Commercial and Industrial Revaluation. Lincoln County Tax Department. RFP # Commercial/Industrial Tax Appraisal

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1 Commercial and Industrial Revaluation Lincoln County Tax Department RFP # Commercial/Industrial Tax Appraisal 1. Introduction 1.1. Lincoln County Department is seeking proposals from contractors to provide appraisal services for Lincoln County. The purpose of this bid is to: 1.2. Result in a contract between the vendor and Lincoln County Meet and follow all applicable federal, state and local guidelines and regulations Bid Proposal shall be good for 120 days. Pricing shall be guaranteed for the contract period Contract will be for a period of four (4) years. Event Date RFP Issued July 23, 2014 Deadline for Submitting a Question 1700 hrs. August 11, 2014 Questions Answered Addendum Issued August 13, 2014 Proposal Due Date 1400 hrs Monday, August 25, 2014 Completion of Proposal Evaluations August 27, 2014 Contract Begins TBD 2. General Bidding Requirements 2.1. When responding to this RFP, please follow the instructions carefully. Submit proposal contents according to the outline specified and submit documents according to the

2 instructions. This RFP will be posted on Lincoln County s website at any addenda issued for this RFP will be posted at this site Lincoln County reserve the right to reject any or all proposals and to waive any formalities as may be permitted by law All decisions as to procedures followed and forms used in the revaluation shall be in consultation with the Tax Administrator of Lincoln County. While final decision of values to be assigned to properties for tax purposes must, by statute, be made by officials of Lincoln County, Contractor's responsibility under this contract is to advise Lincoln County as to the current true value of each item of property appraised The entire procedure of the Revaluation Program is to be in accordance with all applicable statutes of North Carolina, specifically, but not limited to Chapter Potential Contractors are to submit pricing based on a Walk-Around Appraisal to include digital photos of improvements. This will require each parcel to be visited and any improvements will be walked around and compared to the current property record card. If any apparent discrepancies exist, the Contractor will be required to measure and list the indicated changes accordingly All property, as herein defined, shall as far as practical, be valued at its true value in money as of January 1, The intent and purpose of these specifications is to have all real property appraised at its true value in money. The term, "true value" of property is defined as its market value, that is, the price estimated in terms of money at which the property would change hands between a willing and financially able buyer and a willing seller, neither being under any compulsion to buy or to sell and both having reasonable knowledge of all the uses to which the property is adapted and for which it is capable of being used In determining the true value of land, the appraiser shall consider as to each tract, parcel, or lot separately listed at least its advantages and disadvantages as to location, zoning, quality of soil, water power, water privileges, mineral, quarry, or other valuable deposits, fertility, adaptability for agricultural, timber producing, commercial, industrial, or other uses, past income, probable future income, and any other factors that may affect its value, except growing timber and crops of a seasonal or annual nature As provided in General Statutes , , and all other related statutes, all property entitled to classification under General Statutes shall be appraised at its real value as of January 1, 2015, when directed by the Tax Administrator In determining the true value of a building or other improvement, the appraiser shall consider at least its location, type of construction, age, replacement cost, adaptability for residence, commercial, industrial, or other uses, past income, probable future income, and any other factors that may affect its value Buildings and other improvements under construction or partially completed improvements shall be appraised at their value in degree of completion as of January 1, 2015.

3 PERFORMANCE OF WORK The Contractor shall begin the work to be performed under this contract within thirty (30) days upon its acceptance by the Lincoln County Board of Commissioners, and shall carry on the program of revaluation without interruptions as set forth in the specifications and work flow schedule, and shall complete and deliver said work on or before January 1, It should be further noted that county assessing staff will be closely monitoring this project and should any part of this project be determined to be unacceptable to the county, the Contractor will be required to redo that portion or portions of the project until the work in question is brought up to acceptable standards. It is specifically agreed and so declared, that time is of essence in the performance of the contract. Hearings shall commence after notices of appraised value are mailed to the taxpayer, which shall be accomplished in February Within thirty (30) days following the acceptance of the contract by the Lincoln County Board of Commissioners, the Contractor shall present to the Tax Administrator a work schedule showing the beginning and completion dates for each phase of the work covered by the contract, said schedule shall be broken down to show the beginning and completion dates according to: Geographical area of the County by townships Types of property Data transfer Office work Review work by a competent appraiser Digital Structure Imagery The Contractor shall consult with the Tax Administrator in preparing said schedule and the schedule shall be subject to the approval of the Tax Administrator. The approved work schedule shall be used as a guide for performance of the work covered by this contract Performance by the Contractor shall not be deemed complete until all hearings with taxpayer and/or their representatives before the Lincoln County Tax Administrator and before the Lincoln County Board of Equalization and Review respecting the revaluation program shall have been completed and until all appeals from Lincoln County Board of Equalization and Review to the Property Tax Commission or to the Courts, in the case of complaints concerning appraised values have been completed. It is fully understood and agreed that the Contractor shall assist the Lincoln County Tax Administrator, the County Board of Equalization and Review, and the Lincoln County Board of Commissioners in the event anyone or all of them are required to appear before the Property Tax Commission or the Courts in matters growing out of complaints concerning the assessed valuation The Contractor shall use competent employees of good character and an adequate number to expeditiously accomplish the work All employees must have sufficient skill and experience to perform properly the work assigned to them. Employees executing appraisals shall not be less than 21 years of age; they shall have sufficient education, training, and experience in such work to perform it properly and satisfactorily in the manner prescribed in these specifications; and such employees must have not less than two (2) years of active practical and extensive experience appraising commercial,

4 industrial properties. However, should the Contractor need additional personnel (without appropriate experience), such personnel may be employed subject to the approval of the Tax Administrator. Should the work performance of such personnel not meet the approval of the Tax Administrator, the employment of such personnel shall be terminated. Ten days prior to bringing any employee to the job, the Contractor must furnish in detail, with respect to each employee who will execute appraisals, a resume specifying his qualifications and experience and prior work location. After review, the Tax Administrator will return resumes to the Contractor. The Contractor must employ a sufficient number of qualified and experienced employees at all times to perform the work expeditiously on a timely and controlled basis. Complete instructions and directions of all members of the personnel connected with the revaluation shall be supplied by the Contractor. PERSONNEL The Contractor shall provide Lincoln County with a list of all persons to be employed for acceptance or rejection by Lincoln County Lincoln County may require the Contractor to remove from the work any person Lincoln County considers incompetent or negligent in the performance of his duties, or who is guilty of misconduct and such person shall not be employed again without Lincoln County's written consent. No employee of the Contractor is to be deemed an employee or agent of Lincoln County and is not entitled to any benefits from Lincoln County not specifically stated herein. The Project Supervisor or Responsible Head of the field organization of the Contractor and other key personnel shall not be replaced, or transferred away from the Lincoln County project without the prior written consent of Lincoln County. Lincoln County has the right to approve or reject all personnel working on the project The Contractor shall train any personnel designated by the county in the appraisal techniques and procedures utilized by the Contractor in the appraisal of all real property in Lincoln County. Instruction shall also be given in the use of the appraisal manual for all types of real property, so that Lincoln County's appraisers may be prepared to do appraisal work for Lincoln County in the future All vehicles used by the personnel of the Contractor in performance of duties herein described shall be identifiable by signs located on each side and rear of said vehicle, and shall meet the following requirements: Letters at least 2" high Contain words "County Revaluation" Variations only as directed by the Lincoln County Tax Administrator All field personnel shall clearly display on their person at all times a personal identification badge that shall include name, photograph, company name, and employee's title and signature. OFFICE SPACE Office space necessary for the performance of the clerical work will be provided by Lincoln County. All necessary tables, chairs and file cabinets for such office space will be provided by the Contractor. All machinery, equipment and supplies necessary to complete the work shall be supplied by the Contractor except: permanent filing cabinets, computer data entry devices, and

5 print output devices will be supplied by the county and will remain with the county after completion of this contract If additional space is required by the Contractor, it will be provided by the Contractor at its expense. All verbal communications equipment is to be provided by the Contractor. Any and all call charges are to be supplied by the Contractor. USE OF RECORDS AND MAPS Subject to schedules and procedures approved by the Lincoln County Tax Administrator, copies of all maps, tax records, data and information in the possession of the Lincoln County Tax Administrator pertaining to properties covered by these specifications will be made available to the Contractor. This is to cover the use of all information currently existing on Lincoln County property record cards. Current property record cards, however, are not to be transported off county property without prior approval by the tax administrator. All information and sketches, if used by the Contractor, will be verified in the field and will be the Contractor's responsibility Transfer of all data on old property record cards, including name of the present owner, map block and lot number, location description, sales price of the preceding two years, old assessed value and sketches, to the new property record card will be the responsibility of the Contractor. Date and deed reference where available on old property record card will be transferred also A system approved by the Lincoln County Tax Administrator shall be employed for keeping accurate account of all maps and records that shall be taken by the Contractor from Lincoln County's files. Such maps, records, and data will be carefully preserved and will be returned to Lincoln County as soon as use of the same has been completed The county will furnish the Contractor with a set of tax maps of the county, but cannot assure the accuracy of the same All records generated by the Contractor in connection with the revaluation, including supporting documentation, are the property of the county. Said Contractor agrees to provide to the county all records generated in connection with revaluation including supporting materials. SUPPORT OF VALUES Prior to the official meetings of the Board of Equalization and Review, notices of the new assessments will be prepared by Lincoln County and mailed to real property owners Informal hearings will be scheduled by appointments and conducted by the Contractor at a location within Lincoln County and acceptable to Lincoln County The Contractor shall provide the services of sufficient number of qualified appraisers for as long as necessary after valuation notices are mailed by the county to assist the tax administrator explaining appraisals and the valuation procedure used. The project supervisor or the responsible head of the field organization of the Contractor in charge of the revaluation program in the county will not be transferred out of the county except by written consent by the administrator The Project Supervisor or the responsible head of the field organization of the Contractor in charge of the revaluation program in Lincoln County shall be present at all official commercial/industrial meetings of the Board of Equalization and Review and all informal hearings following the completion of the work until all complaints are heard and disposed of, to

6 assist in the settlement of complaints and to defend the values placed upon the various properties It is further agreed that qualified appraisers shall be provided by the Contractor to assist Lincoln County in the event of appeals from Lincoln County Board of Equalization and Review or the Board of County Commissioners to the Property Tax Commission, or to the courts. This service shall be provided to Lincoln County in the case of complaints as to assessed valuations. TERMINATION OF CONTRACT The contract may be terminated by Lincoln County for the following reasons: Failure of the Contractor to start the work on the date specified. Reasonable evidence that the progress being made by Contractor is insufficient to complete the work within the specified time. Failure on part of the Contractor to comply with any requirement of the contract Before the contract may be terminated, the Contractor must be notified in writing by Lincoln County of the conditions which make termination of the contract imminent. Ten (10) days after this notice is given, if satisfactory effort and progress has not been made by the Contractor to correct the conditions, Lincoln County may declare the contract terminated, notify the Contractor and pursue any right and remedy under this contract In the event this contract is terminated, Lincoln County shall have possession of all completed work, work in process, material, or any other part of the work to account for said work and material and to use the same to complete the project within a reasonable time and in accordance with the Contract Specifications. When the work is thus finally completed, the total cost of same will be computed. If the cost is more than the contract price, the difference shall be paid by the Contractor. SUBLETTING AND ASSIGNING CONTRACT The Contractor shall not assign, transfer or sublet the contract or any interest therein without first receiving written approval from Lincoln County and from the sureties on the bonds of the Contractor and the Contractor's liability carrier. LIQUIDATED DAMAGES In the event that the appraisal and revaluation of all property herein required to be appraised and revalued is not completed by the date set forth in the contract, the sum of $ per day (Saturdays, Sundays, and Holidays excluded) shall be assessed against the Contractor for the first 30 day delay and $ per day thereafter, which said amounts shall be considered as liquidated damages for such delay in performance and shall be deducted from the final payment of the compensation herein provided.

7 3. Proposal Contact 3.1. Each Proposer is required to submit its proposal in a sealed envelope. Three (3) hard copies shall be submitted to the address shown below: Lincoln County Managers Office John Henry, Purchasing Agent Third Floor Citizens Center 115 West Main Street Lincolnton, NC All proposals must be received no later than 1400 hrs, Monday, August 25, The Proposer s name and the RFP number must be marked clearly on the proposal submission Lincoln County will not be responsible for any expenses incurred by a Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided Should any Proposer find discrepancies, omissions or ambiguities in this RFP, the Proposer must request in writing within seven days of receipt of proposal, an interpretation from John Henry, Purchasing Agent (jhenry@lincolncounty.org) Questions and Clarifications to the RFP will be provided by a written addendum to all who have completed and returned the Intent to Propose Form (page number 10). The addendum will also be available on Lincoln County s website at under the Request for Proposal The Proposer hereby certifies that it has carefully examined this RFP and the Proposer certifies that it understands the scope of work to be done and that the Proposer has knowledge and expertise to provide the scope of work. By signature on the response to the RFP, the Proposer certifies that its proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud, so that all proposals for this service will result from free, open and competitive proposing among all vendors. 4. Indemnification 4.1. The successful Proposer will indemnify and hold Lincoln County harmless from any and all liability, expense, judgment, suit or cause of action for personal injury, death, or direct damage to tangible property which may accrue against Lincoln County to the extent it is caused by the negligence of the successful Proposer, its subcontractors, or their employees or agents, while performing duties under this Agreement, provided that the Agencies gives the successful Proposer prompt, written notice of such claim or suit. 5. Independent Contractor 5.1. It is understood that in the performance of any services herein provided, the Proposer shall be, and is, an independent contractor, and is not an agent or employee of Lincoln County and shall furnish such services in its own manner and method, except as required by this contract. Further, the Proposer has, and shall retain the right to exercise full control over the employment, direction, compensation, and discharge of all persons employed by the Proposer in the performance of the services hereunder. The Proposer shall be solely responsible for, and

8 shall indemnify, defend, and save Lincoln County harmless, from all matters relating to the payment of its employees, including compliance with Social Security, withholding, and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever. 6. Payment 6.1. Payment for the rendered services pursuant to the Agreement resulting from this RFP shall be made in amounts as listed: The vendor shall provide to the Department Administrative Assistant a certified invoice/statement. The county s payment terms are Net 30 days from receipt of invoice. Complete terms and method for doing business with Lincoln County can be found on the County s website How to Do Business with the County. 7. Governing Law 7.1. This RFP and any contract resulting shall be governed by and construed according to the laws of the State of North Carolina, venue Lincoln County. 8. Compliance with Laws and Regulations 8.1. The successful Proposer and their employees shall conform to all Federal, State and Local regulations while in performance of their contracts. Any individual found not to conform shall not be allowed to start work or if started shall be required to leave the job site immediately. Continued violation by any success Proposer shall result in the immediate termination of the successful Proposer s contract without penalty to the Agencies. 9. Acceptance 9.1. Submission of any proposal indicates a Proposer s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise in the proposal Furthermore, Lincoln County is not bound to accept a proposal on the basis of lowest price, and further, the county has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals to waive and all formalities and/or irregularities. The county reserves the right to accept or reject any or all of the items in the proposal and to award the contract in whole or in part and/or negotiate any or all items with individual Proposed. 10. Specifications These specifications cover the furnishing of labor, materials, supplies and the performance of all work required for the completion and delivery of a computerized revaluation of assigned commercial/industrial property within Lincoln County, for the furnishing of property record cards, assistance to the Lincoln County Tax Administrator and staff and to the board of Equalization and Review and digital structure imagery as specified herein and as directed by Lincoln County through its duly authorized agent The Contractor shall aid and assist the Lincoln County Tax Administrator and the Board of County Commissioners/Board of Equalization and Review in arriving at the true value in money of assigned specific commercial, industrial and exempt properties located within Lincoln County, North Carolina, in the appraisal and revaluation of the following items COMMERCIAL REAL PROPERTY For the purpose of these specifications, "Commercial Real Property" shall be held to mean:

9 All land, buildings, structures, and other improvements used or constructed for commercial purposes. All apartment houses of four or more units and other dwellings' designed or redesigned for occupancy by more than three family units. Special purpose property not classified as industrial property. Vacant lots or other parcels of real estate in areas zoned for commercial purposes or in predominantly commercial areas, or which are used in connection with commercial enterprises, or which are primarily suited for commercial development. If all or part of such property shall be within the boundaries of any incorporated town or city, such fact shall be specified and the part within shall be defined, listed, and appraised accordingly INDUSTRIAL REAL PROPERTY All lands, and all plants, shops, processing establishment and other structures and improvements used in the manufacture, processing or production of any type of material, substance or merchandise; and all other property of this nature within Lincoln County which by law must be appraised by Lincoln County EXEMPT PROPERTY It is specifically understood that selected property wholly or partially excluded from taxation shall be appraised and valued by the Contractor, including all governmental units located within Lincoln County. This shall be done in the same manner in which property which is not exempt is appraised In determining the market value of commercial, industrial and exempt real property located within Lincoln County, the Contractor will consider at least the location, type of construction, age, replacement cost, condition, present and future income, adaptability to other uses, and all other factors that may affect market value The Contractor will complete a market value review for each specified parcel of real property through an on-site visit. The Contractor will inventory all data pertinent to each parcel being appraised and advise the County of significant data errors or omissions. The Contractor will provide appraisers to collect the data necessary to correct these errors and allow for final valuation by Contractor staff The Contractor will complete an analysis of Income and Expense information for use in the development of Income Valuation Models for support of Market Value Appraisals of the specific commercial, industrial and exempt properties as assigned. The County Tax Administrator will approve format for collection of this information. The County will bear the cost of all forms and postage for the collection of this data. APPEALS The Contractor will provide appraisers to hear Informal Appeals of the specified Commercial, Industrial and Exempt properties. The Contractor will provide appraisers to assist the COUNTY with Appeals of Commercial, Industrial and Exempt properties before the Lincoln County Board of Equalization and Review. The County will be responsible for scheduling all informal and E&R

10 Appeals and will notify the Contractor of the date, time and place of these meetings. This will include but not be limited to all appeals resulting from the 2015 revaluation and any additional work performed by the Contractor after the 2015 revaluation The Contractor will provide assistance, consultation, and preform appraisal/review work on additions and new construction of commercial, industrial and exempt property as requested by the County. This will be from the 2015 revaluation and remain in effect until termination of contact.

11 INTENT TO PROPOSE RFP Commercial/Industrial Tax Appraisal this form or call the person listed below within 2 days of the due date for Submittal of Questions. Send to John Henry, Purchasing Agent at jhenry@lincolncounty.org. Name: Title Organization: Address: Address: Phone Number: Fax: Authorized Signature: Date: Please check all that apply: We intend to submit a proposal for RFP Commercial/Industrial Tax Appraisal We do not intend to submit a proposal for RFP Commercial/Industrial Tax Appraisal

12 EXECUTION OF PROPOSAL Commercial/Industrial Tax Appraisal By submitting this Bid, the potential contractor certifies the following: This proposal is signed by an authorized representative of the firm. All pages of the document are being returned with each page initialed by the bidder at the top. All insurance certificates, licenses, product information and MSDA as required to be submitted is attached All required submittals have been attached All labor and material cost, direct and indirect, have been determined and included in the proposed cost The potential contractor has read and understands the conditions set forth in this RFB and agrees to them with no exceptions Therefore, in compliance with this Request for Bid, and subject to all conditions herein, the undersigned offers and agrees, if this proposal is accepted within 60 days from the date of the opening, to furnish the subject services. Commercial/Industrial Tax Appraisal: $ OFFEROR: ADDRESS: CITY, STATE, ZIP: TELEPHONE NUMBER: BY: TITLE: FAX: Signature DATE: Printed Name ACCEPTANCE OF PROPOSAL BY: Lincoln County DATE: TITLE: THIS PAGE MUST BE SIGNED AND INCLUDED WITH YOUR BID UNSIGNED PROPOSAL WILL NOT BE CONSIDERED