2026 RFQ_Ogdensburg_Assessment_Technical_Training_Assistance.pdf

CITY OF OGDENSBURG, NEW YORK

Office of the City Manager

330 Ford Street • Ogdensburg, NY 13669 • (315) 393-6100

REQUEST FOR QUALIFICATIONS (RFQ)

Technical and Training Assistance Services for Real Property Tax Assessment RFQ No. Assess 2026-01

Issuing Agency City of Ogdensburg, New York — Office of the City Manager

Issue Date September 4, 2026

Submission Deadline October 22, 2026 at 2pm EST

Submit To Teri Williams Assessment Services 330 Ford Street Ogdensburg, NY 13669

Questions Submit written questions to Teri Williams (twilliams@ogdensburgny.gov) by September 25, 2026. Questions and answers will be issued as an addendum and posted to the city website under the appropriate solicitation.

1. Introduction and Background The City of Ogdensburg, New York (the “City”) is seeking Statements of Qualifications (SOQs) from qualified real property tax assessment firms, consultants, or individuals (“Firms”) to provide technical and training assistance to City staff, including the City Assessor’s Office, in support of the City’s real property assessment administration functions.

The City's assessment operations currently face the challenge of re-establishing a 100% equalization rate with less experienced staffing than in previous years. The City intends to engage a qualified Firm to provide on-call technical support and structured training to build the capacity of City staff to independently and accurately administer the assessment roll going forward.

This is a Request for Qualifications, not a Request for Proposals or an Invitation to Bid. The City will evaluate SOQs to identify one or more qualified Firms and may subsequently negotiate scope, fees, and a contract with the top-ranked Firm(s), or issue a follow-on Request for Proposals limited to qualified respondents, at the City's sole discretion.

2. Purpose and Objectives The purpose of this RFQ is to identify a Firm with demonstrated New York State real property tax assessment expertise capable of providing:

• An assessment of the City's current assessment systems, data, and processes, with practical recommendations for improvement;

• Technical assistance to City Assessor's Office staff on day-to-day assessment administration, data maintenance, and compliance with New York State Office of Real Property Tax Services (ORPTS) requirements;

• Hands-on training for City staff on assessment software, valuation methodology, exemption administration, and assessment roll preparation;

• Guidance and support through the annual assessment calendar, including tentative and final roll preparation, Board of Assessment Review (BAR) / Grievance Day, and Small Claims Assessment Review (SCAR);

• Knowledge transfer that builds long-term, in-house capacity so City staff can sustain assessment functions with reduced reliance on outside assistance over time.

3. Scope of Services The selected Firm may be asked to provide some or all of the following services, as scoped and authorized by the City on a task-order or as-needed basis:

1. Current Systems and Process Assessment — A structured review of the City Assessor's Office's current systems, data, staffing, and workflows (including software/CAMA system use, data quality and inventory accuracy, exemption administration, and assessment calendar processes), resulting in a written findings report with specific, prioritized recommendations for improvement.

2. Technical Assistance — On-call and/or on-site support to City Assessor's Office staff on property data collection, inventory verification, valuation analysis, sales ratio studies, and use of [RPS/RPSV4, Image Mate, or other CAMA system in use].

3. Staff Training — Structured training sessions (in-person and/or virtual) for City staff covering assessment fundamentals, New York State Real Property Tax Law, exemption processing (STAR, senior, veterans, agricultural, etc.), and assessment roll workflows.

4. Assessment Roll Support — Assistance with preparation, review, and certification of the tentative and final assessment rolls, and coordination with the County and ORPTS as needed.

5. Revaluation / Reassessment Guidance — Technical guidance and project support if the City undertakes a full or partial revaluation during the contract term, including public communication and grievance support.

6. Grievance and Review Support — Assistance preparing for and staffing Board of Assessment Review proceedings and responding to SCAR petitions.

7. Documentation and Process Improvement — Development of standard operating procedures, desk manuals, and internal controls to institutionalize knowledge within City staff.

8. Other related technical or advisory services as mutually agreed, including [ANY ADDITIONAL

TASKS SPECIFIC TO OGDENSBURG].

The City anticipates engaging the selected Firm on an as-needed, task-order basis rather than for a fixed scope of work; hours and specific tasks will be authorized in writing by the City Manager or designee prior to commencement.

4. Minimum Qualifications To be considered responsive, a Firm must demonstrate the following minimum qualifications:

• Direct, verifiable experience providing real property assessment technical assistance and/or training to New York State municipalities or assessing units within the past five (5) years;

• Working knowledge of New York State Real Property Tax Law, ORPTS rules and guidance, and standard NYS assessment administration practices and calendar;

• Familiarity with New York State assessment software systems (e.g., RPS/RPSV4, Image Mate Online) and CAMA/valuation methodology;

• Staff who are, or are eligible to become, New York State certified assessors, appraisers, or hold equivalent professional credentials, as applicable to the services proposed;

• Ability to begin providing services within a reasonable timeframe of contract execution and to accommodate the City's assessment calendar;

• No unresolved conflicts of interest with the City of Ogdensburg or its Assessor's Office.

5. Statement of Qualifications — Required Contents Interested Firms should submit an SOQ, organized as follows, The PDF shall not exceed 10 MB in size.

Hard copies limited to 15 pages (excluding resumes/appendices):

9. Cover Letter — Identifying the Firm, primary contact, and a brief statement of interest and availability, signed by an authorized representative.

10. Firm Overview — Company background, size, structure, and office location(s) relevant to serving the City.

11. Relevant Experience — Description of at least three (3) comparable engagements with New York State municipalities within the past five years, including scope, outcomes, and reference contact information.

12. Key Personnel — Resumes and qualifications of the individual(s) who would directly perform the work, including licenses/certifications (e.g., NYS certified assessor, RPA, IAO designations).

13. Approach — A narrative describing the Firm's general approach to providing technical assistance and staff training, including how it structures knowledge transfer to build client staff capacity.

14. References — A minimum of three (3) municipal client references, with agency name, contact person, phone number, and email address.

15. Fee Schedule — Current hourly or daily billing rates by staff role (for informational and evaluation purposes; not a binding proposal at this stage).

16. Insurance and Licensing — Evidence of applicable professional liability and general liability insurance, and any required state licensure or certification.

17. Additional Information — Any other information the Firm believes is relevant to demonstrating its qualifications.

6. Submission Instructions SOQs must be received no later than October 22, 2026 at the address/email listed above. Firms may submit one (1) electronic copy (PDF, via email) and/or one (1) hard copy, Late submissions will not be considered. The City reserves the right to reject any or all submissions, waive informalities, and to cancel this RFQ at any time without liability to any respondent.

7. Evaluation Criteria SOQs will be evaluated by a City review committee based on the following criteria:

Criterion Weight

Relevant New York State municipal assessment experience 30%

Qualifications and certifications of key personnel 25%

Proposed approach to technical assistance and staff training / knowledge transfer

20%

References and demonstrated past performance 15%

Fee schedule reasonableness 10%

The City may, at its discretion, invite one or more Firms to interview prior to final selection.

8. Anticipated Schedule

RFQ Issued September 4, 2026

Deadline for Written Questions September 25, 2026 by 2pm

Addendum Issued (if any) October 2, 2026

SOQ Submission Deadline October 22, 2026

Interviews (if held) October 26 – October 30

Anticipated Selection / Council Award November 12, 2026

Contract Award November 23, 2026

Anticipated Notice to Proceed December 1, 2026

Dates are estimates and subject to change at the City's discretion.

9. General Terms and Conditions

• This RFQ does not commit the City to award a contract, to pay any costs incurred in the preparation of an SOQ, or to procure or contract for services.

• The City reserves the right to reject any and all submissions, to request clarification or additional information from any Firm, and to negotiate with one or more Firms.

• Any resulting agreement will be subject to review and approval by the Ogdensburg City Council and execution of a written contract in a form acceptable to the City Attorney.

• The selected Firm will be required to comply with all applicable New York State procurement, insurance, and (if applicable) prevailing wage requirements.

• The City is an Equal Opportunity Employer.

10. Contact Information All questions regarding this RFQ should be directed in writing to:

Teri Williams

City of Ogdensburg, New York

330 Ford Street Ogdensburg, NY 13669

Email: twilliams@ogdensburgny.gov

Firms should not contact City Council members, the Assessor, or other City staff directly regarding this RFQ; doing so may result in disqualification.