Computer Assisted Mass Appraisal System CAMA.pdf

Town of Sherborn Selectboard Office 19 Washington Street Sherborn, MA 01770

REQUEST FOR PROPOSALS

Computer Assisted Mass Appraisal System (CAMA)

Software and Related Services

July 21, 2026

The Town of Sherborn is soliciting sealed proposals for a Computer Assisted Mass Appraisal (CAMA) software package and related services (including data migration from the existing system, implementation, post conversion data quality review, and training). We hereby formally invite firms to submit proposals for the above-described system. The town is looking for a system to support a maximum of three (3) users. The Town of Sherborn has approximately 2,000 parcels which require conversion to the CAMA system.

Vendors are required to submit written proposals that present the vendor’s qualifications and understanding of the work to be performed. The sealed proposal must be submitted no later than 12:00 p.m. on Friday, September 18, 2026, to the following address:

Town of Sherborn Attn: Jeremy Marsette, Town Administrator/Chief Procurement Officer 19 Washington Street Sherborn, MA 01770

The Proposal shall be clearly marked: “RFP Computer Assisted Mass Appraisal System (CAMA)”

1. Technical and Price Submittals

Proposers must submit two separate proposals:

(1) One for Technical (or non-price) and;

(2) One for Price.

Both proposals may be submitted in one sealed package; however, the PRICE PROPOSAL MUST BE SEPARATELY SEALED. Each of the two proposals must be separately marked:

(1) [Proposer Name] - TECHNICAL RESPONSE TO REQUEST FOR PROPOSAL

Computer Assisted Mass Appraisal System (CAMA).

(2) [Proposer Name] - PRICE RESPONSE TO REQUEST FOR PROPOSAL Computer Assisted Mass Appraisal System (CAMA)

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2. Questions

Any questions relative to this request for proposal should be submitted in writing to: Jeremy Marsette, Town Administrator/Chief Procurement Officer, 19 Washington Street, Sherborn, MA, or e-mail jmarsette@sherbornma.org by 12:00p.m. on Friday, August 21, 2026. Questions may be delivered, mailed, or emailed. If the question is one that the Town believes would materially affect the Purchase Description, Scope of Work or the Evaluation Criteria, all persons who received a request for proposal will receive a copy of the written question and the Town’s answer without identifying the source of the question.

Neither Jeremy Marsette nor any other employee of the Town is authorized to give interpretations of any portion of the RFP or to give information as to the requirements of the RFP in addition to that contained in the RFP. Interpretations of the RFP or additional information as to its requirements, where necessary, shall be communicated to proposers by written addendum, which addendum shall be considered part of this RFP, including any changes or interpretations which may arise.

3. Modifications to Proposals

A Proposer may correct, modify, or withdraw a proposal by written notice received in the office designated herein for proposal submission prior to the time set for the opening of proposals. After the opening, a proposer may not change the price or any other provision of the proposal in a manner prejudicial to the interest of The Town of Sherborn or to fair competition. Proposal modifications must be submitted in a sealed envelope clearly labeled “Modification No.__.” Each modification must be numbered in sequence and must reference the original Request for Proposals.

4. Changes to the RFP At any time, in its sole discretion, the Town may by written addenda, modify, correct, amend, cancel, and/or reissue this RFP. If an addendum is issued prior to the Proposal Due Date, it will be provided to all parties to whom RFPs were provided. If an addendum is issued after proposals have been received, the addendum will be provided only to those parties whose proposals remain under consideration at such time.

5. Receipt and Opening of Proposals

Proposals will not be opened publicly but will be opened in the presence of one or more witnesses at the time stated in the due date section of the document. The contents of proposals shall remain confidential and shall not be disclosed to competing Proposers until the completion of the evaluation or until the maximum time for acceptance, as stated below. At the opening of proposals, the Town of Sherborn shall prepare a register of proposals for public inspection.

Proposers will be responsible for complying with all state laws and regulations as they relate to responses to Request for Proposals.

mailto:jmarsette@sherbornma.org

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6. Acceptance or Rejection of Proposals

The Town will either accept a proposal or reject all proposals within ninety (90) days after the proposal opening date. The time for acceptance may be extended for up to forty-five (45) additional calendar days by mutual agreement between the Town and the responsive and responsible Proposer offering the most advantageous proposal.

The Town may cancel the Request for Proposals, or reject, in whole or in part, any and all proposals, if the Town determines that the cancellation or rejection serves the best interests of the Town.

Acceptance shall be only by mailing to or delivering at the office designated by the Proposer in its proposal, a notice in writing signed by an authorized representative on behalf of the town specifically stating the proposal is accepted or by execution of an agreement covering the subject matter of the RFP signed by authorized representatives of the Town and the Proposer.

Rejection of a proposal shall be only by either (a) a notice in writing stating that the proposal is not accepted, signed by an authorized representative of the Town and mailed to or delivered to the Proposer at the office designated in the Proposal, or (b) decision of the Town not to accept the proposal within 90 days after the Proposal Due Date.

7. Evaluation Procedures and Negotiation

Only Proposers which meet the Quality Requirements may have their proposals evaluated based on the evaluation criteria set forth in this RFP. The Town may use such procedures as it deems appropriate to evaluate such proposals.

The Town reserves all its rights at law and equity with respect to this RFP including, but not limited to, the unqualified right, at any time and in its sole discretion, to change or modify this RFP, to reject any and all proposals, to waive defects or irregularities in proposals received, to seek clarification of proposals, to request additional information, to request any or all Proposers to make a presentation, to undertake discussions and modifications with one or more Proposers, to terminate further participation in the proposal process by a Proposer or to proceed with any proposal or modified proposal, which in its judgment will, under all circumstances, best serve the Town’s interests. The holding of any discussions with any Proposer shall not constitute acceptance of a proposal, and a proposal may be accepted with or without discussions.

The Town may give oral or written notice to one or more Proposers to furnish additional information including but not limited to interviews with and presentations to Town representatives. The giving of such notice shall not be construed as an acceptance of a proposal. Information requested shall be submitted within three (3) business days after the Town’s request, unless a shorter or longer time is specified at the time of request.

8. Proposal Preparation Costs

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The Town shall not be responsible for any costs associated with the preparation and submittal of any proposal, or for any travel and/or per diem costs that are incurred.

9. Use of Terms

For the purposes of the RFP, any reference to “bid” shall mean “proposal;” and any reference to

“Bidder” shall mean “Proposer.”

10. No Obligation or Liability

No Proposer shall have any rights against the Town arising from the contents of this RFP, the receipt of proposals, or the incorporation in or rejection of information contained in any proposal or in any other document. The Town makes no representations, warranties, or guarantees that the information contained herein, or in any addenda hereto, is accurate, complete, or timely or that such information accurately represents the conditions that would be encountered during the performance of the Contract. The furnishing of such information by the Town shall not create or be deemed to create any obligation or liability upon it for any reason whatsoever and each Proposer, by submitting its proposal, expressly agrees that it has not relied upon the forgoing information, and that it shall not hold the Town liable or responsible therefore in any manner whatsoever. Accordingly, nothing contained herein and no representation, statement, or promise, of the Town, its directors, officers, agents, representatives or employees, oral or in writing, shall impair or limit the effect of the warranties of the Proposer required by this RFP or Contract and the Proposer agrees that it shall not hold the Town liable or responsible in any manner whatsoever.

B. PROPOSAL SUBMISSION REQUIREMENTS

1. Quality Requirements

Only Proposers who can demonstrate that they comply with the following should submit proposals as only proposals from such Proposers will be considered:

A. Minimum Eligibility Requirements: Proposers must possess the following qualifications in order to perform the scope of services and attach information demonstrating such qualifications to the Technical Proposal:

i. Respondents must submit complete proposals including all information and documents requested in this section;

ii. Respondents must be or have on staff employees with five (5) years of experience with residential and commercial Real Property CAMA valuation software and must show evidence of familiarity with CAMA Software. The up-to-date resume of the assigned person must be submitted with Bidder proposal;

iii. Proposer shall have provided similar services for at least three (3) other municipal or government entities in Massachusetts;

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iv. Bidder must submit details of similar projects with other MA client municipalities of a similar size (approximately 2,000 parcels) so that the Town can evaluate the above criteria.

II. Respondents are expected to address the Scope of Work provided herein. However, respondents are expressly encouraged to consider the Scope of Work to be a foundation upon which to provide an expanded and/or modified approach.

III. Regardless of which approach each respondent proposes to undertake, each proposal should comprehensively address the details of the proposed approach.

C. TECHNICAL PROPOSAL

Technical Proposals submitted in response to this RFP should consist of:

All proposals shall contain the following. Submittals shall be clearly labeled with the letter designation of each requirement, i.e. “C”, “D”, “E”, etc.

A. Respondent Background:

i. Provide background on the proposer’s firm, including number of years in business, number of years operating in Massachusetts, services offered, etc.;

ii. Note the location of offices from which the implementation of the CAMA system will be managed; and,

iii. Disclose any current business, financial, personal, or other types of relationships

(within the last 3 years) upon which Proposer will have a dependency in connection with the provision of the proposed services;

iv. Briefly describe the proposer’s understanding and approach to the requested services.

B. Firm Qualifications:

i. Provide a list of at least five (5) clients the proposer has provided similar services to in the past three years or is currently providing similar services.

C. Personnel Qualifications:

i. Identification of respondent’s personnel and resources to be involved with the services over the term of the Contract and their anticipated roles.

D. Schedule: Respondents shall provide a brief schedule for the completion of the required services.

E. References: Provide at least three (3) recent references and project summaries for municipalities in Massachusetts where the Respondent has similar services.

D. PRICE PROPOSAL

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Each proposer must complete the Price Proposal Form included herewith in its entirety and submit the form in a separate, sealed envelope clearly marked on the outside with the proposal number, and name of the proposal.

E. LITIGATION STATEMENT

A statement indicating whether there are any anticipated or pending lawsuits or any litigation within the past five (5) years or bankruptcy filings within the past ten (10) years against the proposer and all firms supplying equipment or materials to the proposer and if so, shall describe the nature and status of such litigation or pending lawsuits.

F. ATTACHMENTS

Required attachments are provided in “Section VI – Attachments”, if applicable.

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II. SCOPE OF WORK

The selected proposer shall provide the following services in the locations described and at the intervals detailed below.

Services:

The Town of Sherborn is soliciting sealed proposals for a Computer Assisted Mass Appraisal (CAMA) software package and related services (including data migration, implementation, training, and hosting).

The Town of Sherborn has the following approximate parcel count for Fiscal Year 2026:

• Residential: 1,380

• Commercial: 17

• Industrial: 10

• Mixed Use: 3

• Vacant Land 168

• Chapter 61 land 102

• Condominiums: 127

• Exempt: 232

Software Specifications – CAMA Functional Requirements

REQUIREMENTS Y N COMMENTS

COMMON FUNCTIONS

System should be capable of valuing residential, commercial, industrial, and special use properties as well as vacant land.

Utilize a RDMS utilizing a GUI front end.

Be able to export data from CAMA system to the Jurisdiction's VADAR tax collection system

Maintain audit trail of all user changes to information on the parcel level.

Allow for an audit trail to be viewable from within a given parcel.

Provide the ability to navigate between screens via a single click.

Provide the ability to copy all data from one parcel to another.

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Be able to assign a parcel as Active, Inactive, or as Future and have the ability to view all the property data in either mode.

Provide the ability to make global data changes using a user-friendly interface.

Support multiple parcel search capabilities.

Be able to search by secondary addresses captured in the database.

Be able to search by Grantor, Grantee or Future Owner.

Allow parcel searches and filters that create subsets of parcels. Provide a table that allows a user to view and access parcels in the subset.

Be able to search parcels utilizing Cross Streets look up tables.

When searching by street name the system will auto fill the street name based on the letters the user typed in.

Provide the ability to add, change, and update all fields which appear online.

Provide a system that is table driven (e.g., user defined edits) and provide a comprehensive facility with on-line screens to maintain reference data.

Allow field labels to edited, enabled, or disabled by the user.

Allow user to define data field properties including- data type, allowable entries table and whether the field is optional or required.

Provide flexibility to adapt to changing legislation or DOR regulations

Provide security at the screen/transaction level.

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Capture transaction history (e.g., transaction name, user id, date, and time) and change information (e.g., before and after data and values) for all adds, changes, and deletes.

Provide access to transaction information.

Be able to track owner information utilizing separate fields for First, Middle, Last and Suffix entries.

Provide access to a help desk for user inquiries during normal business hours. (Please state hours and number of personnel.)

Allow property to be marked as fully or partially tax exempt.

System Requirements

System must utilize SQL Server or similar

CAMA calculations are not implemented in Stored Procedures

System integrates with SQL Reporting Services

Ability to compose new user interfaces from parts of existing user interface components

Ad hoc Report tool does not require SQL knowledge

Ability to define application names or labels for all Forms and Columns

Ad hoc report tool supports application names in addition to database column names

Ability to integrate with third-party applications such as Excel and B1, SimpliCITY Bldg. Permits/ MapsOnline, Beacon, ESRI- compatible GIS software and Data Cloud software/tablets. Please describe existing 3rd party integrations available in your platform.

Security

System allows for an inactivity timeout setting which will require the user to login back in after the defined time has expired.

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System allows for Password Policy Settings, such as Complexity Settings, allowing the administrator to require a minimum number of characters and specific types of characters, Password Life/History settings and Global settings for failed attempts and iteration settings.

System allows set up of unlimited groupings and the capability to assign any user to a grouping with security levels ranging from full rights to read only access.

Parcel Record Maintenance

Maintain legal description of property. Support large field size to fully capture a lengthy legal description.

Provide the ability to attach scanned or electronically created materials to individual records.

Allow for multiple or mixed-use codes on single parcels. Multi-use parcels will also, at a minimum, capture percent of residential use.

Ability to view multiyear data for any given parcel while in the current year database.

Assessment Notices

Produce assessment notices or output file for printing of notices for all properties.

Produce assessment change notices for new construction or property improvements.

Basic Appraisal Functions

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Support the 3 standard approaches for property valuation: Cost Approach, Income Approach (commercial and industrial properties only) and Market approach.

Support unlimited land and building valuation algorithms.

Provide ability to compare values by approach for properties that are valued by more than 1 approach.

Allow on-line update and printing of property record cards and work documents.

Support on-line mass appraisal to assess multiple properties at the same time - by neighborhood, model type, zoning, a user-specified list of parcels, or by property type and class.

Support separate valuation methods for each class of real property.

Maintain a historical record of the original assessment values, revised assessment values, and date of change.

Allow properties to be valued and revalued using different methods during each year. Track each change.

Provide for the appraisal of special purpose property classes including the valuation of low-or moderate-income housing and tax exempt or abated properties.

Provide a method for automatically grouping parcels for the assessors’ field inspections by neighborhood, property class, building type, construction permit and those requiring sales verifications.

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Provide a field(s) for assessor comments on the property record card.

Provide a parcel-based table to track individual or mass mailing notices sent to individual properties.

Provide the ability to view and update all property characteristics on-line.

Allow each section of a house/ building to be fully described (including % complete) and valued separately.

Provide the ability to list the percentage complete and value attributable to each part of a building that is less than 100% complete.

Provide fields for separate property descriptions for outbuildings and improvements including an ability to apply grading and size adjustments.

Provide the ability to set size ranges on all outbuildings and extra features.

Store cost-based appraisal rates for common outbuildings. Identify outbuildings which do not have a rate or flat value associated with them and allow user-defined rates to be input to the cost tables.

Allow a variable and expandable number of fields to record property dimensions for even the most complex structures and provide automatic calculation of total building area from the property sketch.

Allow different user interfaces for different types of properties. (Residential, Commercial, Condos, etc.)

Support the use of condominium main parcels that describe all sections of a condominium complex.

Support the mass creation of new parcels that are the result of a new subdivision or condominium complex.

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Provide the ability to apply different depreciation rates to multiple buildings on the same record.

Allow the user to flag a parcel as Work in Progress to bypass data entry of required fields including the ability to report on flagged parcels.

Provide the ability to freeze all or individual parcel values in the database to allow current and proposed value summaries.

Value land by multiple measures including, but not limited to, acreage, square foot, front foot, site, and building lot value. Provide the ability to adjust land values through percentage and fixed values set by the user.

Support adjustments for flood plain, easements, land size, and other property features and allow valuation via user defined rates.

Provide the ability to value contiguous land.

Allow the user to assign valuation methodologies by neighborhood.

Permit Information

Provide the ability to input time period, work status, inspection date, and comments.

Provide the ability to receive permits via an import file or system to system integration via API or other means

Provide the ability to print a parcel’s permit information.

Record progress dates for beginning construction, final construction, and inspections.

Provide the ability for the assessor to view a history of permits for each parcel.

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Commercial Property Information

Support multiple buildings and/or properties per appraisal unit on commercial properties.

Support multiple parcels per building for commercial property.

Provide the ability to view vacancy figures, rental figures, and other neighborhood rental information by property type.

Provide the ability to view on-line current and historical income and expense survey data per property.

Provide the ability to add, insert, delete, and selectively update tenant data and to perform lease analysis on stored tenant data.

Provide the ability to capture tenant leasable area, lease date, actual rent, and market rent or economic rent.

Support lease analysis capability to validate and test direct capitalization data.

Cost Approach

Provide a cost estimate for all building dimensions and features recorded for a property description.

This should be done using 1 or more user definable valuation models.

Provide flexibility to apply a particular cost algorithm to a neighborhood.

Allow assessors to manipulate and edit cost algorithms.

Provide the ability to update property depreciation by section when the effective age of a building section is changed.

Provide for the estimation of replacement cost new and replacement cost new less depreciation.

Allow for unlimited depreciation and size adjustment tables.

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Sales Trending

Support trending for total property value (e.g., land and improvements).

Support use of a qualified sale after a parcel has been changed (a qualified sale that occurred prior to a subdivision or remodeling remains useful in market analysis approach valuation).

Support the use of a qualified land sale in the sales trending approach to value after a property has been improved.

Support ability to store notes with each sales transaction.

Based on a user defined table of reasons, exclude sales that are deemed to be unqualified by assessors and allow these sales to be annotated with the appropriate reason for removal.

Market Approach

Utilize unlimited, user definable comparable sales models in application of the direct comparison approach.

Choose up to 20 comparable properties, automatically determine the top five comparable sales based on user-entered criteria, and allow the user to edit the top five choices.

Provide the ability to use distance when choosing comparables. Spatial data will be provided by the GIS system.

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Income Approach

Support the one-year direct income capitalization approach to value.

Store commercial sales data to determine the direct capitalization rates for income analysis valuation.

Calculate capitalization rates using alternate methods such as band of investment, mortgage equity, and GIM.

Provide the ability to value commercial condominiums, Town houses, hotels, apartments, and other rent mixed property types.

Support valuation using rent and tenant data based on lease analysis of actual tenants.

Support valuation using vacancy information for various sub-markets.

Support assessor override capability for income, expenses, and vacancy when appraising specific properties.

Provide the capability to calculate median and mean rent per unit of measure, expense ratios, and overall capitalization rates for any strata of commercial property.

Capture gross rent, vacancy and collection loss, miscellaneous income, itemized expenses, and corresponding sale price for commercial properties.

Provide for maintenance of income and expense date using various units of comparison such as net and gross leasable area, apartment units, etc.

Sketching

The system will provide the ability to create new sketches, modify, add, change, or delete sketches with automatic computation of the square foot of building area. The sketch package must provide closure problem detection and correction features.

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Support flexible on-line sketching software, which displays story height descriptions, an identifier for each section (e.g., porch, deck), and exterior wall dimensions for all sections of a building.

Support rounded surfaces, angles, and irregularly shaped areas as well as square footage entries.

Sketch program should also work with hand-held and/or pen-based field data devices, including download and upload capability.

Compute total livable floor area on property from living area dimensions.

Record detailed physical characteristics for a property, with the ability to describe and sketch each building on a property separately, including detached structures such as garages and sheds and the labeling of these structures.

Provide the ability to copy sketches from one parcel to another as well as use sketches that are stored in a sketch library.

Sketching software should be mouse driven.

The sketch data should export into various image formats (Please describe formats provided).

Display and show all angles as you are drawing a section

Be able to split a polygon and detach sections to name sections separately

Be able to pull out a section of an existing polygon without having to redraw a section

Flip an entire sketch horizontally or vertically

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Have built-in tools for drawing an octagon or trapezoid

Be able to display square foot areas within each polygon on a sketch

Images, Associated Files

Support a fully integrated imaging system - view unlimited images within the CAMA system along with associated information.

Provide the ability to link spreadsheets, documents, voice/digital clips to property records.

Comparable Sales

Provide a “snapshot” of the property, as it existed at the time of sale for use in sales analysis. Allow correction of the snapshot if it is later discovered that the assessment record did not correctly describe the property at the time of sale.

Allow an unlimited number of user definable comparable sales algorithms.

Produce an on-line comparable sales query and report based on user-defined criteria.

Allow comparable sales reports to be printed to hard copy.

Reports

Provide all State required reports necessary to obtain certification.

Provide the ability to print user definable property record cards that differ by style of property.

Produce on-line sales analysis reports.

Produce an on-line comparable sales query and report based on user-defined criteria.

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Support queries on all data in the database using a completely integrated report writer. (No use of third-party query tools)

Produce an on-line and printed report of neighborhood data trends, including sales and comparable.

Provide several predefined reports (Please list reports included).

Allow many of the existing reports to be modified and saved by the user.

Provide a simple manner for locating fields within the database. Users should be able to locate by database field name or screen label.

Geographical Information System

Provide the ability to spatially show the distribution of sales.

Provide the ability to find abutters by specifying a radius from a subject property.

Provide the ability to spatially and statistically show property value and other parcel attributes.

The system will also include specific fields that can be used to delete old or duplicate records from the tax attribute file. At a minimum, the date of the last transaction and a record identification number will be included.

Provide the ability to view comparable properties on a map.

Provide the ability to view and query all parcel data within a spatial environment.

Provide the ability to select a query of parcels and be able to mass update any field in the database and run a recalculation on the selected parcels.

Provide the ability to view Orthophotos.

Provide the ability to launch and view associated Nearmap, Pictometry, Google Earth, MassGIS and Birdseye view images from within the application.

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Sales Analysis

Support on-line and printed statistical analysis of assessments including, but not limited to, sales ratios, coefficient of dispersion, price related differentials, and other tests of the level and equity of assessments. The system will allow the results to be arrayed, and graphed. Allow the user to specify the records, variables, and types of analysis needed.

Produce a report which shows an updated coefficient of dispersion, stratified and segmented by class, as well as a general coefficient of deviation.

Assessment Appeals

Allow multiple appeals to be tracked within a given year.

Allow each appeal to be associated with other parties.

Provide scheduling functionality and allow appeals to be grouped, at a minimum by attorney, neighborhood, and issue.

The system will provide support for user-defined tracking identifiers.

Provide the ability to identify properties that have been appealed in prior years.

Provide ability to enter notes describing how a property was assessed for use in possible appeal.

Provide the ability to track all valuation change(s) made as the result of an appeal.

Provide the ability to view online all appeal history and parcel information.

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Provide the ability to track tax court appeals.

Provide fields such as dates, attorney & appraiser names, address & phone #’s for all parties.

Provide the ability to print daily, weekly, monthly appeal schedules.

Provide summary reports regarding appeals within tax lists years (e.g., prior year added, current year).

Provide reports regarding the status of hearings, notices, appeals, disposition, and judgments.

Training

Provide monthly access to Webinars on specific CAMA topics

Provide access to a Massachusetts specific User Summit Annually

Provide access to a library of training material, including documentation and training videos

General Information

The services of the Vendor shall be fully performed in accordance with the provisions of this RFP on or before six (6) months from the date of the notice to proceed.

The duties listed above shall be performed within the time frames and at the intervals stated. Should the vendor fail to perform any of these tasks listed in a timely and satisfactory manner, it will be at the Town Administrator’s discretion as Chief Procurement Officer to decide a course of action up to and including termination.

III. EVALUATION CRITERIA

Non-price proposals that meet all of the Quality Requirements listed in Section B Proposal Submission Requirements of this RFP will be evaluated and rated solely on the basis of the evaluation criteria contained in this section. Each responsive non-price proposal will be assigned a rating for each of the following evaluation criteria:

In evaluating each non-price proposal, a rating of highly advantageous, advantageous, not advantageous, or unacceptable shall be assigned for each of the criteria. The evaluator may identify any revisions necessary to change a rating on a criterion from unacceptable to advantageous and shall specify such changes in writing.

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The evaluator shall assign a composite rating of highly advantageous, advantageous, not advantageous, or unacceptable for each non-price proposal. Each composite rating shall be justified in writing. After a composite rating has been assigned for each proposal on the basis of the evaluation criteria in this section, the evaluation evaluator shall review the price proposals and determine the most advantageous proposal, taking into consideration the non-price proposal ratings and the price. If the evaluator selects a proposal other than the lowest-priced proposal, the evaluator shall explain in writing why the added benefits of the proposal justify its higher price.

1. Experience of Bidder - Years of experience in performing all work:

□ Highly Advantageous: Vendor has more than ten (10) or more years of experience with CAMA System Implementation.

□ Advantageous: Vendor has more than five (5) or more years of experience with CAMA System Implementation.

□ Not Advantageous: Vendor has less than five (5) years of experience with CAMA System Implementation.

□ Unacceptable: Vendor has less than one (1) years of experience with CAMA System Implementation.

2. Technical Project Manager of Bidder –credentials as follows:

□ Highly Advantageous: holds position as an “Officer” (VP of higher) in Bidder organization, and has earned, through coursework, a related industry designation, and has been accepted as an expert Real Property witness in a MA court of law

□ Advantageous: Has been active as a MA State Licensed as a: “Certified General” for more than five (5) years, and has earned, through coursework, a related industry designation.

Not Advantageous: Has been active as a MA State Certified Residential Appraiser for less than five (5) years. [Final Exam is a 2-hour exam.]

□ Unacceptable: Holds no Certification or MA State License.

2. Contracts (annual or longer) with Real Property CAMA Valuation Software – providing implementation and consultation services to 2,000+ parcel municipalities during the past five (5) years:

□ Highly Advantageous: Have more than ten (10) contracts of this description.

□ Advantageous: Have at least five (5), but less than ten (10) contracts of this description.

□ Not Advantageous: Have at least three (3), but less than five (5) contracts of this description.

□ Unacceptable: Have two (2), or less contracts for work of this description.

4. Ability to meet schedule – As defined in the proposal:

□ Highly Advantageous: Clear, self-imposed penalties (replacement activity oriented) for late start, late completion, or poor-quality control.

□ Advantageous: Provides a written guarantee, and a clear ability communicated in PROPOSAL document of meeting required time schedule for delivery of all services required.

□ Not Advantageous: No written guarantee to meet required time schedule for services.

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□ Unacceptable: Any concerns about ability to meet required time schedule for services.

5. Scope of Services – As defined in proposal:

□ Highly Advantageous: Clearly follows scope of services outlined in this RFP. Demonstrates well thought out process of completing required tasks.

□ Advantageous: Demonstrates the thought process of completed tasks in minimum fashion, but not well-developed.

□ Not Advantageous: Scope of services in this RFP is not clearly explained.

□ Unacceptable: No scope of services in this RFP.

IV. RULE FOR AWARD

The Town will select the responsive and responsible proposer submitting the most advantageous proposal taking into consideration the firm’s experience, references, and plan of services as well as the proposal price.

Cost will be considered in determining award, but will not be the deciding factor of award, and a Contract may be awarded to other than the Proposer proposing the lowest price.

The Town of Sherborn shall award a contract by written notice to the selected Proposer by no later than ninety (90) days after the Requests for Proposals are due unless the time for contract award is extended by mutual agreement between the Town of Sherborn and the selected Proposer.

V. SHORT FORM CONTRACT

The successful Proposer will be expected to enter into an Agreement with the Town by executing the following Short Form Contract (“Contract”.)

This Contract contains terms and conditions which the Proposer agrees to by submission of its proposal.

Do not complete or return this form with the proposal.

Short Form Of Agreement

FOR PROCUREMENT BETWEEN THE

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TOWN OF SHERBORN AND CONTRACTOR

FOR GOODS/SERVICES PROCURED UNDER G.L. C. 30B

THIS AGREEMENT for ______________________________________________________ (hereinafter referred to as the "Project"), is made the ____ day of ____ 2026 by and between ___________________, a corporation duly organized under the laws of the Commonwealth of Massachusetts, with a usual place of business at __________________ , (hereinafter referred to as the "Contractor"), and the Town of Sherborn, (hereinafter referred to as the "Town").

WITNESSETH that the Contractor and the Town, for consideration hereinafter named, agree as follows:

ARTICLE 1: CONTRACT DOCUMENTS

The Contract Documents consist of the following, and in the event of conflicts or discrepancies among them, they shall be interpreted on the basis of the following priorities:

(a) This short form of agreement for procurement between Town and Contractor, including original signed and sealed Certificate of Corporate Authority

(b) Invitation for bids, bid specifications, request for proposals, or purchase description, including any addenda issued by the Town

(c) Contractor's bid or proposal

(d) Copies of all required bonds, certificates of insurance and licenses required under the contract,

(e) The Summary of Conflict of Interest Law for Municipal Employees attached hereto as Exhibit A, as well as the acknowledgement of receipt of summary attached hereto as Exhibit B and confirmation of completion of online training.

EACH OF WHICH IS ATTACHED HERETO. These documents form the entire Agreement between the parties and there are no other agreements between the parties. Any amendment or modification to this Agreement must be in writing and signed by an official with the authority to bind the Town.

ARTICLE 2: SCOPE OF WORK

The Contractor shall furnish all materials, labor and equipment, and perform all work shown on the Contract Documents, and the Contractor agrees to do everything required by this Agreement and the Contract Documents.

ARTICLE 3: TERM OF AGREEMENT

(a) All goods delivered and/or services performed pursuant to this contract shall be delivered by the

Contractor no later than ________ 20__.

(b) The Contractor hereby agrees that if it fails to carry on the work with reasonable speed or stops work altogether without due cause, as determined in each case by the Town, the Town may give written notice to the Contractor to proceed with the work or to carry on the work more speedily. Three days

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ARTICLE 4: COMPENSATION

1. In consideration of Contractor’s Performance of this Agreement, the Town agrees to pay Contractor the total sum of X Thousand Dollars ($X,000.00). Upon delivery of goods and/or performance of services contained in Article 2 the Contractor shall submit an invoice to the Town with any reasonable supporting documentation requested by the Town. Upon satisfactory review of said goods and/or services, invoices and documentation, the Town shall remit payment to the Contractor.

2. With any invoice, the Contractor shall submit evidence satisfactory to the Town that the goods or supplies have been delivered and/or that the work has been completed in accordance with this Agreement, and that all payrolls, material bills and other indebtedness connected with the work have been paid. The billings shall include, if applicable, all charges for consultants, subcontractors, plans, equipment, models, renderings, travel, reproductions, postage and delivery, and all other expenses. There shall not be any markup for overhead, administration, or profit for any of the above listed services.

3. The acceptance by Contractor of its final payment under this Agreement shall operate as a release to Town of all claims by and all liability to Contractor. No payment, however, final, or otherwise, shall operate to release Contractor from its obligations under this Agreement.

ARTICLE 5: NON-PERFORMANCE

In the case of any default on the part of the Contractor with respect to any of the terms of this Agreement, the Town shall give written notice thereof, and if said default is not made good within such time as the Town shall specify in writing, the Town shall notify the Contractor in writing that there has been a breach of the Agreement, and thereafter the Town shall have the right to secure the completion of the work remaining to be done on such terms and in such manner as the Town shall determine, and the Contractor shall pay the Town any money that the Town shall pay another Contractor for the completion of the work, in excess of what the Town would have paid the Contractor for the completion of the work, and the Contractor shall reimburse the Town for all expenses incurred by reason of said breach. In case of such breach, the Contractor shall be entitled to receive payment only for work satisfactorily completed prior to said breach, less any retainage the Town is entitled to. The amount of any balance due the Contractor shall be determined by the Town and certified to the Contractor.

ARTICLE 6: TERMINATION

(a) In addition to the provisions of Article 5 of this Agreement, the Town shall have the right to terminate this Agreement if funds are not appropriated or otherwise made available to support the continuation of this Agreement after the first year.

(b) The Contractor shall have the right to terminate this Agreement if the Town fails to make payment within 45 days after it is due.

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ARTICLE 7: NOTICE

All notices required to be given under this Agreement shall be in writing and shall be effective upon receipt by hand delivery or certified mail to:

Town of Sherborn:

Jeremy Marsette Town Administrator Town of Sherborn 19 Washington Street Sherborn, MA 01770 jmarsette@sherbornma.org Office 508-651-7850

Contractor:

Company: ___________________________ Contact: ____________________________ Title:_______________________________ Email: _____________________________ Tel. #: _____________________________ Mailing Address: ____________________

ARTICLE 8: INSURANCE

(a) The Contractor shall, at its own expense, obtain and maintain general liability and automobile liability insurance policies protecting the Town in connection with any operations included in this Agreement and including the Town as an additional insured, on a primary and non-contributory basis, waiving all rights of subrogation. As proof of insurance, the Contractor shall provide Certificate(s) of Insurance evidencing the required coverage in a form satisfactory to the Town. The Description portion of the certificate evidencing coverage should state as follows:

“The Town of Sherborn is included as additional insured in regard to General and Auto Liability on the policies noted above by contractual Agreement on a primary and non-contributory basis, waiving all rights to subrogation.”

Coverage amounts shall be in at least the amounts noted below:

General Liability: At least $1,000,000 per occurrence, and, at least $2,000,000 aggregate mailto:jmarsette@sherbornma.org

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Auto Liability: At least $1,000,000 combined single limit for bodily injury and property damage per accident

(b) If the Contractor shall provide professional or design services to the Town, then Contractor shall carry a professional malpractice or an errors and omissions policy with limits of at least $1,000,000 per claim and $3,000,000 aggregate, with a deductible of no more than $15,000 per claim.

(c) The Contractor shall, before commencing performance of this Contract, provide insurance for the payment of compensation and the furnishing of other benefits in accordance with M.G.L. c. 152, as amended, to all employed under the Contract and shall continue such insurance in full force and effect during the term of the Contract.

(d) All insurance coverage shall be in force from the time of the Agreement to the date when all work under the Contract is completed and accepted by the Town. Certificates and any and all renewals substantiating that required insurance coverage is in effect shall be filed with the Town. Certified copies of the Contractor’s insurance policies, including endorsements, required by this agreement shall be provided to the Town upon the Town’s request within ten (10) days. Since this insurance is normally written on a year-to-year basis, the Contractor shall notify the Town should coverage become unavailable or if its policy should change. Any cancellation of insurance, whether by the insurers or the insured, shall not be valid unless written notice thereof is given by the party proposing cancellation to the other party and to the Town at least fifteen days prior to the intended effective date thereof, which date should be expressed in said notice.

(e) To the fullest extent permitted by law, the Contractor shall indemnify, defend, and save harmless the Town and all of the Town's officers, agents and employees from and against all suits and claims of liability of every name and nature, including costs of defending any action, arising out of or resulting from any act, omission, or negligence of the, Contractor, its subcontractors or subconsultants and its and their agents or employees in the performance of the work covered by this Agreement and/or failure to comply with terms and conditions of this Agreement. The foregoing provisions shall not be deemed to be released, waived or modified in any respect by reason of any surety or insurance provided by the Contractor under the Contract.

ARTICLE 9: PERFORMANCE AND PAYMENT BONDS

N/A

ARTICLE 10: SUBCONTRACTING OF WORK

The Contractor shall not subcontract any of the work that it is required to perform under this Contract to any corporation, entity, or person without the prior written approval of the Town.

ARTICLE 11: PREVAILING WAGE RATES

N/A

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ARTICLE 12: OWNERSHIP OF DOCUMENTS

Upon completion of the final payment to the Contractor, the Town shall be the owner of all plans, specifications, electronic data, and computations created by the Contractor that relate to this Agreement.

The Town agrees that the information contained therein was produced specifically for this Agreement and agrees to hold the Contractor harmless from any liability of the Town's use of these documents in any future project not directly related to the subject matter of this Agreement.

ARTICLE 13: MATERIALS AND WORKMANSHIP

Unless otherwise specified, all materials and equipment incorporated in the work under the Contract shall be new. All workmanship shall be first class and by persons qualified in the respective trades.

ARTICLE 14: GUARANTEE OF WORK

(a) Except as otherwise specified, all work shall be guaranteed by the Contractor against defects resulting from the use of inferior materials, equipment, or workmanship for one year from the date of final completion of the Contract.

(b) If, within any guarantee period, repairs or changes are required in connection with guaranteed work, which in the opinion of the Town are rendered necessary as a result of the use of materials, equipment or workmanship which are inferior, defective or not in accordance with the terms of the Contract, the Contractor shall, promptly upon receipt of notice from the Town and at its own expense:

(1) Make goods and services conform to this Agreement;

(2) Make good all damage to the site, or equipment or contents thereof, which, in the opinion of the Town, is the result of the use of materials, equipment or workmanship which are inferior, defective, or not in accordance with the terms of the Agreement; and

(3) Make good any work or material, or the equipment or site, which is disturbed in fulfilling any such guarantee.

ARTICLE 15: GOVERNING LAW

The Contractor shall perform the work required under this Contract in conformity with requirements and standards of the Town and all applicable laws of the Commonwealth of Massachusetts, its political subdivisions, and the Federal Government.

This Agreement and performance thereunder are governed by the laws of the Commonwealth of Massachusetts and all other applicable by-laws and administrative rules, regulations, and orders.

ARTICLE 16: BINDING AGREEMENT AND ASSIGNMENT OF INTEREST

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This Agreement shall be binding upon the Town and the Contractor and the partners,…