RFP_County _Wide Property Revaluation Service.pdf

REQUEST FOR PROPOSALS

COUNTY-WIDE PROPERTY REVALUATION SERVICES

I. INTRODUCTION

The Jones County Board of Assessors, hereinafter referred to as the BOA, is charged by law with the responsibility of ensuring that all taxable property be assessed at fair market value as prescribed by Georgia Law. The BOA must diligently search out and assess all taxable property in the county. One aspect of fulfilling this responsibility is contracting with an outside firm to perform all functions necessary to ensure that all property is fairly assessed. The contractor shall be familiar with and have a working knowledge of all Georgia Laws and Department of Revenue Rules and Regulations dealing with ad valorem taxation of real property to insure the property database is an accurate and tangible asset to the County.

All proposals submitted become the property of Jones County, hereinafter referred to as the County and will not be returned. The County is not responsible for any costs incurred by the vendor in the preparation of proposals or presentations given. All expenses incurred by the vendor's pursuit of this award shall be borne by the vendor.

The Jones County Board of Tax Assessors is seeking proposals from qualified firms to conduct a complete county-wide property revaluation. The revaluation will ensure fair and equitable property assessments in accordance with state and local laws. At the time of completion, the company shall submit tangible products consisting of, but not limited to, a Microsoft SQL Server database that will be compatible with the counties version of Microsoft SQL Server and The Computer Assisted Mass Appraisal (CAMA) System, a grading manual for residential improvements, ratio studies, market analysis worksheets and any other documents.

II. PROJECT SCOPE

All bids should be based on the following project specifications:

Conducting a field inspection and full revaluation of all taxable and tax-exempt residential, agricultural, and commercial properties, to include all associated improvements. The field inspection shall consist of a “ride by” of the property and taking a front photograph of the existing major improvement(s). All existing primary improvements shall be assigned a percentage good amount defining maintenance or lack thereof which shall be entered into the CAMA system.

The Company shall review all residential improvements to ensure they are uniformly graded and depreciated. Corrections and/or adjustments shall be made, where necessary, to include checking for and updating any unlisted improvement characteristics. All updated information shall be entered into the information into the CAMA system.

Pre-billed mobile homes shall only have a front photo taken which shall be attached to the land record.

All unlisted primary improvements shall be measured, identified, assigned a year built, quality grade, and physical depreciation where necessary and enter such information in the CAMA System. All other typical improvement characteristics to include but not be limited to exterior walls, fireplaces, appendages, condition, etc., shall be gathered and entered into the CAMA System.

Any unlisted accessory improvements shall be measured, identified, assigned a year built, quality grade and physical depreciation where necessary and enter such information into the CAMA System. Accessory buildings, which have no value, shall be noted as such. The Company shall be responsible for providing this information.

The Company shall conduct a land study of all land classes using appropriate units of value.

All studies performed, land study, small acre break analysis, benchmark rural land value per acre analysis, etc., shall be documented and presented to the county and will become property of the county upon completion and/or implementation.

All land in rural tracts will be reviewed, classified, and valued according to productivity, topography, etc. Woodlands and agricultural land will be delineated into nine classifications. Woodlands will be separated from open land and pastureland; all farm ponds will be identified, classed, and valued. The company shall show where all timber and improvement values have been appropriately removed from all sales in developing the small and large acreage land tract schedules.

The small tract and large tract accessibility/desirability schedule should resemble a grid with the factor for each accessibility/desirability combination at each acre level. The accessibility codes will form the columns of the schedule with the desirability codes forming the sub-columns. The acreage intervals form the grid rows. All desirability codes must be reviewed in the field for accuracy.

Utilizing market analysis to determine current property values.

The Company shall develop new schedules reflecting current cost and/or market conditions in Jones County for all improvement types: residential, agricultural, commercial, industrial, and accessories. Values shall reflect local market conditions.

All sales information will be provided to the Company by the BOA.

Neighborhood/location adjustment schedules shall be developed where market conditions deem such to be needed.

The Company shall conduct a land study of all land classes using appropriate units of value.

All studies performed, land study, small acre break analysis, benchmark rural land value per acre analysis, etc., shall be documented and presented to the county and will become property of the county upon completion and/or implementation.

The acreage level at which the valuation of small tracts ends, and large tracts begin will be determined by the company and the County Board of Assessors.

Large and Small tract parcels in rural areas will be classified by accessibility and desirability characteristics. The company shall provide narrative descriptions defining all accessibility and desirability codes. Accessibility codes will be numeric; desirability will be indicated by use of alpha codes. The values of small tracts and large tracts surrounding the acreage level where the small tract schedule ends and the large tract schedule begins, should blend to show uniformity without a large increase/decrease of value within the same accessibility/desirability assignment.

The acreage intervals form the grid rows. All desirability codes must be reviewed in the field for accuracy.

Residential urban and suburban land and commercial and industrial land shall be classified and valued by front foot, square foot, per lot, or per acre prices that reflect market value of such properties.

All land and improvement schedules should comply with procedures defined in the Appraisal Procedure Manual as found in the Georgia Department of Revenue Regulations 560-11-10- 90.

All schedules and values therein shall be the responsibility of the company. All schedules and unit values shall be developed using current FMV sales of property in Jones County.

All schedules and unit values for each class of property shall be supported by ratio studies.

The level of assessment indicated in each study shall not be less than 38.50% or greater than 41.00% for all property. The coefficient of dispersion in each study shall not exceed 12% for residential and 18% for all classes. The price related differential shall be in a range of .98 to

1.07 for all property classes. Any study that does not meet all of the above listed criteria shall result in the schedule being rejected by the BOA.

Implementing a Computer-Assisted Mass Appraisal (CAMA) system if applicable. Jones County Currently uses WinGap.

The Company shall be responsible for integrating all data into the CAMA System WinGap. This includes but is not necessarily limited to improvement data gathered during the field visit of the property, all photos taken, land characteristics and supporting valuation schedules. No data entry of real property characteristics associated with this proposal will be performed by county personnel.

Providing public relations support to educate and inform taxpayers.

The Company shall assist the proper county officials in the preparation of newspaper articles and other appropriate publicity, and all such newspaper articles, other public statements, and release shall be approved, prior to release, by the BOA and the County Commissioners. The Company shall, upon request, provide suitable speakers to acquaint groups and gatherings with the methods and merits of the project. Defending and explaining valuation results during hearings or appeals. Prior to appeal hearings, the Company shall present to the BOA electronic sales comparison technology that will be utilized for appeal hearings.

The Company shall provide appraisers to assist the BOA at hearings with taxpayers when the assessed value is based on the reappraisal. The Company shall defend said appraised values established during the reappraisal. The Company shall provide the BOA documentation necessary to inform and advise the taxpayer of the rationale for any assessment. The documentation shall be in a format that is in compliance with the Georgia Taxpayers Bill of Rights. If any assessments are appealed to the Board of Equalization, the Company shall also appear at the request of the BOA. The company will specify per day charges for appeal hearings, it shall be stated whether the per diam includes expenses. A maximum expense limit shall also be provided if the per diem rate does not include expenses.

Updates will be delivered to the acting-Chief Tax Appraiser on a monthly basis for all activity completed.

The Jones County BOA reserves the right to waive irregularities in any proposal, to reject any and all proposals with or without cause and /or to accept the proposal that in their judgement will be for the best interest of Jones County. The BOA also reserves the right to request additional information or clarification from the vendor. At the discretion of the county, firms submitting proposals may be requested to make one or more oral presentations as part of the selection process at the expense of the company.

III. PROPOSAL REQUIREMENTS

Interested firms must submit a proposal including:

Company background and relevant experience.

The Company shall furnish a list of references to include the following information:

o Company Name o Principle Owner(s) o Business Address o List of completed county contracts during the last five (5) years with clients' address, telephone number, and contact person.

o List of county contracts in progress with clients’ address, telephone number, and contact person o Resumes of ALL personnel to be assigned to this project.

o Statement listing all the differences between your proposal and the work specified in the RFP o Sample contract agreement for the proposed work.

o No alternative proposals will be accepted.

Proposals must be typed. All corrections made by the Company prior to submitting must be initialed and dated by the vendor. No changes or corrections will be allowed after proposals are submitted.

All respondents should furnish the BOA with two (2) complete Paper copies of the proposal and one electronic copy. Each copy must contain a signature of an authorized representative of the proposing firm.

Approach and methodology for conducting the revaluation.

Detailed project timeline and deliverables.

Key personnel and qualifications.

Cost proposal and fee structure.

A list of payment schedule requirements and options if applicable.

References from previous revaluation projects.

Time is of the essence. The successful vendor will have ten (10) days from the Date of Award to enter a contract with the County.

All proposals will be submitted in an envelope and shall be marked clearly on the outside:

Real Property Revaluation Proposal Board of Assessors

Jones County, Georgia Sealed BID

Submission of a proposal indicates acceptance by the Company of the terms, conditions, and requirements described in the RFP unless clearly and specifically noted in the submittal. All proposals should be returned to:

Jones County Board of Assessors

Attn: James Davis

Acting Chief Appraiser

166 Industrial Blvd. Hwy 11

Gray, Ga. 31032

IV. TIMELINE

RFP Release Date: 03/17/25 Proposal Submission Deadline: 05/01/2025 no later than 3:30 PM.

All questions must be submitted in writing to James Davis Acting Chief Appraiser at boa@jonescountyga.org by 5:00PM 04/7/25.

All questions will be answered by addendum and posted on our website:

Jonescountyga.org on 04/14/25.

Selection of Contractor: 05/15/25

V. SELECTION CRITERIA

Proposals will be evaluated based on:

Experience and qualifications of the firm.

Proposed methodology and approach.

Compliance with project timeline and deliverables.

Cost-effectiveness and budget considerations.

References and past project success.

VI. SUBMISSION DETAILS

Submit proposals 2 (two) paper/hard and one electronic copy to:

Jones County BOA 166 Industrial Blvd. Hwy11 Gray, Ga. 31032

Attention: James Davis – Acting Chief Appraiser

All proposals must be received by May 1, 2025 @ 3:30 PM. Late submissions will not be considered.

Sealed proposals will be accepted until 3:30 PM on Thursday, May 1,2025 when they will be opened and read aloud in the Government Center Conference Room, 166 Industrial Blvd. Gray, GA 31032.

VII. ADDITIONAL INFORMATION

For questions or clarifications, contact James Davis at boa@jonescountyga.org before close of business at 5:00 PM on April 7, 2025.

The Jones County BOA reserves the right to accept or reject any proposal, negotiate contract terms, and award the contract in the best interest of the county.

The Company shall furnish equal monthly invoices totaling the annual amount quoted in the proposal.

The County BOA shall provide adequate workspace and computer connections for the company to perform the necessary work.

General Information

- The County BOA reserves the right to reject and or all bids or proposals, to waive technicalities, and to make a selection and final award as deemed to be in the best interest of the County.

- Provider selection will be based on the information contained in the bids, and incomplete or inaccurate information may result in disqualification of a proposal or a bidder.

- The Jones County Board of Assessors reserves the right to amend or revise bid documents. It is the vendor’s responsibility to monitor the county’s vendor Registry site for any addenda that may be issued

- The proposal submitted by each proposed service provider will be treated as best and final.

There will be no opportunity to negotiate fees during the selection process.

- If you plan to use subcontractors to perform any of the work described above, please identify the subcontractors you plan to use and explain the role they would play in this project.

- The County BOA does not guarantee the purchase of any/all equipment.

- The County reserves the right to terminate any contract for this equipment and/or services for any of the following reasons:

o a. If the equipment/service is not delivered/completed on an agreed-upon schedule.

o b. If the equipment/services delivered is not the same equipment/services bid.

o c. Receipt of substandard product/service.

o d. Poor workmanship.

Receipt of Addenda

Number Signature

Contractor Insurance Requirements

Contractor’s Insurance Provisions: During the life of the contract and for such additional time as may be required, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage at not less than the prescribed minimum limits of liability, covering the contractor’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.

Certificate of Insurance: Before starting work, the contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage required here are in effect and specifying that the liability coverage are written on an occurrence form and that the coverage will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policies of insurance without 60 days advance written notice to:

Jones County Board of Commissioners P. O. Box 1359 Gray, Ga. 31032

Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance.

The acceptance of delivery by the owner of any certificate of insurance evidencing the required coverage and limits does not constitute approval or agreement by the owner that the insurance requirements have been met or that the insurance policies shown in the certificates of insurance are in compliance with the requirements.

If the contractor fails to maintain the insurance as set forth here, the owner will have the right, but not the obligation, to purchase said insurance at the contractor’s expense. Alternately, the contractor’s failure to maintain the required insurance may result in termination of this contract at owner’s option.

Insurance Primary: All coverage required of the contractor will be primary over any insurance or self-insurance program carried by the owner.

No Reduction or Limit of Obligation: By requiring insurance, the owner does not represent that coverage and limits will necessarily be adequate to protect the contractor. Insurance affected or procured by the contractor will not reduce or limit the contractor’s contractual obligation to indemnify and defend the owner for claims or suits which result from or are connected with the performance of this contract.

Duration of Coverage: All required coverage will be maintained without interruption during the entire term of this contract and following final acceptance of the property by the owner.

Subcontractor’s Insurance: The contractor will cause each sub-contractor employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

Insurance Limits and Coverage: To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverage of Insurance Service Office (ISO) policies, forms, and endorsements.

If the contractor has any self-insured retentions, or deductible under any of the following minimum required coverage, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retentions or deductible and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductible will be the contractor’s sole responsibility.

Commercial General Liability: The contractor will maintain commercial general liability insurance covering all operations by or on behalf of the contractor on an occurrence basis against claims for personal injury (including bodily injury and death) and property damage (including loss of use). Such insurance will have these minimum limits and coverage:

Minimum limits: $1,000,000 each occurrence $2,000,000 general aggregate with dedicated limits per project site $2,000,000 products and completed operations aggregate

Worker’s Compensation: Contractor’s that have employees, sub-contractors, helpers, assistants, or individuals providing assistance on the contract work will maintain workers’ compensation covering them during the term of this contract.

Minimum limits: Workers’ compensation –Statutory Limit Employer’s liability:

$100,000 bodily injury for each accident $100,000 bodily injury by disease for each employee $500,000 bodily injury disease aggregate

Contractor Affidavit under O.C.G.A. § 13-10-91(b) (1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (Jones County) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____ (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________, 202____.

NOTARY PUBLIC

My Commission Expires:

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b) (2)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (___________________________________________-name of contractor) on behalf of (Jones County ) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____ (city), ______ (state).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________, 202____.

NOTARY PUBLIC

My Commission expires: ____________________

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b) (3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (___________________________________________-name of contractor) on behalf of (Jones County ) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____ (city), ______ (state).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________, 202____.

NOTARY PUBLIC

My Commission Expires: __________________

Affidavit Verifying Status County Public Benefit Application

Jones County Board of Commissioners By executing this affidavit under oath, as an applicant for a Jones County Georgia Business Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50- 36-1, I am stating the following with respect to my application for a Jones County Business Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit (circle one) for _____________________________. [Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

1) _______ I am a United States citizen

OR

2) _______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant: Date

Printed Name:

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE *__________________________________

____ DAY OF ____________, 20____ Alien Registration number for non-citizens

Notary Public _____________________ My Commission Expires: _________________

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

OPTIONAL — FOR NON-BIDDERS ONLY

JONES COUNTY BOARD OF COMMISSIONERS – PURCHASING DEPARTMENT

NO BID STATEMENT

In an effort to make the procurement of goods and services for the County as competitive as possible, we are soliciting information from contractors and/or vendors who cannot bid. Your responsiveness and constructive comments will be appreciated. Completion of this form will assist us in evaluating factors which relate to the competitiveness of our bids. Please check any of the boxes below which may apply. Please explain any issues that you feel needs to be addressed.

Specifications - Restrictive, too light", unclear, specialty item, geared toward one (1) brand or manufacturer only. (Please explain in detail below).

Manufacturing - Unique item, production time for model has expired, etc.

Bid Time - Insufficient time to properly respond to bid or proposal.

Delivery Time - Specified delivery time cannot be met.

Payment - Payment terms unacceptable. (Please be specific)

Bonding - We are unable to meet bonding requirements.

Insurance - We are unable to meet insurance requirements.

Removal - Remove our firm from your bidders list for the particular commodity or service.

Keep - Please keep our company on your bidders list for future reference.

Project is : ____/ too Large _____/ too Small _____/ site or location is too distant

Miscellaneous - Do not wish to bid, do not handle this type of item(s) or services, unable to compete, Contract clauses are unacceptable, etc. (Please be specific)

Our company would only be interested in this project as a subcontractor or supplier.

VENDOR STATEMENT:

Bid Description: ______________________________________________________

Company Name: _____________________________________________________

Company Official Name: _______________________________________________

Company Official Signature: ____________________________________________

Telephone Number: ___________________________________________________

Email Address: _______________________________________________________

JONES COUNTY BOARD OF COMMISSIONERS – PURCHASING DEPARTMENT

(478) 986-8233 Julie.happoldt@jonescountyga.org