RFP026-28 Assessor Audits.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/meridenct

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

RFP026-38 ASSESSOR AUDITS

Project ID: RFP026-38

RELEASE DATE: December 17, 2025

RESPONSE DEADLINE: January 16, 2026, 11:00 am

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

Request For Proposal #RFP026-38

Title: RFP026-38 Assessor Audits

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. SCOPE OF SERVICES

4. EVALUATIONS/QUALIFICATIONS

5. PRICING TABLE

6. VENDOR SUBMISSION FORMS

Attachments:

AA - Professional Services- Sample Agreement

LEGAL NOTICE

REQUEST FOR PROPOSALS

The City of Meriden is accepting sealed electronic proposals for:

RFP026-38 Assessor Audits

The City of Meriden is soliciting electronic proposals from qualified firms to perform various tax audits.

Proposals shall be submitted as sealed electronic responses per specifications obtained via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut

Department of Administrative Services website (https://webprocure.proactiscloud.com).

Proposals may be received up to but not later than 11:00 am, Friday, January 16, 2026 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties. Please submit electronic responses via the City eProcurement

Portal: https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignments briefly described herein.

The responding firms will be evaluated and selected based on qualifications of staff, the capacity and capability to perform the work required, past record performance, knowledge of Federal, State, and Municipal procedures and proposed rates and fees. The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No proposer may withdraw its proposal within sixty (60) days of the date of the opening.

The City reserves the right to reject any or all proposals and may waive any informality.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer City of Meriden, CT 06450-8022 Dated: December 17, 2025 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The City of Meriden is soliciting proposals from qualified firms to perform various tax audits. The selected firm will perform audits of City of Meriden businesses selected by the City Assessor. The Assessor will make available Personal Property Declarations of Selected taxpayers, together with prior years Declarations and other pertinent information. The selected firm will analyze the submitted data and will conduct site visits as necessary.

Approximately 2,128 businesses currently file annual business personal property declarations for property taxation. These range from small establishments with minimal personal property value to large commercial and industrial establishments with sizeable value.

The City of Meriden is anticipating approximately five hundred ten (510) accounts in need of auditing. We would like to have the audits completed over a thirty-six (36) month period, at an average of one hundred -seventy (170) accounts per year.

We anticipated beginning the process no later than March 1, 2026.

Pricing should be based on either a flat fee per account audit or a contingency fee percentage.

2. TIMELINE

Release Project Date: December 17, 2025

Question Submission Deadline: January 9, 2026, 4:00pm

Response Submission Deadline: January 16, 2026, 11:00am

3. PROPOSAL PROCEDURES

The City will only be accepting electronic submissions of proposals. Please submit electronic responses via the

City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement

Portal, responses will be locked and digitally encrypted until the submission deadline passes. Proposals are due for submission no later than 11:00 am, Friday, January 16, 2026.

4. PROPOSALS/QUALIFICATIONS

A. Proposals shall be submitted in two parts: Qualifications; Part A and Fees; Part B-Pricing Table.

B. Proposals must be made out and signed in the corporate, or other, name of Proposer, and must be fully and properly executed by an authorized person.

C. Proposals received later than the time and date specified will not be considered.

D. Amendments to or withdrawal of Proposals received later than the date and time set forth in the proposal opening will not be considered.

5. EXAMINATION OF DOCUMENTS

Proposers are to examine all documents and visit the site in order to make a thorough examination of the conditions so that they may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any proposal document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of proposals. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any proposals to receive any such addenda shall not relieve any proposals from any obligations under its proposal as submitted.

Proposers shall submit all inquiries regarding this proposal via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Proposers may also click “Follow” on this document to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

6. AWARD OF CONTRACT

The Purchasing Officer reserves the right to reject any or all proposals or parts thereof for any reason, to negotiate changes to proposal terms and to waive minor inconsistencies with the RFP. The Purchasing Officer reserves the right to make a selection on the basis of qualifications, experience in providing similar services elsewhere, the proposal’s responsiveness to the Request For Proposal requirements; and to negotiate a contract with the Consultant(s).

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

7. AGREEMENT

The Agreement for the work will be via Purchase Order and Professional Service Agreement.

8. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the proposal price. Upon request, exemption certificates will be furnished to the successful

Proposer.

9. FAIR EMPLOYMENT PRACTICES

The Contractor shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

10. NON-COLLUSION STATEMENT

Each proposer submitting a proposal to the City of Meriden for any portion of the work contemplated by the documents on which bidding is based shall execute and attach thereto the sworn Non-Collusive Statement, to the effect that the proposal has not colluded with any other person, firm, or corporation in the submission of the proposal/qualifications.

11. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this proposal as if those terms were fully set forth in such contract or agreement.

Proposers are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Proposers are also advised that the Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

PROPOSERS SHOULD NOTE THAT PROPOSALS, CONTRACTS, AND AGREEMENTS ENTERED

INTO OR AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

12. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

13. PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the pricing.

The City of Meriden, unless stated otherwise in the documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

14. INSURANCE

The successful consultant shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

15. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

16. TERMS AND CONDITIONS

The selected consultants must have the capability to provide the City of Meriden with expertise in performing other functions, such as, but not limited to, preparation of permit applications, liaison functions and clerical assistance. The following are some potential services which the selected Consultant may be required to provide.

It is also understood that the selected consultant will be required to complete all direct or indirect responsibilities associated with the assigned task so that the intent and desired goal of the City can be achieved.

These services may include, without limitation, reviewing drawings and specifications, providing individuals or sub-consultants with specialized knowledge, assisting in the preparation of legal proceedings, appearance before

Courts or Commissions, providing expert opinions, or conclusions as well as performing investigations of technical matters.

SCOPE OF SERVICES

1. PROJECT INFORMATION & EXPECTATIONS

1. The selected firm will perform audits of City of Meriden businesses chosen by the City Assessor.

The Assessor will make available Personal Property Declarations of selected taxpayers, together with prior years' Declarations and other pertinent information. The chosen firm will analyze the submitted data and conduct site visits that include a visual inventory of personal property and an audit of the taxpayers applicable records.

2. The selected firm will initiate contact with each selected account by letter, advising the taxpayer of its selection by the City for a personal property audit and requesting access to their records.

3. The selected firm will arrange for the physical inspection, examination and review of each account's records.

4. The selected firm will review, compare and reconcile each account's personal property tax declaration for each relevant year with federal and state income tax returns and/or internal fixed asset records maintained by the taxpayer or other relevant records, including but not limited to audited financial statements.

5. The selected firm will analyze the leased equipment used by each taxpayer in each relevant fiscal year.

6. The selected firm will review the listing of items of fixed assets recorded as leasehold improvements of items the taxpayer claims to be included as realty. The selected firm will review to determine if any items of personal property are not being reported.

7. The selected firm will review the list of items purported to be out of town, declarations filed with other towns and shipping documents. Examine for accuracy for items not reported and will confirm with site visit.

8. The selected firm will review receipts for items reported as sold or scrapped. Examine and reconcile sales receipts, salvage receipts, and confirm with a site visit.

9. The selected firm will prepare and submit a detailed report to the City of each account. In all cases, whether audits reveal discrepancies or not, the Assessor will be provided a written report summarizing the procedures used, with the results and all necessary supporting documentation.

10. The selected firm will prepare and submit a final report to the City summarizing the results of the audit process.

11. The selected firm may be asked to serve as a witness or otherwise participate in the conduct of a formal administrative or judicial hearing in connection with an account appeal of any increased assessment resulting from the Auditor's efforts. Participation is at the sole discretion of the City.

12. The selected firm will identify omitted accounts and will report to the City information pertaining to all omitted accounts identified.

13. The selected firm will participate in discussions with the taxpayer seeking to resolve disputes or disagreements as to the valuation of the taxpayer's personal property. The level of participation in these discussions is a decision left to the sole discretion of the Assessor. The ultimate decision(s) or determination(s) of any changes arising out of this agreement including but not limited to assessment or valuation (including penalty assessment) shall rest with the City through the

Assessor.

14. The selected firm will meet formally or informally with the Assessor or his designee, upon request, at mutually agreed upon times throughout the duration of the audit program.

2. REQUESTED INFORMATION

Experience: Provide a detailed written summary of the firm’s history and experience and capability in providing similar auditing services in the State of Connecticut.

Staff Plan: Identify key personnel whom the firm has designated to work under this contract, their state certifications, their background and experience and their areas and levels of responsibility. Provide the resumes of all key personnel.

Management Plan: Describe Consultant’s management system and how it will function to ensure timely delivery.

3. CONDITIONS

Respondents responding to this RFP will be expected to adhere to the following conditions and must make a positive statement to that effect in its proposal submitted:

• Have personnel/resources reserve sufficient to assure task continuity.

• Agree to accept and follow management direction from the City and specifically, the City’s designated personnel.

• Agree that the contract between the City and the Respondent shall be governed by and construed in accordance with the laws of the State of Connecticut and the ordinances of the City of Meriden.

EVALUATIONS/QUALIFICATIONS

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of the Individual/Firm. Points Based 25 (24.8% of Total)

2. Applicant's previous experience with similar jobs.

Points Based 25

(24.8% of Total)

3. Proposed work schedule. Timeframe for delivery of service.

Points Based 25

(24.8% of Total)

4. References of Past Clients. Points Based 26 (25.7% of Total)

PRICING TABLE

AUDIT PRICING

Part A - Flat Rate

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 The Contractual Scope of Work is to include, but not be limited to the following: Flat Rate Audit Pricing per

Account.

1 Each

AUDIT PRICING

Part B- Contingency Fee Percentage

Line Item Description Unit of Measure Percentage

2 The Contractual Scope of Work is to include, but not be limited to the following: Contingency Fee Percentage per

Account.

Percentage

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE BID STATEMENT/AFFIDAVIT*

Please download the below documents, complete, and upload.

• Non-Collusive_Bid_Statement...

*Response required

2. PROPOSAL QUALIFICATIONS*

Please download the below documents, complete, and upload.

• Proposers_Qualification_Sta...

*Response required

3. Additional Information, if needed https://government-project.s3.us-west-2.amazonaws.com/185261/2b03e8dc-d8b5-4042-ba95-941f22f50926_Non-Collusive_Bid_Statement.pdf https://government-project.s3.us-west-2.amazonaws.com/222209/0c36da81-1637-41b1-9ce1-4e57e40df787_Proposers_Qualification_Statement.pdf