RFP for Assessing Services

REQUEST FOR PROPOSAL
CONTRACT ASSESSING SERVICES

The Town of Chichester, NH (the “Town”) seeks proposals for general assessing services. The Town has a total of 1416 residential and commercials parcels, with 294 of these parcels in Current Use, 147 parcels are vacant land and 43 parcels are tax exempt. The Town currently utilizes Avitar’s Civicware and Tax Collect software modules for producing and maintaining the assessment and tax collection records for the community. The Town has completed a full update as of 2018. Chichester’s most recent certification year by the New Hampshire Department of Revenue was 2018.

Interested assessment companies or CNHA’s (the “Bidder”) are invited to submit proposals that shall include the following scope of services:

  • Annual field pick-up work, both new construction and ongoing renovation that shall include on site exterior and interior visits, if required, to validate interior improvements effecting property values.
  • Digital photos of new construction and properties with significant changes/expansion are required.

Availability on an as needed basis, but shall be scheduled  eight (8) hours per month in the Selectmen’s Office to provide for taxpayer meetings, abatement research, and assisting staff with any other routine assessment tasks. This scheduled day, shall be the same each month. (Example: Every 2nd Wednesday) This shall be in addition to any field work.

Assist with and oversee the preparation of the tax warrants and MS-1 preparation, if requested.

Monitor sales to and prepare the annual assessment sales study required by the State of New Hampshire Equalization Bureau.

Sales review to include interior/exterior inspections, if possible, as well as interview with buyer; may use sales questionnaire produced by the Town to verify qualified or unqualified sales when unable to meet or discuss sale with new buyer.

Assess Timber, Excavation and Land Use Change Taxes, if requested.

Assist in the administration and or review of all exemptions and tax credits, applications for current use, discretionary easements, subdivisions, lot line adjustments, mergers, annual map updates, and data entry of parcel changes if requested by Town.

Assist in the development of appropriate public information and media information to assure effective communications and education with the public regarding the property assessment process.

Act as assessing agent for the Board of Selectmen in abatement appeals. Scheduled appointments to meet with homeowners and review the property in its entirety is required on all appeals. The town reserves the right to accompany the assessor on any appeal appointments.

All recommendations and communications to the Board of Selectmen or their representative must be in writing.

Term of contract: 3 years commencing January 1, 2019 and concluding on December 31, 2021. Said contract to be renewable annually thereafter at the sole discretion of the Board of Selectmen for a period of 2 additional years concluding on December 31, 2023.

The proposal shall also include the qualifications for the company and all individuals that may be assigned to the Town. Please submit a client list of municipalities to which you have rendered services during the last five (5) years.

The Town of Chichester will provide all property tax records and associated data as may be available from its own files. Additional assistance shall be provided by a member of the staff to provide for the proper and efficient administration of assessment tasks. A work area, telephone, and network computer terminal will be supplied by the Town on a scheduled basis.

Proposals will be evaluated based on the following criteria:        

  • Qualifications and experience of the individuals assigned to the contract, and relevant experience in conducting similar services.
  • History of the individual or firm, including years in business, and ability of the firm to perform the work described.
  • Previous work experience with local, county, or state government.
  • How well the proposal communicates an understanding of the unique scope of work in the Town of Chichester.

Cost of Services

The Town reserves the right to accept or reject any or all proposals, or any portion thereof. The Town reserves all rights to negotiate with the consultant of its choice based not solely upon cost alone, but on the qualifications and ability of the consultant to perform, consistent with the Town’s intent, requirements, time schedule, and funds availability. The Town further reserves the right to:

  • Not award a contract for the requested services.
  • Amend the proposal as mutually agreed by both parties to accommodate specific needs of the community.
  • Waive any irregularities or informalities in any proposals.
  • Extend the deadline for submission of proposals.
  • Accept the proposal deemed to be the most beneficial to the public and the Town of Chichester.
  • Negotiate and accept, without advertising, the proposal of any other respondent in the event that a contract cannot be successfully negotiated with the selected firm.
  • Retain products submitted by respondents for its own use at its sole discretion.

The Board of Selectmen, or designee, shall review and evaluate all proposals in accordance with the criteria contained herein and the provisions of applicable state and federal laws.

Proposals must be clearly marked “RFP: GENERAL ASSESSING” and be received at the Chichester Town Office, 54 Main Street, Chichester, NH  03258 by 4:00PM, Tuesday January 29, 2019. The Town of Chichester reserves the right to reject any or all proposals, or to accept the proposal that the Town deems to be in the best interest of the Town, regardless of lowest bid amount.