Floyd County Reassessment RFP 062026.docx

Request for Proposals General Reassessment of Real Property June 2026 The County of Floyd, Virginia is soliciting competitive sealed proposals from qualified vendors that are able to provide a general reassessment to determine the current fair market value of all real property for the County of Floyd in accordance with applicable state laws and requirements.

Sealed proposals should be clearly marked, “RFP 2026 – General Reassessment of Real Property.” Proposals must be received in the County Administration Office no later than 4:00 pm local time on Friday, July 10, 2026. Any submissions received after this deadline will not be accepted. The County reserves the right to reject any and all proposals, divide any project into sections, waive informalities, and to negotiate with the successful vendor(s). The contract will be awarded based on the County's determination of “best value” for the County, based on the criteria stated herein.

Inquires and Responses should be submitted to:

Kim Chiddo P.O. Box 218 202 E Main Street Floyd, VA 24091

To ensure timely delivery responders may submit statements via email IN ADDITION to hard copy delivery (hard copy submissions are still required). Please send any electronic responses to Accounting@floydcova.gov.

Each vendor must be an Equal Opportunity Employer as defined by Federal and State Law.

Kim Chiddo Administrator, Floyd County Virginia.

Request for Proposals General Assessment of Real Property June 2026

The County of Floyd, Virginia is seeking competitive sealed proposals from qualified vendors to provide a general reassessment of real property to determine the current fair market value of all real property in the County of Floyd in accordance with applicable state laws and requirements.

Introduction and Background

· Floyd County, Virginia is a rural agricultural and artistic community located in Southwest Virginia, adjacent to Montgomery, Roanoke, Carroll, Patrick, and Henry Counties in Virginia. It also shares a border with the Blue Ridge Parkway. The County includes a single incorporated town – the Town of Floyd.

· This document constitutes a request for written, sealed proposals from qualified individuals or organizations to provide a general reassessment to determine the current fair market value of all real property for the County of Floyd in accordance with applicable state laws and requirements.

· The last general reassessment for the county was completed in 2025. Reassessments have typically been conducted every three to four years.

· The County currently uses Concise Systems for its Computer-Assisted Mass Appraisal Program. It is the intent of this solicitation that whichever firm is hired shall, on their own accord and expense, familiarize themselves with the computer- Assisted Mass Appraisal Program used by the County.

· The county BAI software for the financial information tied to properties and for billing purposes. The county uses BAI software for revenue and Tyler Munis for expenditure tracking and reporting.

· The County has issued this RFP instead of an IFB because this is a service-based contract and pricing is not the only evaluation criteria. The County is not responsible for any of the vendor’s costs involved in submitting a proposal in response to this RFP.

· Vendors shall include the costs of all fuel, travel, insurance, equipment, and administrative resources, etc., needed to successfully fulfill the requirements of this RFP in their respective proposal pricing submissions. The proposer shall be responsible for adhering to all federal, state, and local laws, regulations, and codes, as applicable.

· The award(s) shall be based on the vendor(s)' ability to meet all RFP requirements, and the right is reserved to make the award to other than the lowest vendor/offeror, or to more than one Contractor, when deemed to be in the best interest of Floyd County. Selection shall include the following factors:

· Price;

· Qualifications of the firm and staff to be assigned to the project;

· Track record of successful, timely reassessments performed within the Commonwealth of Virginia;

· Overall responsiveness to the requirements of this RFP

· Selection of the successful vendor shall be in accordance with § 2.2-4302.2 (A)(3) (Nonprofessional Services). Selection shall be made of two or more vendors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors stated herein Negotiations shall then be conducted with each of the vendors so selected. The vendor shall state any exception to any liability provisions contained in the Request for Proposal in writing at the beginning of negotiations, and such exceptions shall be considered during negotiation. Price should be considered but will not be the sole determining factor. After negotiations have been conducted with each vendor so selected, the County shall select the vendor which, in its opinion, has made the best proposal and provides the best value, and shall award the contract to that vendor. Should the County determine in writing and in its sole discretion that only one vendor is fully qualified, or that one vendor is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that vendor

· All work performed under this contract shall be performed in accordance with all provisions of these specifications or plans and must be approved in writing by Floyd County or an authorized representative.

· Any contract resulting from this solicitation shall be governed in any respect by the laws of Virginia, and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contract shall comply with all applicable federal, state, and local laws and regulations, and the Contract shall generally conform to the General Terms and Conditions as stated in Exhibit A, attached hereto.

Proposal Inquires and Correspondence

· All questions about this RPF and the Floyd County reassessment opportunity should be posed in writing via email to Accounting@floydcova.gov. Please put “Floyd Reassessment RFP Question” in the subject line. Responses will be provided via the county website, www.floydcova.gov/news. Those asking the question will also receive an email notification to check the website.

· During the RFP and procurement process Floyd County Administration will be the primary point of contact. During the contract period the main point contact will be the Floyd County Commissioner of Revenue, Lisa Baker.

· Proposals must be received in the Floyd County Administration Offices no later than 4:00 pm local time on Friday, July 10, 2026. Any submissions received after this deadline will not be opened. The County reserves the right to reject any and all proposals, divide any project into sections, waive informalities, and to negotiate with the successful vendor(s).

· Inquires and Responses should be submitted to:

Kim Chiddo P.O. Box 218 202 E Main Street Floyd, VA 24091

· To ensure timely delivery responders may submit statements via email IN ADDITION to hard copy delivery (hard copy submissions are still required, but timely email submissions will be accepted as timely, provided the hard copies were mailed or placed for delivery prior to the delivery deadline). Please send any electronic responses to Accounting@floydcova.gov.

Addenda to the RFP

· Floyd County may elect to amend the RFP prior to proposal opening. It is the vendor’s responsibility to check the website (www.floydcova.gov) frequently to ensure that all solicitation information is complete and accurate. Upon award, this document in its entirety including any forms and addenda shall be referred to as the contract.

· The County will attempt to notify all vendors that are known to have a complete set of Proposal Documents; however, it is ultimately the responsibility of each company to check the County website (www.floydcova.gov) for addendums and FAQs.

· Copies of Addenda and FAQs will be made available for inspection at the Floyd County Administrative Offices.

· No Addenda will be issued later than two (2) days prior to the date of receipt for Proposals except:

a. Any Addendum withdrawing the Request for Proposals

b. Any Addendum that includes postponement of the date of receipt for Proposals.

Notice of Award

· All Notices of Award and Notices of Intent to Award will be posted on the County website, www.floydcova.gov. Once the award is made, the proposals are open to public viewing, except for those sections properly marked confidential or proprietary, if applicable, in accordance with § 2.2-4342, Code of Virginia, 1950, as amended.

Use of Subcontractors

· Vendor should supply a list of all subcontractors, their qualifications, and references, to the County as a part of their proposal packet.

· Vendors must provide a description of the role the subcontractor(s) proposed will play in providing services to Floyd County.

· Floyd County reserves the right to reject the Vendor’s selection of Subcontractors.

· Vendor is responsible for ensuring that all subcontractors follow all applicable State and Federal laws, including but not limited to, those related to nondiscrimination.

Special Terms and Conditions

· Bid Bonds will not be required for this project.

· In accordance with § 2.2-4339 of the Code of Virginia, the Selected Vendor may be required to provide a performance bond in the amount of the contract, which shall be made payable to the County of Floyd prior to commencing work. This bond would be for the full amount of the parcels to be reassessed multiplied by the quote per parcel. A determination of the performance bond requirement will be made during contract negotiations with the selected firm. As such, this cost can be separately stated as a part of the proposal.

· A Certificate of Insurance will be required from the selected vendor; please refer to General Terms and Conditions for complete instructions. Proposals shall include an example Certificate of Insurance.

· Worker’s Compensation Coverage is required for employers of three or more employees, to include the employer. Contractors who fail to notify the County of Floyd of increases in the number of employees and subcontractors that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

Vendors (employers of three or more employees) shall include the cost of worker’s compensation insurance in their bid pricing. The selected vendor (if employer of three or more employees) must provide evidence of Worker’s Compensation Insurance coverage before starting any work. All vendors are solely responsible for ensuring their workers and themselves when doing work for Floyd County.

A vendor (employers of three or more employees) without Worker’s Compensation insurance can submit a proposal; however, the selected vendor must purchase and show evidence of the Worker’s Compensation to the County before receiving the contract or starting any work.

Employers with less than three employees are not required to have Worker’s Compensation Coverage. Employers with less than three employees that do not have Worker’s Compensation Coverage agree that by submitting a proposal that they are independent contractors and that the vendor, and its employees are not employed by the County of Floyd and are not covered by the County’s worker’s compensation coverage program.

· Vendor shall be responsible for requiring any subcontractors to have the required amount and types of insurance stated in this RFP.

· Note that the selected vendor shall furnish the County with all certificates of insurance, endorsements, declaration pages, and policies affecting coverage. The selected vendor must provide an endorsement letter that verifies that Floyd County, its officers, officials, employees, volunteers, and agents (as their interest may appear) are additionally insured.

· The County shall not be responsible for any injury (including death) of any vendor or subcontractor that is visiting, inspecting, climbing, or conducting any work related to this procurement and the contract awarded in response to this procurement.

· The selected vendor agrees to accept responsibility for property damage, injury, or death caused by the acts or omissions of its employees or representatives to the fullest extent permitted by law.

Codes, Permits, Fees, Licenses and Notices

· It is the responsibility of the Vendor to maintain all required licensing and training for his/her employees to provide the services as stated in this RFP, if applicable. Costs for these items shall be the responsibility of the Vendor and shall be included in the proposal price(s).

· It is the responsibility of the selected vendor to obtain and pay for all necessary permits, inspections, licenses, and notices. The selected vendor shall include these costs in the estimate or cost of repairs.

· The Vendor shall supply copies of all licenses to Floyd County, upon request.

· The Vendor shall give all notices and comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of the Work.

Scope of Work General Requirements

· There are approximately 15,050 parcels of real estate (taxable & exempt) to be reassessed.

· The selected vendor shall take pictures of every building; one picture for each of the four sides. The pictures shall be provided in a format that will work with the County’s system.

· Values to be assessed will in all cases be 100% of fair market values as required by state law, in keeping with good appraisal practice.

· All appraisals will be based on a thorough study of Floyd County real estate sales since the last reassessment, with due consideration to construction and rental data where necessary.

· The appraisal firm will visit each property prior to making a market value appraisal.

· All tax-exempt property will be appraised on the same basis and in the same detail as taxable property. On all county-owned property a summary of values and/or replacement costs on buildings must be provided to the Office of the County Administrator.

· Appraisals shall be based on a thorough study of actual market sales and construction costs in the County. The appraisal firm will conduct this study prior to beginning any field appraisals.

· The market sales analysis will become the property of the County at the completion of the reassessment.

· The firm will develop a local manual for use during the general reassessment and provide a minimum of two copies to the Commissioner of the Revenue for subsequent use after the reassessment is complete. An electronic copy is also expected. The manual will specify, in summary form, the cost and pricing analysis. This manual will set forth all coding and all other data needed and/or used during the implementation of the County's computer appraisal system.

· The reassessment should begin upon issuance of a notice to proceed by the County, and should be completed no later than December 31, 2028

· The fieldwork shall be completed and reviewed by the contractor for adjustments and a briefing will then be provided to the governing body to show the resulting changes in residential, commercial, industrial, farmland, and development unit right values. Following this a sufficient public review period will be scheduled and the reassessment book signed not later than December 31, 2028.

· During the fieldwork portion of the work, the Contractor shall provide regular, bi-weekly status updates to the County, and shall arrange meetings as needed with the Commissioner to identify solutions to problems encountered or anticipated, identify support needed, and answer general questions or comments.

· The contracting agent, the project manager and any appraiser assigned to this reassessment must be certified by the Virginia Department of Taxation and must maintain that certification in good standing during the period of this contract. The project manager, who will be required to sign the reassessment land book after initial public hearings and readjustments, is required to be certified by the Virginia Department of Taxation, Property Tax Division.

Specific Requirements What the Contractor shall provide and pay for:

· The Contractor shall provide sufficient licensed appraisers to complete the reassessment in the specified time. The project manager, who will be required to sign the reassessment land book after initial public hearings and readjustments, is required to be certified by the Virginia Department of Taxation, Property Tax Division.

· Contractor shall furnish to the County for acceptance or rejection a list of all persons to be employed. The County may require the Contractor to remove from the contract any person the County considers being unqualified or negligent in the performance of duties, or who is guilty of misconduct; and such person shall not be employed on the project again without the written consent of the County.

· All necessary personnel, including appraisers, and clerical staff. This shall include supervision for all said staff. Additionally, the Contractor shall provide tools of the trade, living expenses, all employment related insurance coverage, travel, and any other expenditure necessary for completion of the reassessment.

· The County currently uses Concise Systems for its Computer-Assisted Mass Appraisal Program. It is the intent of this solicitation that whichever firm is hired shall, on their own accord and expense, familiarize themselves with the Computer-Assisted Mass Appraisal Program used by the County.

· BAI software is utilized for the financial information tied to properties and for billing purposes. The County also currently uses BAI for revenue and Tyler Munis for expenditure accounting.

· Any training or cost incurred by the Contractor to familiarize and work with the county system will be borne by the Contractor.

· The Contractor shall provide the Commissioner of the Revenue with completed field inspection records and assist in the initial review.

· The Contractor shall provide the Commissioner of the Revenue with interim appraised values for the purpose of quality assurance by the County. The term “interim values” is defined as values that have been determined by the field assessor(s) and have either been entered into the computer database or are about to be entered. The purpose of this procedure shall not be to dictate assessment values to the selected vendor, but rather to detect possible substantial errors-in-fact that the appraiser may wish to review before the values are presented to the public.

· The Contractor shall have a period of public review allowing parcel owners to discuss their assessment. The Contractor shall also provide an appraiser to attend and assist the Commissioner of the Revenue and the Board of Equalization, if necessary.

· The Contractor shall provide a competent witness for court appeals filed within a period of three years following the last day of the year in which the assessment is effective.

· Vendors should price their proposals with the assumption that zero clerical assistance from the County will be provided.

Work format for the Contractor

· Contractor shall visit each parcel of land and make a complete inspection.

· Each main building and other significant buildings or improvements will be measured and sketched, if necessary.

· The Contractor will interview the owner of each parcel if possible. If no one is present, a door hanger or similar notification will be left to inform the residents / owners of the reassessment and to request any additional information.

· In the event the owners refuse to provide information, a notation will be made on the property card and the assessment made on the best information available.

· The Contractor will keep a record of each visit on the field property card. The record will include date, time, name of the appraiser and person interviewed.

· The Contractor shall list and appraise by square footage (where applicable) the living space of all mobile homes.

· The Contractor shall make speakers available for meetings with civic groups or other interested parties as desired by the Board of Supervisors and coordinated through the Commissioner of the Revenue for the purpose of disseminating general information relating to the reassessment process. During the general reassessment, the Contractor will endeavor to promote good public relations with all taxpayers and the general public. The Contractor will be willing to meet with County officials at the outset of the project and shall be open to two-way communication with County officials, including the Board of Equalization and the Commissioner of Revenue.

· The Contractor shall provide a clear and usable digital photo for each property.

· The Contractor shall provide read-only access to the County to any database of appraisal components for the purpose of spot-checking the accuracy of the database during the mass appraisal.

What the County prefers, shall provide, and will pay for

· Office space, furniture, office equipment and telephone service.

· Necessary office supplies, including postage and stationery for mailing notices, plus any advertising costs for hearings.

· All data processing, reassessment book and reassessment notices. A final reassessment listing, composed by alphabetical and tax map sequence, will be provided.

· Two copies of county tax maps with corrections as of 2025, and supply copies of updates as available.

· Data necessary to produce field cards.

· Prior sales data for use in developing property values.

· Building permit information and coordinate inspections with Contractor.

Other Requirements

· The Contractor agrees not to assign or subcontract any of the work or obligations required under this contract unless the Contractor first obtains the written consent of Floyd County, which may be withheld for good cause.

· These specifications shall not be construed as creating any contractual correlation between any Subcontractor and Floyd County.

· Any acts and omissions of people employed by the Contractor, including Subcontractors, shall be the full responsibility of the Contractor.

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