Reassessment RFP 2028 Final.pdf

COUNTY OF FRANKLIN, VIRGINIA

REQUEST FOR PROPOSALS

2028 GENERAL REASSESSMENT

I. GENERAL

The County of Franklin, Virginia, hereinafter referred to as "County", wishes to obtain proposals for the general reassessment of all real estate situated in Franklin County, Virginia in accordance with Section 58.1-3252 through 58.1-3300 of the Code of Virginia, 1950, as amended.

This Request for Proposal is part of a competitive procurement process which helps to serve the County's best interests. It also provides firms with a fair opportunity for their services or goods to be considered. The process of competitive negotiation being used in this case should not be confused with the different process of "competitive sealed bidding." Price is not required to be the determinative factor, although it may be, and the County may negotiate with one or more firms to arrive at a mutually agreeable relationship.

II. GENERAL SPECIFICATIONS

See Page 3 of this Request for Proposal

III. ISSUANCE OF REQUEST FOR PROPOSAL AND QUESTIONS

The issuing offices for this Request for Proposal are:

Office of Finance Office of the Commissioner of Revenue 1255 Franklin Street, Suite 111 1255 Franklin Street, Suite 102 Rocky Mount, VA 24151 Rocky Mount, VA 24151

Any questions concerning this Request for Proposal should be directed to Corey White at corey.white@franklincountyva.gov or Margaret Torrence, Commissioner of the Revenue at 540- 483-3083 or Margaret.Torrence@franklincountyva.gov. The County will determine whether any addenda should be issued as a result of any questions or other matters.

IV. PROPOSAL DEADLINE

All proposals must be received in the Finance Office, 1255 Franklin Street, Suite 111, no later than 4:00 pm, Thursday, April 30, 2026.

V. FORMATION OF THE AGREEMENT WITH THE SELECTED FIRM

Franklin County will rank proposals and enter into contract negotiations with the proposer whose professional qualifications and proposed services are deemed to be in the best interest of the County.

An oral presentation may be required before a selection committee. At the oral presentation, the proposer shall be expected to include the personnel who would manage and conduct the Franklin County work.

Evaluation factors which the County will consider shall include, but not be limited to:

mailto:corey.white@franklincountyva.gov mailto:Margaret.Torrence@franklincountyva.gov

1. Experience of the proposer generally, and including any experience in appraising Franklin County properties, and with assessment of all types of property for general reassessment purposes.

2. Experience of the proposer with rural counties and in understanding rural real estate, resort/lake property and associated docks and taxation concerns.

3. Reference checks with other counties similar to Franklin.

4. The County's prior experience with the firm, if any.

5. The appraisal firm will become thoroughly familiar with the County’s existing computer capabilities. Any other pc or mini based software the appraisal firm uses must be explained in detail as to how it would interface with the County’s existing mini computer system.

6. Overall professionalism of the firm and quality of presentation, as reflected in the firm's proposal.

7. Conformity of the proposal with the County's specifications.

8. Cost of service.

9. The personnel to be assigned to the Franklin County job including appraisers and clerical staff with all assessment records to remain at the office site to be accessible by the Commissioner of Revenue and staff.

10. The Firm's track record on timeliness of work and assurances that it can complete the job on schedule (It is estimated that the successful firm will have to complete field work on assessed value on an average of 100 parcels each day for a 17-month period, e.g. from July 2026 through December 2027).

11. The present workload of the firm, including current staffing capacity to meet existing and projected workload.

VI. REJECTION OF PROPOSALS

1. Franklin County reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposals received, and to award a contract on a competitive negotiation basis, which is deemed to be in the best interest of Franklin County.

2. Submitted proposals will constitute an offer by the firm, which shall remain open and irrevocable, for a period of ninety (90) days from the deadline for submitting proposals.

3. Provisions governing the selected firm’s performance will include all provisions of this Request for Proposals.

VII. SUBMISSION OF PROPOSALS

Five (5) complete hard copies and one electronic copy of the proposal must be received in a sealed envelope with “General Reassessment RFP”, closing date and time clearly marked on the outside.

In addition to referencing the RFP and noting any exceptions thereto, the firm may submit any other information which it feels the County should consider in evaluating the firm’s proposal.

Any proposals received after the previously noted deadline will be returned unopened.

PROPOSAL SPECIFICATIONS

I. Specifications for General Reassessment

A. The appraisal firm will provide, carry out, or comply with the following:

1. Prepare all appraisals in keeping with good appraisal practice and Virginia Code for a general reassessment project.

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

3. The firm will develop a local manual for use during the general reassessment and provide a minimum of two copies to the Commissioner of Revenue for subsequent use after the reassessment is complete. The manual will specify, in summary form, the cost of pricing analysis determined in Item 2 above. Should the County decide to use a computer-assisted program, then said manual must set forth all coding and any other data needed and/or to be used during the implementation of the computer-assisted appraisal system.

4. The appraisal firm will visit each property including manufactured or mobile homes prior to making a market value appraisal. This requirement is most important and must not be circumvented.

5. 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 will be provided to the County Finance office.

6. Only qualified personnel (Certified Appraisers), subject to the approval of the

Commissioner of the Revenue and/or County Administrator will be assigned to conduct appraisals. If, for any reason during the reassessment, any member of the firm’s staff is deemed to be unacceptable to the County, said employee will immediately be removed from the project.

7. All actual appraisals will be conducted by a qualified appraiser.

8. Where existing field cards show building sketches, these will be verified for accuracy in the field. Where no sketches exist, they will be developed from actual field measurements and entered in the County’s computer system. The appraisal firm will make every effort to collect any descriptive data not presently shown on the County field cards. Additional data or corrections of existing data will also be entered on the computer system. New square footage to be calculated on all parcels.

9. When each property is visited, if no one is available to answer questions, a doorknob hanger will be left to notify the resident and to request any additional information necessary to perform the appraisal.

10. If the appraiser is refused admittance or information on any property, this will be so noted on the field cards and the property will be appraised based on the best information available.

11. To promote good public relations, the appraisal firm will provide speakers to County groups requesting information on aspects of the reassessment program.

12. After completion of the appraisal work, and at a time agreed to by the firm and the County, public hearings will be held over a two-week minimum period, and appraisers will be available at all hearings to provide information and/or reviews of appraisals, when requested by owners. A minimum of eight (8) hearings, including at least two (2) evening sessions, will be scheduled.

13. The appraisal firm will assist the Board of Equalization, as needed or requested, in review of appraisals and property, up to ten (10) working days, or as otherwise needed.

14. If an assessment is appealed to the Courts, the appraisal firm will furnish a competent witness to the County, without additional charge, until the next General Reassessment.

15. The appraisal firm will provide a per parcel price based on an estimate of 43,100 parcels.

16. The appraisal firm will carry workers’ compensation and public liability insurance, designed to hold Franklin County and its officials harmless from all claims, demands, suits, or actions, recovered against them by reason of any act by any employee or equipment of the appraisal firm during the reassessment process. Certificate of coverage will be provided to the County Finance office prior to the start of field work.

17. The appraisal firm will provide resumes to the County of all professional appraisers to be assigned to work in the County, as well as documentation of the firm’s qualifications and prior experience.

18. The appraisal firm will supply all appraisal personnel and appraisers’ supplies, such as calculators, measuring devices, etc. All expenses, such as FICA, unemployment, travel, lodging, meals, etc., will be paid for by the appraisal firm. Under no circumstances are the appraisal firm’s employees to be considered as employees of Franklin County. Each appraiser’s vehicle will display a County appraiser sign.

Additionally, appraisers must wear badges with their picture while visiting properties.

19. All property appraisals will be at 100 per cent fair market value, as required by the

Virginia Code.

20. Appraisal office work, other than incidental, will be performed at the office facilities provided by the County, and appraisal personnel will be generally accessible to the Commissioner of the Revenue and the public, when necessary.

21. The appraisal firm will have weekly scheduled meetings with the Commissioner of

Revenue present to address any questions or concerns. The scheduled meetings will avoid disruption to the Commissioner of Revenue and staff during regular business.

22. The successful firm shall produce a suitable assessment record card, which shall be jointly designed by the firm and the County and an accumulative assessment book, detailing each parcel in the County.

23. The County shall produce a listing of all manufactured or mobile homes, including the manufacturer, model, year size, condition, owner, location (by tax map and parcel number), and the firm shall assess each such manufactured or mobile home as well as data entry. Photos shall be taken of each mobile home.

24. The appraisal firm will assess all new construction on building permits and other new construction. Certificate of Occupancy and final permits will be worked monthly and submitted to the Commissioner of Revenue for billing. Prior to beginning work on the reassessment, the guidelines for the assessment of new construction, as well as, the final permits and the County’s Certificates of Occupancy will be worked out between the Appraisal Firm, Commissioner of Revenue and the County Administrator. Also, prior to the end of December 2027 the selected appraisal firm will provide a current fair market value on all active permits effective January 1, 2028.

25. The firm shall be responsible for the purchasing and printing of the reassessment cards as well as all office supplies such as paper, printer cartridges, etc.

26. The firm shall be responsible for the purchasing, printing and the mailing costs associated with the reassessment notices.

27. The response to the RFP should include how the firm will utilize the EagleView

(formerly Pictometry) technology to benefit the County and achieve associated cost savings. Given that item 4 requires a physical visit to each property, EagleView may not in any way be used to assess property without the physical visit taking place.

28. All citizens who appeal their assessment and meet with the appraisers should receive a notice within a 10 day period after the closing of the scheduled and advertised hearings, as to the finding of the assessors regardless of whether a change is made or not.

29. The selected firm will have a ratio study completed by the conclusion of the general reassessment. Qualifying sales for the months of December 2027, January and February 2028 shall be used to comply with the Department of Taxation requirements.

30. The selected firm will be responsible for adding missed pictures of dwellings (taking a new picture if dwelling structure has changed), taking pictures of all new construction including front and back, correcting any errors of existing pictures and replacing any pictures that are not clear, as well as, any outdated pictures from construction changes. As previously stated in paragraph 23, pictures of all mobile homes will need to be taken. (Approximately 4,050 mobile homes).

B. Franklin County will provide:

1. Office facilities, desks, tables, chairs, telephone, and filing cabinets. A copier/duplex printer to print field sheets that will display the picture of the dwelling.

2. All computer support services, forms, Reassessment Book and comparative listings.

3. Access to County GIS System available on-line. EagleView (formerly Pictometry) is available.

4. Tax maps in data form or paper.

C. Schedule of work proposed:

1. Work should begin on or about Monday, June 1, 2026, and be completed by December 31, 2027, including hearings and completion of the Reassessment Book.

D. Payment:

1. Invoices will be submitted monthly to the County, as directed, after work is commenced, up to 90 percent of the contract amount, with a 10 percent retainage, as a performance guaranty. The amount of the invoices shall be based on the amount of work completed in the previous calendar month, which shall be stated on the invoice. The retainage will be payable upon delivery of all appraisal work and completion of the public hearings.

General Provisions

A. ANTI-DISCRIMINATION: By submitting a proposal, the offeror represents and warrants to Franklin County, Virginia that it will conform to the provisions of the Federal Civil Rights

Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans With Disabilities Act, Section 2.2-4311 of the Virginia Public Procurement Act (VPPA), and all other applicable federal, state and local anti-discrimination laws, codes, rules, and regulations. Without limiting the foregoing, during the performance of this contract, the offeror agrees as follows:

1. The offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the offeror. The offeror agrees to post in conspicuous places, available to employees, notices setting forth the provisions of this nondiscrimination clause.

2. The offeror, in all solicitations or advertisements for employees placed by or on behalf of the offeror, will state that such offeror is an equal opportunity employer.

3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements. The offeror will include the provisions of the above 1, 2 and 3 in every subcontractor or purchase order over $10,000 in connection with this RFP, so that the provisions will be binding upon each subcontractor or vendor.

B. DRUG-FREE WORKPLACE: During the performance of the contract, the offeror agrees to

(i) comply with the drug-free workplace provisions of Virginia Code 2.2-4312; (ii) provide a drug-free workplace for the offeror’s employees; (iii) post in conspicuous places, available to employees, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance is prohibited in the offeror’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iv) state in all advertisements or solicitations for employees that the offeror maintains a drug-free workplace; and (v) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000 in connection with this RFP, so that the provisions will be binding upon each subcontractor or vendor.

C. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting its proposal, the offeror represents and warrants that it does not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

D. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in a court of appropriate jurisdiction in Franklin County, Virginia. The offeror shall comply with all applicable federal, state and local laws, codes, rules and regulations.

E. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, the offeror represents and warrants that its proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, or subcontractor in connection with their proposal, and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Furthermore, the provisions, requirements, and prohibitions contained in Sections 2.2-4367 through 2.2-4377 of the Virginia Code, pertaining to bidders, offerors, contracts, and subcontractors, are applicable to this RFP and any resulting contract, as are the provisions, requirements, and prohibitions contained in Sections 2.2-3100 through 2.2-3131 of the Virginia Code.

F. QUALIFICATIONS OF OFFEROR: Franklin County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to provide the services/furnish the goods as required under this RFP, and the offeror shall furnish to Franklin County all such information and data for this purpose as may be requested.

Franklin County reserves the right to inspect the offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. Franklin County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy Franklin County that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

G. DEBARMENT STATUS: By submitting its proposal, the offeror represents and warrants that it is not currently debarred by the Commonwealth of Virginia, or any city, county, town or political subdivision therein, from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor is it an agent of any person or entity that is currently so debarred.

H. NONDISCRIMINATION TOWARDS OFFERORS: A bidder, offeror or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless Franklin County has made a written determination that employing ex-offenders on the specific contract is not in its best interest. FRANKLIN COUNTY DOES NOT

DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

I. SCC REGISTRATION: Pursuant to Virginia Code § 2.2-4311.2, the offeror must be registered with the State Corporation Commission if so required by Title 13.1 or Title 50 of the Virginia Code or otherwise required by law.

J. MINORITY CONTRACTING: It is the policy of Franklin County to maximize participation by minority and women owned businesses, small businesses, and service disabled veteran businesses in contracting opportunities.

K. AVAILABILITY OF FUNDS: It is understood and agreed by the offeror that Franklin

County shall be bound only to the extent of the funds available or which may hereafter become available for the purpose of the Contract.

L. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions or other breach of any resulting contract by the offeror, Franklin County may terminate the contract and/or procure the goods and services from other sources and hold the offeror responsible for any resulting additional purchase and administrative costs. These remedies shall be in addition to any other remedies which Franklin County may have under the contract, at law, or in equity.

M. CONTRACTUAL CLAIMS: The procedure for reviewing and resolving contractual claims and resolving contractual disputes shall be the procedure set forth in Virginia Code § 2.2- 4363.C.