Open RFPs

Currently open RFPs:

 

Assessing Services Contract (2022 – 2025)
Town of Wilton, NH

Proposals due: Tuesday, September 7, 2021 at 12:00 p.m.
Extended to: Monday, September 20, 2001 at 12:00 p.m.

Summary & Background

The Town of Wilton, NH (the Town) seeks proposals from one or more firms for general assessing services and a cyclical full measure and list revaluation of all property completed over the period from January 1, 2022 – December 31, 2024. As of April 1, 2021, the valuation of the Town was $373,208,024 with a total of approximately 2,019 parcels.  The Town has a number of properties that are partially tax exempt. The Town’s next certification year by the New Hampshire Department of Revenue is scheduled for the 2026 tax year. The Town is currently conducting a Cyclical Revaluation-Update in 2021 with the next revaluation to occur in 2026.

The Town utilizes the Vision CAMA system and our Deputy Town Administrator assists with assessing activities.  A breakdown of the Town’s assessing data is available upon request by contacting the Deputy Town Administrator, Janice Pack at 603-654-3299.

General Qualifications

Contractor shall only employ personnel who are certified by the DRA (as defined in the Asb 300 Rules and RSA 21-J:14-f) for the level of work they will be performing.

Upon approval of the contract and before the assessing services begin, Contractor shall provide to the DRA and the Select Board for their approval, a list of the DRA-certified personnel and their qualifications assigned to work under the contract.

Contractor shall ensure that the individual(s) assigned to perform data entry are proficient in the use of Town’s Vision CAMA system.

Scope of Services

Annual Pickup Field Work (approximately 180 parcels per year): The contracting firm will:

    1. Perform field inspections to carefully measure, list and value property improvements (pick-ups) as of April 1st of the tax year as a result of: building permits for new construction, newly modified or on-going construction, demolition permits, filing of inventories, deed corrections, errors or omissions or other applicable sources;
    2. Value changes to land (pick-ups) as of April 1st of the tax year as a result of: subdivision, boundary line adjustments, lot mergers, new surveys, tax map changes, zoning and approvals, development or betterments or changes to current use land; and
    3. Enter all data into the Town’s Vision database. The Town shall make the database available to the contractor for data entry to be done either at its office(s) or on the Town’s computers.
Provide to the Town a complete copy of the: field data collection card(s); worksheet(s); photos and other document(s) used in these processes.

Abatements (approximately 10-15 per year): The contracting firm will:
 
    1. Meet with property owners, perform field inspections, and other studies to review all abatement requests;
    2. Consider all properly filed abatement requests by any taxpayer and, after review and research, make individual written recommendations to the Select Board, and respond to any questions or concerns from the Board about the recommendation;
    3. Represent the Town and its best interests in all abatements and/or appeals. Act as the assessing agent for the Select Board in abatement appeals at the Board of Tax and Land Appeals, as well as giving support to Town Counsel in Superior Court appeals. The assessing agent shall seek and obtain Select Board agreement of all settlements before final approval is granted and
    4. Provide to the Town a complete copy of the: field data collection card(s); worksheet(s); photos and other document(s) used in these processes.

Hourly Assessing Services:

Provide professional staffing on site periodically in the Town Hall on a mutually agreed upon schedule with the Town, with frequency dependent on workload.  Hourly assessing services may include, but are not limited to, the following as requested by Town staff:

    1. Review all new Exemption and Credit applications to ensure compliance with statutory requirements, Rev 400 Rules and ASB Standards, review and administration of all land use change tax (LUCT) changes, review all new discretionary preservation easements, and meet all other statutory assessing obligations;
    2. Review new Current Use Applications to ensure the application is compliant with statutory requirements, Cub 300 Rules, and shall physically view the property to ensure accuracy of the documentation provided and make recommendations in writing to the Select Board;
    3. Review existing Current Use recipients to ensure the application is compliant with statutory requirements, Cub 300 Rules, and shall physically view the property to ensure accuracy of the documentation provided;
    4. Review Poles and Conduit inventory(s) and update values annually based upon the DRA established values;
    5. Assist Town Staff in updating all property transfers, as needed;
    6. Assist in the review and update of PILOT agreements
    7. Assist in the review and make recommendations regarding applications for full or partial tax exempt status;
    8. Apply the Town’s ratio to the DRA utility values, current use values, poles and conduit values, and to utility values that are updated annually in order to comply with statutory requirements;
    9. Meet and work with State Monitors to ensure the Town is meeting all certification requirements of the DRA and to maintain a good working relationship;
    10. Assist with annual assessment to sales ratio studies required by the State of New Hampshire Equalization Bureau of the DRA for the purpose of informing the Select Board /Town staff of the need for a full revaluation, partial revaluation, or statistical update to be compliant with RSA 75:8;
    11. Act as the assessing agent for the Select Board in abatement appeals at the Board of Tax and Land Appeals, as well as giving support to Town Counsel in Superior Court appeals. The assessing agent shall seek and obtain Select Board approval of all settlements before final agreement is granted;
    12. Assist with the completion of all State-required forms relative to assessing;
    13. Schedule appointments and meet with individual property owners as needed in order to discuss any questions and/or the specifics of the assessment data for their properties as requested by Town Staff;
    14. Meet with Town staff and/or the Select Board upon request;
    15. Use their best efforts to promote full cooperation and amiable relations with taxpayers. All publicity and news releases shall be approved by the Town before being released to the news media. Shall provide assistance in conjunction with the Town to acquaint the public with the mechanics and purpose of the assessing services; and
    16. Contractor shall provide to the Town a complete copy of: any field data collection card(s); worksheet(s); photos and other document(s) produced or utilized during their service to the Town.


Cyclical Review (approximately 20% of all properties per year):

The Town consists of approximately 2,019 parcels of which one-third of them (or 673 properties) need to be measured and listed in 2022, 2023, 2024, and 2025 respectively, with Cyclical Revaluation Update to be completed in 2026.  This work consists of measuring the exterior dimensions of all buildings on the properties at a minimum (and internal inspections/measuring at the request of property owners by appointment), taking new digital photographs of improved properties and properties with no photo on file, and listing any new or corrected information on the property tax cards.  

In the event a property has not been accessible and/or available for external measuring and/or internal inspection for multiple years, Contractor shall send written follow-up letters requesting access to the property via appointment to take external measurements at a minimum.

The minimum level of qualification of the person assigned to the Town shall be that of a State of New Hampshire DRA-certified assessing supervisor. The proposal shall include the qualifications of the individual that is proposed to be the principal assigned to the Town.

Any additional Staff provided by the Contractor shall be DRA-certified (as defined in the Asb 300 Rules and RSA 21-J:14-f) for the level of work they will be performing.  Contractor shall provide a detailed proposal regarding proposed Staff (and their qualifications), schedule, process, and methodology for the Cyclical Review.

2026 Cyclical Revaluation-Update:

Contractor shall provide a detailed proposal for the full 5-year Cyclical Revaluation-Update of the Town including a proposed schedule, process, and methodology to be used, in accordance with applicable state statutes and administrative rules.


General Information

Award of Contract:

 It is the policy of the Town of Wilton that contracts are awarded only to responsible vendors. In order to qualify as responsible, a prospective vendor shall meet the following standards as they relate to this request: have adequate financial resources for performance or have the ability to obtain such resources as required during performance; have the necessary experience, organization, technical and professional qualifications, skills and facilities; be able to comply with the proposed or required time of completion or performance schedule; and have a demonstrated satisfactory record of performance.

Selection – It is the policy of the Town of Wilton to select vendors on the basis of the best overall value to the Town.  Some of the factors considered when determining the best overall value are: Price, Quality, Warranty, Service, Availability, Past Performance with the Town of Wilton, and References.

Governing law – All contracts entered into by the Town shall be governed by the laws of the State of New Hampshire. Any claims arising out of the contract shall be brought only in the Hillsborough County Superior Court.  

Payment – The Contractor shall invoice the Town promptly on a monthly basis for services rendered.  General assessing shall be billed on a per hour or per pick-up basis.  Cyclical Revaluation billing schedule shall be negotiated with the successful firm.

Contracts – The Contracts shall be in a form generally similar to the DRA’s sample contracts for General Assessing and Cyclical Revaluation of properties, subject to review by the DRA, and shall be subject to annual appropriation of funds.

Insurance – The successful Contractor, prior to the execution of the contract, shall produce a certificate of insurance, naming the Town an Additionally Named Insured, for the following types and levels of coverage:
    • Workers Compensation              Statutory
    • Errors and omissions                    $1 Million/$2 Million
    • Automobile and Equipment       $1 Million/$2 Million        
    • General Liability                              $1 Million/$2 Million

Additionally, Contractor will be required to defend and indemnify the Town against third party claims arising from negligence, breach of contract and errors/omissions.


Submission Information

All Respondents shall:

    1. Return a signed copy of the accompanying Cost Proposal sheet;

    2. Provide a detailed proposal for full revaluation of property, including a proposed schedule, process, and methodology to be used;

    3. Show evidence of familiarity with work of comparable scope and should submit a complete client list of municipalities to which it has rendered services during the last five (5) years. At least three (3) such projects should have been performed for a Municipality whose assessment list is comparable; and

    4. At the Contractor’s discretion supply the Town with additional qualifications, experience, and references.

Proposals shall be received at the Wilton Town Hall, 42 Main Street, P. O. Box 83, Wilton, NH 03086 no later than 12:00 p.m. on Tuesday, September 7, 2021
Monday, September 20, 2021. The proposals will be opened at the Select Board’s meeting on Monday, September 20th.   In order to be eligible for consideration each proposal shall be submitted in a sealed envelope clearly marked: “Assessing Services RFP”.  

The Town of Wilton reserves the right to reject any or all proposals or accept the proposal the Town deems to be in its best interest, regardless of the lowest proposal amount. The Town reserves the right to request additional data or information or a presentation in support of written proposals, however the Town may award a contract based on the offers received, without additional submissions. The proposal should be submitted on the most favorable terms, from all aspects, which the contractor can submit. The Town reserves all rights to negotiate with the contractor of its choice based not solely upon cost, but on the qualifications and ability of the contractor to perform, consistent with the Town’s intent, requirements, time schedule, and funds availability. The Town further reserves the right to:

    • Not to award a contract for the requested services;
    • Waive any irregularities or informalities in any proposals;                 
    • Accept the proposal deemed to be the most beneficial to the public and the Town;
    • Negotiate and accept, without advertising, the proposal of any other company in the event a contract cannot be successfully negotiated with the selected firm; and
    • Retain products submitted by companies for its own use at its sole discretion.

Any questions regarding this project should be directed to Deputy Town Administrator Janice Pack at 654-3299 or admi[email protected] This RFP shall be posted at: Town Hall, Town website, Wilton Post Office, NHMA Classified Ads, and directly distributed to the NH Department of Revenue Administration's list of Revaluation Appraisal Companies (as posted on 6/22/21).

Cost of Proposal sheet
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