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Town of Berlin

REVALUATION OF REAL ESTATE

2027-04

RELEASE DATE: August 17, 2026

DEADLINE FOR QUESTIONS: August 31, 2026

RESPONSE DEADLINE: September 8, 2026, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2027-04

Title: Revaluation of Real Estate

Table Of Contents

1. Notice to Proposers

2. Introduction

3. Key Dates

4. Proposal Submission Instructions

5. Insurance Requirements & Indemnification

6. Scope of Services

7. Pricing Table

8. Evaluation Criteria

9. Proposal Submission

Notice to Proposers

The Town of Berlin (hereinafter “Town””), is seeking proposals for Revaluation of Real Estate from expert, qualified, and independent firms. This is for Grand List of October 1, 2027 with an anticipated award date of fall 2026.

The Town of Berlin is accepting electronic submissions. Proposers shall create a FREE account with OpenGov

Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic proposal.*

The Town will not accept submissions by e-mail or fax. The Town will reject proposals received after the date and time noted in the timeline.

The Town reserves the right to amend or terminate this Request for Proposals, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award the proposal to the proposer that, in the Town’s judgment, will be in the Town’s best interest

*For any bidder who is unable to upload their bid electronically, please contact Maryssa Tsolis, Purchasing Manager at (860) 828-7048 to make arrangements to submit a paper bid before the deadline.

https://procurement.opengov.com/signup

Introduction

1. Intent

The Town of Berlin is soliciting proposals from qualified, responsible firms with significant relevant experience to assist the town with Revaluation of Real Estate. The town expects to select and contract with one firm to provide Revaluation of Real Estateservices. This RFP is not a contract offer, and no contract will exist unless and until a written contract is signed by the Town and the successful proposer. Interested parties should submit a proposal in accordance with the requirements and directions contained in this RFP. The town may choose not to select any firm. The town is an equal opportunity employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, disability or any other factors protected by law.

It is the goal of the Town to enter into agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Town. The Vendor will be expected to maintain expert knowledge of these services to ensure the Town is receiving the highest quality service at the most affordable rates while maintaining quality and secure technology.

2. Background

The Town, founded in 1785, covers an area of 27.0 square miles, and is located in the geographic center of the state in Hartford County. Berlin is eleven miles south of the City of Hartford and is bordered by New Britain, Newington, Rocky Hill, Cromwell, Middletown, Meriden and Southington. Berlin’s population is approximately 20,000. The Town provides a full range of municipal services including public safety, parks and recreation, public works, health and human services, and water control, with a Grand List of approximately $3.2

Billion and an operating budget of approximately $102 Million.

3. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (3) years successfully performing the types of services as those outlined in the introduction.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments, preferably in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state, and local laws and regulations

4. Scope of Services

The scope of services is provided herewith as a general overview which may be expanded and further defined through negotiation. The successful bidder shall:

• Provide industry standard or higher quality services while maintaining a focus on providing a cost-effective service to the Town.

• Provide the highest quality customer service to the Town, not limited to, but particularly in the areas of reliability and billing.

The selected firm shall work with and cooperate with the Finance Department in rendering services pursuant to this RFP.

5. Agreement Period

The Town anticipates entering into a NO VALUE with the selected Consultant commencing on or about NO

VALUE.

The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

6. Additional Conditions

All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal.

A. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

7. Right to Amend or Terminate the RFP or Contract

The Town may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Town determines it is in the Town’s best interest. The Town has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Amendment, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Town’s best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each proposer is responsible for checking the e-Procurement portal to determine if the Town has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

Key Dates

Release Project Date: August 17, 2026

Question Submission Deadline: August 31, 2026, 10:00am

Proposal Submission Deadline: September 8, 2026, 10:00am

Proposal Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Town’s discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. Proposer Information: Please provide the following information:

A. Firm Name

B. Permanent main office address

C. Date firm organized.

D. Legal Form of ownership. If a corporation, indicate where incorporated.

E. How many years have you been engaged in services you provide under your present name?

2. Experience, Expertise and Capabilities

A. Philosophy Statement and Business Focus. A statement of the proposer’s philosophy and approach in undertaking the services of the nature outlined in the RFP, as well as a description of its primary business focus.

B. Summary of Relevant Experience. A listing of projects that the proposer has completed within the last three (3) years of a similar nature to those included in the Scope of Services in this RFP must be provided.

C. The following additional information shall be provided by each bidder:

o Please provide a sample billing in the format the Town would receive on a regular basis.

o General description of the organization structure of your institution including parent and/or subsidiary companies and the number of employees.

o Identify who will be the primary client relationship manager.

o Provide a general representation of the key factors and other important considerations that you feel separates your institution/firm from others in providing the requested services.

o Detail description of your firm’s technical resources and experience in providing the desired scope of services to similarly sized entities.

o Identify the location of the office(s) from which the services will be performed.

o Disclose any current (last 3 years) business, financial, personal, or other types of relationships which may pose a conflict of interest.

o Please list any contracts or purchase orders in the last three (3) years between the proposer and any agency of the Town.

3. Statement of Qualifications and Work Plan

A. Qualifications. For each item listed in Qualifications, please describe your firm’s qualifications, experience and capabilities as they pertain to each of the areas of qualifications listed, as well as those of the personnel to be assigned to this project.

B. Work Plan. For each item listed in Scope of Services, please describe the approach that would be generally followed in undertaking these tasks.

C. Services Expected of the Town. Identify the nature and scope of the services that would be generally required of the Town in undertaking these projects.

4. Information Regarding: Failure to Complete Work, Default and Litigation.

Please respond to the following questions:

A. Have you ever failed to complete any work awarded to you? If so, where and why?

B. Have you ever been declared to be in default on a contract? If so, where and why?

C. Is there any pending litigation or arbitration which could affect your organization’s ability to perform this agreement? If so, please describe.

D. Has your firm ever had a contract terminated for cause within the past five years? If yes, provide details.

E. Has your firm been named in a lawsuit related to errors and omissions within the past five years? If yes, provide details.

F. During the past seven years, has your firm ever filed for protection under the Federal bankruptcy laws? If yes, provide details.

G. Are there any other factors or information that could affect your firm’s ability to provide the services being sought about which the Town should be aware?

5. Exceptions and Alternatives. Proposers wishing to take any exceptions to any requirement in the RFP shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFP, or which offer any alternative to a requirement herein, as well as consider such exceptions and alternatives in evaluating responses. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposals.

6. Cost Proposal. Proposers should utilize the electronic Pricing Table.

Your proposal should be submitted through electronic bid submission on the Town's e-Procurement Portal no later than 10:00 am, Tuesday, September 8, 2026. The Town will not accept submissions by e-mail or fax. The

Town will NOT accept late proposals.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFP via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Proposers are prohibited from contacting any other Town employee, officer or official concerning this

RFP. A proposer’s failure to comply with this requirement may result in disqualification.

No oral statement of the Town, including oral statements by the Town representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged oral statement.

3. Additional Information

The Town reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the Town in its sole discretion deems desirable.

4. Cost for Preparing Proposal

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Town shall have no liability for such costs.

5. Ownership of Proposals

All proposals submitted become the Town’s property and will not be returned to proposers.

6. Freedom of Information Act

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information. Proposers are encouraged not to include in their proposals any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

7. Presumption of Proposer's Full Knowledge

Each proposer is responsible for having read and understood each document in this RFP and any addenda issued by the Town. A proposer’s failure to have reviewed all information that is part of or applicable to this RFP, including but not only any addenda posted on the Town's e-Procurement Portal, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this RFP, and it is capable of performing the work to achieve the Town’s objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

8. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

9. Award Criteria & Selection

All proposals will be publicly opened at the time identified in this RFP on the e-Procurement Portal site.

The Town reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Town reserves the right to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Town also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers.

The Town will accept the proposal that, all things considered, the Town determines is in its best interests.

Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this RFP.

10. Performance Bond

If this project bid for services is over $50,000 then the contractor will be required to submit a Performance Bond amounting to one hundred percent of the total amount of the bid. The contractor, when awarded the bid must submit within 10 days of the bid award, and before beginning the work or signing a contract, the Performance

Bond. The Performance Bond shall be made out in favor of the Town of Berlin and executed by a surety company authorized to do business in the State of Connecticut. The Performance Bond may be furnished in the following manner: Performance Bond, Surety Bond or Certified Bank Check. The Performance Bond will be required as security by the successful bidder for faithful performance of his/her contract.

Insurance Requirements & Indemnification

1. Insurance Requirements

The selected vendor must maintain insurance that meets the Town’s insurance requirements (listed below), to protect the Town from claims for loss or injury which might arise out of or result from the operations under this contract. Additionally, the selected vendor must file Certificates of Insurance with the Town, naming the Town as an additional insured.

Worker’s Compensation, employer liability (or statutory limits - greater of two), $1,000,000.

Comprehensive General Liability with limits of not less than $1,000,000.00 per occurrence.

Professional Liability with limits not less than $1,000,000.

Umbrella Liability of not less than $1,000,000.

Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000.00 each accident.

2. Indemnification

The Vendor at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town of Berlin, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Vendor shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract.

Scope of Services

1. Technical Specifications

1. ASSESSMENT DATE

The completed appraisals, upon approval of the ASSESSOR will serve as the basis for assessments effective on the Grand List of October 1, 2027. Notwithstanding the following dates mentioned in (1), all information on property record cards and computer database shall reflect actual information as of October 1, 2027.

1. Penalties a. Failure to complete work

Failure by the CONTRACTOR to complete all work prior to the date specified herein, in a manner acceptable to the ASSESSOR, shall be cause for a penalty payment by the

CONTRACTOR. The penalty will be in the amount of five hundred dollars ($500) per day beyond the completion dates for the work described below.

b.Purpose of Provision

It is the purpose of this provision to allow the ASSESSOR to impose a per-day penalty if any of the work designated for completion on or before the above-mentioned dates has not been completed. The TOWN does not intend to seek an extension to complete its duties on the

October 1, 2027 Grand List.

c. Penalty/Application

This penalty, if applied, shall be deducted from the contract price and be in addition to such other rights as the TOWN may have pursuant to the Contract. The TOWN shall have the right to use the funds withheld from each periodic payment to these contractor specifications, to satisfy wholly or partially, this damages clause. Delays occasioned by war, strike, explosion, acts of

God, or an order of the court or other public authority are excepted.

2. COMPLIANCE WITH STATUTES

a. Requirement to Conduct a Revaluation is Controlled by State Law

By submitting a bid, Contractor expressly acknowledges that the town’s duty to perform a revaluation derives from state statutes and that such statutes are continuously subject to reform, amendment or repeal as the State Legislature may deem appropriate. Contractor shall amend its bid to conform same to any standard imposed by law upon Contractor or the Town.

b. Provisions for Cancellation or Postponement of Revaluation

Contractor further acknowledges that in the event that the legislature shall suspend, postpone, waive or otherwise pass legislation that may affect the Town’s duty to conduct a revaluation, the

Town may cancel the bid process if not concluded, or if a bid award has been made, may cancel, revoke, rescind and/or nullify any such bid award without cost and without incurring liability to any respondent to this RFP, including any person to whom a bid award is made.

c. Liquidated Damages

No bid shall be accepted that does not contain a liquidated damages provision in limitation of damages or penalties payable by the Town in the event of cancellation, revocation, rescission or nullification of any bid award as provided for herein. The liquidated damages provision may provide for damages to be liquidated by formula or in a specified amount. The provision shall provide for the execution and delivery of a General Release substantially in the form attached hereto as Appendix F as a condition of Town’s obligation to pay any damages.

3. SCOPE OF SERVICES AND OVERVIEW

The project is for the revaluation of all real estate within the corporate limits of the town of Berlin, Connecticut, as of October 1, 2027, as described below:

A. All taxable real estate, land, buildings and improvements

B. All exempt real estate, land, buildings and improvements

C. All public utility real estate, land, building and improvements

This revaluation project must be completed using a Computer Assisted Mass Appraisal system. The

C.A.M.A system to be utilized for the revaluation will be Vision Appraisal software Version 8. The computer system and all data contained within this system will be the property of the Town of Berlin.

All work to be carried out in this project and all forms, materials, and supplies utilized in this project shall conform to and be executed in accordance with the requirements of the Secretary of the Office of Policy and

Management and the Connecticut General Statutes pertaining here to,and shall be subject to the direct supervision and approval of the ASSESSOR of the Town of Berlin, Connecticut.

The assessed value to be determined shall be seventy (70) percent of full fair market value as defined in

Section 12-63 of the Connecticut General Statutes and shall be based on recognized methods of appraisal and conform to USPAP (Uniform Standards of Appraisal Practice), as required by Connecticut General

Statutes for the licensing and certification of all individuals involved in the appraisal of real estate.

Town Data:

The Town of Berlin is contained within 27 square miles. The 2018 census indicated the town’s population is 20,623. The last revaluation of the Town of Berlin was conducted for the October 1, 2022 Grand

List. The assessor’s maps are updated frequently and the Town of Berlin is currently using a GIS mapping program using ESRI software. The approximate composition of the property types in the Town of Berlin is delineated in the following table:

Residential (single family, condo, 2-4 units) 7895

Apartments (5units or more)

Commercial 367

Industrial 168

Public Utility 20

Use Assessment 104

Exempt 469

Total Parcel Count 9029

Total Real Estate Grand List 2025 (Gross) $2,597,990,463

4. Completion Date and Time Schedule 1. Awarding of Contract

The town will award the contract for the reappraisal and revaluation project fall 2026. The TOWN reserves the right to reject any and all proposals as previously stated.

2. Changes and Subletting of Contract a. Changes

Changes in these specifications to the contract will be permitted only upon written mutual agreement of the CONTRACTOR and the TOWN.

b. Subletting

The CONTRACTOR shall not assign, transfer or sublet the contract or any interest or part therein without first receiving written approval from the TOWN and the bonding company. It should be mutually agreed and understood that said consent by the TOWN shall in no way release the CONTRACTOR from any responsibility or liability as covered in these specifications and contract.

3. Completion date and time schedule

The potential CONTRACTOR must submit a work plan that addresses the major tasks that must be performed for the successful completion of the revaluation program. This work plan must adhere to the deadlines that have been established in the following section. The CONTRACTOR must identify the starting dates of each task and the resources (man-hours) that will be allocated for each work activity. The ASSESSOR must agree upon the work plan time schedule.

The following phases of the revaluation must be completed by the dates indicated below.

A. Complete preliminary residential land study by May 3, 2027. Values to be continually updated until October 1, 2027.

B. Complete commercial land study, study of market rents, expenses and capitalization factors by

July 12, 2027..

C. Complete all preliminary building cost values by July 26, 2027.

D. Complete preliminary building cost manual by September 6, 2027

E. Complete the suggested values to the ASSESSOR by October 11, 2027.

F. Submission of preliminary Performance Testing Standards no later than October 18, 2027.

G. ASSESSOR completes review and final adjustments made for real estate property no later than

October 24, 2027.

H. Submission of final Performance Testing Standards no later than December 30, 2027.

4. Date and Time Schedule - Postponement of Contract

i. In the event that the State of Connecticut takes any action, the result of which is that the

Town’s duty to conduct a revaluation for the October 1, 2027. Grand List is suspended, postponed, waived or changed in any material respect, the Town may, at its option: i) cancel the revaluation and revoke, rescind or nullify the bid award; and any contract resulting there from; or ii) modify the bid award or contract arising there from on such terms and conditions as Contractor and the Town may mutually agree.

ii. In the event that the ASSESSOR and the CONTRACTOR agree to earlier completion dates on any of the above items, appropriate adjustments to completion dates will be made to the remaining items.

5. Payment Schedule

Payments shall be made in the following manner that is proposed by the contractor that is mutually agreeable to the town but, no more frequently than monthly.

6. Responsibility of the Town A. Nature of Service

It is clearly understood and agreed that the services rendered by the CONTRACTOR are in the nature of assistance to the ASSESSOR, and all decisions as to proper valuations, tax or tax exempt status, shall rest with the ASSESSOR.

B. Cooperation

The ASSESSOR, the TOWN, and its employees will cooperate with and render reasonable assistance to the CONTRACTOR and its employees.

C. Items Furnished By The Town

The TOWN shall furnish the following to the CONTRACTOR:

1. Office Space

The TOWN will provide office space in Town Hall for the CONTRACTOR performing the revaluation if necessary.

2. ASSESSOR Maps

The TOWN will provide access to its maps electronically through either the internet or Virtual

Private Network (VPN).

3. Zoning

The TOWN shall provide a current TOWN Planning & Zoning Regulation as well as Zoning Maps.

4. Property Transfers

The TOWN will maintain all transfers and property splits occurring after the initial creation of the revaluation database. The CONTRACTOR shall update the revaluation database as necessary.

5. Administrative File

At the commencement of the revaluation project, the TOWN will provide access to its database through VPN.

6. Existing Field Cards (NA)

The TOWN will allow the CONTRACTOR access to the existing field cards. The CONTRACTOR will be allowed to utilize the sketches, age built and other information contained on these records, at the discretion of the ASSESSOR. The CONTRACTOR will make all copies of field cards needed during the revaluation project.

7. Building Permits

The Contractor will do all inspections and update all properties that have been issued any building permits.

CONTRACTOR will be given access to the CAMA system. The TOWN will provide a terminal connection in the office for the revaluation CONTRACTOR. This CAMA system will be linked to the Town’s administrative file. All required property characteristic information to be entered into the

CAMA system is the responsibility of the town.

8. Signing of communications

The TOWN shall sign, by the ASSESSOR or Assessor designee, communications to be mailed at the town’s expense, for the purpose of contacting a property owner for inspection of their property.

10. Income and Expense Forms

The Assessor shall make available to the CONTRACTOR all copies of the Income and Expense information (Form M-58) received by the Town for the 2025, 2026, and 2027 fiscal years. All information filed and furnished with the M-58 forms shall not be public record and is not subject to the provisions of Section 1-200 (Freedom of Information) of the Connecticut General Statutes.

7. Valuation Approaches

All values used in the revaluation project must be developed in compliance with nationally recognized professional mass appraisal standards, including Standard 6 of the Uniform Standards of Professional

Appraisal Practice (USPAP) as published by the Appraisal Standards Board. Any proposed modifications to the valuation schedules must be reviewed and analyzed with the ASSESSOR prior to generating the proposed values for field review.

A. Market Approach

The CONTRACTOR must describe in detail its particular methods for generating values with the market approach. Every parcel of real property should be valued by the market approach, with the exception of special use properties. The Comparative Sales Approach or a Statistical Modeling Approach is the two preferred techniques. If a statistical modeling approach is employed, the CONTRACTOR must specify the techniques employed and the types of property that will be valued with these techniques. If the direct sales comparison method is employed, the CONTRACTOR in its proposal must describe all adjustment techniques.

1. Sales verification

The validity of all residential sales in the TOWN for the period of April 1, 2026 through October 1, 2025, shall be determined by the CONTRACTOR and the ASSESSOR. For vacant land, commercial/industrial, and special residential properties (i.e. waterfront) the CONTRACTOR and the ASSESSOR will validate sales for the period of October 1, 20225 through October 1, 2027.

The town will be verifying sales by mailing a sales questionnaire to the owners of the properties that have transferred in the above time frame. These forms will be made available to the contractor as they are returned on a monthly basis or a schedule that is mutually agreeable to the contractor and the assessor if a change is necessary

The town will complete an interior and exterior inspection and measurement check of all sale properties to determine the correctness of the current physical listing at the time of the sale. These validated sales will be the basis for the comparable sales approach for all classes of property.

Where comparable sales are not available from within the Town of Berlin, the CONTRACTOR should collect and verify sales information for income producing properties, vacant land and unique residential properties from comparable municipalities. This sales information will be used to support and defend the valuation of properties for which insufficient sales information within the

Town of Berlin exists.

i. Inspection

1) The Contractor will be conducting physical inspections. Of 3200 parcels, Measure and list.

2) Preform inspections on all building permits

Photos

All new photos ( 9000 +- parcels)

The CONTRACTOR shall derive a value for real property by estimating the current cost to replace or reproduce the existing structure, deducting for all accrued depreciation in the property, and adding the estimated land value. The CONTRACTOR shall develop cost schedules based on current costs of labor and materials prevailing in the TOWN during the year immediately preceding October 1, 2027 valuation date. Documentation supporting the determination of the cost schedule to be utilized in the revaluation must be submitted and approved by the ASSESSOR.

The CONTRACTOR must market calibrate for the TOWN the replacement cost approach employed for the appropriate classes of property. All forms of depreciation (physical, functional, and economic) must be analyzed for the types of properties located in the TOWN. Physical depreciation must be determined by estimating the effective age of each property. Any additional adjustments for functional or economic obsolescence must then be made.

In calibrating accrued depreciation to local market conditions, and in estimating accrued depreciation, a report of the sales used in this determination, and the adjustments that were derived must be submitted to the ASSESSOR for approval.

The CONTRACTOR shall develop and separately explain each depreciation amount listed on the property record card. Land values shall be added to the depreciated improvement values. The value determined as the depreciated replacement cost of each property shall be compared with the values determined by the income or sales comparison approaches to assist in the determination of obsolescence for property types and locations.

Depreciation schedules or methods to be used in determining the amount of depreciation shall reflect the normal and accepted depreciation rates of buildings according to classification. These schedules or methods shall cover residential, commercial, industrial, farm and special use buildings, and must be approved by the ASSESSOR. Cost schedules must be supported by a recognized valuation publication company such as Marshall & Swift, Means, etc.

C. Income Approach

The CONTRACTOR shall determine a value for income-producing property by converting anticipated income into a property value. The CONTRACTOR shall either capitalize a single year's income expectancies at a market-derived capitalization rate or a capitalization rate that reflects a specified income pattern, return on investment, and change in the value of investment, or discount the annual cash flows for the holding period and the reversion at a specified yield rate.

Typical income and expense ratios shall be developed by the CONTRACTOR by property type and shall be approved by the ASSESSOR. Residential multi-family properties containing up to 6 units shall be valued using the gross rent multiplier (GRM) in accordance with §12-63b. The CONTRACTOR may utilize information contained in the income and expense statements obtained by the Assessor’s Office to assist in their analysis.

D. Land Valuation

The land values will be derived from market sales occurring over at least the 2-year period prior to

October 1, 2027 land residual analysis, and/or the extraction method. The land values will be set by the

CONTRACTOR and approved by the ASSESSOR. In the event any disagreement between the

ASSESSOR and the CONTRACTOR, the ASSESSOR shall have the final decision confirming all land values and methods. When applicable, both the full value and the P.A. 490 value shall be calculated by the CONTRACTOR.

A complete land appraisal schedule must be developed for application to all types of land. Market derived adjustments must be developed for all factors influencing land value including size, location

(including proximity to water), zoning and the presence of wetland conditions, topography, soil conditions, utilities, utility easements and power lines, non-conforming uses, vacancy, form of ownership, and zoning variances. Inspectors must visually inspect both improved and unimproved parcels to determine the affect of these conditions will have on the overall value of each parcel.

Determination of these factors must be recorded in the inspector’s notes at the time of inspection.

For areas where there are insufficient land sales, land value must be extracted from the sale price of improved properties, by deducting the depreciated cost of the improvement from the total sale price.

The CONTRACTOR shall prepare land unit values by front foot, square foot, acreage or fractional acreage; whichever in the judgment of the CONTRACTOR and ASSESSOR most accurately reflects the market for the appraised land. Waterfront properties especially, must then be adjusted for depth, quality of water frontage and location. Basis for waterfront quality should be determined by analyzing view, beach, accessibility and docking amenities.

The CONTRACTOR shall delineate the land value units on all streets and acreage in the Town of Berlin on a suitable map to be provided by the TOWN. The land value map shall be returned to the TOWN prior to completion of the project.

The CONTRACTOR shall prepare a written report summarizing its findings with respect to the values of the various categories of land, together with supporting statistical documentation in the form of comparable sales within an acceptable time period. Where comparable sales are not available from within the Town, the CONTRACTOR shall use comparable sales from surrounding municipalities with the approval of the ASSESSOR.

E. Neighborhood Delineation

After considering the environmental, economic, social characteristics of the Town, the CONTRACTOR shall, with the cooperation and approval of the ASSESSOR, delineate “neighborhood” units within the

Town. These neighborhoods will be determined by analysis of the market factors needed to select comparable sales for the sales approach to value. The CONTRACTOR may utilize existing neighborhood maps to assist in this process. Each neighborhood unit will, in the CONTRACTOR’S opinion, exhibit homogeneous characteristics.

Boundaries such as highways, natural, economic conditions, census tracts, and zoning etc. shall be considered. Each neighborhood unit will be assigned a separate identification code, which will be used for valuation. Each neighborhood code will be recorded and maintained on all property record cards and the computer database.

F. Valuation of Real Estate

The CONTRACTOR will calculate a value estimate for each parcel that will be comprised of land, building, outbuildings, and total value. The final value shall reflect 70% of fair market value as of

October 1, 2027. The CONTRACTOR shall compute to the nearest 100 dollars ($100.00) the value of all properties identified above.

vii. COMMERCIAL/INDUSTRIAL PROPERTIES

The market approach is the preferred valuation methodology for parcels in the residential category. The

CAMA system as installed for the Town will contain proven techniques for developing market based estimates of value.

The CAMA System will present a summary of the cost approach for a subject and not less than 3 and up to 5 comparable sales, showing the basic inventory information for each. The comparable sales in the same market environment will not be merely similar properties, but will be the three to five most comparable sales in the entire sales file. This determination will be made by calculating a weighted measure of comparability based on the relative importance of each characteristic (location, size, age, style, grade, & conditions, etc.). The sales, which most closely resemble the subject, will then be selected as comparable.

Each individual selling price will then be adjusted to reflect differences in sales dates and physical characteristics to arrive at an adjusted selling price for each subject property.

The review appraiser can then choose this final market value estimate, the cost approach value or arrive at a separate value estimate based on the information available.

H. Commercial/Industrial Properties

All commercial, industrial, public utility and special purpose buildings shall have an interior and exterior inspection, classified, priced and reviewed as set forth in these specifications, the dimensions of all buildings shall also include the height, which shall be recorded on the property field card.

Income and expense data gathered by the TOWN shall be utilized and verified by the CONTRACTOR for income producing and where appropriate, owner-occupied properties. The CONTRACTOR, subject to the approval of the Assessor, will handle the analysis of this data. Any income and expense data, including OPM form number M-58 with accompanying summary reports and rent schedules shall become property of the TOWN.

All information filed and furnished with the M-58 report shall not be a public record and is not subject to the provisions of Section 1-200 et seq. (Freedom of Information) of the Connecticut General Statutes. The

CONTRACTOR will be responsible for any data entry of income and expense data. From these returns and other data sources, such as field investigations and interviews, the CONTRACTOR will establish market or economic rent and expenses for income producing properties.

The CONTRACTOR shall also develop capitalization rates reflective of the Berlin market environment by investigating sales and income data. Rates shall be established for the various classes of property and checked with bankers, investors and appraisers to ensure their accuracy. When the rates and methods have been checked by the ASSESSOR, the CONTRACTOR shall perform the income approach using both actual and economic income and expenses.

The CAMA System will give the appraiser the ability to model the market place by physical characteristics, construction type, and actual use for income producing properties and apply the results of the models to individual commercial or industrial properties. The models are used to assign appropriate market rent and expense information that is keyed to the location of the property, the effective age of the improvement, and the allocation of building space for potential or actual use.

The review appraiser will be provided with a single review document which provides information regarding the physical characteristics of the property, the indicated cost approach value, and one or more approaches to value that have already been adjusted to reflect the location, age and condition of the subject property.

Each parcel will be valued by the CONTRACTOR’s Senior Commercial Appraiser or appraiser with an

MAI designation. The CONTRACTOR’s Senior Commercial Appraiser or MAI designated appraiser and the ASSESSOR will conduct final valuation review. CONTRACTOR will provide upon submission of bid, a detailed plan on the Senior Commercial Appraiser or MAI involvement in the valuation of commercial properties.

I. Field Review

Quality study/Pre-Review: Minimal review not less than 5 years , adjustments to grade, depreciation and functional and/or economic adjustment factors may be made to better reflect market trends within the TOWN. Observed depreciation shall include physical depreciation, functional and economic obsolescence. Final depreciation will reflect the interior and exterior condition on all types of properties.

J. Valuation Review

The CONTRACTOR is responsible for modifying all Cama Land and Building, Out Building , Extra features ,Depreciation Tables to Reflect Fair Market Value approved by the Assessor. The application of the valuation methodology employed has resulted in the uniform and consistent valuation of comparable properties. The CONTRACTOR shall be required to submit final values by October 6, 2027 to the ASSESSOR. The CONTRACTOR will record on the CAMA data file the source of the final appraisal value (cost, market, income, appraiser override, etc.).

Individuals conducting any field review on a as needed bases must have valuation expertise, field review experience and knowledge of the valuation techniques employed in the TOWN as well as complete familiarity with the revaluation project. During review, if any valuation changes are made due to data error, the CONTRACTOR must correct the data on the property file. The TOWN shall be contacted by the CONTRACTOR and be reviewed by no more than two individuals.

The CONTRACTOR shall provide the ASSESSOR with written procedures for the conduct of valuation field review at least ten (10) days prior to the scheduled date for the commencement of the valuation field review.

K. ASSESSMENT NOTICES

At the close of the revaluation, a notice shall be sent, the contractor will provide to the Assessor an electronic file, in an appropriate format as determined by the Assessor, which provides the information statutorily required for such notice.

L. REVALUATION HEARINGS

The Contractor will be responsible for all revaluation hearings. Will provide a minimal of 1 Month of hearings./ or more due to unforeseen circumstances.

M. TRANSMITTAL OF RECORDS TO THE ASSESSOR

The ASSESSOR shall be allowed access to review all appraisals prior to and after completion. All appraisals o f buildings, either completed or under construction and all completed and corrected records shall be turned over to the ASSESSOR by December 30, 2027 as specified in the schedule and agreed upon by the ASSESSOR. All documentation employed in conjunction with this program, including software programs, shall become the property of the ASSESSOR. The final inspection and review shall take into consideration any known or apparent changes in the individual property since it was first inspected in order that the final appraisal of property shall be made as of October 1, 2027. This information and/or appraisal or record shall not he made public until after the informal hearings, except to the extent that public access may be compulsory under the provisions of applicable law.

N. CERTIFICATION

It is understood and agreed that the Revaluation of properties covered by this contract shall exceed the standards as outlined in the Connecticut Performance Based Revaluation Standards and Certification of

Revaluation (Connecticut General Statutes sec. 12-62I-1 to 12-62I-7), shall be acceptable to the

ASSESSOR and shall conform to the procedures and technical requirements of the ASSESSOR. At least weekly, the CONTRACTOR shall meet bi-weekly with the ASSESSOR to discuss the progress and various other details of the project. The ASSESSOR must certify that the values resulting from this project represent 70% of the fair market value pursuant to Section 12-63 of the Connecticut General

Statutes.

7. Proposal Format and Contents

To assist vendors in successfully responding to the Request for Proposal, we have developed a proposal outline and several documents that must be completed and submitted with the proposal. Please format your responses as outlined below:

A. A letter of transmittal, including a Corporate Resolution, signed by the individual authorized to negotiate for and contractually bind the CONTRACTOR stating that the offer is effective for at least ninety (180) days from the deadline for the submission of proposal. Also include the name and telephone number of person(s) to be contacted for further information and clarification.

B. Copy of the firm's Financial Statement for the last two (2) fiscal years. The TOWN reserves the right to request additional financial information relative to the CONTRACTOR’S financial stability.

C. One page summary of the CONTRACTOR’S advantages and strengths.

D. Copy of the firm's current Connecticut Revaluation Certification.

E. Indication of years the firm has been engaged as a company, corporation, partnership, or individual specializing in municipal revaluation services.

F. A list of the Connecticut municipalities for which the CONTRACTOR has completed revaluation programs.

G. Listing of all municipal revaluations completed during the past five (5) years, including client contact, telephone number, size of municipality, scope of services rendered and date completed.

H. A listing of all revaluations, now underway or under contract, telephone number, size of municipality, scope of services to be rendered, and date completed or to be completed.

I. Written assurances that the revaluation will meet the ASSESSOR’S Certification Requirements.

J. Listing of personnel to be assigned to the Berlin revaluation project, including years of experience in current positions and other revaluation or appraisal positions, municipalities served, and their roles in those revaluations.