Reassessment Services RFP FY2026.pdf

County of Greene

COUNTY ADMINISTRATION

PO Box 358 40 Celt Road

Stanardsville, VA 22973

Request for Proposal

RFP # 2026-003

GENERAL REASSESSMENT SERVICES OF REAL PROPERTY

This procurement is governed by the Virginia Public Procurement Act and the County of Greene’s Procurement Policy. All terms and conditions of those documents are hereby adopted and made a part of this notice.

Contact Information:

Questions concerning sealed bids should be in writing addressed to:

Terry Beigie Deputy Clerk to the Board of Supervisors

County of Greene tbeigie@gcva.us

Date Issued: March 2, 2026

Date & Time of Closing: April 1, 2026, at 10:30 a.m.

mailto:tbeigie@gcva.us

Request for Proposal #2026-003

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TABLE OF CONTENTS

RFP #2026-003 GENERAL REASSESSMENT SERVICES OF REAL PROPERTY

1.0 PURPOSE

2.0 SCOPE OF WORK

3.0 TERMS AND PROPOSAL CONTENT AND FORMAT

4.0 SELECTION POLICIES

5.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION

CRITERIA

6.0 SUBMISSION REQUIREMENTS

7.0 INQUIRIES

EXHIBIT A

EXHIBIT B

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C

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1.0 PURPOSE

The County of Greene, Virginia, invites qualified firms to submit proposals for providing Reassessment services on real property in Greene County. The purpose of this Request for Proposal is to establish a contract through competitive negotiations with one (1) qualified firm to perform two General Reassessments of all real property at its fair market value in money as of January 1, 2027, and January 1, 2029, as stated in Section 58.1-3201 of the Code of Virginia. Each offeror shall include in the proposal the following schedule requirements:

• 2027: Full review reassessment

• 2029: Administrative review reassessment

PURPOSE

Greene County is a mostly rural community located at the eastern foothills of the Blue Ridge Mountains in Central Virginia, about 100 miles south of Washington, D.C., 78 miles northwest of Virginia’s capital city Richmond, and 32 miles of Harrisonburg, Virginia. The County encompasses a land area of 157 square miles and had a population of 20,155 in the 2020 U.S. Census and the incorporated Town of Stanardsville, which shall be included in any reassessment contract. Greene County is surrounded by the following counties: Albemarle, Orange, Madison, and Rockingham.

The County is governed by an elected five-member Board of Supervisors that appoints a County Administrator.

The purpose of the RFP is to solicit bids to establish a contract through competitive sealed bidding for the purpose of receiving proposals from qualified Firms for Reassessment (the “Firm” or the “Contractor”) services for real property. The work will generally include, but shall not be limited to, labor, equipment, fuel, tools, materials, supervision, and incidentals necessary to provide the timely, safe, and effective execution of the work detailed in this solicitation. Bids are to be inclusive of all costs associated with the work detailed in the scope of work below. Proposals, to include addenda or changes to a response, shall not be accepted via Fax machine, email, orally, or via telephone.

Full review reassessment needs to be completed by Feb. 1, 2027, and will also include onsite visits with pictures of all County real estate parcels from January 1, 2026. Administrative review reassessment needs to be completed by Feb. 1, 2029, and consists of a review of all property and sales from Jan. 1, 2028, and onsite visits with pictures of any new construction since the 2027 full assessment.

It is the County’s intent that this RFP permits competition. It shall be the bidder’s responsibility to advise the Purchasing Agent in writing if any language requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than five (5) days prior to the date set for bids to close.

Sealed proposals, subject to the specifications and conditions contained herein and attached hereto, will be received in the Greene County Administration Building, County Administration Office, until, but no later than, 10:30 a.m. local time prevailing on April 1, 2026. A selection committee shall evaluate the proposals and rank the firms.

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If submitted via mail, the firm shall submit three (3) copies of the proposal documents to: Greene County Administration, ATTN: Terry Beigie, 40 Celt Road, PO Box 358, Stanardsville, VA 22973, in a sealed envelope. Mark the outside of your envelope with Request for Proposals RFP #2026-

003. Additionally, proposals may be submitted electronically via eVA and will be opened during the bid opening.

Time is of the essence and any proposal received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the Greene County Administrative Office.

All questions regarding this RFP shall be submitted via email to Terry Beigie, Deputy Clerk of the Board of Supervisors, at tbeigie@gcva.us.

2.0 SCOPE OF WORK

See Exhibit A for number of the parcels and breakdown of types. The proposed scope of work shall include the following at a minimum:

• Certification to perform the work by the Department of Taxation in accordance with 58.1- 3275 of the Virginia Code.

• Prepare all appraisals in keeping with the Uniform Standards of Professional Appraisal Practice for this type of project and standard as prescribed by nationally recognized professional appraisal organizations such as the International Association of Assessing Officers (IAAO) and applicable Virginia law on valuation of real property.

• Appraisals shall be based on a thorough study of actual market sales and construction costs in Greene County. The completed study will become the property of Greene County.

• All property appraisals will be at 100 percent fair market value, as required by the Virginia Code.

• Assist the Commissioner of Revenue with the assessment of new construction and plats for two years following the initial Full Review Reassessment and two years following the Administrative Review Reassessment in 2029.

• During on-site assessment of a property, capture a digital image or images of the property.

• The Firm shall be expected to coordinate the activities of its employees to ensure timely completion of the work. The Firm shall cooperate fully with the offices of the County Administrator and Commissioner of Revenue to control the quality of the work as well as deal with other relevant issues affecting the work.

• The Firm’s staff shall at all times be expected to display courtesy and professionalism in dealing with citizens, County staff, members of the Board of Supervisors and the Board of Equalization. Only qualified personnel, subject to the approval of the Commissioner of Revenue and the County Administrator, will be assigned to conduct appraisals. Customer service skills shall be of utmost importance and deemed necessary and critical for the Firm and their staff. Additionally, it is highly preferred that the Firm and/or staff be able to acknowledge and/or respond to County staff or citizen questions within three (3) business days. If, for any reason during the reassessment, any member of the Firm’s staff is deemed to be unacceptable to the County, said member will immediately be removed from the project and replaced at no additional cost to the County. The Firm’s staff shall honor all mailto:tbeigie@gcva.us

5 | P a g e landowner’s requests for the landowner to be present at the time of a visit to the property, should such a request be made by the landowner.

• While in the field, the Firm’s staff shall wear appropriate identification badges on their shirts to clearly identify themselves to citizens. In those cases where the homeowner is not at home and the Firm’s employee cannot obtain all necessary information, a notice shall be left advising the homeowner of the visit and requesting the homeowner to furnish the information. The County must approve the notice prior to its use. If the Firm is refused admittance or information on any property, this will be so noted on the field data card and the property will be appraised based upon the best information available.

• If a property is posted as “No Trespassing” or “Do Not Enter” the Firm shall not enter and shall immediately notify the Commissioner of the Revenue with the date, time, address, and parcel information. The Commissioner of the Revenue shall determine how best to proceed.

• The County will be responsible for providing information on previous reassessments, advertising any public hearings as required and conducting such hearings in accordance with the requirements of the Code of Virginia.

• The Firm shall provide the following:

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

2. Processing and mailing of reassessment notices;

3. Available staff for Board of Supervisors, formal or informal public hearings, and/or Board of Equalization meetings on an as-needed basis;

4. Printing of the reassessment books and providing the Commissioner with a copy of all field cards in an orderly fashion complete with an index or other organizational tool, in both paper and electronic formats.

5. Provide receipt or documentation to any property owner for materials given to the Firm by that property owner, and maintain those materials for at least five (5) years following the end of the reassessment. Those materials shall be maintained through both paper and electronic formats and provided to the Commissioner of Revenue. A sample format shall be provided to the Commissioner of the Revenue for approval prior to those materials being maintained.

6. Testimony and/or other assistance with any subsequent legal matters for a period of five

(5) years following January 1, 2027.

• When assessing residential properties, the Firm shall be responsible for making a complete exterior and reasonable interior (if necessary and permitted by the landowner) inspection of each dwelling, and preparing a field card for each parcel, which will include measurements and sketches and photographs of each residence and other major building improvements, and the 911 address for each structure. A digital image of each structure shall also be taken and identified to each field card and structure. The type of construction shall be recorded by component parts, such as foundations, basement area, wall construction, insulation, roof, floors, interior finish, heating system, fireplaces, plumbing fixtures, number of rooms, number of bedrooms, year built, year remodeled, exterior and interior condition, physical depreciation, functional and economic obsolescence, general quality of construction and recent sales data. All field cards will become the property of

6 | P a g e the County at the time they are completed, but no later than at the completion of the general reassessment.

1. Farm dwellings shall be visited and inspected in the same manner as other residential buildings. All other farm buildings and structures shall be measured and numbered in relation to the main dwelling on the fieldwork card sketch and listed according to their use, type of construction, size, age and condition. These improvements shall be appraised at their fair market value.

2. No inhabited structure shall be flat valued under other improvements, but measured and sketched as set forth above. If a flat value is indicated for a structure, it shall be so indicated on a dwelling screen with the information as set forth above. The Firm shall provide the County with an explanation of the methodology it uses to value house sites.

• Commercial properties shall be handled in the same complete manner as residential properties. Buildings shall be accurately measured and a complete description shown for each. The basic cost data shall be applied to existing construction for the determination of accurate and consistent replacement costs, less any physical depreciation, functional and economic obsolescence. In addition, income and expense data and market data shall be considered and will be used where applicable and available to assist in appraising the properties.

1. All apartments or two (2) or more dwelling units designed or redesigned for such occupancy and all groups of apartment buildings are to be classified as apartment properties. The appraisal of apartments is to be complete with analysis of income and expense data, if obtainable. The income approach to value must be considered in apartment appraisals and where actual rents are not available, economic rental estimates will be used.

2. Affordable or subsidized housing shall be assessed according to the special provisions of State law.

• Small industrial plants shall be appraised in the same manner as other commercial properties. For the more complex industrial properties, a complete, separate report, summarized, typed and bound shall be furnished. This report shall include a building-by-building component part description of construction and fixed equipment taxable as real estate showing individual replacement value and depreciation value for each. All yard improvements shall be listed individually and shall be priced and depreciated separately.

Drawings of all buildings shall be made with buildings numbered and shown in their proper location and size with the name of the building as known to the industry shown. In addition, the market and income approach to value shall be considered, and utilized, if applicable.

• All other real property not covered previously and required by law to be appraised by the County will be appraised at fair market value using acceptable appraisal standards.

• The Firm shall prepare a listing and appraisal of all mobile homes situated in the County.

This listing shall include, but not be limited to, the make, size, model, year of manufacturer, value, condition, owner and location by tax map number. This appraisal does include single-wide mobile homes previously assessed as personal property.

• Before the reassessment is finalized, the Firm shall provide informal hearings during which property owners may comment on their proposed reassessments. Prior to these informal meetings, reassessment notices will be prepared by the Firm and mailed to all real property owners. All stuffing of envelopes and sorting of zip codes shall be completed by the Firm’s staff. The informal meetings will be conducted by qualified Firm representatives in the Board Room in the County Administration Building or other designated location. The

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County will give public notice of these meetings. These meetings will include evening sessions and will number as many as necessary, in the sole opinion of the County, to meet with all citizens desiring to discuss their property reassessments.

• The chief assessor and sufficient other qualified personnel satisfactory to the County shall be assigned to explain, discuss and hear all comments and complaints concerning values established at each meeting. The Firm shall immediately make any necessary field reviews of all properties of disputed value. The Firm shall also substantiate the assessed value in question and the methods employed in the reappraisal as a whole. Additionally, the Firm shall furnish recommendations for the disposition of any such complaints.

• The Firm’s assessor shall be present at all Board of Equalization hearings. Additionally, the Firm shall furnish other competent witnesses and supporting evidence as may be required to defend the valuations of any properties in question before the Board of Equalization.

• The Firm shall also furnish said witnesses and supporting evidence for all court appeals associated with the general reassessment, without additional cost to the County.

• Work on the General Reassessment shall begin on or before October 15, 2026, and be completed no later than February 1, 2027.

• Work on the Administrative Reassessment shall begin on or before October 15, 2028, and be completed no later than February 1, 2029.

• Upon completion of the general reassessment, the Firm shall continue to provide assessment services for the County for new construction and provide the County with “change of assessment notices.” These assessments shall occur every six (6) months and shall continue until a Certificate of Occupancy or a Certificate of Completion has been issued for the new construction. This additional assessment service shall continue until the completion of a new, general reassessment, or until the County terminates this additional assessment service by giving the Firm written notice, six (6) months in advance of the termination date of the services.

3.0 TERMS AND PROPOSAL CONTENT AND FORMAT

A. Codes, Permits, Fees, Licenses, and Notices

a. Assessors need to be Certified to perform the work by the Department of Taxation.

b. The Firm shall supply copies of all licenses to Greene County, upon request.

c. A Greene County Business License will be required by the selected vendor. Please contact the Commissioner of Revenue at ktate@gcva.us for more information. A Firm without a Greene County Business License may submit a bid but will be required to get one prior to starting work. The Firm is responsible for the cost to acquire the license.

d. Insurance: The Firm(s) shall agree to provide a certificate of insurance naming the County of Greene as additional insured and, if requested, a certified copy of said policy or endorsement(s) before commencement of the contract. All insurance shall be placed with an insurer licensed to do business in the Commonwealth of Virginia.

The underwriter shall be subject to the approval of the County of Greene. The Firm shall maintain limits no less than:

i. General Commercial Liability: $1,000,000 (One million dollars) combined single limit per occurrence for bodily injury, personal injury and property damage. The general aggregate limit shall apply separately to this mailto:ktate@gcva.us

8 | P a g e project/location or the general aggregate shall be twice the required occurrence limit.

ii. Automobile Liability: $1,000,000 (One million dollars) combined single limit per accident for bodily injury and property damage.

iii. iii. Worker's Compensation and Employer's Liability: Worker's Compensation as required by the Code of the Commonwealth of Virginia and Employer's Liability with limits of $1,000,000 (One million dollars) per accident.

iv. iv. Professional Liability coverage (errors and omissions), $250,000 per occurrence minimum.

B. Submittals

a. Qualified Firms shall provide appropriate information in accordance with the content and format requirements of this Request for Proposal. The Firm’s proposal shall be organized in the following order:

i. Transmittal Letter

ii. Table of Contents

iii. Statement on understanding Scope of Services

iv. Familiarity with the County of Greene

v. Firm qualifications

vi. Certificate of insurance

vii. Proposed Firm staff and their qualifications

viii. Listing of similar projects with proposed Firm staff’s experience

ix. Understanding of and relevant experience

x. Reference List

xi. Bid Response Form

xii. SCC Form

b. All electronic proposal submissions with the required documents must be submitted through the Commonwealth of Virginia’s online e-procurement system, eVA.

Proposers must submit one (1) complete copy of the proposal and all required documents and/or attachments no later than 2 p.m. on Wednesday, March 18, 2026.

All proposal submissions sent via U.S. Mail or other postage method shall include three (3) copies of the proposal documents. The outside of your envelope shall be marked as Request for Proposals RFP #2026-003.

4.0 SELECTION POLICIES

The County reserves the right, at its sole discretion, to issue RFPs for similar work and other projects as the need may occur. The County reserves the right to accept or reject any or all proposals received as a result of this request, or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of the County to do so. The Request for Proposal does not commit the County to award a contract, to pay costs incurred in the preparation of a proposal for this request, or to procure or contract for services.

The scope of services for projects assigned under any contract resulting from this RFP will vary according to County requirements. Each project shall be negotiated separately. The County will

9 | P a g e select a Firm to provide the services requested using the Sealed Bid procedure as outlined in the Virginia Public Procurement Act, entering into contract negotiations with the lowest responsible bidder.

A selection committee shall evaluate and rank each proposal based on the established selection criteria included within this Request for Proposal. The final ranking of the individual Firms shall be based on a majority decision. The County reserves the right to immediately enter into negotiations without performing interviews if a proposal is clearly the top-ranking proposal received. The County shall select the offeror which, in its opinion, has the best qualifications and provides the best value, and shall award the contract to the offeror, as determined to be in the County’s best interests.

The County prohibits discrimination and requires compliance with state and federal immigration laws as defined under the Code of Virginia Chapter 43 Virginia Public Procurement Act. The County is an equal opportunity employer and encourages participation of small businesses, minority owned businesses, women owned businesses and service-disabled veteran owned businesses in all procurement activities.

The County does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. MBE/WBE firms are encouraged to submit.

Any offeror who desires to protest the contract award shall submit such protest in writing to the County no later than 10 days after the announcement of the award.

5.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION

CRITERIA

A selection committee will be formed to review the proposals. The selection committee evaluation and selection process will be used to determine the most qualified Firm. Evaluation criteria will generally involve relevant experience, specific expertise, and performance references on previous projects. The following criteria will be considered in evaluating the proposals:

5.1 Proposed Firm staff and their qualifications

5.2 Familiarity with the County

5.3 Listing of similar projects with proposed Firm staff’s experience

5.4 Experience working with municipal governments and municipal projects

Criteria Point Value

5.1 Proposed Firm staff and their qualifications 40

5.2 Familiarity with the County 10

5.3 Listing of similar projects with proposed Firm staff’s

experience

5.4 Costs 35

Total 100

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6.0 SUBMISSION REQUIREMENTS

Submittals shall be prepared providing a straightforward, concise description of the Firm‘s capabilities to satisfy the requirements of the Request for Proposal. Emphasis should be on completeness and clarity of content. Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are not required or desired. Submit three (3) copies of the Firm’s proposal in a sealed envelope or package that is clearly marked as response to this Request for Proposal. Submit one proposal and documents through eVA if submitting electronically. Deliver proposal submittals no later than 10:30 a.m. on April 1, 2026. Responses received after this time will not be considered. Proposals by hand delivery, US Postal Service express mail, or private delivery service (FEDEX, UPS, etc.), should be sent to:

Terry Beigie Deputy Clerk to the Board of Supervisors

40 Celt Road Stanardsville, VA 22973

7.0 INQUIRIES

Clarification of the terms and conditions of this proposal should be directed to Terry Beigie, at (434) 985-5293 or tbeigie@gcva.us. All inquiries that affect the nature of the proposed contract or proposal contents will be conveyed to all parties receiving this Request for Proposals. The County shall not be responsible for any information given by way of verbal communication.

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EXHIBIT A

Zoning District 2025 Parcel Count

C-1 966

A-1 1000

R-1 1001

R-2 72

T-R3 21

T-RC 59

SR 289

PUD 701

B-1 4

B-2 77

B-3 128

M-1 15

M-2 29

Land Use Taxation (Real Estate Records)

Manufactured Homes (US Census, ACS 2023)

557 units

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EXHIBIT B

GREENE COUNTY, VIRGINIA

GENERAL TERMS AND CONDITIONS FOR PROFESSIONAL SERVICES

A. Applicable Laws and Courts. This solicitation and any resulting contract shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia without regard to its principles of conflicts of law that would cause the application of the laws of any jurisdiction other than those of Virginia. The parties hereby submit to the personal jurisdiction of, and venue in, the General District or Circuit Court of Greene County, Virginia for resolution of any and all claims, causes of action or disputes between the Contractor and the County, depending on the amount in controversy.

B. Changes to the Contract. Subject to Virginia Code § 2.2-4309, the County may order changes within the general scope of the contract at any time by written notice to the Contractor. The Contractor shall be compensated for any additional costs incurred because of such order. Said compensation shall be determined by mutual agreement between the parties in writing.

C. Default. In case of failure to deliver services in accordance with the contract terms and conditions, the County, after written notice to the Contractor, may procure the services from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that the County may have.

D. Appropriation of Funds. The County shall be bound under this contract only to the extent of the funds available and duly appropriated or which may hereafter become available and duly appropriated for the purpose of fulfilling the County’s obligations under this contract.

the County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such appropriation is not made for any fiscal year, the contract shall terminate effective at the end of the fiscal year for which funds were appropriated, and the County shall not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. In the event of any non-appropriation, the County shall notify the Contractor as soon as is reasonable but failure to give such notice shall be of no effect and the County shall not be obligated under the contract beyond the date of termination specified in the County’s written notice.

E. Ownership. Ownership of all data, material and documentation originated and prepared for the County pursuant to the RFP and/or any resulting contract shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act. All created materials resulting from work performed under a contract shall become the property of the County and shall be returned to the County upon request.

F. Compliance with the Law. During the term of the contract, the Contractor will comply and conform with the provisions of the Civil Rights Act of 1964, as amended, Virginia Fair

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Employment Contracting Act of 1975, as amended, Virginia Values Act, as amended, Virginia Freedom of Information Act, Virginia Prompt Payment Act, and the Virginia Public Procurement Act, where applicable.

G. Ownership of Intellectual Property. All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or developed in the performance of this contract shall become the sole property of the County. On request, the Contractor shall promptly provide an acknowledgement or assignment in a tangible form, satisfactory to the County to evidence its sole ownership of specifically identified intellectual property created or developed in the performance of the contract.

H. Compliance with Virginia Code § 2.2-4310. the County promotes the use of small businesses and businesses owned by women, minorities, military families, service-disabled veterans, and employment services organizations in procurement.

I. Employment Discrimination. Pursuant to Virginia Code § 2.2-4311, to the extent that the contract with the County is over $10,000, Contractor agrees as follows: (a) Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of Contractor. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause; (b) Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer; and (c) Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. The Contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

J. Immigration Reform and Control Act of 1986. By accepting a contract award, Contractor certifies that it does not and will not during the performance of this contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits the employment of illegal aliens.

K. Authorization to Conduct Business in Virginia (Va. Code § 2.2-4311.2). If the Contractor is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership, the Contractor must be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Virginia Code Title 13.1 or Title 50 or as otherwise required by law. The Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in Virginia, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. The County

14 | P a g e may void a contract if the Contractor fails to remain in compliance with the provisions of this section.

L. Use of Child Labor Prohibited. Pursuant to Virginia Code § 2.2-4311.4, to the extent that the contract with the County is over $10,000, Contractor agrees that it will not use forced or indentured child labor in the performance of the contract. Further, the County requires the Contractor to include the same provisions in any subcontracts that exceed $10,000.

M. Drug Free Workplace. Pursuant to Virginia Code § 2.2-4312, to the extent that the contract with the County is over $10,000, the Contractor agrees to (i) provide a drug-free workplace for the Contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with this contract awarded to the Contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

N. Indemnification. Contractor shall indemnify, defend, and hold harmless the County, its officers, agents and employees from and against any third party claim, cause of action, or demand (each a "Covered Claim”), including the cost and expense (including attorneys’ fees) from any and against all claims, liabilities, damages, losses, judgments, charges, and/or causes of action resulting from any breach of this contract by the Contractor and any negligence or intentional misconduct by the Contractor for which the County, its officers, agents, or employees are alleged to be liable.

Contractor and the County recognize that state law prohibits the County from entering into any agreements to indemnify another party. To the extent any provisions of the contract are construed as indemnification obligations of the County, such provisions shall be void and of no effect.

O. Audit. The Contractor shall retain all books, records, and other documents relative to the Contractor’s obligations and the contract for three (3) years after final payment or after all other pending matters are closed, whichever is longer. The County and its authorized agents or any of their duly authorized representatives shall have access to any such books, documents, papers, and records of the Contractor for the purpose of making audits, examinations, excerpts, or transcriptions.

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P. Payments to Subcontractors. When subcontracts are used in the performance of this contract, the Contractor must take one of the two following actions within seven days after receipt of amounts paid to the Contractor by the County for work performed by the subcontractor under that contract: (a) Pay the subcontractor for the proportionate share of the total payment received from the agency attributable to the work performed by the subcontractor under that contract, or (b) Notify the County and the subcontractor, in writing, of its intention to withhold all or part of the subcontractor’s payment with the reason for nonpayment. Individual subcontractors must provide their social security numbers and proprietorships, partnerships, and corporations must provide their federal employer identification numbers. Contractor must pay interest to the subcontractor on all amounts owed by Contractor that remain unpaid after seven days following receipt by Contractor of payment from the County for work performed by the subcontractor under that contract, except for amounts withheld as allowed in this section. Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one percent per month. Contractor must include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor. No contract modification and no cost reimbursement claim shall include any reimbursement for the interest charge.

Q. Non-Discrimination Pursuant to Virginia Code § 2.2-4343.1. Be advised that the County does not discriminate against faith-based organizations. The Contractor shall not discriminate against faith-based organizations during the performance of this contract.

R. Notices. All requests, notices and other communications required or permitted to be given under the contract shall be in writing. Delivery of a notice shall be deemed to have been made when such notice is either:

1. duly mailed by first-class mail, postage prepaid, return receipt requested, or any comparable or superior postal or overnight delivery service then in effect; or

2. transmitted by hand delivery to the party entitled to receive the same at the address indicated below or at such other address as such party shall have specified by written notice to the other party.

3. Notices to the County shall be sent to:

Cathy Schafrik, County Administrator Greene County PO Box 358 Stanardsville, VA 22973

With a copy to:

Kelley M. Kemp, Esq.

Sands Anderson, P.C.

P.O. Box 1998 Richmond, VA 23218-1998

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Notices to the Contractor shall be sent to:

[Name] [Firm Name] [Street address] [City/County, State Zip]

S. Tax Exemption. The County, as a political subdivision of the Commonwealth of Virginia, is exempt from any federal excise tax and Virginia sales and use tax. Taxes included on invoices will be deducted from the payment amount. Tax-exempt forms will be completed for the Contractor upon request. The County’s tax identification number is 54-6004813.

T. Dispute Resolution Procedure. Unless otherwise provided for in this contract, the procedures for consideration of contractual claims set forth in Virginia Code § 2.2-4363(C) shall be applicable to this contract and are incorporated herein by reference. Any alternative dispute resolution procedures entered into by the County shall be nonbinding.

U. Insurance Requirements.

1. Unless otherwise expressly excepted in the contract, the Contractor shall take out and maintain during the term of the contract such bodily injury, liability and property damage liability insurance as shall protect it and the County from claims for damages for personal injury, including death, as well as from claims for property damage, which could arise out of the Contractor’s actions or inactions, or those of the Contractor’s subcontractor or other persons directly or indirectly employed by either of them:

2. The Contractor shall maintain the following insurance to satisfy its insurance obligations

a. Worker’s Compensation. The Contractor shall procure and maintain worker’s compensation insurance covering all of its employees in conformance with the laws of any state, district or territory of the United States of America in which work towards meeting the Contractor’s obligations are to be performed. Such insurance shall not have a limit of liability less than the statutory minimum.

b. Employer’s Liability. The Contractor shall procure and maintain employer’s liability insurance covering all of its employees in conformance with the laws of any state, district or territory of the United States of America in which work towards meeting the Contractor’s obligations are to be performed. Such insurance shall not have a limit of liability less than the following:

1.) Bodily Injury by accident, $500,000 for each accident;

2.) Bodily Injury by disease, $500,000 policy limit;

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3.) Bodily Injury by disease, $500,000 for each employee.

c. Commercial General Liability Insurance. This coverage shall include contractual liability, underground hazard, explosion and collapse, hazard, property damage, independent contractor, and personal injury insurance in support of the Contractor’s obligations to indemnify the County. This policy shall be endorsed to include the County as an additional insured during the term of the contract and shall state that this insurance is primary insurance as regards any other insurance carried by the County. Such insurance shall not have a limit of liability less than the following:

1.) $1,000,000 for each occurrence involving bodily injury;

2.) $1,000,000 for each occurrence involving property damage;

3.) $2,000,000 aggregate limits.

d. Comprehensive Automobile Liability. The Contractor shall procure and maintain comprehensive automobile liability insurance covering all automobiles, trucks, tractors, trailers, or other automobile equipment, whether owned, not owned, or hired by the Contractor, with the following limits:

1.) $1,000,000 for each occurrence involving personal injury;

2.) $1,000,000 for each occurrence involving property damage;

3.) $2,000,000 aggregate limits.

e. The Contractor shall purchase and maintain insurance coverage in a sufficient amount to cover all potential claims on its tools, equipment and machinery.

3. Each policy shall name the “Greene County, Virginia” as an additional insured.

4. Such insurance must be issued by a company admitted to do business within Virginia and with at least an AM Best rating of A-.

5. Within 10 days after the Contractor is awarded the contract, and in no event later than the first day on which the Contractor provides goods or services to the County, the Contractor shall provide the County with a certificate of insurance showing such insurance to be in force and providing that the insurer shall give the County at least 30 days’ notice prior to cancellation or other termination of such insurance.

6. All insurance policies required shall include a clause waiving any and all subrogation rights against the County.

7. Insurance policies shall provide for notification to the County of non-payment of any premium and shall give the County the right to make the premium payment thereunder within a reasonable time if the insurance policy is in danger of lapsing

18 | P a g e during the term of the contract. Any premium payments made by the County shall be deducted from amounts due the Contractor under the contract.

V. Termination and Cancellation. The County shall have the unilateral right to terminate this contract for default on the terms of this contract, or any other contract between the Contractor and the County.

The County has the unilateral right to cancel and terminate any contract with Contractor, in whole or in part, without penalty, merely out of convenience, and shall require no breach of contract by Contractor as a condition of termination. This right of termination for convenience may be exercised at the sole unconditional discretion of the County. If the contract is terminated in whole or in part for the convenience of the County, the Contractor shall be paid the contracted price for the service actually provided or rendered up to the date of the termination of the contract but shall not be paid any other fees or lost profits.

Any contract cancellation notice shall not relieve the Contractor of the obligation to perform on all outstanding orders issued prior to the effective date of cancellation.

W. Ethics in Public Contracting. The provisions contained in Sections 2.2-4367 through 2.2- 4377 of the Virginia Public Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered into by this Local Government. A copy of these provisions may be obtained from the Administration Office upon request. The provisions of this article supplement, but do not supersede, other provisions of law including, but not limited to, the Virginia Conflict of Interests Act (§ 2.1- 348 et. seq.), the Virginia Governmental Frauds Act (§ 18.2-498.1 et. seq.) and Articles 2 and 3 of Chapter 10 of Title 18.2. The provisions apply notwithstanding the fact that the conduct described may not constitute a violation of the Virginia Conflict of Interests Act.

X. No Waiver. Any failure of the County to demand rigid adherence to one or more of the terms of the contract, on one or more occasions, shall not be construed as a waiver nor deprive the County of the right to insist upon strict compliance with the terms of the contract. Moreover, it is the County’s position and Contractor hereby agrees that the legal theories of implied waiver, statute of limitation, estoppel, and laches do not apply as defenses that the Contractor may assert in any action by the County. Any waiver of a term of this contract, in whole or in part, must be in writing and signed by the party granting the waiver to be effective.

Y. No Assignment. This contract may not be assigned, sublet, or transferred, in whole or in part, without the written consent of the County or its designee.

Z. Severability. If any provision of the contract is held to be illegal, invalid, or unenforceable, or is found to be against public policy for any reason, such provision shall be fully severable and the remainder of the contract shall be construed and enforced as if such illegal, invalid, or unenforceable provision had never been part of the contract, and the remaining provisions of the contract shall remain in full force and effect and shall not be affected by the illegal, invalid, or unenforceable provision, or by its severance.

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AA. Modifications, Additions or Changes. The contract shall not be amended, altered, or modified unless such amendment, modification or alteration is reduced to a writing purporting to be such a modification that is signed by both parties and attached hereto. The amount of any contract may not be increased for any purpose without adequate consideration provided to the County.

BB. Counterparts and Electronic Signature. This contract may be executed in two or more counterparts, each of which shall be deemed an original, but both of such counterparts together shall be deemed to be one and the same instrument. It shall not be necessary in making proof of this contract or any counterpart hereof to produce or account for the other counterpart. The parties acknowledge and agree that this contract may be executed by electronic signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. Without limitation, “electronic signature” shall include faxed versions of an original signature or electronically scanned and transmitted versions (e.g., via pdf) of an original signature.

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ATTACHMENT A – Reference Form

Vendor to complete all blanks in this document. Please list at least three with whom you have had similar contracts during the past three years. These references must be included with your proposal.

1. Company/County_________________________________________________________

Contact Name____________________________________________________________

Telephone Number________________________________________________________

Email___________________________________________________________________

2. Company/County_________________________________________________________

3. Company/County_________________________________________________________

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ATTACHMENT B – BID RESPONSE FORM

This form should be completed and returned as part of your bid packet.

1. NAME AND ADDRESS OF FIRM

SIGNATURE

BY (print name)

TITLE DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

TELEPHONE FAX E-MAIL

SOCIAL SECURITY OR FEDERAL TAX I.D. #

GREENE COUNTY BUSINESS LICENSE #

VIRGINIA CONTRACTOR'S

LICENSE #

EXPIRATION DATE CLASS

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

Pursuant to and in accordance with "Request for Proposals # 2026-003", the undersigned agrees to provide all equipment, fuel, transportation, insurance, labor, material, and other items as necessary, needed to successfully deliver and install the generators as stated in this RFP.

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All prices shall include:

1. all applicable sales and/or use taxes,

2. all insurance premiums required,

3. all applicable allowances of this Bid Response Form

2. BID PRICE

RFP 2026-003 Reassessment Services

For furnishing all labor, equipment, materials, and insurance to perform work described in this RFP and in accordance with all the terms and conditions described therein:

To perform Reassessment of Real Property in the County of Greene, Virginia, excluding public service properties, in accordance with 58.1-3252 of the Virginia Code.

Price per parcel: $ _________________________________

_____________________________________________________________Dollars

Estimated Grand Total: $___________________________

_____________________________________________________________Dollars

*The lump sum cost will be used to determine the apparent low bidder.

* Mathematical Errors. Discrepancies between the addition of the unit prices and the lump sum will be resolved by in favor of the unit prices (adding the unit prices to determine the correct lump sum). Discrepancies between words and figures will be resolved in favor of words.

SUBCONTRACTORS

The following Subcontractors are proposed for the item(s) of work listed. Trade contractors are subject to review per the General Conditions. List only firms that will supply any labor at this site. Submit a reference form for each Subcontractor listed.

ITEM OF WORK SUBCONTRACTOR

BID PRESENTATION

A. The Contractor having carefully examined the Bid Documents and all other related documents, fully reviewed the existing site conditions, and having become familiar with all conditions affecting the proposed work, including the availability of labor, materials and equipment, agrees to perform all Work required by the Bid Documents.

B. The Contractor, if awarded a Contract, agrees to commence the work on the date(s) specified in the Notice(s) to Proceed; to carry the work forward expeditiously with

23 | P a g e adequate forces; and subject to authorized adjustments, to achieve Interim Milestones, Substantial Completion and Final Completion in accordance with the dates or periods of performance set forth in the Contract Documents.

CONTRACTOR’S ORGANIZATION (strike out all conditions that do not apply)

A. An individual or sole proprietorship B. A partnership C. A joint venture D. A corporation organized under the laws of the State of _______________

ATTACHMENTS

The following is a checklist of items that are to be included with the Bid Response Form and shall be completed by the Contractor:

A. _____ Attachment A: Reference Sheet B.