Request for Quotes
for
Assessing Services
April 11, 2024
The Town of Otis is seeking submissions for Assessment Services. Otis is located in Western Mass and is home to Otis Reservoir, one of the largest recreational bodies of water in the State. We have a year round population of 1,500 which expands in the summer. We have 2,800 real estate parcels and 1,100 personal property accounts. We are seeking a company that will apply professional and responsible assessment practices and protect the integrity of our tax base. Staff must have excellent communication skills and will work closely with our Assessor’s Clerk. Current appropriation is $54,000. Scope of services attached.
Please submit a cover letter, price proposal and references to Brandi Page, Town Administrator at townadmin@townofotisma.com by May 14th.
SCOPE OF SERVICES
Interim Adjustment Years:
I. Review the preliminary LA3
II. Verify and adjust NAL Codes per DOR standards
III. Analyze and review sales information for previous two calendar years.
IV. Verify non-arm’s length coding.
V. Implement new land valuations and adjust all cost schedules as indicated by analyses in order to produce new valuations meeting the Commissioner of the Department of Revenue’s statistical requirements for Certification of Values
VI. Uploading of the LA3and LA15 into Gateway
VII. The above includes completion of the New Growth Template and the LA13.
5 Year Revaluation Adjustment Years:
I. Establish work plan with DOR Field Rep
II. Review the preliminary LA3
II. Verify and adjust NAL Codes per DOR standards
III. Analyze and review sales information for previous two calendar years.
IV. Verify non-arm’s length coding.
V. Implement new land valuations and adjust all cost schedules as indicated by analyses in order to produce new valuations meeting the Commissioner of the Department of Revenue’s statistical requirements for 5 year Certification of Values
VI. Uploading of the LA3and LA15 into Gateway
VII. The above includes completion of the New Growth Template and the LA13.
Class 504 Appraisal:
I. Provide appraisal of Personal Property class accounts. Following DOR 50/50 guidelines and utilizing the Handy Whitman Index of Values.
II. Town shall provide all required detailed FOL’s and Utilities Detailed list of Assets, CWIP, ad New Growth.
Assessor Support Services:
I. Provide assistance and phone/email/ in person support to the Assessor Clerk with other such matters requiring valuation support and expertise
II. This includes: assistance with the Classification hearing, re-cap, free cash determination, lot split guidance, abatement support, ATB support, etc.
III. On call support –be available to assist with such things as;
a. Vision software questions on entering data
b. Sketching in software
c. Gateway interface questions
d. Inter-Departmental Requests
e. ATB Questions
f. Personal Property questions
g. Vadar Issues
h. Outside Inquiries
i. Assist with lot splits
j. Tax Payer inquiries
Personal Property:
I. Review and assist clerk in entering Form of List, and inspect new personal property for business accounts and second homes.
II. The Town shall be responsible for mailing of Form of Lists, and shall have all returned copies available for our use
III. Review and enter Class 501 and 502 individual and corporation personal property form of lists.
IV. Inspect all new business personal property accounts
V. Update Class 505 centrally valued telephone personal property
VI. Update Class 508 wireless personal property valuations
VII. Assist with extensive 2nd home study and analysis.
Cyclical Inspections:
Provide cyclical inspections of specific properties as identified by client. Schedule and quantity at your discretion.
I. Each property will be visited, and presence announced to owners, if owners are home, they will be questioned on interior (upgrades, basements, # baths, etc.)
II. All employees will be neatly dressed, and have picture ID’s displayed, our vehicles will have Assessor Department identification as well.
III. Premises and shall be laser measured
IV. Yard items will be reviewed and measured
V. Physical conditions, grades and changes will be noted on Property Record Card (PRC)
VI. Changes shall be neatly recorded on PRC, including updated sketch on PRC as required
VII. Property will be digitally photographed, and emailed to assessor
VIII. Completed cards will be turned over to Assessor on a weekly basis
IX. Field Work and data collection will be overseen by Sr. level personnel
X. This work does not include data entry, it can be contracted for separately if needed.
Building Permit Inspections:
Provide Building Permit Inspections of specific properties for permits issued between July 1st and June 30th as identified by Assessor. The Town has gone live with Permit Eyes building software on April 10, 2024. Permits prior to that are hard copy.
I. Each property will be visited, and presence announced to owners, if owners are home, they will be questioned on interior renovations. Pictures may be submitted by homeowner- (upgrades, basements, # baths, etc.)
II. All employees will be neatly dressed, and have picture ID’s displayed, our vehicles will have Assessor Department identification as well.
III. Improvements shall be laser measured if required.
IV. New Yard items will be reviewed and measured
V. Physical conditions, grades and changes will be noted on Property Record Card (PRC)
VI. Changes shall be neatly recorded on PRC, including updated sketch on PRC as required
VII. Property will be digitally photographed, and emailed to assessor if necessary
VIII. Completed cards will be turned over to Assessor on a weekly basis
IX. Field Work and data collection will be overseen by Mayflower Sr. level personnel
X. This work does not include data entry, this can be contracted for separately if needed.
Item 7 – Data Entry Services:
I. Shall assist clerk as needed to enter into the Clients Assessing Software Platform the information from marked up PRC’s.
II. This work will include Cyclical & Permits.
III. This shall include updating Schedules, Grades, Condition, Yard Items, Photographs, and Sketching if required.
IV. This work may be done either on site or remotely at your option.