REQUEST FOR PROPOSALS FOR 2017 TOWN-WIDE REAPPRAISAL ISSUED BY TOWN OF HARTFORD 171 Bridge Street White River Jct., VT 05001 Date of Issuance: October 1, 2015 Response Deadline: October 30, 2015 2
TOWN OF HARTFORD REQUEST FOR PROPOSALS FOR 2017 TOWN-WIDE REAPPRAISAL The Town of Hartford, Vermont is requesting proposals from qualified, licensed reappraisal contractors to work with the Hartford Listers and Assessor to complete a town-wide reappraisal for the 2017 grand list The selected contractor will be responsible for a thorough analysis of local real estate market conditions and review of the existing Computer Assisted Mass Appraisal (CAMA) data leading to the development of computer models for estimating the fair market value of all taxable property in Hartford. In conjunction with this project, the contractor will provide a CAMA system acceptable to the town. Proposals are due by 4:00 pm, October 30, 2015. Copies of this request for proposals may be obtained by contacting the Listers Office, Patricia Stark at (802) 295-3077. INTRODUCTION The Town of Hartford is situated in Windsor County, on the New Hampshire-Vermont border and at the confluence of the Connecticut and White Rivers. The town is approximately 46 square miles in size and includes five village areas; Hartford, West Hartford, Wilder, Quechee and White River Junction. According to the 2010 Census, the population is 10,000. Hartford, along with Lebanon and Hanover, New Hampshire, are the core municipalities of the Upper Valley area. The economy of the area is unique in that it crosses state borders and is anchored by Dartmouth Hitchcock Hospital and Dartmouth College. Hartford has a broad mix of land uses including commercial, industrial, retail, residential, a taxing finance district (TIF) and agricultural. Taxable parcel breakdown (approximate), as of April 1, 2015, is as follows: 3
Residential 1 2,837 Residential 2 369 Mobile Homes W/out Land 301 Mobile Homes on Land 105 Vacation 1/Seasonal 21 Vacation 2/Seasonal 2 Commercial 316 Commercial Apartments 62 Industrial 7 Utilities (Electric) 9 Utilities (Other) 0 Farms 11 Condominiums 1,065 Woodland 0 Vacant Land 332 Sub-Total 5,437 Exempt/Non Taxable 210 Total Properties 5,647 The above parcel count includes a wide diversity of property types, including 5 mobile home parks, a commercial area at the junction of Interstates 89 and 91, affordable housing projects, 53 parcels in the Use Value Appraisal program (current use (CU)), the historic downtown White River Junction area and the Wilder Hydro Dam (41,000 KV). Also within the town is Quechee Lakes, a private community with approximately 1800 parcels and a mixture of single family residences, condominiums and vacant land. Amenities include a clubhouse, small ski area, two golf courses and tennis courts. The town was reappraised in 2007 by Vision Appraisal, Inc. and is currently utilizing the Vision Government Solutions, Inc., CAMA system Version 6.5.986. The Listers Office has been re-inspecting a section of town each year to maintain property data integrity. DESCRIPTION OF PROJECT The reappraisal project shall involve development of new land schedules and neighborhood delineations to estimate land values for every site in town, collection and analysis of income and expense information and market rental data to update the income approach for commercial and industrial properties, detailed analysis of residential sales over a three year period to develop direct sales comparison and Multiple Regression Analysis (MRA) approaches as well as formulating accurate, localized cost and depreciation schedules to develop a cost approach for all types of properties. 4
The contractor will utilize the existing CAMA package (Vision) and provide complete appraisal services within the context of the CAMA system. The company will provide, if necessary, for a transfer of data to the most current CAMA system version. The CAMA system must be capable of creating file formats compatible with the Town Of Hartford Finance Office (Munismart System version 8.7.a or newer). The company must be able to transmit from software to the New England Municipal Resource Center (NEMRC) Grand List module that successfully produces an electronic Education Grand List for the Vermont Tax Department. The system also must provide extensive data sorting, filtering, reporting and analyses capabilities. It must allow for future neighborhood adjustments based on market changes, both for land and buildings. The contractor(s) will work closely with the Hartford Listers and Assessor throughout the project. The town Assessor with coordinate the project management with the contactor s designated lead. The Town will provide data entry personnel, mailing services, access to the existing CAMA system and all documentation from the previous (2007) reappraisal and (2010) update, as well as data from annual neighborhood inspections. All properties in Hartford have been reviewed within the past five years for accuracy, including interior inspections, when permitted by the taxpayers. Interior inspections have been made for all building permits and for any property where visible changes have occurred, when possible. 1. SCOPE OF SERVICES a) The reappraisal project requires the complete appraisal of all taxable, exempt and non-taxable properties within the Town of Hartford. b) The contractor will evaluate and update the Computer Assisted Mass Appraisal (CAMA) system if necessary and complete the required appraisal services within the context of this system. Property data from the existing CAMA system must be accurately transferred. The system must be able to produce taxpayer notices, either internally or through Excel/Mail Merge, as well as generate electronic transfers of data to the NEMRC Grand List module which collects all grand list data required by the Vermont Tax Department (including but not limited to the 411 form). The system must also generate statistical reports and assessment administration studies. At least 40 hours of user training and an additional 40 hours of telephone assistance shall be provided. c) The contractor will provide a project plan within two weeks of the execution of an agreement with the Town. All personnel utilized by the contractor shall provide resumes and are subject to approval by the Town. The contractor shall review existing CAMA property descriptions, neighborhood delineations, tax maps, zoning descriptions and other relevant information to understand the current assessment system. 5
d) The contractor shall analyze three years of sales information, conduct on-site reviews, verify the sales information and correct the associated assessment information if necessary. e) The contractor shall prepare and analyze income and expense data, and market rental information from applicable commercial and industrial properties. Capitalization and discount rates will be developed for review by the Town based on current investment criteria. f) The contractor shall review and refine neighborhood delineations, analyze vacant and improved property sales and develop land-pricing schedules that result in accurate estimates for land values for every property in town. The new land schedules must also produce current Act 60/68 Housesite values (<=2.00 acres) where applicable. g) The contractor shall produce new models in the CAMA system for cost and depreciation, sales comparison, MRA, income and any other applicable valuation methods for all types of real property in Hartford. h) The contractor shall test the various computer models against the existing sales data to verify the reliability and accuracy of the models for estimating fair market values. i) The contractor shall conduct interior inspections of at least 90% of total properties, provide photos, sketches, produce and verify fair market value estimates for every property in Hartford. At least three attempts must be documented before accepting an exterior inspection. j) The contractor shall provide manuals clearly explaining the valuation methods, the data and the processes to aid the Town in defending the new assessments, maintaining the new CAMA system and valuing new properties, subdivisions and changes to existing properties. k) The contractor shall complete all of these activities in compliance with accepted standard appraisal practices and conforming to the guidelines of the International Association of Assessing Officers. The Reappraisal must be certified by the Tax Department of the State of Vermont. l) The Listers Office will provide the following services: Mail Income and Expense forms Complete listing of building permits for 2017 Grand List Assist in scheduling appointments Mail Change Notices Conduct Informal Hearings/associated field reviews 6
2. DELIVERABLES a) Software, database and user documentation for the CAMA system including, but not limited to Cost, Income, Comparable Sale, Graphic Sketch, Sales Analysis and GIS interface Modules b) All training materials and manuals which will enable the municipality to maintain and update values, including tables and formulas to be used in applying the cost, sales comparison, and income approached to appraisal problems. c) Source information used in the development of the cost, sales comparison, and income approach schedules; source information for individual property valuations. d) A final computer generated property record card for each parcel with accompanying grand list. e) All manual and computerized reports supporting valuation formulas and values for vacant land and improved properties; all sales ratio studies used in the project. 3. PROJECT SCHEDULE Advertise October 1, 2015 Proposal Submittal October 30, 2015 Selection of Firm November 10, 2005 Work plan established by Contractor (approved by Town) Deliver preliminary Grand List May 1, 2017 Reappraisal Notifications mailed on or before May 15, 2017 File Final Grand List June 30, 2017 Project status meetings will be scheduled on an as needed basis. 4. ADMINISTRATIVE INSTRUCTIONS All proposals must be received no later than 4:00 pm October 30, 2015. E-mail submittal preferred. Proposals and/or modifications received after this time will not be accepted or reviewed. It is recommended that you check off Request a Delivery Receipt through e-mail Options when sending. No facsimile-machine produced proposals will be accepted. Submit digital copy to: Michelle Wilson mwilson@hartford-vt.org Hard copy submittal is an acceptable alternative. Send three (3) complete proposals in a sealed envelope, clearly marked 2017 Hartford Reappraisal to: 7
Town of Hartford c/o Michelle Wilson, Assessor 171 Bridge Street White River Jct., VT 05001 The work shall not be assigned or sublet without previous consent of the Town of Hartford and shall not either legally or equitably assign any of the monies payable under this agreement, unless by and with the consent of the Town of Hartford. This request for proposals is intended to be explanatory, but should any discrepancy appear or any misunderstanding arise as to the intent of anything contained therewith, the interpretation and decision of the Town of Hartford shall be final and binding. Any corrections of errors or omissions in the Request for Proposal may be made by the Town of Hartford, when such correction is necessary, for the proper fulfillment of their intention as construed by the Town of Hartford. The Town of Hartford reserves the right to reject any and all bids. 5. PROPOSAL FORMAT All contractors responding to this Request for Proposal are required to submit a Proposal for Services that incorporates all of the tasks outlined in this document and the following: a) A cover letter signed by an authorized representative expressing the firm s/individuals interest in working with the Town of Hartford on this particular project, and identification of the principal individual(s) assigned to this project. b) A narrative proposal describing the approach to the Scope of Work, including a clear breakdown and explanation of tasks. c) Experience of the company and individual(s) working on this project. d) A detailed budget by activity. The contract will be awarded on a fixed fee basis, the budget breakdown is used to evaluate the proposal and for any additional services during the contract period. e) A date specific project schedule with benchmarks. f) Contact information for three references. g) Relevant work sample. h) Date available to begin. The proposal shall be valid for 60 days prior to award. Bid materials become the property of the Town. 8
6. ADDITIONAL REQUIREMENTS Equal Employment Opportunity The contractor shall comply with the applicable provisions of Title VI of the Civil Rights Act of 1964 as amended, Executive Order 11246 as amended by Executive Order 11375 and as supplemented by the Department of Labor regulations (41CFR Part 60.) The Contractor shall comply with all the requirements of Title 21, V.S.A., Chapter 5, Subchapters 6 and 7, relating to fair employment practices to the extent applicable. A similar provision shall be included in any and all subcontracts. Bonding The company shall, to secure the performance of the terms of this agreement, furnish to the Town a Performance Surety Bond within fifteen (15) days of the execution of the Agreement, in the amount of this contract, which bond shall be issued by the admitting bonding company licensed to do such business in the State of Vermont with an A.M. Best Rating of A+ or better. Said bond shall be delivered to the Town prior to the commencement of actual work and shall be in the form prescribed by the Town and approved by the Town s Attorney. This bond shall secure performance of all the Contractor s obligations under this Agreement. Insurance The contractor shall take out and maintain during the life of this project, Comprehensive Broad Form General Liability Insurance in the amount of $2,000,000, including protection for bodily injury and property damage with a combined single limit of $1,000,000. The company shall also maintain Automobile Liability Insurance providing limits of $1,000,000 per occurrence, and Umbrella or Excess Liability Insurance in the amount of $1,000,000 aggregate. The Worker s Compensation Insurance shall provide employer s liability insurance in the amount of $100,000. Certificates of Insurance shall be supplied to the Town by the Company detailing the above coverage prior to commencement of work. This certificate will be issued by a carrier authorized to do business within the State of Vermont. No warranty is made that the coverages and limits listed above are adequate to cover and protect the interests of the Consultant for the survey operations. These are solely minimums that have been developed and must be met to protect the interests of the Town. It is the express responsibility of the contractor to obtain adequate coverage for the project. Indemnification The contractor shall and hereby agree to indemnify, save harmless and defend the Town of Hartford from the payment of any sum of money to any person whomsoever on account of claims or suits growing out of injuries to persons, including death, or damages to property caused by the contractor, the contractors employees, agents of 9
sub-contractors or in any way attributable to the performance and prosecution of the work herein contracted for, including (but without limiting the generality of the foregoing), all claims for service, labor performed, materials furnished, provisions and supplies, injuries to persons or damage to property, liens, garnishments, attachments, claims, suits, costs, attorneys fees, costs of investigation and of defense. Liquidated Damages Failure by the contractor to complete all work prior to June 30, 2017 without a written and executed agreement by both parties shall be cause for a payment from the company on request of the Board of Listers in the amount of $500 per day beyond the specified day of completion. For the purpose of the liquidated damages only, completion of all work not later than June 29, 2017 is defined as follows: o Completed data collection cards o Completed sketches o Completed final valuations o Software successfully installed and staff trained o Form 411 successfully printed from the NEMRC program o Grievance Appeals completed and recorded. o As Billed Grand List filed with Town Clerk 7. AVAILABLE INFORMATION a) Tax map and parcel data b) Examples of current land schedules c) Property descriptions from the current CAMA System 8. QUALIFICATIONS AND EVALUATION a) The Proposal should include the following: (1) Scope of services (2) Professional qualifications and names of the principals of the firm (3) Qualifications of the project manager and key staff assigned to the project (4) Descriptions of the proposed methodologies for assessing values on each class of property. (5) Description of quality control and testing of results (6) Schedule of work by task (7) Lists of all municipal reappraisals currently underway or completed within the last five years including client contacts and references. (8) Cost proposal 10
b) The evaluation of the proposal will be based on: (1) Firm s understanding of the scope of the work (2) Proposed methodology for completing the work (3) Qualifications of the firm (4) Work on similar projects (5) Cost proposal 9. TOWN CONTACT For questions regarding the RFP, contact: Michelle Wilson, Assessor Listers Office Town of Hartford 171 Bridge Street White River Jct, VT 05001 Telephone: (802) 478-1109 Office: (802) 295-3077 Fax: (802) 295-6382 E-Mail: mwilson@hartford-vt.org 11