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The Town of Farmington (the "Town"), located in Strafford County, NH is seeking competitive proposals from qualified individuals or professional contracting services to provide municipal assessing services to the Town for a five-year period, including a statistical revaluation in 2029. Proposal Requirements: Please note the following items must be included with the proposal. 1. Name and contact information of the Professional Assessing Service's authorized representative. 2. The number of years the Professional Assessing Service has been engaged in the assessing business. 3. Explanation of the Professional Assessing Service’s ability to provide the services and minimum specifications described below, in accordance with NH law, the Department of Revenue Administration's (DRA) Rev 600 rules and municipal assessment appraisal industry standards. 4. Qualifications of the individuals to be assigned to the Town, including certifications and years of experience. a. The Proposer must be certified by the DRA as a Property Assessor Supervisor as outlined in Asb 304.04. 5. A list of municipal clients, including number of real estate parcels, and scope of services. 6. This list must include at least three (3) communities comparable to the Town of Farmington in terms of population and parcel count. RFP 2025-2029 ASSESSING SERVICES PROPOSAL September 2024 Scope of Work Farmington is a community of approximately 6,722 residents and has 3,187 Parcels for 2024. The following is a breakdown of the parcel count. Residential Land Only (not including CU): 267 Residential Land Only with Current Use: 150 Residential Land & Building (not including CU): 1,715 Residential Land & Building with Current Use: 130 Manufactured Housing on Own Land: 297 Manufactured Housing on Land of Another: 202 Duplex & Multi-Family: 128 Commercial/Industrial Land Only: 69 Commercial/Industrial Land & Buildings (not including CU): 132 Commercial/Industrial with Current Use: 11 Utility Parcels: 2 TOTAL TAXABLE PARCELS: 3,103 TOTAL EXEMPT/NON-TAXABLE: 84 TOTAL NUMBER OF PARCELS: 3,187 TOTAL NUMBER OF CARDS: 3,310 Properties with view (included above): 80 Properties with water frontage (included above): 392 The Town's assessing information is currently contained on Avitar CAMA software. The Town uses Avitar for Assessing, Building Permitting, Avitar Tax Collect and Motor Vehicle software. A copy of the most recent MS-1 is attached. The most recent revaluation was completed in 2024. Farmington bills its taxes twice yearly, with general assessing values as of April 1st. This proposal will include a 2029 statistical revaluation to be completed in accordance with all applicable NH statutes and rules. The Select Board is and shall continue to be the official body charged with legally required assessing services and the successful Bidder shall perform the assessing functions on the Board's behalf. The Town endeavors to find a Professional Assessing Service who will work closely with the Town to perform assessing services as needed. Professional Assessing Services/Firms are invited to submit proposals that shall include, at a minimum, the following services listed in the request for proposals. General Performance Requirements: The Professional Assessing Service will be required to maintain regular office hours in the Farmington Municipal Offices at a minimum of 1 day per month and meet with the Select Board as needed but shall remain flexible according to the immediate needs of the Town. This assigned individual will be a NH Certified Assessor or Assessor Supervisor. The town will provide office space, and access to a desk, phone, photocopier and computer with access to the Avitar CAMA System, and any other necessary ordinary office equipment within the Municipal offices The Professional Assessing Service will prepare the annual MS-1 and MADS reports for Select Board review and signature. RFP 2025-2029 ASSESSING SERVICES PROPOSAL September 2024 The Building Department staff will input building permits information. The Town of Farmington Assessing Department staff will maintain property ownership changes, address changes, process exemptions and credits and files related thereto, timber, yield, and gravel taxes. The assigned Assessor will input all property record card changes into the Avitar CAMA system. The SCOPE OF WORK is broken into two subcategories: General Assessing Services and Revaluation. Proposals must include sections that address each separately. Part 1 – General Assessing Services 1. Pick-ups. Perform the measure, list and valuation of new or modified properties as of April 1 resulting from the ongoing construction from the prior tax year, issuance of building permits for new construction, renovations, alterations, and demolitions, to be completed before May 15. 2. Sales. Review properties that have transferred during the contract period and investigate and verify the circumstances surrounding all sales. 3. Update utility and telephone/communication companies’ values in compliance with applicable statutes and rules. 4. Review all requests and assist in-house assessing staff as requested for permanent exemptions and credits, including but not limited to solar & elderly exemptions, veteran’s credits, religious, educational, charitable and non-profit exemptions and develop a recommendation to the Select Board for approval or denial. 5. Review applications for current use and develop a recommendation to the Select Board for approval or denial. 6. Maps. Reassess and generate new values for any new parcels created from subdivisions, developments, or lot line changes/mergers which have occurred prior to April 1st of each tax year. In addition, review Planning Board decisions, regarding site plan approval, conditional use permits, and the like to consider the impact on assessments. Likewise, review Zoning Board decisions both the granting of or denial of variances and special exceptions to consider the impact to assessments. 7. MS-1 Report. Provide final values to the Select Board. Submit the MS-1 to the Select Board for Approval/Signature and assist Town assessing staff with the upload through the Equalization portal on behalf of the Town by September 1st or request extensions as necessary. 8. MADS Report. Complete the Municipal Assessment Data Report (Equalization Study) and submit results, including the statistical analysis of the sales report for review to the Select Board prior to submittal to the NH Department of Revenue through the Equalization portal on behalf of the Town by December 15, or request extensions as necessary. 9. Manage and maintain Current Use property, update changes and recommend Land Use Change Tax (LUCT) to the Select Board for billing through the tax collector. 10. Act as the Assessing agent for the town to annually review abatement and appeal applications, perform any inspections necessary within a timely manner, and make recommendations in writing to the Select Board, representing the best interests of the Town. 11. Meet with taxpayers to respond to valuation inquiries either in person or by phone. 12. Maintain work logs for all properties reviewed, assessments created, changed, or where action has been taken to ensure the processing of all changes has been completed. 13. Meet and work with DRA Property Bureau Monitor to ensure the Town is in compliance with Assessing regulations. 14. At least one assessor shall be assigned to the Town of Farmington to ensure continuity. Work shall be overseen and reviewed by a DRA-certified assessing supervisor. Part 2 – Revaluation Services Complete a full statistical revaluation for the Town in 2029 and update Avitar CAMA software. The Successful Professional Assessing Service will be required to complete a full statistical revaluation for all real taxable and tax-exempt property located within the limits of Farmington, NH. 1. The Professional Assessing Service will be required to ensure that all pertinent data is collected and organized as necessary to ensure successful installation, implementation and full performance on the Town’s CAMA system. 2. The Professional Assessing Service shall furnish all labor, materials, supplies, and equipment, and shall perform all work for the statistical revaluation in accordance with contract specifications and shall be in compliance with the State of NH statutes, Assessing Standards Board rules, and the Department of Revenue (DRA) Administrative Rules governing revaluations. 3. The Revaluation shall be subject to the approval of the Select Board. 4. The values to be determined for 2029 shall be full market value (as defined in the NH Revised Statutes Annotated and any NH Supreme court decisions) as of April 1, 2029. The basis of valuation shall be the recognized methods of appraising real property as defined by the Appraisal Institute and the International Association of Assessing Officers (IAAO) and NH State statutes. 5. Methodology will include Sales Analysis, Cost Analysis and Income Analysis when appropriate, and Special use properties are to be valued according to appropriate statute and rules. 6. The Professional Assessing Service shall conduct a final field review of all properties. 7. Notices of new values shall be sent to all property owners. 8. The Professional Assessing Service shall schedule a sufficient number of informal hearings to be done by appointment in order to expeditiously and fairly handle all taxpayer inquiries as they pertain to the assessment of their property. Any information offered by the taxpayers shall be given consideration and adjustment shall be made where warranted. 9. After the informal hearings, the Professional Assessing Service shall be responsible for sending a notice to each taxpayer or their representative to include the adjusted assessment or a statement that no change is warranted. 10. Finalize values and submit them to the Select Board for approval by September 30, 2029. 11. All final physical and digital records and computations generated to complete this revaluation shall be the property of the Town, including but not limited to:  Tax Maps,  Land Value Maps  Neighborhood Maps  Data Collection Cards and Final Property Record Cards to include property data, sketches and photos.  Valuation Tables  Income and Expense questionnaires and information returned regarding them  Cost Sheets  Comparable Sales Sheets  Sales Data  Capitalization Rate Data  Depreciation Tables  Computations of land and building values  All letters of memoranda to individuals or groups explaining methods used in valuations. 12. The Professional Assessing Service shall submit a USPAP Compliant Report detailing the Methodology and Processes used to develop property values and demonstrating compliance with acceptable appraisal practice with all NH statutes, Assessing Standards Board and Department or Revenue rules and regulations, to the NH Department of Revenue within 30 days of submission of the Town’s MS-1 Report. The Company shall provide a digital and hardcopy draft copy to the Town for reference until such time as the Department of Revenue has completed its review and approved the USPAP Compliant Report, then supply the Town with a final report as approved by the Department of Revenue (digital and hardcopy). 13. The Professional Assessing Service shall advise the Town on any Abatements resulting from the 2029 Full Statistical Revaluation effort. 14. The Professional Assessing Service shall report progress monthly to the Farmington Select Board during this effort to accompany any monthly invoices. RFP 2025-2029 ASSESSING SERVICES PROPOSAL September 2024 Warranties: The Professional Assessing Service represents and warrants that any services provided by the Professional Assessing Service hereunder, shall be rendered in a professional manner by qualified personnel trained and skilled in the performance of the specific service involved and that the Professional Assessing Service shall employ qualified personnel in such positions as are necessary to execute or to fulfill all the terms and conditions of the agreement and that such personnel shall possess the minimum qualifications and Certifications as established by the NH Assessing Standards Board and the NH Department of Revenue. Miscellaneous: The Professional Assessing Service agrees to provide the Town, at no additional cost, one (1) digital and one (1) hardcopy of both user and technical documentation for the system including comprehensive user manuals which clearly explain data collection and analysis. The Professional Assessing Service shall work with the Town to resolve any additional requirements necessary to complete this contract. The Professional Assessing Service shall provide a per diem and or hourly rate to the Town for any additional Defense of Value involving The NH Board of Tax and Land Appeal and/or Superior Court in defense of property value resulting from the appeals of any abatements filed for the 2029 tax year. Insurance and Indemnification The Professional Assessing Service agrees to indemnify, defend, and hold harmless the Town, its officials, agents, volunteers and employees against all claims including but not limited to claims for bodily injury, death and property damage, which are caused by the Professional Assessing Service's actions or failure to act in the course of the Professional Assessing Service's performance of all services under this Contract. The Professional Assessing Service shall maintain the following insurances throughout the Contract term: A. Workers’ Compensation Insurance that meets the State of NH statutory requirements B. Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate C. Automobile Liability Insurance of $1,000,000 each accident D. Professional Liability Insurance of $1,000,000 per claim and $2,000,000 The Professional Assessing Service shall file preliminary certificates with the proposal submission showing that the above insurance has been purchased. The adequacy of protection shall be subject to the approval of the Select Board. The Professional Assessing Service shall name the Town, its officials, agents, volunteers and employees as additional insured on the General and Automobile Liability policies on a primary and non-contributory basis. The provisions listed within this RFP shall also be included in a Contract for service prepared by the successful bidder. The Professional Assessing Service agrees to provide the Town with certificates of insurance identifying the Town as co-insured within thirty (30) days after the signing of the contract. The Town will be notified within 15 days in the event of loss or change in coverage conditions or amounts of coverage. Each policy of insurance shall be issued by a financially secure insurer duly licensed to do business in the State of New Hampshire. Clerical Expectations: The Town shall provide access to a computer at the Municipal office, copy machine, and office telephone for the agents and employees of the Professional Assessing Service to use in the execution of the Contract. All Town Computer Use Policies are to be observed by any person working within the Municipal Office. The Assessing Office will accept all timely-filed applications for credits, exemptions, current use or abatements from taxpayers. Applications will be reviewed by assessors during regularly scheduled visits to the town, during work hours, for submission to the Select Board. Exceptions can be made on a case-by-case basis for any emergent situations requiring immediate attention. Assessing staff will respond to taxpayers’ requests for assistance and assist with interpretation of assessment facts. If unable to answer questions directly, assessing staff will set up phone or in-person appointments with the assessor, during their monthly visits to the Town Offices. Any additional clerical expectations by Town Assessing staff, other than above, shall be clearly outlined in the proposal. Transfer, Assignments, Subletting: The Professional Assessing Service may not assign any part of this Contract without express written permission by the Town. All work products used or created in conjunction with the services covered under this Contract shall be the sole property of the Town of Farmington, and that, in the event of cancellation or termination, such products will remain with the Town. Additional Requirements: 1. The Professional Assessing Service shall be compensated as an independent contractor and shall be responsible for providing FICA, Workers’ Compensation, Unemployment compensation and Liability for any and all of its employees assigned to complete work for the Town. 2. All personnel assigned for work within the Town shall be approved by the NH Department of Revenue and shall perform duties only allowed within the individual’s certification level. The Professional Assessing Service shall monitor all fieldwork performed. 3. No compensation shall be paid in any way to Town officers, employees, or their families in the performance of any work under this contract. 4. The Town will furnish information pertaining to ownership of all property in the Town, including property record cards, tax maps, charts, plans, and sales information as is needed to perform the general assessing and revaluation services as described in this document. 5. The Professional Assessing Service may not assign any part of the Contract without express written permission by the Town. 6. All work products used or created in conjunction with the services covered under this Contract shall be the sole property of the Town of Farmington, including all records, reports, maps, and supporting documentation produced in performance of the Contract. and that in the event of cancellation or termination such product will remain with the Town. 7. The contract shall begin on January 1, 2025 with the execution of a Contract between the selected Professional Assessing Service and the Town and shall terminate on December 31st, 2029. 8. The Town of Farmington reserves the right to cancel or terminate the Contract at any time, by giving written notice to the Professional Assessing Service of such cancellation or termination and specifying the effective date thereof, at least thirty (30) days before the effective date of such termination. Proposal Deadline: Proposals are due by 3:00 PM, Friday November 1, 2024, to the Office of the Farmington Select Board, c/o Kenneth Dickie, Town Administrator, 356 Main St. Farmington, NH 03835. All proposals submitted shall include 2 copies of the proposal and arrive in a sealed envelope clearly marked “2025 – 2029 ASSESSING SERVICES PROPOSAL”. Proposals will be opened on Friday, November 1, 2024 at 3:30 PM in the Municipal Offices Conference Room, 356 Main St. Farmington, NH 03835. Evaluation of Proposals: Evaluation of the responses will be based on the extent to which the response meets the requirements of the solicitation and the Town’s determination as to the extent to which the respondent is likely to be able to achieve the desired results and fulfill the purposes of the solicitation. Proposers are welcome and invited to submit supporting information or references, demonstrating quality and timeliness in tasks performed for other clients, and how responsive they will be in terms of cost efficiency to the Town. Selection Process: The Town may engage in individual discussions with bidders deemed fully qualified, responsible, and suitable based on initial responses and with emphasis on professional competence, to provide the required services. These bidders may be requested to make an oral presentation to explain their proposal and answer questions. The Town reserves the right to reject any and all proposals and to make a selection in the best interests of the Town. To be deemed qualified, the Proposer(s) must demonstrate the requisite experience, skills, and resources necessary to successfully perform services requested in the Request for Proposal. The Proposer must be certified by the DRA as a Property Assessor Supervisor as outlined in Asb 304.04. RFP 2025-2029 ASSESSING SERVICES PROPOSAL September 2024 Inquiries: Inquiries may be directed to [email protected] or delivered to Town Administrator, 356 Main St., Farmington NH 03835. No oral interpretations will be made to any bidding party as to the meaning of the specifications of terms and conditions of this Bid Invitation. All inquiries related to this RFP must be in writing and must be received by October 18, 2024, by 4:00 PM. Contract Award: The Town of Farmington’s Select Board 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. The Town of Farmington reserves the right to request additional data or information or a presentation in support of written proposals. However, the Town may award a contract based on offers received, without additional submissions. Accordingly, the proposal should be submitted on the most favorable terms from all aspects, which the Bidder can submit. Late Proposals: The Town will not be responsible for late mail deliveries and no proposal will be accepted if it is received after the time stipulated in the Acceptance Date above.

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