REQUEST FOR PROPOSALS APPRAISAL SERVICES Issued By: Philadelphia Land Bank Proposals Must Be Received No Later Than: Friday, February 5, 2016, 4:00 PM, Local Time at the Offices of the Philadelphia Land Bank 1234 Market Street 17 th Floor Philadelphia, PA 19107 Questions regarding this Request for Proposals must be directed to Nicholas J. Scafidi General Counsel 1234 Market Street 17 th Floor Philadelphia, PA 19107 nicholas.scafidi@phila.gov This Request for Proposals and any accompanying materials will be posted on the following website: www.philadelphialandbank.org
Table of Contents 1. General Information 2. Project Details and Requirements 3. Required Proposal Format 4. Schedule 5. Questions About This RFP 6. Evaluation / Selection 7. Declarations and Other Information 8. Application Process Attachments: A. Insurance Requirements B. Form of Professional Services Contract C. Philadelphia Tax Status Certification and Conflict of Interest Form D. Campaign Disclosure Forms - 1 -
1. General Information The Philadelphia Land Bank ( Land Bank ) invites proposals from qualified professional appraisers to supply services that will include, but are not limited to, property valuation for various types of structures and lots. The Land Bank, at its discretion, will contract with multiple appraiser firms which will be utilized on a rotational basis. The Land Bank is a governmental entity with the mission of returning vacant and tax delinquent property to productive reuse. The purpose of the Land Bank is to consolidate land and staff in one place to support vacant property acquisition and disposition in the City of Philadelphia. The Land Bank administers the Vacant Property Review Committee (VPRC) Program for sale of City properties in accordance with Chapter 16-400 of the City Code. Additionally, the Land Bank has its own inventory of properties that are available for sale to the general public. This real estate inventory has entered City or Land Bank ownership either by donation, agency transfer or at sheriff sale. In certain cases, the disposition of these properties requires a determination of fair market value by an independent appraiser. Occasionally, an appraisal may be required to determine the fair market value of property when considering whether to accept title to property. 2. Project Details and Requirements A. Appraisal Report Requirements. The successful applicants will provide the Land Bank Real Estate Department with periodic property valuations for a variety of lots and structures throughout the City of Philadelphia. The intended use of the appraisals will be for possible disposition by the City or the Land Bank. Appraisal specifications for each assignment are as follows: a. The purpose of each appraisal is to develop an opinion of market value as of the date of inspection of the subject property. The assignment may include submission of a retrospective appraisal. b. The opinion of value must be based on a well-supported conclusion of highest and best use and reflect the present as-is physical and functional characteristics of the subject property. c. The development of the opinion of value must conform to the requirements of Standard #1 of the Uniform Standards of Professional Appraisal Practice (USPAP). d. Each appraisal report will be electronically transmitted to the Land Bank in the form of a Summary Appraisal Report utilizing the AI-100.02 format. e. All comparable sales utilized in the appraisal report must represent arms-length transactions and be confirmed by a reliable source. The sales should be located - 2 -
in the same or similar market area as the subject property. Exceptions can be made to this practice only if arms-length transactions are not available. f. Photographs of the subject property and comparable sales should be included in each report. g. A location map depicting the location of the subject property in relation to the comparable sales should be included in each report. It is important that this map include the address in a readable format. In addition to the seven points above, unusual property types may require assorted addenda to accommodate the needs of the Land Bank. Appraisal requests will be made by the Land Bank s Real Estate Department via fax and/or email, with a mailed copy to follow. B. Delivery of Reports. The appraisal report must be delivered within 30 business days of the Notice To Proceed with the appraisal assignment and must be in a format acceptable to the Land Bank. C. Commencement of Work. Selected Appraisers must be able to commence the appraisal services on or about March 12, 2016. The selected Appraisers shall enter into a professional service agreement (Contract) with the Land Bank for twelve (12) months with an option to renew by the Land Bank for up to three (3) additional twelve-month periods. D. Compensation. The selected appraisal firms will be compensated at fee set forth in the Notice to Proceed. The anticipated price schedule is as follows: 1 Lot $300 2 Lot Assemblage $400 3 Lot Assemblage $500 4 Lot Assemblage $600 Residential Structure $350 Residential Structure with attached lot $450 Mixed Use Structure $500 Multi-Family Structure $500 Fees for commercial structures and lots will be determined through a competitive process. 3. Required Proposal Format Proposals should be no more than three (3) pages, double-spaced, not including appendices and attachments. In order to expedite the evaluation of proposals, respondents should organize their proposal in the sequence specified below. The following sections and content are required in each proposal: - 3 -
Background Information Provide the following information: Name, address and telephone number of firm; Legal Form of Appraisal Firm (corporation, sole proprietorship, partnership, limited liability company) and year formed; State if the firm is qualified to do business in the Commonwealth of Pennsylvania and the City of Philadelphia. Include all that apply: federal tax identification number, City of Philadelphia tax identification number, City of Philadelphia business license number. Name, title and e-mail address of persons to whom communications respecting this activity should be directed. Organizational Description and Experience Provide a general statement describing the firm, its size, number of employees, hours of operation and, if applicable, geographic areas within Philadelphia where the firm prefers to perform its appraisals. Provide information on the availability of personnel to accept assignments and confirm the firm s ability to meet the delivery schedule stated above. Name and provide a description of the Appraiser(s) experience, and include the state license for each person who shall be performing work. Individuals must have not less than five (5) years of experience in providing required services. Include information on work performed for governmental/housing authorities or other related entities and the names, titles and telephone numbers of an official from each of these clients who may be contacted as referenced. Review Attachment A (Insurance Requirements) and attach a certification that you will be able to provide all of the required insurance coverages. Fees Confirm that the fee structure stated on page 3 of this RFP is acceptable. If not, provide your firm s pricing fee structure. 4. Schedule The timeline for this Contract Opportunity is as follows: - 4 -
Schedule Date RFP Issued January 13, 2016 Question and Clarification Period January 29, 2016 Submissions Deadline February 5, 2016 Respondents Selection Target Date March 11, 2016 These dates are estimates only and the Land Bank reserves the right, in its sole discretion, to alter this schedule as it deems necessary or appropriate. 5. Questions about this RFP Questions concerning this RFP must be received by Nicholas J. Scafidi in writing, by email or letter, no later than January 29, 2016, 5:00 PM Local Time (the Deadline for Questions ). The Land Bank will not consider or answer questions submitted by telephone. The Land Bank is not obligated to answer or respond to any questions it receives after the Deadline for Questions. The Land Bank will answer all questions which are properly submitted before the Deadline for Questions and which the Land Bank in its sole discretion determines concern a material element of the proposal process. The Land Bank will post answers at www.philadelphialandbank.org by addenda to this RFP before the Deadline to Submit Proposals. The Land Bank is not bound by any oral response made by any Land Bank official or employee. The addenda issued by the Land Bank are the only official method for communicating information to all potential Respondents. Before submitting a Proposal, each Respondent should check the website listed above to ensure the Respondent has reviewed all addenda relating to this RFP. 6. Evaluation/Selection The Land Bank intends to award a contract to the applicants who best demonstrate the level of experience, skill and competence required to perform the services called for in this RFP in the most efficient, cost-effective, and professional manner. The successful respondents will be willing to execute and work pursuant to the Land Bank s contract terms and conditions, which include without limitation non-discrimination requirements, indemnification of the Land Bank, insurance coverage and fee arrangements. The successful respondents will execute the Land Bank s Agreement for Professional Services substantially in the form shown as Attachment B. No material deviation from these terms will be permitted. - 5 -
The Land Bank reserves the right not to award contracts as a result of this RFP or to award contracts for part of this scope. The Land Bank will be guided by the following criteria in making a selection for award and will use its professional judgment in determining which respondents best serve the interests of the Land Bank: Superior ability or capacity to meet particular requirements of this contract opportunity and needs of the Land Bank. Superior prior experiences of various scales; demonstrated relative strength, reputation and successful experience providing services. Eligibility under Philadelphia Code provisions relating to campaign contributions. Compliance with Land Bank standards for contracting, such as indemnification and non-discrimination. Competence and proven track record working with private sector, governments and development organizations. Overall costs. Administrative and operational efficiency, requiring less Land Bank oversight and administration. Accessibility of the appraisers to the Land Bank. Demonstrated ability to meet timelines and milestones. Any other factors the Land Bank considers relevant to the evaluation of the responses from applicants. 7. Declarations and Other Information MBE/WBE/DBE Firms: The Land Bank strongly encourages and promotes the employment of qualified MBE/WBE/DBE firms in all aspects of its procurement of goods and services. If applicant is a Certified M/W/DBE, defined as Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), or Disabled Business Enterprise (DBE); please submit information to confirm Certification as part of bid proposal. Tax Clearance and Conflict of Interest Form: Respondents, upon request of the Land Bank, must provide evidence satisfactory to the Land Bank that all municipal taxes, including business taxes, real estate, school, water and sewer charges, if applicable, are current for both the individual applicant and the applicant s firm and that neither is currently indebted to the City nor will at any time during the term of the agreement be indebted to the City for or on account of any delinquent taxes, liens, judgments, fees or other debts for which no written agreement or payment plan satisfactory to the City has been established. Please complete the Philadelphia Tax Status Certification and Conflict of Interest form (Attachment C) and submit it with your proposal. Campaign Contribution Disclosure Forms: Please complete the applicable disclosure forms (Attachment D) and submit with your proposal. - 6 -
Insurance Requirements: Please submit a certificate of insurance evidencing the required coverages as outlined in Attachment A with your proposal. State Certifications and Resumes: All applicants must submit State certifications and resumes for appraisers who will perform assignments for the Land Bank. Confidential Information, Public Disclosure Each Proposal and the written documents and communications related to them may be subject to public disclosure, except as provided in this RFP. If a Respondent chooses to include material of a confidential nature, then the Respondent must mark the confidential material as noted below and explain why it is confidential. The Land Bank will exercise reasonable care to honor confidentiality requests, subject to applicable laws, including the Pennsylvania Right to Know Act. Each Respondent must identify the pages of its Proposal that contain confidential information by prominently marking those pages as explained below. Each Respondent is reminded that the mere designation of information as confidential does not necessarily make the information confidential under applicable laws. Each Respondent should include the following notice in the front of each copy of its Proposal: NOTICE The information on pages of this Proposal, identified by the words Confidential Proprietary Information [in boldface type of at least 12 points in the top right-hand corner of each page] contain proprietary information that the Respondent desires not be disclosed. The Respondent requests that such information be used only for evaluation of Respondent s Proposal and not be disclosed to the public except as may be required by applicable law. Reservation of Rights By submitting a proposal in response to this RFP, an Applicant affirmatively acknowledges: (i) its acceptance of the terms and conditions of this RFP that; (ii) the Land Bank may exercise in its sole discretion the following rights; and (iii) the Land Bank may exercise the following rights at any time and without notice to any Applicant. 1. to reject any and all proposals; 2. to supplement, amend, substitute, modify or re-issue the RFP with terms and conditions materially different from those set forth here; 3. to cancel this RFP with or without issuing another RFP; 4. to extend the time period for responding to this RFP; - 7 -
5. to solicit new proposals; 6. to conduct personal interviews with any Applicant to assess compliance with the selection criteria; 7. to request additional material, clarification, confirmation or modification of any information in any and all proposals; 8. to negotiate any aspect of a proposal, including price; 9. to terminate negotiations regarding any and all proposals at any time; 10. to expressly waive any defect or technicality in any proposal; 11. to rescind a selection prior to contract execution if the Land Bank determines that the proposal does not conform to the specifications of this RFP; 12. to rescind a selection prior to contract execution if the Land Bank determines that the specifications contained in this RFP are not in conformity with law or that the process in selection of a proposal was not in conformity with law or with the legal obligations of the Land Bank; 13. in the event a contract is awarded, the successful Applicant or Applicants shall procure and maintain during the life of the contract liability insurance in an amount to be determined prior to the award of any contract; 14. in the event a contract is awarded, all Applicants agree to perform their services as an independent contractor and not as an employee or agent of the Land Bank; 15. in the event a contract is awarded, all Applicants agree that no portion of performance of the contract shall be subcontracted without the prior written approval of the Land Bank; and 16. each Applicant agrees to indemnify, protect and hold harmless the Land Bank from any and all losses, injuries, expenses, demands and claims against the Land Bank sustained or alleged to have been sustained in connection with or resulting from (i) the submission of the Applicant's proposal; (ii) the delivery by the Applicant to the Land Bank of any other documents or information; and (iii) any other conduct undertaken by the Applicant in furtherance of or in relation to the Applicant's proposal. Each Applicant agrees that its duty to indemnify and hold harmless shall not be limited to the terms of any liability insurance, if any, required under this RFP or subsequent contract. 8. Application Process Applicants must submit 3 original copies of the proposal to the offices of the Land Bank no later than February 5, 2016 at 4:00 pm. Proposals received after the deadline will be automatically rejected. An applicant, whether an individual, partnership, LLC, non-profit, for profit or other business entity, may submit only one response to this RFP. Individuals who are related to each other or - 8 -
business entities that are legally related to each other or to a common entity may not submit separate proposals. The Land Bank, in its sole and absolute discretion, retains the right to reject any proposal if: 1) applicants or principals of applicants are substantially similar or substantially related parties; or 2) the Land Bank has determined that the applicant has violated these conditions or the spirit of these conditions. Applicants may hand deliver or send proposals via registered mail to: Nicholas J. Scafidi Philadelphia Land Bank 1234 Market Street, 17 th Floor Philadelphia, PA 19107-9 -