Updated FY27 Reval RFP 8.6.26.pdf

Town of Dartmouth Massachusetts

Request for Proposals

For

Certification of Real Estate Values for FY 2027

Proposals Due: 10:00 A.M. August 27, 2026

TABLE OF CONTENTS

1. General Requirements Page 3

2. Technical Proposal Specifications Page 5

3. Submission requirements Page 18

4. Evaluation Criteria Page 21

5. Selection Process Page 22

6. Project Timetable Form Page 23

7. Project Staffing Form Page 24

8. Company Information Form Page 25

9. Non-Collusion Form Page 26

10. Certificate of Authority Page 27

11. Addenda Acknowledgement Form Page 28

12. Price Proposal Instructions Page 29

13. Price Proposal Form Page 30

REQUEST FOR PROPOSALS

GENERAL REQUIREMENTS

Qualified proposers (vendors) are invited to submit a proposal in response to this RFP. Before submitting a proposal, each proposer must make a careful study of all specifications and proposal/contract requirements and fully assure themselves as to the quality and quantity of the services required by this RFP.

The successful proposer will be bound by all applicable statutory provisions of laws of the Federal Government, the Commonwealth of Massachusetts and of the Town of Dartmouth.

Proposals that are incomplete, not properly endorsed or signed, or are otherwise contrary to these instructions may be rejected as informal. Conditional proposals will not be accepted. The Town reserves the right to reject any and all proposals, to waive any irregularities, to allow exceptions to the attached specifications and to make an award in a manner deemed in the best interest of the Town.

If, at the time of the scheduled RFP due date, Dartmouth Town Hall is closed due to inclement weather or another unforeseeable event, the RFP due date & time will be extended until 2:00 P.M. on the next normal business day. Submissions would be accepted until that date and time.

As provided by Massachusetts General Law, Chapter 64H, section 6(d), purchases made by the Town of Dartmouth are exempt from the payment of Federal Excise Taxes and Massachusetts Sales Tax; any such taxes must not be included in the quoted price.

No subcontracting of any work is allowed under this proposal/contract without prior approval.

The successful bidder will not be permitted to either assign or underlet the contract nor assign either legally or equitably, any monies hereunder, or it’s claim thereto, without the prior written consent of the Town.

All submitted technical proposals and associated price proposals must be guaranteed to the Town of Dartmouth for a period of sixty (60) calendar days from the RFP submission date. By or before that date the Town of Dartmouth will make a decision to either issue a contract or reject all proposals that were received. On either the date a contract is issued or the 61st day after the submission date, whichever shall occur first, all proposals will become public information.

The successful Proposer will be required to indemnify the Town for all damage to life and property that may occur due to their negligence or that of their employees, subcontractors, etc., while under contract with the Town of Dartmouth, acting as the Town’s representative on this project.

If proposers have any questions concerning the terms and conditions set forth in this Request for Proposals, said questions must be submitted in writing to Jessica Pacheco at jpacheco@dartmouthma.gov no later than five (5) business days prior to the date provided for submission of proposals. No further consideration will be given after the proposal opening.

Proposals may be withdrawn without penalty prior to the time and date specified for the proposal submission deadline. Requests to withdraw a proposal must be made in writing, addressed to the Town of Dartmouth.

All RFP proposal requirements, including these General Requirements shall constitute a part of the contract of services. A copy of the successful proposer’s offer/proposal will be incorporated herein and made a part of the contract as well.

Governing Law & Entire Agreement

This contract and any disputes hereunder will be construed and interpreted in accordance with the laws of Massachusetts.

This Contract, including all documents incorporated herein by reference, constitutes the entire integrated agreement between the parties with respect to the matters described. This Contract will not be modified or amended except by a written document executed by the parties hereto.

TECHNICAL PROPOSAL SPECIFICATIONS

The Town of Dartmouth is undertaking a program to update all Real Property for Fiscal Year 2027 (July 1, 2026 thru June 30, 2027) pursuant to the Massachusetts General Laws.

One contract will be awarded to the one responsive and responsible proposer who the Town determines offers the most advantageous proposal, taking into consideration all evaluation criteria set forth in this R.F.P., as well as price. The contract that is awarded as a result of this Request for Proposals will be effective upon completed execution of a contract signed by both the successful proposer and the appropriate Town officials. The contract shall be in effect from the date of execution of the contract, and until such time that the services of the proposer under this contract are completed, with final approval as to such services given by the Dartmouth Board of Assessors.

CHANGES TO THE CONTRACT

No additional work or changes to the Contract are authorized unless a signed Change Order is issued by the Town of Dartmouth.

Any modifications, orders, instructions, etc., given verbally or in writing by any representative of the Town other than the Chief Procurement Officer, that change, modify or alter the Contract in any manner, will NOT be binding upon the Town or the respective Department for whom the work is being performed. Any work performed that is not covered by this RFP/Contract or a signed Change Order issued by the Chief Procurement Officer; is performed at the sole risk of the Vendor.

TERMINATION CLAUSE

If at any time the Town of Dartmouth determines that the services of the Proposer (the Vendor) are no longer needed, for any reason, even for convenience; then the Town will have the option to terminate this contract immediately upon written notice to the Proposer. The Proposer would be paid for all work completed up to the point of termination of the contract. All work finished, reports, paperwork, etc., would become the property of the Town of Dartmouth.

If at any time the Proposer fails to fulfill or comply with any of the requirements of this proposal/contract, such as shoddy workmanship, improper procedures, supplying sub-standard, improperly trained employees, not adhering to the work schedule, etc., the Town, at it’s option, can terminate this contract immediately upon written notice to the Proposer.

In the event of termination, all finished work and documentation, complete and incomplete, will become the property of the Town. The Vendor shall be entitled to receive just and equitable compensation for any work performed under this Contract completed prior to the date of termination, all said work that is determined by the Dartmouth Board of Assessors to be satisfactory.

REFERENCES

All proposers must submit a list of references of clients who they have performed similar services for over the past five (5) years. The list must indicate who each client is/was, and what particular services, including the size of each job/project, were provided to each client.

Proposers should indicate whether projects were successfully completed or not; and if they were involved in any disputes or unique situations, as well as the outcomes of any such disputes or unique situations.

This reference list must include contact names and telephone numbers. The Town is to have express permission to contact these people, either by telephone, written correspondence or in person, as to past performance. The Town reserves the right to contact any entity that the Vendor (the Proposer) has conducted business with or for, either currently or in the past, for the purpose of reviewing past work history. Any negative references received may be grounds for the REJECTION of a proposal.

INTERVIEW

Proposers may be required to appear for an interview, if so requested, with the Selection Committee, before any award is made. The purpose of the interview would be to review the Proposer’s background and capabilities to satisfactorily oversee the Project and to provide the services called for in this RFP.

JOB SITE

Proposers are required to fully familiarize themselves of existing conditions of the entire job site where work may be performed over the life of the contract. Lack of knowledge or unfamiliarity of the project or job site after the contract has been awarded will not excuse non-compliance with the requirements of all specifications contained in this RFP document. Proposers are to consider the entire Town of Dartmouth and all buildings located within it’s boundaries as the job site.

TIMETABLE FOR PERFORMANCE

Proposers must submit a project timetable that is sufficient to complete the project and will allow the Town to issue Fiscal Year 2027 Tax Bills. Proposers must submit a detailed timetable as part of your RFP submission.

See section titled “Invoicing, Payment Schedule and Penalty” for details on monetary penalties.

MINIMUM EXPERIENCE LEVEL

In order to be eligible to work on this project, proposers must have successfully completed other Massachusetts Department of Revenue approved recertification projects over the last five (5) years; in municipalities that utilize the Vision Appraisal Software package. Proposers must show evidence of this experience level in their RFP proposal submission.

SCOPE OF THE PROJECT

Subject to the terms and conditions of this Request for Proposals/Contract, the Vendor (the Proposer) will value all Real Property, both taxable and exempt properties.

The Vendor will determine the full and fair cash value of all property and usage classification of all Real Property so described, in accordance with Massachusetts General Laws, Chapter 59.

The valuation and use of all property so described will be determined as of January 1, 2026.

The Vendor will be responsible for meeting all the statistical requirements mandated by the Massachusetts Department of Revenue. The Vendor will establish new land tables for all classes of property including excess acreage values that must be table driven. The Vendor will meet the Department of Revenue’s requirements concerning State owned land. The Vendor must allow the Town of Dartmouth’s Assessor to work with the Vendor’s lead residential appraiser to work in setting the residential values. The same factors apply to the Commercial/Industrial valuation as the Vendor must work with the Town of Dartmouth’s Assessor. All work will be coordinated through the Town’s Administrator of Assessing.

Proposers must demonstrate an ability to work with the appraisal system currently in use by the Town of Dartmouth, by submitting information pertaining to other projects for which the Proposer has used this same appraisal system. The Proposer selected to work on this project/Contract must assist the town in obtaining preliminary and final certification by the Massachusetts Department of Revenue (D.O.R.) utilizing the Town’s appraisal system.

All information pertaining to the Proposer’s technical and management approach to completing this project, as well as the proposed timetable, staffing plan and proposed cost (submitted separately) must be presented in your RFP proposal submission. The proposal must address, at a minimum, each of the issues set forth in this RFP document in order to be considered responsive.

Any proposal that does not respond to each issue in this RFP document will be rejected by the Town as non-responsive.

RESPONSIBILITIES OF THE PARTIES

Town of Dartmouth Board of Assessors:

1. Throughout the project, the Town of Dartmouth Board of Assessors (the Town) will receive periodic reports from the Vendor that will review and evaluate the progress of the project and the Dartmouth Board of Assessors will promptly notify the Vendor as to whether the work performed is satisfactory and timely.

2. The Town will provide "parcel identification data" for each parcel, which shall consist of the owner's name(s), mailing address, property address, subdivision deed references, property classification, lot dimensions and land area in acres or square feet, correct and current to the most recent tax billing date.

3. The Town will provide the zoning classification for each parcel, correct and current to the most recent tax year. The Town will also provide one (1) set of zoning maps and a copy of the zoning ordinances covering all parcels, correct and current as of the most recent tax year.

4. The Town will provide one (1) set of tax maps covering all parcels, correct and current as of the most recent tax year. The Vendor may rely upon the accuracy of the maps and is not responsible for any errors in the maps or any errors resulting from the use of the maps. Each map will be drawn to scale, be identified by map and parcel numbers and have dimensions and areas of each parcel drawn on the map.

5. The Town will continuously and currently update the information referred to in this section to January 1, 2026.

6. The Town will continuously and currently provide copies of all sales information available to it with respect to the transfer of parcels occurring from January 1, 2024 and ending December 31, 2025. Sales provided must be on forms approved by the Massachusetts Department of Revenue for reporting sales and must contain proper and correct non-arms length coding and all other data called for on such Department of Revenue form, including correct map and lot numbers.

7. The Town will make available to the Vendor existing property records, or copies thereof.

The Vendor will be responsible for the safekeeping of the records while in its possession.

If the Town is in need of any such record while it is in the possession of the Vendor, the Vendor will provide it to the Town upon request as soon as possible without causing undue disruption to the work schedule of the Vendor. Such files will be exchanged primarily in electronic form using a version of .DMP file. Only the Sales File may be used off-site by the Vendor.

8. The Town will further assist the Vendor by providing or making available such other information which it possesses or which is conveniently available to it, including, but not limited to, general assessment records and any electronic files containing pertinent information and data.

9. The Town will be required to provide such materials and data in original or duplicated form at the Town’s option, but in no event shall the Town be required to provide such that is not reasonably available to it. The Vendor agrees that it is aware of the resources of the Town and its limitations and, therefore, will require only that additional material and data which is currently available to the Town or which may come into its possession from time to time through the normal course of events.

10. The Town will provide all property inventory data. Said data shall be current and will include all parcels which have been improved, as evidenced by building permits properly applied for and approved prior to July 1, 2026.

11. All data collected by the Town will be reported on forms supplied by the Vendor and filled out in accordance with its instructions.

The Vendor (the Proposer):

12. The Vendor will be responsible for fulfilling all requirements stated in this RFP/Contract in a timely fashion and in a professional and satisfactory manner.

PROJECT REQUIREMENTS

A) Public Relations

The Town and the Vendor will cooperate in maintaining good public relations throughout the life of this project/Contract. The Vendor will coordinate all activities necessary to promote public understanding, awareness and cooperation in conjunction with the entire project.

B) Data Collection

The Vendor will identify each parcel in accordance with the applicable Department of Revenue's "Guidelines for Classification of Property According to Use, Property Type Classification Codes"

C) Sales Verification

The Vendor will verify the property inventory data for those properties located throughout the Town of Dartmouth which have sold in the complete calendar year prior to the valuation date for this program.

The purpose of this verification is to enable the Vendor to produce a machine-readable file for valid arms-length sales, describing inventory status as of the date of sale. The Vendor will verify this data for all sales occurring until the valuation date of this program. The Vendor will develop and provide the Town with appropriate written documentation for the sales verification effort.

Valuation Testing: Manual or computer assisted valuation testing for all types of property will take place subsequent to sales verification. All valuation testing must be reviewed and approved by the Town before commencement of the valuation production.

D) Valuation

The Vendor will compute, to the nearest One Hundred Dollars ($100.00), the value of all properties covered under this project. For residential properties the Cost & Sales Comparison approach to value will be used. For commercial and industrial properties the Cost & Income approach to value will be used, as well the Sales approach to value when applicable.

Income-producing properties include, but are not necessarily limited to, the following types:

1. Commercial/multiple-use properties.

2. Apartments over four units.

3. Hotels and motels.

4. Storage, warehouse and distribution facilities.

5. Discount and department stores.

6. Shopping centers and malls.

7. Supermarkets.

8. Small retail properties.

9. Office buildings.

10. Medical office buildings.

11. Research and development facilities.

12. Properties within industrial parks.

The minimum requirements for each of the three (3) major approaches to value, as well as land valuation, are outlined in the following sections. The Vendor will describe the approach to value which will be applied to each type of property.

E) Sales Comparison Approach

The Vendor will employ a market adjusted cost approach. It is a system that is very easy to explain to the taxpayer, as well as a system which is very familiar to the Massachusetts Department of Revenue Certification Team. This approach is used on residential properties with its starting point based upon replacement cost approach values. It is then fine-tuned by adjusting these replacement cost values based upon market sales activity, segmented and segregated by the most pertinent property characteristics.

Land valuation will be accomplished through a sales ratio analysis of vacant sales, as well as an overall property ratio analysis, deducting improvement values and extracting land values from the improved sales. Each neighborhood, street by street, will be rated for desirability using a site index, which provides a factor that may be applied to a base square foot schedule to account for differences in location. In addition, condition factors will be applied to account for negative or positive influences on value such as topography, view, irregular lot shape and other factors.

Overall property values, including improvement value, will be verified by the sales ratio analysis, segregated by the pertinent value-related factors of each property. This analysis will be done within various categories, including style of home, segmented by size and age group in ten-year increments, by lot size and location factors. This analysis enables the Dartmouth Board of Assessors to fine-tune the replacement cost approach for each property to create a mirror image of market sales activity within the Town.

Regarding commercial/industrial properties, the market value approach will be employed on properties not utilizing a combination of the replacement cost approach and the income approach. For commercial/industrial properties that are basically non-income- producing, the secondary approach will be the market approach, utilizing the square foot values derived from the sales analysis for the particular use type of the property. Square foot values will be segregated by type, including industrial, warehouse, retail, etc., and will provide reasonable ranges for per square foot sale prices of building areas. Land value, once determined, will be added to building value for an estimate of total value.

F) Cost Approach

The cost approach to value will be employed for both residential and commercial/industrial properties as follows:

Information derived from cost analysis will provide the basis for determining the unit-in-place and replacement cost pricing schedules used in the valuation of residential and commercial/industrial properties.

Subsequent to the determination of replacement cost pricing schedules and the establishment of land values, the Vendor will analyze the sales of improved properties in order to derive an estimate of physical and functional depreciation and economic obsolescence. A report of this study of sales of improved properties will be made to the Dartmouth Board of Assessors, listing the comparison subjects and detailing the schedules of adjustments to be made prior to valuation production.

Physical and functional depreciation and external obsolescence (i.e. location obsolescence and economic obsolescence) will be computed to be the difference between the selling price of the total property and the sum of the estimated replacement cost new of the improvement plus the estimated land value.

Provided that a sufficient number of sales are available, guidelines in the form of tables based upon the condition, desirability and usefulness of a building relative to its actual age will be developed. After approval by the Dartmouth Board of Assessors, these tables will be used to estimate the depreciation of comparable subject properties.

G) Income Approach

The Vendor will review and screen income and expense reports furnished by the parcel owner, or prepared as a result of interviews with the property owner; and will determine the validity of the data and make any necessary adjustments on the basis of the Vendor's appraisal knowledge of income and expense data of comparable properties. The Town will be responsible for the postage and the mailing of income and expense forms. A report containing documentation and derivation of rent schedules, expense ratios and capitalization rates shall be submitted to the Dartmouth Board of Assessors for review prior to the commencement of the valuation field review.

A value determined by the income approach to valuation will be made for each income-producing property. The income and expense statements will become the property of the Town.

H) Land Valuation

Basic square foot values for all parcels shall be established for land throughout the Town after an evaluation by the Vendor of all factors affecting the market value of lots and parcels. Factors to be considered shall include the quality of the neighborhoods, size, frontage, depth, shape and topography of the parcels, and all other factors considered relevant in the establishment of land values for each of the various classes of property.

These land unit values will be determined as a result of an analysis of recent sales of comparable properties, either within the Town or within an agreed upon area of the state, or by using a land residual approach. Any land classified by the Dartmouth Board of Assessors under Massachusetts General Laws Chapter 61A, as in agricultural or horticultural use, will be valued after consideration of the current guidelines issued by the Farmland Valuation Advisory Commission.

I) Valuation Field Review

The Dartmouth Board of Assessors will be responsible for any necessary field review of value estimates.

It is understood that the Vendor will have the ability to exercise judgment in making final value estimates. The Vendor, in order to ensure valuation accuracy and consistency, will be required to document such judgment. Documentation for changing any computer generated value estimates will also be required. All such documentation will become the property of the Town upon completion of this project.

If valuation changes are made due to data error, the data will be corrected on the computer/electronic file by the Vendor.

All values produced by the Vendor will be given to the Dartmouth Board of Assessors for final review and for a determination as to whether the Vendor's work product is satisfactory for the purposes of requesting a certification review by the Massachusetts D.O.R. Commissioner of Revenue. The Vendor will provide the Dartmouth Board of Assessors with all valuation models and schedules, property record cards, sales analyses and field documents necessary to conduct this review. These documents will become the property of the Town upon completion of this project.

J) Preliminary Certification Review:

Before public disclosure activities are commenced, the Massachusetts D.O.R. Commissioner of Revenue must conduct a certification review to determine whether the new values resulting from this project represent full and fair cash value (i.e. Market Value). As a condition of successful project completion, the Vendor’s work product must meet all certification requirements of the Commissioner of Revenue. This will include submission of the “Revaluation Work Plan & Service Contract” that will be completed jointly by the Vendor and the Dartmouth Board of Assessors.

PROJECT STAFFING

The Vendor will be responsible for the supervision of all phases of work in this project. The Vendor will employ a Project Director to oversee all work on this project, as well as a Field Review Appraiser and a Commercial/Industrial Appraiser. Proposers (the Vendor) must submit the names and associated duties for each of these positions with their R.F.P. submission.

The Vendor must employ competent, experienced employees to perform all services required under this Contract. All employees to be assigned to this Contract must have experience in Measure and List Property Accounts in Massachusetts. The Dartmouth Board of Assessors will review submitted employees backgrounds for compatibility and suitability to this particular project. If the Board of Assessors finds that any employee(s), in the Board’s opinion, does not possess the credentials to perform this work, the Proposer (the Vendor) will be allowed to submit additional employees for consideration.

All of the Vendor’s field employees must carry suitable I.D. Cards which must include an up-to-date photograph, supplied by the Vendor and signed by the Assessor. This I.D. Card will be surrendered to the Dartmouth Assessor upon termination an any Vendor employee or the completion of this project.

DELIVERABLE PRODUCTS

All documents, reports, records, data or other material in whatever form, manual or mechanized, obtained or produced during the performance of this project will be the sole property of the Town and must be delivered during the appropriate phase of, or at the conclusion of the project, as required by the Dartmouth Board of Assessors. The documents, reports, records, data and other materials will include, without limitation, the following deliverable products:

1. Documentation of procedures used throughout the project.

2. All training materials and manuals used in any phase of the project.

3. The data collection and valuation manual which will enable the Town to maintain and update its values.

4. The depreciation schedule and source of information used for its development.

5. Income and expense statements for parcels utilizing the income approach.

6. A property inventory record for each parcel.

7. All manual and computerized reports which support values and valuation formulas.

8. All materials and documentation used on the land valuation effort.

9. Any sales ratio studies used in this project.

At the conclusion of this project, the Vendor will provide the Town with a computerized list of all owners of record and new values to be utilized by the Town for public disclosure.

MISCELLANEOUS REQUIREMENTS

The Vendor will conduct this project in compliance with the General Laws of the Commonwealth of Massachusetts relating to property assessment administration. Therefore, the Vendor must have a complete understanding of these laws and be cognizant of the role of the Massachusetts Department of Revenue in administering and enforcing these laws.

The Vendor and all personnel assigned to this project will obtain all required permits, franchises, approvals, licenses and/or certificates necessary to perform its obligations under this R.F.P./Contract.

All Vendor field personnel will carry suitable I.D. Cards which shall include an up-to-date photograph, supplied by the Vendor and signed by the Dartmouth Board of Assessors. These identification cards will be surrendered to the Town upon termination of the employee or completion of the project.

The Dartmouth Board of Assessors has single point responsibility for the entire project. The Vendor will accept full responsibility for its employees’ performance. The Vendor will not subcontract any of its work or part thereof without prior written approval of the Town through the Office of the Town Administrator.

To ensure compliance with this project/Contract, the Dartmouth Board of Assessors will have the right to enter the Vendor's premises during normal business hours to inspect, monitor or otherwise evaluate the work performed or being performed therein.

All information acquired by the Vendor from the Town, or from others at the expense of the Town, in the performance of this project/Contract will be and remain the property of the Town.

This includes all records, data files, computer records, work sheets, deliverable products (complete and incomplete) and all other types of information prepared or acquired by the Vendor in the performance of this project/Contract.

The Vendor recognizes that, in the performance of this project/Contract, it may obtain or have access to confidential information, including information subject to restrictions on its disclosure pursuant to Massachusetts General Laws Chapter 59, Section 52B; and agrees to comply with all laws and any regulations, rules and guidelines promulgated there under regarding access to, and disclosure of such information. The Vendor further agrees that it will inform each of its employees, having any involvement with confidential information, of said laws, regulations, rules and guidelines relating to confidentiality and will, at the request of the Town, have each employee with access to such information sign a statement that they are aware of and will abide by all such laws, regulations, rules and guidelines.

The Vendor agrees that it will use this information only as required in the performance of this project/Contract and will not, before or after the completion of this project/Contract, otherwise use said information, nor copy nor reproduce the same in any form, except pursuant to the sole written instructions of the Dartmouth Board of Assessors. The Vendor further agrees to return said information to the Town promptly at the Town’s request in whatever form it is maintained by the Vendor. The Vendor agrees to take reasonable steps to ensure the confidentiality and security of this information in its possession or under its control.

The Vendor will not employ as a director, officer, employee, agent, or subcontractor, directly or indirectly, any elected or appointed official of the Town or any member of the immediate family of such official for the duration of this project/Contract.

INVOICING, PAYMENT SCHEDULE AND PENALTY

The Vendor will bill the Town in accordance with the instructions detailed in the following paragraphs below. Invoices will be addressed to the Town of Dartmouth Board of Assessors and must show the Town Contract Number on them. All invoices must clearly indicate which job/work the invoice is for and must be itemized in detail, in a manner that reflects and clearly shows the appropriate line item(s) proposal pricing as listed in the Price Proposal section of this contract. Invoices that are not submitted in this manner will not be paid and interest charges will not be allowed to accrue. The Town will pay all invoices within thirty (30) days of receipt of the invoice. If discount terms are available, they must be indicated on the invoice.

Payments shall be made to the Vendor monthly, based on the portion of work completed and delivered to the Town during the preceding month. No payments will be made until the work is approved by the Dartmouth Board of Assessors. The Board of Assessors will review each monthly invoice and, within ten (10) business days of its receipt, either approve it for payment as follows or return it to the Vendor with a written statement of reasons for its rejection. All monthly progress reports and work completed forms are subject to the review of the Massachusetts Department of Revenue for certification purposes.

Upon the Dartmouth Board of Assessors' determination that the work performed for the preceding month has been satisfactorily completed according to the work plan and time schedules, a percentage payment representing ninety percent (90%) of the amount billed for that month will be paid to the Vendor.

If the Dartmouth Board of Assessors determines that the Vendor's invoice is inaccurate, the Board of Assessors shall give written notice as stated above, specifying exactly what is unsatisfactory by item, and the Vendor will make every reasonable attempt to correct the inaccuracy. The Board of Assessors will retain the right to delay payment, only for the specified item, until said item is resolved to the satisfaction of both the Board of Assessors and the Vendor. Upon satisfactory resolution, the Town will pay the Vendor said amount due, less ten percent (10%).

The remaining ten percent (10%) will be paid to the Vendor within sixty (60) calendar days following the satisfactory completion of all terms of this R.F.P./Contract.

Additional Retainage: If the Dartmouth Board of Assessors determines that, due to the fault of the Vendor, the project is not progressing satisfactorily, an additional forty percent (40%) of the specified item as defined above can be retained. If the stated problem is rectified within thirty

(30) calendar days to the satisfaction of the Town, the forty percent (40%) will be paid at that time.

If the problem is not rectified within the stated thirty (30) day period, the Town will determine whether the forty percent (40%) will be retained until the satisfactory completion of all terms of this R.F.P./Contract

SUBMISSION REQUIREMENTS

Proposers must be able to comply with all of the RFP specifications in order for your proposal to be accepted. Please read all of the RFP specifications and follow all instructions in preparing your RFP response. Failure to respond properly may result in the REJECTION of your proposal.

Sealed proposals for the hiring of services for Certification of Real Estate Values for FY 2027 will be received in the Assessor’s Office, Town Hall, 400 Slocum Rd, Dartmouth, MA 02747, until the deadline for submission stated below, at which time all proposals received will be recorded in the presence of such proposers as desire to be in attendance. No proposals will be accepted after the time and date specified.

Proposers must submit four (4) exact copies of the Technical Proposal with all required information included and one (1) copy of the Price Proposal. The Technical Proposal and Price Proposal must be submitted in separate, sealed envelopes bearing on the outside the name and address of the Proposer, addressed to the Assessor’s Office of the Town of Dartmouth. The Technical Proposal must be properly filled out, signed, sealed and endorsed, and must NOT include any pricing information. Telephone responses and faxed replies will not be accepted.

No responsibility will be attached to any person or persons for the premature openings of proposals not properly marked.

The Technical Proposal envelope must be labeled:

“Certification of Real Estate Values for FY 2027 – Technical Proposal”

The Price Proposal envelope must be labeled:

“Certification of Real Estate Values for FY 2027 – Price Proposal”

Complete proposal packages must be received by:

10:00 A.M. August 27, 2026 In the Assessor’s Office Attn: Jessica Pacheco Town Hall 400 Slocum Rd Dartmouth, MA 02747

Each firm desirous of consideration will submit the following

1. All Technical & Price Proposals must be signed by the Proposer or a representative of the Proposer authorized to act on behalf of the Proposer.

2. The Company Information form, Non-Collusion form, Certificate of Authority form and Addendum Acknowledgement form must be included with your Technical Proposal submission.

3. All Price Proposals must state firm pricing for all required services as listed in this RFP.

4. Complete description and background information on the company replying to the RFP.

Who the Company is, what they do, how long they have been in business, why they are qualified to perform this work, etc.

5. Identify and provide resumes of all personnel who will be assigned to the project, including what their role will be.

6. Indicate which individual will serve as the Project Director on this project, providing contact address and telephone number(s) for said individual.

7. List all references for the past five (5) years who are familiar with your work on similar projects. The Town is to have express permission to contact these individuals, either in person, by phone, and/or written correspondence, as to past performance.

8. A list of Massachusetts municipalities for which the Proposer has completed Revaluation and/or Update Programs that were subsequently approved by the Massachusetts D.O.R.

as meeting triennial certification requirements.

9. A list of all Revaluation/Update contracts for which the Proposer is currently committed.

10. A written assurance that the Revaluation/Update will meet the Massachusetts D.O.R.

requirements.

11. Indicate whether or not your firm has been dismissed or disqualified from a project within the past five years, and if yes, the reason why.

12. All other information as necessary to comply with the requirements of this Request for

Proposals as well as any other information that the Proposer believes would be beneficial to the Town in considering your proposal. It is understood that upon written request from the Town’s Chief Procurement Officer, a proposer may be required to submit further information to support the proposer’s qualifications.

COMPARATIVE SELECTION CRITERIA

Each of the following four questions pertains to requirements listed in this R.F.P. These questions will be applied to all Technical Proposals submitted. Each question will receive one rating of Highly Advantageous, Advantageous, Not Advantageous or Unacceptable. The rating each question receives will be used to compile a composite rating for each proposal, to be used in the Selection Process segment of this R.F.P. These ratings will be used in determining which proposer (appraisal firm), in the Town’s opinion, is best suited to meeting the Town of Dartmouth’s needs for this construction project. If any question receives a rating of “Unacceptable” that proposal may be removed.

QUESTION #1

Experience level of the Vendor with revaluation programs in Massachusetts within the last 5 years.

Highly Advantageous: Ten or more successful re-certifications.

Advantageous: Four to nine successful re-certifications in Massachusetts.

Not Advantageous: Three or fewer successful re-certifications in Massachusetts.

Unacceptable: No experience in Massachusetts.

QUESTION #2

Qualifications and experience of staff to be assigned to this project:

Highly Advantageous: Mass appraisal experience of all the staff as a Commercial Appraiser or Senior Residential Appraiser; all with five years or more experience.

Advantageous: Mass appraisal experience of the Staff as a Project Director with at least two years experience, Commercial Appraiser with at least five years experience, and Senior Residential Appraiser with at least five years experience.

Not Advantageous: Mass appraisal experience of some of the Staff as either a Commercial Appraiser or a Senior Residential Appraiser.

Unacceptable: No mass appraisal experience.

QUESTION #3

Adequacy of the Proposer’s/Vendor’s resources to successfully oversee the project:

Highly Advantageous: The Proposer has adequate personnel and resources to handle all of the required duties to successfully complete this project.

Advantageous: The Proposer just meets the level of personnel and resources that would be needed to handle all of the required duties to successfully complete this project.

Not Advantageous: It is evident through the Proposer’s RFP submittal that they are capable of completing the project, but that their personnel and resources would be stretched thin in performing the duties required of this project in conjunction with other projects the Proposer is committed to.

Unacceptable: The Firm can not commit, or does not possess, the level of personnel and resources needed to oversee this project.

QUESTION #4

Completeness/thoroughness of proposal describing what the Proposer/Vendor will contribute to this project and how they will accomplish all required aspects of this R.F.P.

Highly Advantageous: Highly responsive to all requirements; the Town can clearly see that the Proposer fully understands all requirements and the quality of meeting requirements will be high.

Advantageous: Responsive to R.F.P. requirements. It is clear the Proposer understands all requirements and will meet all basic requirements.

Not Advantageous: Proposer addresses requirements in only a general way.

Unacceptable: Not responsive to explaining how the Proposer will meet requirements.

EVALUATION CRITERIA

The Town of Dartmouth will evaluate all proposals that offer all of the required recertification services, to determine the most advantageous proposal from a responsible and responsive proposer taking into consideration price and the criteria and requirements set forth in this Request for Proposals.

In evaluating proposals, the Town will consider, but not be limited to, the following evaluation criteria:

1. The price proposed for the various required recertification services.

2. How well and to what extent the Proposer meets all requirements of this RFP.

3. If a proposal indicates any exceptions/deviations from the requirements, how well does the offered substitution meet or exceed the original specification/service that was required.

4. The individual merits and features of each proposer’s operation/company/personnel as compared against other proposers.

5. Experience level of the assigned Project Director, as well as any/all other personnel assigned to this project.

6. Previous experience serving other municipal clients, particularly in Massachusetts.

7. Previous recertification projects the Proposer has experience working on.

8. Completeness and responsiveness of the Proposer’s RFP proposal submission.

9. SELECTION PROCESS

The Town will evaluate all proposals based upon the above criteria and will select the proposal deemed to be in the best interest of the Town. The Town will not necessarily select the proposal that offers the lowest purchase price if other criteria set forth are deemed to be more advantageous to the Town than the price.

One contract will be awarded to the one responsive and responsible Proposer who the Selection Committee determines offers the most advantageous proposal, taking into consideration all required qualifications, submission requirements and comparative selection criteria set forth in the R.F.P., as well as price. Emphasis in selecting a proposal shall be placed on the Proposer’s suitability to meeting the needs of the Town of Dartmouth’s Recertification Project.

If the Town of Dartmouth determines that none of the proposals received offers the proper services or none are from a qualified proposer, in regard to the Town of Dartmouth’s needs, and all other evaluation criteria as listed above, then all proposals will be rejected; this Request for Proposals will be cancelled and no purchase shall be made.

In the evaluation of any or all proposals, the Town, at its discretion, may obtain technical support from outside sources. The proposer’s will agree to fully cooperate with the personnel of such outside sources in the evaluation of their proposal. Failure to agree/cooperate may result in the REJECTION of your proposal.

The Town of Dartmouth reserves the right to reject any or all proposals if it shall be deemed in the best interest of the Town to do so.

The issuance of this Request for Proposals does not commit the Town to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for any services.

CERTIFICATION REGARDING DEBAREMENT

By execution of the bid/contract documents, the Contractor/Vendor and all of its principals and owners certifies under penalties of law that they are not presently debarred, suspended or otherwise ineligible for the award of any contract by any governmental body (i.e. city, town, govt. agency) within and including the Commonwealth of Massachusetts and the Federal Government; and that all subcontractors used in the performance of this contract meet these same qualifications.

Questions regarding the R.F.P. document, submission requirements or evaluation procedures can be directed to Jessica Pacheco at jpacheco@dartmouthma.gov or via telephone: 508-910-1813.

TO BE RETURNED WITH TECHNICAL PROPOSAL

mailto:jpacheco@dartmouthma.gov

TOWN OF DARTMOUTH, MASSACHUSETTS

REQUEST FOR PROPOSALS FOR

CERTIFICATION OF REAL ESTATE VALUES for FY 2027

PROJECT TIMETABLE

Please provide dates for all of the project tasks listed below*

FROM TO

Project commencement:

Public relations plan:

Local staff training:

Valuation testing:

Valuation:

Valuation field review:

Dartmouth Assessors review:

D.O.R. preliminary review for certification:

Final work products delivered for review:

* Proposers may attach a more detailed project timetable to this Form if they so choose. If you choose to attach a more detailed timetable, this form MUST STILL BE FILLED OUT.

Signature of Authorized Agent Company Name (Please Type)

Printed Name & Title (Date)

PROJECT STAFFING

See section titled “Project Staffing”, and “Items #5 & 6” under Submission Requirements in the Technical Proposal portion of this R.F.P. document for further details.

Please list the names of any/all employees to be assigned to the Town of Dartmouth under this contract. Attach all resumes, list of duties and other relevant personnel information here.

Project Director:_____________________________________________________________ (please type)

Field Review Appraiser:_______________________________________________________

Commercial/Industrial Appraiser:______________________________________________________

Signature of Authorized Agent Company Name (Please Type)

PROPOSAL To the Town of Dartmouth, herein called the Owner, acting through its Chief Procurement Officer, for the purchase of Certification of Real Estate Values for FY 2027.

Proposer’s attention is called to Chapter 268A of the Massachusetts General Laws. In connection with this statute, proposer’s are required to submit the following information and any other information deemed necessary by the proposer. All of the following information regarding the Proposer must be completed:

Please indicate business type by placing an X next to the appropriate category:

Corporation Partnership Proprietorship

If a Corporation Full Legal Name___________________________________________________________

State of Incorporation_______________________________________________________

If a Partnership FullLegalName____________________________________________________________

If a Proprietorship/Individual Name of Owner/Individual or d/b/a____________________________________________

Principal Place of Business___________________________________________________

Place of Business in Massachusetts ____________________________________________

Business Mailing Address ___________________________________________________

Telephone Number: ______________________ Ext. ________

Qualified to do business in Massachusetts YES NO

Give full names and titles of all the persons and parties interested in the foregoing proposals. (Note: give first and last names in full; in cases of corporations, give names of President, Treasurer and Manager; and in cases of partnerships give names of the individual partners.)

Name Title

A foreign corporation is required to submit its’ certification of corporation from the Massachusetts State Secretary’s Office, as required by chapter 181 of the Massachusetts General Laws.

Proposal – Certification of Real Estate Values for FY 2027 If this proposal shall be accepted by the Owner, and the undersigned shall fail to contract as aforesaid within ten (10) days (not including Saturday’s Sunday’s or Legal Holiday’s) from the Owner to him, according to the address given herewith, that the contract is ready for signature, The Owner may by option determine that the Proposer has abandoned the contract and thereupon the proposal (if required) shall become the property of the Owner as liquidated damages.

Pursuant to M.G.L. Chapter 62C, section 49A, I/we certify under the penalties of perjury that to the best of my/our knowledge and belief, I/we have filed all state tax returns and paid all state taxes required under law.

The undersigned certifies under penalties of perjury that this proposal is made in good faith and is in all respect's bona fide, fair and made without collusion or fraud with any other person. As used in this section the word “person” shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.