Tax Assessors Office RFP.pdf
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- Solicitation number
- PE-72900-NONST-2026-000000012
- Issued by
- Taylor County, Georgia
About this file
The document is a Request for Proposals (RFP) issued by the Sumter County Board of Commissioners for full-service management of the Sumter County Tax Assessor's Office, with RFP #2025-01 released on September 17, 2025, and proposals due by 5:00 p.m. on October 31, 2025. The county is seeking a qualified contractor to provide comprehensive tax assessment services, including annual field reviews of at least one-third of property parcels, updating property pricing schedules and valuations, maintaining property maps, processing deed transfers, and producing annual digest documentation for the Georgia Department of Revenue. The contract is intended to be multi-year, subject to annual funding appropriation, with the primary objective of ensuring compliance with Georgia law and maintaining accurate property valuations.
The selected contractor will be responsible for all operational aspects of the tax assessment process, with the county providing one full-time administrative employee and covering their expenses. Proposals must include a company profile, relevant experience, work plan, staffing details, technology tools, cost proposal, and references. The evaluation criteria will weight responsiveness (20%), experience and qualifications (20%), work plan and methodology (20%), cost proposal (25%), and references/performance (15%). The contractor must maintain specific insurance coverage, including $1 million in general and professional liability, and will be required to indemnify the county against potential claims. The county reserves the right to terminate the contract with 30 days' notice and maintains confidentiality requirements for all provided data and information.
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Text version
Request for Proposals (RFP)
Contractual Management of the Sumter County Tax
Assessor's Office
RFP# 2025-01
Issue Date: 9/17/2025
Proposal Due Date: 5:00 p.m., October 31, 2025
Contact: Scott Carver scarver@sumtercountyga.us
1. Introduction
The Sumter County Board of Commissioners (“County”) is soliciting sealed proposals from qualified contractors (“Contractor”) to provide full-service management of the Tax Assessors
Office. The objective is to ensure compliance with Georgia law, maintain accurate and equitable property valuations, and timely produce required digest documentation.
2. Scope of Work
The selected Contractor will be responsible for:
1. Annual Field Reviews:
Conduct an appropriate field review on at least one-third (1/3) of all property parcels within the county each year.
2. Pricing Schedules:
Update all real property pricing schedules annually to reflect market conditions and ensure compliance with Georgia Department of Revenue (DOR) rules.
3. Personal Property Valuations:
Update all personal property valuations annually as required by law.
4. Mapping Services:
Maintain and update the county’s property maps and related data systems.
5. Parcel Combos & Splits:
Complete all necessary procedures for parcel combinations and splits, including mapping and documentation.
6. Deed Transfers:
Accurately process and record all property deed transfers in a timely manner.
7. Digest Preparation:
Produce all required digest documents and consolidation sheets annually for submission to the Georgia DOR.
mailto:scarver@sumtercountyga.us
8. Sales Ratio Maintenance:
Perform work in a manner that maintains the county’s sales ratio in the 38–40% range.
3. County Responsibilities
The County will:
• Maintain one (1) full-time employee within the Tax Assessors Office to answer telephone calls, handle walk-in traffic, and perform other reasonable administrative tasks.
• Pay all expenses (including salary, benefits, insurance, travel, and education) for this employee and all Board of Assessors members.
• Note: The County will not provide or maintain vehicles for the Contractor’s appraisal staff.
4. Proposal Requirements
Proposals must include:
• Company Profile – Organizational history, ownership structure, and description of services offered.
• Experience – Summary of relevant contracts, preferably with Georgia counties of similar size.
• Work Plan – Methodology for field reviews, data management, and compliance monitoring.
• Staffing Plan – List of key personnel, including qualifications, certifications, and résumés.
• Technology/Tools – Description of software systems, mapping tools, and data security protocols.
• Cost Proposal – Comprehensive fee schedule (fixed, hourly, or hybrid), including reimbursable expenses.
• References – Minimum of three (3) client references from similar engagements.
5. Submission Instructions
Submit sealed proposals no later than 5:00 p.m., October 31, 2025 to:
Sumter County Board of Commissioners
Attn: Scott Carver
500 W. Lamar St. Americus, GA. 31709
Email submissions: scarver@sumtercountyga.us
Late proposals will not be accepted.
6. Evaluation Criteria
Proposals will be evaluated using the following criteria:
Criteria Weight
Responsiveness/Completeness 20%
Experience & Qualifications 20%
Work Plan & Methodology 20%
Cost Proposal 25%
References/Performance 15%
7. Contract Terms
The County intends to enter into a multi-year contract, subject to annual funding appropriation by the Board of Commissioners.
8. Insurance Requirements
The selected Contractor must maintain, at its expense, the following insurance coverage:
• General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
• Automobile Liability: $1,000,000 combined single limit
• Workers’ Compensation: Statutory limits (if applicable)
• Professional Liability (E&O): $1,000,000 per claim
Certificates of insurance naming Sumter County as additional insured must be provided prior to contract execution.
9. Indemnification
The Contractor shall indemnify, defend, and hold harmless Sumter County, its officials, employees, and agents from and against any and all claims, damages, liabilities, costs, and expenses (including attorney’s fees) arising from the Contractor’s performance of services under this contract.
10. Termination
The County reserves the right to terminate the contract for convenience with thirty (30) days’ written notice, or for cause if the Contractor fails to perform in accordance with the contract terms.
11. Confidentiality
All data, records, and information provided by the County shall be considered confidential and may not be disclosed or used for any purpose other than fulfilling the obligations of the contract without prior written consent.
12. Reservation of Rights
The County reserves the right to:
• Reject any or all proposals
• Waive any informalities or irregularities
• Negotiate contract terms with the selected Contractor
• Cancel this RFP at any time
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