Request for Proposals Assessment Services RFP Issued: June 27th, 2024 Proposals due: July 25th, 2024 Tentative award of contract: August 1st, 2024 SUMMARY The Village of Hortonville is seeking proposals from qualified assessment firms/individuals to provide annual assessment services for the Village of Hortonville in Outagamie County, Wisconsin for assessment rolls beginning with assessment year 2025. The Village is seeking a firm/individual to serve as its statutory assessor. The scope of work is to provide annual maintenance work in a competent, timely, efficient, cost-effective and customer service-oriented manner. BACKGROUND The Village of Hortonville’s Population in 2023 was 3,344. The 2023 equalized value was 291 million with an average assessment ratio of 0.87. The Village has 4 active Tax Incremental Districts (TID). Total parcels equal 1,464. Village of Hortonville Permits 2023 2022 2021 2020 New Dwellings 8 5 19 19 Other 120 172 90 75 VILLAGE OBLIGATIONS The Village will perform limited clerical services to assist the assessor including: • Answer general correspondence concerning assessment related inquiries that Village staff can answer. • Provide information such as providing correspondence to the Assessor by mail, fax, e-mail or phone • Publish public notices at appropriate times during the assessment and revaluation process • Maintain current Village map including lot sizes, parcel numbers and addresses. SCOPE OF WORK FOR CONTRACTED GENERAL ASSESSMENT SERVICES As the contract assessor, the firm chosen is expected to fulfill the duties of the statutory assessor and all other duties incidental to the normal duties of Assessor in accordance with applicable Wisconsin State Statutes and the Wisconsin Property Assessment Manual. Such duties include: 1. Review and assess all properties that were under partial construction as of January 1 of the previous year. 2. Review and assess all new construction as of January 1st of the current year. 3. Account for all buildings moved, destroyed, or demolished. 4. Process parcel subdivisions, lot line adjustments, new plats, and any other land divisions. All property records shall be updated as needed. 5. Maintain property owner lists, with current name and address changes. 6. Correct legal descriptions as needed. 7. Take digital photographs of new construction and during the review process if needed. 8. Record assessment data, prepare appointment mailers, stuff envelopes and mail notices and schedule and reschedule appointments as necessary. 9. Mail Assessment Change Notices to property owners and others as required. 10. Be responsible for completing the real estate assessment rolls, and personal property assessment rolls (If applicable). 11. Stay informed about zoning changes, conditional use permits, and other municipal decisions that impact value. 12. Stay informed about court decisions, Department of Revenue advisories, and other governmental decisions that impact value. 13. Post assessments to real estate transfer returns and record sale information to property records. 14. Supply all office supplies, postage, and other supplies necessary to perform the duties of the contract. 15. Maintain recent plat and subdivision maps on file and updated accordingly. 16. Conduct Open Book sessions in accordance with Wisconsin State Statutes. 17. Assessor will attend the Board of Review meetings and testify under oath while defending the Assessor’s valuation and work products. 18. Be available to furnish expert testimony in defense of any of the assessed values in the event of an appeal to the courts. 19. Provide all assessment data to Outagamie County Property Listing and ensure that the County’s assessment roll is balanced to the records submitted by the Assessor. 20. Provide the Wisconsin Department of Revenue (WI DOR) with final reports of assessed valuations after the Board of Review meeting. 21. Provide the WI DOR with assessments for all TIF Districts by the prescribed WI DOR regulations and deadlines. 22. Provide a local or toll-free phone number for Village officials and residents to contact Assessor during regular business hours. 23. Supply to the Village a complete set of property assessment records, with a column that has the amount change and percentage from the prior year. 24. Maintain the assessment records in a format accessible to the public and comply with proper open records requests under the Wisconsin Public Records Law. 25. Review, upon request, developer proposals with the Village’s TIF districts for the purpose of estimating the potential valuation of the project and to provide City staff with comments regarding the reasonableness of the real estate market assumptions included within the development proformas. SUBMITTAL REQUIREMENTS 1. Firm name and address. 2. Firm’s specific assessment service experience in Wisconsin. 3. Names, educational background, and municipal assessment experience of the person(s) to be assigned as the Village’s point of contact for the work to be performed. 4. Experience with conducting a revaluation process and demonstrate accuracy of assessment work. 5. Listing of Wisconsin municipalities that your firm currently provides assessment services. 6. Total annual cost to provide assessment services for assessment years 2025, 2026, 2027, 2028, and 2029. a. Annual assessment maintenance costs for each assessment in a not-to-exceed sum. b. Two Market adjustment reassessment (market analysis) one in 2025 and 2028 assessment year with the cost amortize equally over the term of the contract. SUBMITTAL OF PROPOSAL Please mail or hand deliver the proposal by July 25, 2024, to the following address: Village of Hortonville RFP: Assessment Services 531 N Nash St PO BOX 99 Hortonville, WI 54944 Publish June 27 & July 4, 2024 WNAXLP