that the prices bid will remain firm through invoice.

The Charter Township of Orion reserves the right to split or abstract any or all bid proposals and award multiple contracts from the same quotation, based on price, availability, and service, when in its judgment it best serves the Charter Township of Orion.

-Attach bid sheet

BIDDER

Company Name: ______________________________________________________________________

Address:_____________________________________________________________________________

Telephone No.:________________________________ Fax No.: ______________________________

Email address of contact person: ______________________________________________________

Authorized Signature: ____________________________________________ Date:_______________

Printed or typed name of authorized agent: ___________________________________________

Title of authorized agent: ______________________________________________________________

BIDDER QUALIFICATION FORM

This form, filled in and with requested attachments, shall be submitted by the bidder and received with the Letter of Intent to Bid. Failure to submit this completed form with your proposal response, may be considered grounds for the rejection of any bid. Please only include the Bid Sheet, Bidder

Qualification Form, and Iran Economic Sanctions Act Compliance Affidavit with your proposal. Do not include the full RFP narrative.

1. Name of Bidding Organization:

2. Type of Organization

(Corporation, Partnership, LLC, etc.)

3. Date of Organization/Incorporation

4. List three projects of similar size and nature, along with contact person and contact information. Attach examples of work/brief narrative of services.

a.

b.

c.

5. Has the organization ever failed to complete any contract? If yes, list the details on a separate attachment.

NO YES

6. List the name and contact information for the Project Manager/Point of Contact for this project.

Project Manger Contact Number

IRAN ECONOMIC SANCTIONS ACT COMPLIANCE AFFIDAVIT

Effective April 1, 2013, all Bids and/or Proposals received by public entities in the State of Michigan must comply with the

Iran Economic Sanctions Act, Act 517 of 2012. As a condition to compliance with the Act, the following certification must be submitted with the Bid.

The undersigned, the owner or authorized officer of (the "Bidder"), pursuant to the requirements of the Iran Economic Sanctions Act, Act 517 of 2012, hereby certifies under civil penalty for false certification, that the Bidder is not an "Iran Linked Business", as defined in the Act, and is eligible to submit a Bid.

BIDDER:

By: Its:

State of Michigan )

) ss

County of )

This instrument was acknowledged before me on the day of , 20 by

, Notary Public

, County, Michigan

My Commission Expires: Acting in the

County of: