Resolution of the City of Jersey City, NJ.
CityCterk FileNo. Res- 16-623

Agenda No. _lo-z-15
Approved:^

TITLE:

RESOLUTION AWARDING A CONTRACT TO APPRAISAL SYSTEMS, INC.
FOR THE REVALUATION OF REAL PROPERTY FOR ASSESSMENT
PURPOSES
COUNCIL offered and moved adoption of the
following resolution:
WHEREAS, Resolution Res. 10.286, approved on May 12,2010, authorized Jersey City to use
the Competitive Contracting Law, N.J.S.A. 40A:l 1-4.1 et seq., to award a concession contract for
the revaluation of real property for assessment purposes; and

WHEREAS, the City issued a Request for Proposals ("RFP") on June 8 2016 seeking a Vendor
that is expected to complete a revaluation of real property by December 31, 2017 in order to

comply with the order issued on April 4fli, 2016 by the acting Director of the Division of
Taxation in the New Jersey Department offlie Treasury; and

WHEREAS, the competitive contracting process is considered to be a fair and open bid process
under the New Jersey Local Unit Pay-To-Play Law, NJ.SA 19:44A-20.4 et seq.; and

WHEREAS, Jersey City publicly advertised for bids and received two proposals; and
WHEREAS, a review committee appointed by Jersey City's B-usitiess Administrator pursuant to
N.J.A.C. 5:34-4.3 reviewed the proposals and prepared a report attached hereto recommending
that the contract be awarded to Appraisal Systems Inc. for an amount of $4,395,358.00; and

WHEREAS, funding shall be available to pay for the awarded contract pursuant to City
Ordinance 16.130 that authorizes the issuance of Special Emergency Notes; and
WHEREAS, City Resolution /fc. SSS^ waives flie 20 day veto period for City Ordinance 16.130;
NOW, THEREFORE, BE IT RESOLVED by the Municipal Council of the City of Jersey City
that:
1. Pursuant to N.J.S.A. 40A:11-4.1 et^eq,, a concession contract for the revaluation of real
property for assessment purposes is awarded to Appraisal Systems, Inc.
2. The concession contract is awarded at a cost of up to $4,395,358.00 for a temi of two (2) years

commencing on the date the attached contract is signed by City Officials.
3. The language of the RFP, followed by the language of the bid response provided by Appraisal
Systems, Inc. constitutes the binding language of the base contract.
4. Subject to such modifications as may be deemed necessary or appropriate by Corporation
Counsel, the Mayor or Business Admirust-ator is authorized to execute additional subordinate
agreements or amendments to the awarded contract provided that such agreements do not
materially alter what was specified in the RFP.

 Continuation of Resolution

Pg.#

City Clerk File No. Res. 16.623
10.Z.15

Agenda No.

TITLE:

RESOLUTION AWARDING A CONTRACT TO APPRAISAL SYSTEMS, INC.
FOR THE REVALUATION OF REAL PROPERTY FOR ASSESSMENT
PURPOSES

5. Notice of this action shall be published in a newspaper of general circulation within the
municipality within ten (10) days of this award.
6. The resolution authorizing the award of this contract and the contract itself shall be available for
public inspection.

I _:_, Donna Mauer, Chief Financial Officer, hereby certify that
fimding in the amount of $4,395,358.00 shall be available pursuant to the issuance of Special
Emergency Notes authorized by City Ordinance 16.130.

APPROVED;
APPROVED:

APPROVED AS TO LEGAL FORM

Business Administrator

Corporation Counsel

Certification Required i-1

Not Required U
COUNCLPERSON

AYE

APPROVED

RECORD OF COUNCIL VOTE ON FINAL PASSAGE 9.14.16
AYE
AYE NAY N.V. COUNC1LPERSON •
NAY N,V. COUNCILPERSON

YUN

RIVERA

HSCEfiHAN

OSBORNE

WAHERMAN

BOGG1ANO

COLEMAN

LAVARRO, PRES.

'GAJEWSKI

N,V.

N.V.-Not Voting (Abstain)

</ Indicates Vote

Adopted at a meeting of the iVIunicipal Council of the City of Jersey City N.J.

Rolando R. Lavarro, Jr., President of Council

NAY

Robert Byme, City Clerk

 RESOLUTION FACT SHEET - CONTRACT AWARD
This summary sheet is to be attached to the front of any resolution that is submitted for Council consideration,
Incomplete or vague fact sheets will be returned with the resolution.

Full Title of Ordinance/Resolution

RESOLUTION AWARDING A CONTRACT TO APPRAISAL SYSTEMS, INC. FOR THE
REVALUATION OF REAL PROPERTY FOR ASSESSMENT PURPOSES

Project Manager
Department/Diyision

Business Administrator

Name/Title
Phone/email

Robert Kakoleski

Business Administrator

(201)547-5147

RJJCako 1 eski@j cnj. org

Note: Project Manager must be available by phone during agenda meeting (Wednesday prior to council meeting @ 4:00 p.m.)

Contract Purpose
To provide the property revaluation services as mandated by the State of New Jersey, Division of Taxation's
revaluation order.

Contract term (include all proposed renewals)

Cost (Identify all sources and amounts)
1,395,358.00

Type of award

2 years.

Concession

If 'Other Exception", enter type

Additional Information

I ceyfily that a^ihe^Facts presented lierein are accurate.

Si^natur^^^ep^rtment Director

Date'

 INTERDEPARTMENTAL MEMORANDUM
OFFICE OF THE TAX ASSESSOR

DATE: August 30, 2016
TO: Rolando Lavarro, Council President
FROM: Ed Toloza, City Tax Assessor ^ /y
SUBJECT RFP Evaluation Report

Background

On April 4, 2016, the New Jersey Division of Taxation ordered to implement a complete Citywide revaluation of all properties, taxable and exempt and to be completed on November 1,2017
and new values are applied to the 2018 taxing year.
The State has cited some factors why a City-wide revaluation is necessary pursuant to Law,
NJSA 54:4-1 et s'eq., The State contends that Jersey .City properties have been assessed at a rate
much lower than the prevailing market value to achieve an equitable distribution of the tax
burden. Statistics raised range from assessment ratio to coefflcient of deviation. Assessments
ratio indicates the relationship between assessed value and the indicator of market value. The

2016 assessment ratio is at 27.63% of market value where ideally should be between 85% and
100% of market value. The coefficient of deviation which measures just how much properties
are assessed, expressed in percent, are far from the average ratio which would indication a

greater lack of uniformity in the way the tax burden if distributed especially when the current
coefficient is at 37.17%.

The City consistent with the Order desires to implement a City-wide revaluation of all real estate
properties located in the taxing District. Its overall goal is to equitably distribute the tax burden.
The last time the City had conducted a City-wide revaluation was in 1988. Through the years,
values have gone up at different paces.

The following schedule indicates the City's ratio and coefficient history;
Tax

Director's

Year

Ratio
27.63

2016

Coefficient of
Deviation
Unavailable

Number of
Sales

Unavailable

 2015
2014
2013
2012
2011
2010
2009

30.02
31.24
32.72
31.35
29.43
26.75
25.64

39.17
37.57
37.35
35.82
33.27
34.72
31.14

1,537
1,400
1,164
1,030

836
936
913

Request for Proposal

The City of Jersey City, to comply with the Order sought proposals from qualified Revaluation
firms for services as described herein.

The Municipal Council of the City of Jersey City will conduct a competitive contracting process
pursuant to the Local Public Contract Law (N.J.S.A. 40A:11-4.1 et seq.) which is considered a
"fair and open" process under the "New Jersey Local Unit Pay-to-Play" Law, N.U.S.A. 19:44A"
20.4 et seq. to receive sealed proposals from qualified and experienced Revaluation Firms for

performmg a revaluation of all real property situated within the City of Jersey City, County of
Hudson, State of New Jersey, as of October 1, 2017 and to be applied for the 2018 tax year.
The RFP was sent out and advertised on June 5, 2016 with all responses returnable on July 28,

2016. There are 9 approved revaluation firms by the State and only 2 responded to the RFP to
perform the following services;
Scope of Services

• A complete revaluation of all properties within the boundaries of the City of
Jersey City to be completed on or before October 1, 2017.
• Classify and appraise each parcel of real estate and each real property

improvement which lies within the boundaries of the City of Jersey City at its fair
market value according to N.J.S.A. 54:4-1 et seq.

• A complete catalog of valuation methodology shall be provided to the Tax
Assessor outlining the methods, guidelines and procedures utilized during the
revaluation process.

• The Firm is required to adhere to all applicable requirements of Uie Uniform
Standards of Professional Appraisal Practice (USPAP), in particular Standard 6,
entitled "Mass Appraisal, Development & Reporting."

• Work shall be required to commence within thirty (30) days of the effective date
of awarding this contract which is subject to approval by the Division of Taxation
and appropriate funding.

 Proposals

There are 9 revaluation firms that were requested to bid and only 2 firms responded with their
proposals. Bid proposals received in response to the City's RFP and the corresponding cost to
perform the City-wide revaluation are as follow;

Name of Revaluation Firm Bid Price
-Appraisal Systems, Inc

$4,395,358

-Tyler Technologies ,LLC

Option A

$5,196,800

Option B

$3,602,400

These responses were evaluated by a team whose members were appointed by the Business
Administrator, Robert Kakoleski. The following were the members of the evaluation team;

Name Title Education
Bermie Anderson Deputy Tax Assessor Certified Tax Assessor
Douglas Carlucci Mayor's Aide
Matthew O'Donnell, Esq. Tax Counsel CPA, JD
Chaunelle Robinson Asst. Corp. Counsel JD

Eduardo Toloza Tax Assessor CTA, MPA, MSM

Evaluation Process
The evaluation process consisted of the following steps:

Initial independent review of proposals
Committee meeting to discuss preliminary impressions and to address technical questions
Interviews of top two choices
Final independent review of proposals and submission of evaluation matrix

The team requested that a presentation be done by the 2 revaluation firms that submitted bid
proposals. The meeting took place at the Caucus Room on August 10, 2016. Responses were

analyzed and evaluated on the following established criteria;
Written response evaluation

 For each of the written response, the team applied the criteria in evaluating the proposals and
determined tfae extent to which the requirements were fulfilled. They were scored as follow:

1. Technical Criteria - 30 Points
2. Management Criteria - 30 Points
3. Cost Criteria - 40 Points

Each criterion was weighted by the extent to which the requirements are met and the resultant
scores totaled, with 100 being the highest possible score. Each evaluator then ranked the Vendors
by total score.

Evaluation Matrix

1. Technical Criteria: (30 Pomts)
(a) Proposed metfiodology: (20 Points)
1) Demonstration of a clear understanding of the scope of work and
related objectives.
2) Completeness & responsiveness to specifications and general
requirements.

3) Documentation of past performance of vendor's proposed
methodology.
4) Use of innovative technology and techniques.

(b) Public Relations; (10 Points)
. 1) The description, nature and extent of a vendor's public relations
program pre-revaluation, ongoing and post-revaluation. Include

sample(s) of work.
2) The description, nature and extent of a vendor's informal
taxpayers' hearing process.

2. Management Criteria: (30 Points)
(b) Project Management Plan: (7 Points)
1) Scheduling time-Une.
2) Proj ect management plan of work.
3) Reassessment status report compliance.
4) Description and type of quality control and assurance programs
for the accurate collection of field data.

 (c) History and experience in performing the work: (8 Points)
1) The ability to demonstrate a successful record of
accomplishment of service as evidenced by on time, on budget,
and contract compliance performance.

2) Present & past litigation, threatened litigation, and alternate
dispute resolution experience arising out of the Respondents
being contracted to perform a revaluation or re-assessment

and/or the product produced by that Respondent under that
contract.

3) The demonstrated ability of having successfully completed a
recent reassessment project(s) with similar valuation
characteristics, traits and demographics to that of the City.

(d) Availability of personnel, facilities, equipment and other resources: (15
Points)
1) The ability to demonstrate the capacity to successfully complete
the revaluation of the City in time for the filing of the 2013 tax
list.
2) The vendor's current workload.

3) The availability of existing qualified, trained & competent inhouse field personnel currently available to start the City's
Reassessment. Please attach resumes.

4) The amount of actual documented experience utilizing the
MicroSystems-NJ.com,L.L.C.'s or Vital CAMA & Imaging
software.

5) The number of Certified.Tax Assessors (CTA s) on staff.
6) The number of Certified General Real Estate Appraisers

(SCGREA) on staff.
7) The number of Certified Residential Real Estate Appraisers

(SCRREA) on staff.
8) The qualifications of staff.
9) The identity and description of each of the Vendor's
prmciples/owners/shareholders role and availability in the
reassessment of the City.

10) The support of, and utilization of Minority-Owhed, WomenOwned and or locally-Owned Business Enterprises and
Minority, Women and Local Workforce consistent with the
established federal, state and City regulations.

11) The location of Firm's facilities and its proximity to Jersey City
Hall.

3. Cost Criteria: (40 Points)
1 Cost of services to be provided to be performed: (15 Points)

 a. Relative cost: How does the cost compare to

other similarly scored proposals?
b. Full explanation: Is the price and its component'
charges, fees, etc. adequately explained or
documented?
c. Cost proposal to be completed. See Appendix
A-l.

Assurances of performance: (10 Points)
a. Are the suitable bonds, warranties, or guarantees

provided?
b. The type, nature, and extent of quality control
and assurance programs.

The Vendor's financial stability and strength: (15 Points)
a. The ability of the vendor to demonstrate
sufficient financial resources to meet its
obligations.

Point Scoring
Members of the evaluation team scored the 2 responses and ranked them accordingly. Below is
the scoring summary of the members' evaluation on the responses according to the above

established criteria;
Evaluator Appraisal Systems, Inc. Tyler Technologies,

LLC
Bennie

Anderson

'90

46

Douglas Carlucci 55 15
Matthew O'Donnell, Esq. 100 0
Chaunelle Robinson 89 18
Eduardo Toloza 84 45

Totals

418

Panic

124

1

2

The bid proposal submitted by Appraisal Systems was unanimously ranked highest by the
evaluation team members. Tyler Technologies, LLC's proposal was found to be unresponsive for

it provided options inconsistent with the RFP;
1. The effective date will be for 2019 taxing year rather than 2018 tax year.
2. The use of "modem practices and technologies" is subject to the approval of the State.

 In accordance with the statutes for competitive contracting (NJ.S.A40A: 11 - 4J) and on the
basis of the team's analysis and conclusion, it is recommended that a contract be awarded to
Appraisal Systems, Inc. to perform the City-wide revaluation of all real property located in the

City of Jersey City.

 City of Jersey City
Certification of No Conflict of Interest
Competitive Contracting Evaluation: Property Revaluation

I hereby certify that I have reviewed the conflict of interest standards in the Local Government
Ethics Law or the School Ethics Act, as appropriate, and that I do not have a conflict of interest
with respect to the evaluation of this proposal (these proposals). I further certify that I am not
engaged in any negotiations or arrangements for prospective employment or association with any
of those submitting proposals or their parent or subsidiary organization.

Bennie Andersen
Print Name

-ll^ll^
Signature Name

Date

Note: The Local Government Ethics Law in N.J.S.A 40A:9-22.1 et seq and can be reviewd on
the State ofNJ Legislative Website at httD://www,nUee.state.ni.us/. Click on "Statues" and enter
"40A:9-22.1" in the Search Box.

 ANALYS ISOF1ERSEY CO-Y REVALUATION _PRQ PQSALS

Evaluator's Name: BennieAnderson

Title: _ Deputy Tax Assessor

Education:

a.-T. ^-

 City of Jersey City
Certification of No Conflict of Interest
Competitive Contracting Evaluation: Property Revaluation

I hereby certify that I have reviewed the conflict of interest standards in the Local Government
Ethics Law or the School Ethics Act, as appropriate, and that I do not have a conflict of interest

with respect to the evaluation of this proposal (these proposals). I further certify that I am not
engaged in any negotiations or arrangements for prospective employment or association with any

of those submitting proposals or their parent or subsidiary organization,

Douglas Carlucci
Print Name

7-2^/fi
Signature Name

Date

Note: The Local Government Ethics Law in N.J.S.A 40A:9-22.1 et seq and can be reviewd on
the State ofNJ Legislative Website at http://www,nileg.state.ni.us/. Click on "Statues" and enter
<t40A:9-22J" in the Search Box.

 ANALYSIS OFJERSEYCn-Y REVALUATION PROPOSALS

Evaluator/s Name: _ Douglas Carlucci

Title:

Mayor's Aide

Education: ^nJb KK?^ ^^^ <?(yAii^ <?F /*t^&w^t

?U^ ^l^VfeiT/

 City of Jersey City
Certification of No Conflict of Interest
Competitive Contracting Evaluation: Property Revaluation

I hereby certify that I have reviewed the conflict of interest standards in the Local Government
Ethics Law or the School Ethics Act, as appropriate, and that I do not have a conflict of interest

with respect to the evaluation of this proposal (these proposals). I further certify that I am not
engaged in any negotiations or arrangements for prospective employment or association with any
of those submitting proposals or their parent or subsidiary organization.

Matthew O'DonnelI, Esq.
Print Name

/>^^T ^ z^(s'
Signature Name Date

Note: The Local Government Ethics Law in NJ.S.A 40A:9-22.1 et seq and can be revlewd on
the State ofNJ Legislative Website at http://www.ni leg, statejiLus/, Click on "Statues" and enter
"40A:9-22.1" in the Search Box.

 ANALYSIS OF JERSEY CHY REVALUATJON PROPOSALS

Evaluator's Name: Matthew O'Donnell/ Esq,

Title: Outside Counsel

Education:

J^AC^cz^^ (?F ^fG^c^ /\6^^n^ ^^ /7M^/z^-

-^U^l^S P^CTO^

ASW/TIE-D pUQUC /^ccyu^r^r ^^/T' ^ ^y)

 •.Crtyof'Jer^yCt-fy
Cm'trfloation ofNo QonBict oflntere-stCompetitlve'Conti-aGtn-ig Evaluation; 3h<operty Revaluation

I hereby -wtlfy 'that I h§.v& i^vlewed the o'onfte of interest! standards'.'m tile Local Go-v^tnffient

Ethics L-aw 01' tie Soliool Bthifes Act, a^ appropriate., ^nd tliat I do. not have a conflict of interest
with respect to lilw-evaluation pffliis proposal (ithese. propo'sals), I, furtlicr certiiy tli.at I am not.
engaged -in. any .negotiations or- m'angements. for prosp^cti.ve emplQyment or as.so^stion-'with any
.of'those submitting proposal's or- theit.parent or '-^iiidiary organization.

Print Name

S'i'gn'atiu^ Maw-

Nc^e; The Lo'eal Oo.yei'ameiit Effilcs Law'm-NJ.g.A 40A^-^2.. 1 @./ ,!?£;$ aid can b.e ]^viewd'..on
•IN State of NJ 'Legi:sll:ativQ'"We'b'si-^ at h{tp://www.i-iile^sta'te.nl.us/.. OHck on "•Staiues"'-and1 enter

"40A^-m" iiA-Seamh Box, I

 AMAtY$.IS:.0.P.J£RSEV. CJTyXVAUJATrON PROPOSALS

Evaluatorf$ Name: .Ch'sune.ile'Jtob.iri^.oh1

Tite

AsstsWf. Co'rpQrafion Coun'se.J

EducatiOT: i\Sn^ lintoki ^ ^ffiM'r

Lj^xrMLWijU.

 Qity^'J^^y.CHy
^ Cerdfcfei oTNo Conflict of Tatere-st
Competitive Contractmg Bvaluation: Property Revaluati'on.

1 hereby eeriifyth^ I hai^i-evieWed'te^conIiGt.Qfiirter^i tb.e'.LoGal Croyermnent
'.BtNcs-L^W o^ the .S'^ool.Babies AGI» as'apprppnnte, 'and .that I dti not have a c©nfliet ©f'interest
•with respect to-te ©valu'atioh..ofthis proposal,,(th,ese propo.sals,). I fu'rtii^r -ee.i-tify that I mi-i not
engaged m any n^gotiatioas of 'ari-aagemeizts- fQrprospesctiVe empl'oynient. or association with'.any
ofthos'e sttbm.itti.ng'.prop'os'als.or their p.arent or subsNlary orgmiization.

Sl'gnates Hame

'Kate

Note.1'The Lo'CEil O.dvemment.Bfaos Uw uiN.J.S.A ^QA;9-22A ets&q- and can 6e- rsvi&wd Qn
fee-'.$tafe:-'IQ:flNJ 'Legislative Website •at'l^t^//w^w..G.Uer©,'state,ni..us/. CHck on "Statues" and enter

<<40A:^22J ^ In the .S^u^i Box. ]

 ANALYSIS OF J.WEY CITY aEYALUAT!DN.J3B.QPQSALS

-:Ev@te6r's Nafri.e..:. Edu'ardo'Totoza

Titlm

Education:

Tax Ass,e:s-s&r

f - ^A^ /^ <-^^^/ 7~
^.r. ^^i/-c .^-f)/^^

 ^y^ /^^^^W

State's Approved Revaluation Firm s Name

(Point Range;

7.1 Evahda.tion Methodology (K^P}
iTne fono-mns shall be ussd as crirsris. for the evs.l'uanns proposals undsT the Coriipsnti^Te
j CoaETactins nrocess:
ii.

Tecimical Criteria.: (30 Poiais)

(-)

Proposed MethocLology: (20 Pomts)

-1-20

s

1) Deisortsrrstios of a dsar uaderstanding of "die scope of work and rslated objectiv&s.

^

2) Completsness & respon.si.vesess TO speciacarioss azid genersl rsquiremeQTs.
3) DocurQsntation of past perfon&ancs of vendor's propossd meliioo.ologs''.

4) Use ofinaovarive techaolosy and techmques.

(b) Public Relanons; (1 0 Points)

A.

2.
1-10

1) The description; naturs and ssteat of e. vendor's public relations program pre-rev2lu^os.,-onsoi[isand post-revajuation. Include sample(s) ofwor^.

^
7:

2) The description, naiure and eszeat of a vendor's infoimsl taspayers: hearing process.
11

-2L.

1

Management Criteria.: (30 Pomfs)
(^) Project Management Plao.: (7 PoiiLts)
1) Scheciuling time-ime.
2) Project maiLagemeat plan of work..
S) Reassessment status report compliance.

1-7

•PT

3

±i

-2^-

 4) Description and type of quality control and assurance programs for tb.e accurate co'Uection of

filed data.

3:

_L

(b) History and experience m performmg fhe work: (8 Points) _ _1-S

s:

1) The ability to demonstrate a successful record of accomDlis.hment of service as evidenced by on
time, os. budget, and contract corapUancs psrfonnaQce.

2) Preseat & past Uti-gation, thrsatened litigation; and altsmate dispute resolunoD expsrisnce bscause
QI bsmg contracteQ to'perTorm a reassessment or re-assessmsat.

JL

-3_
1

3) The demonstrated abiliiy ofha'vio.g successmUy com.pletsd a r&cen.t reassessmsat projec.^s) vi^ith
siinilar valuarioiL characteristics; Traits and dem.ogra.phics to •tiiat of the City of Jersey City.

J^.

(c) AvaiLability ofpsrsoimeL faoiliues, eqidpmem and other resources: (15 Pomts) 1-15
1) The ability TO demonstrate the capaciTy m successfuHy com.plste ihe rsassessmeut of the CiSy m
3me for Ae 2018 tas year.

3:

2) VaQdor's^UTTent worldoarL _. _   '-^ J
3) Tns evsiIabiUTy of exisaag quaiined, traiiisd & com.psteat is-house 5eld persoztnel currsatt5; '^j
&vsilabl£ 10 scan the Ciiy's R.sassessment Please a.nacij. rssus^es.

4') Tlie asaouat of actu&l documented esrpsrience u-dlizang the IVLicror^stecis CAJ-^A &- Imaging
software.

•

'

,

_^_

•

5) The mamber of Csrtmed Tss Assessors (CTA's) OB staS.
o) The number of Certmed General Rsal Esiate A-ppraisers (SCGREA) oa SEarf.
7) The number of Csrtmed Residezrdal Real Bsta.is Appraissrs (SCRXEA.) on staff.
§) QualmcarioQs of scan.
9) Identify and d&scribe each of the Vendor's principles/cmTisrs/sharsholders role and avaiiarnliiy IB
the revsluatioQ of the City of Jersey Cir;'.

Cost Criteria: (40 Poiais) •

sz
s:

^
x
3- ^r
-3^v
,3_

^_

_L

J:

(a) Cost of sen)'icss to be provided to be perfonsed.; (15 Points) 1-15
1) R&Iative cost: How does the cost compare to other sirojtarly scored proposals.

3:

_2=_

 _^1

Full explanation.: Is 'the price and its componeat charges, fees, etc. adsquately explained or

s

docmnented.

•n

(b)

3:

Cost proposal to be completed.

~2r

I

Assurances of performance: (10 Points) 1-10

_A1

A

3: ^
1K _L

Are ihe suitable bonds, waTTantie^ or guarantess provided?
The type; n.ature; and estent of quality contTol and assurance programs.

The Vendors fmancial stability and strength: (15 Points) ' 1-15

_^)_

_A1

The a.b'Llitv of the vendor to dsmonstrate sufacient HD-asiciaJ resources to mest its oblisatioas.
Total Pomts
Rank

~n~

35"

3:

 ^<^

^A«.^«r. OFC- ff? ^^^ 'el")

Is

's

^
to

1§

•^

5

Q;

Q.

State's Approved Revaluation Firm's Name (Polnt Range) / ^

~?T

^
Q

I

0
—/

'£

'£_

7.1 Evalulatipn Methodology CKFP)
The following shall be used as criteria for the evaluating proposals under the Compeunve
Contracrmg process:

1. Technical Criteria: (30 Points)
(a) Proposed Methodology: (20 Points) ,, • '• 1-20
1) DemonsTration of a clear imdersrandmg of the scope of work and related objectives.

z

[

2) Completeness & responsiveness to specifications and general requirements.

1

3) Documentation of pasr perfbnnance of vendor's proposed methodology.

z

4) Use ofumovative technology and Techniques.

z

J

J,

/

J^

J,

_!„

-^

_0_

&

(b) Public Relations: (10 Points) -. 1-10
1) The descnprion, nature and extem of a vendor's public relations program pre-revaluation, ongoing
and post-re^aluation. Include sample(s) of work.
2) The description, nature and extent of a vendor's informal taxpayers* hearmg process.

2. Management Criteria: (30 Points)
(a) Project Management Plan: (7 Points) ' 1-7
1) Scheduling time-line.
2) Project management plan of work.
3) Reassessment status report compliance.

A_
3L

0
t

 m.

iir4) Description aad type of quality control and assurance programs for fhe accurate collection of

I

2.

filed data.
(b) History and experience m performing the work: (S Points) 1-8
1) The ability to demonstrate a successful record of accomplishment of sendce as evidenced by on

2.

time, on budget and contract compliance performance.

2) Present & past litigation, threatened litigation, and alternate dispute resolution experience because

_t_

i .

a

2.

I

1

a

z

0

JL

0

L

z.

of being contracted to .perform a reassessment or re-assessment.

3) The demonstrated ability ofhavmg successfully completed a recent reassessment project(s) with
similar valuation characteristics, trails and demographics to that of the City of Jersey Cky.
(c) AvailabUiry ofpersonneL facilities, equipment and other, resources: (15 Points) 1-15
1) The ability to demonstrate the capacity to successfully complete the reassessment of the City m
time for the 2013 tax year.
2) Vendor's current woridoad.
3) The availability of existing qualified; trained & corapeient m-house field personnel curremiy
available to start the City's Reassessment. Please attach resumes, .
4) The amount of actual documented experience utilizing the Microsystems CAMA & Imasing
software.

5) The number of Certified Tax Assessors (CTA's) on sraff.
6) The number of Certified General Real Esxate Appraisers (SCGREA) on staff.
7) The number of Certified Residential Real Estate Appraisers (SCRKEA) on staff.
8) Qualifications of staff.
9) Identify snd describe each of the Vendor's prmciples/owners/shareholders role and availabiliTy m

the reassessment of the City of Jersey City.

_2^

a

2^

a
0

J-_

0

2-

__^

Cf

3. Cost Criteria: (40 Points)
(a) Cost of services to be provided to be performed: (15 Points) 1-15
1) Relative cost: How does the cost compare to other similarly scored proposals.

J.

J_

 \tt

TL

Full explanation: Is the price and its component charges, fees, etc. adequately explained or

1_

1,

2.

1

Are the suitable bonds, warranties, or guarantees provided?

2.

<s

The type, nature, and extent of quality control and assurance programs.

z.

I

documented.

3)
(b)

Cost proposal to be completed. See Appendix A-1.

Assurances of performance: (lOPomts) 1-10
1)_
_2).

The Vendor's fuiancial stability and strength: (15 Points) 1-15

(c),

D.

The ability of the vendor TO demonstrate sufKc-ient financial resources TO meei its obligations.

Total Points
Rank

.'^^"-••L

~^

5:

_A_

z_

££

~w_
~z^

z

 ?f^ ^ ^^^t

State's Approved Revaluation Firm's Name

(Point Range)

7.1 Evalulation Methodology (MFP)
The following shall be used as criteria for the evaluatiDg proposals under the Competitive
Contracting process:

Technical Criteria: (30 Points)

w

Proposed Methodology; (20 Points)

s

^

2) Completeness & responsiveness to specifications and general requirements.

~s

3) Documentation of past performance of vendors proposed methodology.

^

4) Use of innovative technology and techniques.

Public RelatioBS: (10 Points)

0

and post-revajuation. Include sample(s) of work.

5

2) The description, nature and extent of a vendor's informal taxpayers' hearing process.

(a) Project Management Plan: (7 Points)
i) Scheduling time-line.
2) Project management plan of work.

„ ^^.-^^..
"^w/^

(VM

0
-gr

I-IO

1) The description, nature and extent ot'a vendor's public relations program pre-revaluation, ongoing

Management Criteria: (30 Points)

^ST^r ^ '^7V>7^ ^pas^h/

i^_

I) Demonstration of a clear understanding of the scope ofworkandreiated objectives.

.Cb)

^n^t^TOtf&WP^^^G yTlc/Cfcp

1-20

z

^
~0

1_
7•7

0 -4 CA+/ /^- (y^t^l^-Vt /r 7/^£T^/

Q_

^

 ' ^"^

p5' ^
4) Description and type of quality control and assurance programs for the accurate collection of
filed data.
(b) History and experience in performing the work: (8 Points) . • 1-8 -

IET

t^ ^tff(^v'

£^f^

~o~ y- //i) €^/w^^ ^ /^"u- - j

fi?

1) The ability to demonstrate a successful record of accomplishment of service as evidenced by on
time, on budget, and contract compliance performance.

~s~

2) Present &. past litigation, threatened litigation, and alternate dispute resolution experience because
of being contracted to perform a reassessment or re-assessment

~ff

3) The demonstrated ability of having successfully completed a recent reassessment project(s) with
similar valuation characteristics, traits and demographies to that of the City of Jersey City.

(c) Availability of personnel, facilities, equipment and other resources: (15 Points) 1-1.5 ,

j£

^

1^_

~^~y

^ ^ ^ jr/^w /- ^r - ^ /^w''
ff^ft^wS ^ M^T

1) The ability to demonstrate the capacity to successfully complete the rodGcocGmont1 of the City in
time for the 201^" tax year.
2) Vendor's current workload.

3) The availability of existing qualified, trained & competent in-house field personnel currently
available to start the City's Reassessment. Please attach resumes.

4) The amount of actual documented experience utilizing the MikAu^.yLilUiIs CAMA & Imaging
software.

^/T^

L-

5) The number of Certified Tax Assessors (CTA's) on staff.
6) The number of Certified General Real Estate Appraisers (SCGREA) on staff.
7) The number of Certified Residential Real Estate Appraisers (SCRREA) on staff.
8) Qualifications of staff.
9) Identify and describe each of the Vendor's principles/owners/sharehqlders role and availability in
the reassessment of the City of Jersey City.
3. Cost Criteria: (40 Points)
(a) Cost of services to be provided to be perfonned: (15 Points) ' 1-15 <
1) Relative cost: How does the cost compare to other similarly scored proposals.

^^

^ (yf<^- ^i-^. 2-

 c^

CLT I 7^Lt^

^' ^'^7 ^-' \^^" -^ /"^s
^^^c^f^- ^vf-^f ^('fy

2) Full explanation: Is the price and its component charges, fees, etc. adequately explained or

documented.
3) Cost proposal to be completed- See Appendix A-l.

(b)

Assurances of performance: (10 Points)

1-10

,0

~3~

zr

~y ^- ^ )^f^y^

'' ^*^7 fi'M^t^/^fc /r~ ^^ T^r YCT^S. ^i&-

1) Are the suitable bonds, warranties, or guarantees provided?
2) The typa. nature, and extent of quality control and assurance programs.

(c)

The Vendor's financial stability and strength: (15 Points)

•1-15

i) The ability of the vendor to demonstrate sufficient fmancial resources to meet its obligations.
Total Points
Rank

~y

 ^'

"^^C^€ /^^.f-A/UU

State's; Approved Revafuation Firm's N^fne

(Point Range)

7,1 E:yaEiriAn:MetJiodoIo^ (?P]
'Tb.© .fb'Ilo-mng ,s.£^l he .ns'ed as &riten:a for tite-evatotit^ propos'ais..under the Competitiive

Cmitr^mg process;
Tecfanica'E Criteria: <3Q Po^ts)
(a)-

Proposed Methodology: (20 PQints)

1-20

iS

^

1) .Demonstration @f:a erearmdei:s£^din;g,olft;h&.spQpe 9fwQrk.and.r^tediG:bjecti:ves.. S
2) Coinpleteae^ &.. responsiven.ess to specij5cat-iians.,an:d general re€ u:irenxefits.
3), D.o:G,a'm$ntati.lon of past .pCTfoi:maQ'ce .of ^^^GX'?IS; 'proposed mefedQ^^.

4^. Use of.tti.novafi^e.'tefihpolpgy an4. techniques*

(fc) PtiNicAIafcion-s: (rO.Mnfs)

5

5

€/^

s

€1^

1-1Q

T^TBB^escnpMQn^.Ti^turean^.;e^nt^ pre-revatuation;-ongoing..
attd.post-rev^lLiatioTi'. Inelude ^mple.(^)r o-f'work*
7^ Th:e"descpption, nature ;an.d.'ex£est0fa.V^-do.i;^s:iafotmai taxpayferjs" hea:Nng,p.ro©ess.
1.

ML
2.

Mstaagem^Mt Ctiteria: (30 Points)

(a)' P.rojept,Man%geme@'Fte .C7.P&ints)

£x

J^_

1-7

I) 'S^liedyimg'time-l'ine.
2) Projee.t martagemeht.plan of'y/pF^

•^

-^1

  

 

 

32%; MW:  
- - -- -   tam 

 

.3?5

 

D?gcrip?m

 

la?dfity-pe ofqpaiity e'?z?i?gi? ant; assuranm for $11.5; mwr?te mnw??n .05?

 

 

 

{11) History. in perfizmmi?g-t?ge leg 

 

 

2.1) The. ability-to 9fammpri?hmtaf?emea-as evade-med by an

 

   

 

"P??serzt  past E-i?f?gmiam threataned I?Ii-tigafi?nh, andgaitema?a 

 

of?beiing mo?iracied i0 pen-fem a reasg?i'ssmem?gqr re~assi??5menp

 

.3): ability of ?a?f?lg a mean: pre?x-wig) 

 

 

similar t- and d?mgra?hfrmo' Ef?e-City: of :1 Essay 

 

 

ECU  :ilaheility facili?fii?g  md??iie?resemces: 5-1-5

 

I): Theabiliiy?ta thescggagityrto- they'eity in

 

time: fm the ?x year,

 



 

The qualified; fie-k3 {am-Senna} canali?y

 

ma?a-able ire} gartmhe any-=3 $113356 

 

4-) The dogumexfceci emm'i'encg uti?zing  

 

soft-Ware;

 

The ilmmb?l? Gif?Ceirti?ed'  A-ssessms?f-Em?s} :01; 

 

The ?mb?ar  Garrard Rea} Same.A?pr??sews?sm?m} gm- 

 

7) The immh?i? Refsicimtial .j 'ier):  

 

Qualificating ofsm?j

 

9} Idgntify and d??ei?i-h??aqh Qf'1h6 Rfmda?g avail-ability in

 

 

the (if? 3136}: City

 

 

3.

 

GW-Cz?ircri?a: (4.9- ?oim?s)  - 

 

 

 

 

 

 

 

Al

<s^

^

^
in-

.*n
1—;

0

~(^1

tl.

^1

^

M-

&1 ?3\
S3~'l
CL 

^

• ffk'

.^1 • i?

^1
St Ill
1^1 SO I
:^

•?T<

'0

&(
Vf

1^3
'0

1—<

i

^

lni \^

Ill

•R?

%

(2-

Xl,

I

'y

^-•l

\i
w
e.

Q

•X.I

II
"0

<y

•tl
(D.

^'
-0

<(*»

(ft

.'(y'.-

0

p

«
.,0

"t?

^1

m
.0

.^J

•^

•p.

0.

it

'u

&1

^

13.

0
&

II
It

.-0
•Q-

lc^i fe

<tf

4-i

•a.

E"^.

%•

10.

1:
t/).

<s

g

ffl

•'^

^

-^

't3-1

w

^

c%-

.^

'M

:s.

0.

1^.

!^

in-

10

^

&,

p

<
<s

^>

 -t^ff y^^O'T-^-

State's Approved Reva:lu3t.ion Firm's Name

(PQint .Range]

7.1 X-y.atetlon Metfa^<?.gr (K^P)
Th'e following shaQ be used as GTit%ta for fee £va!uatm;g\pTo^osal:s 'us-der tibie Com^&titiv-?
ICpnrractag process:

Tecituncal Criteria': (3.0 Poi&ts)

Q

)gy: (XP'oists)'

i-2-0

^' T^T\

1) 'DemQnstratioE of a clear uudersianding of the scope ofworfe asG rsiated objectives2) Completeness- & i'espon'siyen&ss to spe'cixications and gsQe-i:^] requirem'ents.

E-^

3) DQOum&nration of pasr perfora^a-ace. Qf vendor's proposed meThodpIo&y.

€^L

?\^I

4) Use ol'iimovarive teehtLolGtS?/:and tbch&iQues.

(b)

PT^UC B.^aii0Qs: (1-0 PoiaT£)

ni

1-10.

1) T^& dssctj^ion, satire sad s-sssm &t''& vsiador's p^bUc :T-e!anqQ5-;.'prQsrsi.m :pr&-r@^aluation, Qn^mg-

^ .pxM"r@v&IiBatioiL Includie: sampler) Qfworfe.
The- &Sm]AE4 nature and exteM:of:a ^eBdpr^s, mformal li^payeiS'1 heana'g'pr.ocess,
.12.

7

-j'As.ffiaigement 'CrNena.':'(30 Ppmfs)'

CO' PrbjetifManagem.enrPlEBa: (7'Buiats^

•^

.1.) S.c}ieciu]ip;g':tmie"line.

M

2) Project mapagement.pl.ah bfworJfc.

A.

SSessalent.sfatgs report 'riQriipMance.

^A

4-.

L

2

7

 4) Description and type of quality control and assurance programs for the accurate collection of

filed data.
(b) . History and experience m perform mg the work: (8 Points)

7

~^

3:

^-

1-8

1) The ability to demonstrate a successful record of accomplishment of service as evidenced by on
time, on budget, and contract compliance performance.

2-

2) Present & .past UtigatioiL threateDed litigation, and alternate dispute resolution experience because
of being contracted to perform a. reassessment or re-assessment.

^

J^LA^(_^

i) The demonstrated ability of having su.ccessfally completed a recent <r8assesSment projects) with

similar valuation characteristics, traits and demographics to that of the City of Jersey City.
1-15

(c) Availability of personnel, facilities, equipment and other resources: (15 Points)

1) The ability to demonstrate the capacity to successfully complete the reassessment of the City in
time for the 2018 tax year.

r^i
zx

2) Vendor's current workload.
i) The availability of existing qualified, trained & competent in-house field personnel currently
available TO siart the City's Reassessment. Please attach resumes.

4) The amount of actual documented experience utilizmg the Microsystems CAMA & Imaging
software.

5) The number of Certified Tax Assessors (CTA's) on staff.

^

^

6) The number of Certified General Real Estate Appraisers (SCGREA) on staff.
7) The number of Certified Residential Real Estate Appraisers (SCKREA) on staff.
8) Qualifications of staff.

0
G
Q_

n

9) Identify and describe each of the Vendor's prmciples/owners/shareholders role and availability in
the revaluation of the City of Jersey City.

3. Cost Criteria: (40 Points)
(a) Cost of services to be provided to be performed: (15 Points)
1) Relative cost: How does'the cost compare to other siEmlarly scored proposals.

1-15

s

^

 documented.

^

i) Cost proposal to be completed.

Cb)

?;

'2-^

2) Full explanation: Is the price and its component charges, fees, etc. adequately explained or

1-10

Assurances of performance: (10 Points)

Z7?

1) Are the suitable bonds, warranties, or guarantees provided?

^

2) The type, nature; and extent of quality control and assurance programs.

(c) The Vendor's fmancial stability and strength: (15Pomts)

1-15

1) The ability of the vendor to demonstrate sufficient financial resources to meet its obligations-

//

7/

Total Points
Rank

^

<3.

 CITY OF JERSEY
CITY

REQUEST FOR PROPOSALS:
REVALUATION OF REAL PROPERTY FOR ASSESSMENT PURPOSES
SUBMISSION DEADUNE:
June 28,2016

ADDRESS ALL PROPOSALS TO:
Peter Folgado
Purchasing Agent
Department of Administration
Division of Purchasing
394 Central Avenue
, nd
Floor
Jersey City, New Jersey 07307

 NOTICE TO VENDORS
To all interested parties, please be advised that the City of Jersey City, a municipal corporation
of the State of New Jersey, will be accepting Proposals in response to this request for proposals
.for the following services:

REVALUATION OF REAL PROPERTY FOR ASSESSMENT PURPOSES
Forms may .be downloaded by going on-line to www.bidsync. corn.

Questions by prospective bidders concerning this RFP must be done on-line at
www.bidsync .corn.

Contract Documents, Specifications, and Bid Forms may be downloaded by going on-line
to www.bidsync.com. Prospective bidders must download bid specifications and all
addendums from www.Bidsync.com. Failure to download bid specifications and
acknowledge receipt of addendums, may result in bid rejection.
Proposals must be received no later than 11:00 A1VI on JUNE 28,2016, and must be mailed or
hand-delivered to the Jersey City Division of Purchasing, attention Peter Folgado, Purchasing
Agent, 394 Central Avenue, 2nd floor, Jersey City, New Jersey 07307. Proposals forwarded by
facsimile or e-mail will not be accepted. The City shall not be responsible for the loss,
non-delivery, or physical condition of Proposals sent by mail or courier service. Proposals must
be submitted individually in sealed envelope. Bid proposal must comply witli specifications.
Consultants are required to comply with the requirements ofP.L. 2004, c.57 which includes the
requirements that contractors provide copies of their Business Registration Certificates issued by
the New Jersey Department of the Treasury. If awarded a contract, consultant/contractor shall
be required to comply with the requirements ofNJ.S.A. 10:5-31 etseq. andN.JA.C. 17:27.

Peter Folgado
Purchasing Agent

 TABLE OF CONTENTS
SECTION 1: GENERAL INFORMATION &SUMMARY.........................................................1

SECTION 2: mSTRUCTIGNS TO VENDORS AND STATUTORY REQUIREMENTS .........5
SECTIONS: CONTRACT SPECIFICATIONS..........................................................................13

SECTION 4: WRITTENPROPOSAL FORMAT.......................................................................18

SECTION 5: SCOPE OF SERVICES, REQUIRED TERMS OF CONTRACT........................23

SECTION 6: CONTRACT TERM..................:...........................................................................48

SECTION?: EVALUATION CRITERIA.......................................:..........................................49

SECTIONS: PROPOSAL SUBMISSION REQUERJEMENTS................................................54

SECTION 9: GENERAL TERMS AND CONDITIONS ..........................................................55

SECTION 10: REQUIRED ADMINISTRATIVE FORMS.........................................................57

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFMCE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016_

SECTION 1: GENERAL INFORMATION & SUMMARY
1.1 Organizations) Requesting Proposals
City of Jersey City, Office of the City Assessor.
1.2 Contact Person
Peter Folgado
Purchasing Agent
3 94 Central Avenue

2nd Flt)or Jersey City, NJ 07307

(201)547-5156
1.3 Procurement Process

This contract will be awarded using the competitive contracting provision of the Local Public
Contracts Law (NJ.S.A. 40A:11-4.1 etseq.} which is considered a fair and open process under
the "New Jersey Local Unit Pay-to-Play" Law, NJ.S.A. 19:44A-20.4 et seq.

Proposals -will be evaluated in accordance with the criteria set forth in this Request for Proposals

(KFP). The governing body of the City of Jersey City ("City") will need to approve a resolution
awarding a contract for the Program.
1.4 Contract Form
If selected to provide services, it is agreed and understood that the successful Respondent shall
be bound by the requirements and terms contained in this RPP with regard to services performed,
payments, indemnification, insurance, tennination, and applicable licensing provisions.
1.5 Submission Deadline
Proposals must be submitted to, and be received by the City of Jersey City, Division of
Purchasing, via mail or hand delivery, by 11:00 AM prevailing time on June 28, 2016. Proposals
will not be accepted by facsimile transmission or e-mail.
1.6 Procurement Schedule
The steps involved in the process and the anticipated completion dates are set forth in tlie
Procurement Schedule below. The City reserves the right to, among other things, amend, modify
or alter the Procurement Schedule upon notice to all potential Respondents.

Page  1

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property , DUE DATE:. June 28, 2016

Activity

Date

1. Issuance of Request for Proposals , June 8, 2016
2. Receipt of Proposals ' June 28,2016
3. Completion of evaluation of Proposals July 11,2016

4. Tax Map Delivery to the State July 15,2016
5. Award of Contract ' August 17,2016
6. Contract sent to Director, Division of Taxation and
Hudson County Board of Taxation September 18, 2016
7. Revaluation Contract approved by Director October 15,2016
8. Revaluation begins October 29, 2016
9. Notices of new values sent to taxpayers November 13, 2017
10. Infomaal hearings with taxpayers commence November 30, 2017
11. Work completed December 31, 2017
11. New assessed values applied January 10,2018
1.7 Proposal Evaluation
Proposals will be evaluated based solely upon the Respondents' written response in accordance
with the criteria described in Section 7 of this RFP and, for selected Vendors, an oral
presentation/demonstration if so requested by the City. Each evaluator will rank the proposals.

The finalist whose proposal is considered the highest ranking by the City will be selected for the
project.

1.8 Written Proposal
Prospective Vendors must submit a written proposal m a fonnat specified by the City. The
required format is detailed in Section 4.

1.9 Evaluation Committee
Proposals will be reviewed and evaluated by a committee appointed by the City's business
administrator. The proposals will be reviewed to determine if the Respondent has met the
minimum professional, administrative, and subject areas described m this RFP. Pursuant to
NJ.A.C. 5:34-4.3 et seq., the names of the individuals who serve as committee members shall
not be publicly disclosed until the evaluation report is presented to the governing body.

Page   2

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2Q\6_
1.10 Definitions

The following definitions shall apply to and are used in this Request for Proposal (RFP):
"City" - refers to the City of Jersey City.
"RFP" - refers to this Request for Proposals, including any amendments thereof or supplements
thereto.

"Respondent" or "Respondents" - refers to the interested persons and/or firm(s) that submit a
Proposal.

"Competitive Contracting" - refers to the process by which proposals are evaluated and contracts
awarded, pursuant to NJ.S.A. 40A:11-4.1 etseq.

"Consultant" or "Consultants." - refers to the interested persons and/or firm(s) that submit a
Proposal.

"Vendor" or "Vendors "- refers to the interested persons and/or firm(s) that submit a Proposal.
"Provider" or "Providers" - refers to the interested persons and/or firm(s) that submit a Proposal.
"Contractor" or "Contractors" - refers to the interested persons and/or fmn(s) that submit a
Proposal and are awarded a contract.

"Revaluation Firm" or "Firm" - refers to the interested persons and/or flrm(s) that submit a
Proposal and are awarded a contract.

Page 3

 REQUEST FOR PROPOSALS

CITY OF JERSEY CITY, NJ
DEPARTMENT:

OFFICE: Office of the City Assessor

DUE DATE: June 28, 2016

PURPOSE: Revaluation of Real Property
1.11 Submission Address
All proposals should be sent to:
Peter Folgado
Purchasing Agent
Department of Administration
Division of Purchasing
3 94 Central Avenue

2nd Floor Jersey City, NJ 07307

Page 4

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016

SECTION 2: INSTRUCTIONS TO VENDORS AND STATUTORY REQUIREMENTS
2.1 Proposal Submission
Proposals shall be received by the contracting unit, hereinafter referred to as the City in
accordance with public advertisement as required by law, with a copy of said notice being
attached hereto and made a part of this RFP.
The proposal shall be submitted in a sealed envelope: (1) addressed to the Purchasing Agent, (2)
bearing the name and address of the Vendor written on the face of the envelope, and (3) clearly

marked "Proposal" with the contract title "REVALUATION OP REAL PROPERTY FOR

ASSESSMENT PURPOSES."
2.2 Proposal Deadline
Proposals must be received by 11:00 AM on June 28, 2016 at the Purchasing Division, 394
Central Avenue, 2nd Floor, Jersey City, NJ 07307.
2.3 Delivery of Proposals
It is the Vendor's responsibility that Proposals are presented to the City at the time and at the
place designated. Proposals may be submitted in person, or may be sent by U.S. certified mail
return receipt requested, or may be sent by private courier service. Mail Proposals to: Peter
Folgado, Purchasing Agent, Division of Purchasing, 394 Central Avenue, 2nd floor, Jersey City,
NJ 07307. The City shall not be responsible for the loss, non-delivery, or physical condition of
proposals sent by mail or courier service.
2.4 Withdrawal of Proposal
Proposals forwarded to the City before the time of opening of Propos.als may be withdrawn upon
written application of the Vendor who shall be required to produce evidence showing that the
individual is or represents the principal or principals involved in the proposal. Once Proposals
have been opened, they shall remain firm for a period of sixty (60) calendar days.
2.5 Entries on Required Forms
All prices and amounts must be written in ink or preferably machine-printed. Any changes,
whiteouts, strikeouts, etc. in the proposals must be initialed in ink by the authorized person
signing the proposal.

Page   5

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
2.6 Familiarity with RFP Specifications
The Vendor understands and agrees that its Proposal Is submitted on the basis of the
specifications prepared by the City. The Vendor accepts the obligation to become familiar with
these specifications.
Vendors are expected to examine the specifications and related RFP documents with care. and
observe all their requirements. Ambiguities, errors or omissions noted by Vendors should be
promptly reported in writing to the City's contact person.
2.7 Addenda or Amendments
During the period provided for the preparation of Proposals, the City may issue addenda,
amendments or answers to written inquiries. Those addenda will be noticed by the City and will
constitute a part of the RPP. Each Respondent is required to acknowledge receipt of all addenda
by executing and submitting with its Proposal the "Acknowledgment of Receipt of Addenda'.
Failure to include the "Acknowledgement of Receipt of Addenda" with the Proposal shall
result in the automatic rejection of the Proposal. All Proposals shall be prepared with full
consideration of the addenda issued prior to the Proposal submission date.
All communications concerning this RFP or the Proposal process shall be conducted through the
City's Purchasing portal - BidSync.com. Responses to all questions will be forwarded as addenda
. to all prospective Vendors who have provided accurate and current contact- information (mailing
address, fax number, e-mail address), also via the BIdSync portal.
No oral interpretation and or clarification of the meaning of the specifications for any goods and
services will be made to any Vendor. Such request shall be through the City's Purchasing portal BidSync.com. In order to be given consideration, a written request must be received at least
seven (7) business days prior to the date fixed for the opening of the Proposal for goods and
services.

Subsequent to issuance of this RPP, the City (through the issuance of addenda to all persons
and/or firms that have received a copy of the RFP) may modify, supplement or amend the
provisions of this Proposal specification in order to respond to inquiries received from
prospective Vendors or as othenvise deemed necessary or appropriate by (and in the sole

judgment of) the City.

Page   6

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE:June 28, 2016
2.8 Patents and Trademarks
In submitting its Proposal, the Vendor certifies that the goods and services to be furnished will
not infringe upon any valid patent or trademark and that the successful Vendor shall, at its sole
cost and expense, defend any and all actions or suits charging such Infringement, and will save
the City harmless from any damages resulting from such infringement.

2.9 Rights of the City
The City reserves, holds and may exercise, in its sole discretion, the followmg rights and options
with regard to this Proposal specification and. the procurement process in accordance with the
provisions of applicable law:
• To conduct investigations of any or all of the Vendors, as the City deems necessary
or convenient, to clarify the information provided as part of the Proposal and to request
additional information to support the information included in any Proposal.
• To suspend or terminate the procurement process described in this .Proposal specification
at any time (in its sole discretion). If terminated, the City may determine to commence a
new procurement process or exercise any other rights provided under applicable law
without any obligation to the Vendors.
2.10 Cost of Proposal Preparation
Each Proposal and all information required to be submitted pursuant to the Proposal specification
shall b'e prepared at the sole cost and expense of the Vendor. There shall be no claims
whatsoever against the City, its officers, officials or employees for reimbursement for the
payment of costs or expenses incurred in the preparation of the Proposal or other information

required by the RFP.
2.11 Required Documents
This document (Section 10) contains required administrative forms which must accompany all
Proposals.

2.12 Authorized Signatures
Proposals by partnerships must furnish the full name. of all partners and must be signed in the
partnership name by one of the members of the partnership or by an authorized representative.

Page[7

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . , OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property ' DUE DATE: June 28, 2016
Proposals by corporations must be signed in the legal name of the corporation, followed by the
name of the State in which incorporated and must contam the signature and designation of the
president, secretary or other person authorized to bind the corporation in the matter.
Proposals by sole-proprietorship shall be signed by the proprietor.
When requested, satisfactory evidence of the authority of the officer signing shall be furnished.
2.13 Truth in Contracting Laws
Vendors should be aware of the following statutes that represent "Truth in Contracting" laws and
should consult the statutes or legal counsel for further information:
NJ.SA. 20:21-34, etseq. governs false claims and representations by Vendors. It is a serious

crime for the Vendor to knowingly submit a false claim and/or knowingly make a material
misrepresentation.

N.J.S.A. 20:27-10 provides that a person commits a crime if said person offers a benefit to a
public servant for an official act performed or to be performed by a-public servant, which is a
violation of official duty.
N.J.SA. 20:27-11 provides that a Vendor commits a crime if said person, directly or indirectly,
confers or agrees to confer any benefit not allowed by law to a public servant.
2.14 Disposition of Proposal
Upon submission of a Proposal m response to this RFP, the Vendor acknowledges and consents
to the following conditions relative to the submission and review and consideration of its
Proposal:
• All Proposals shall become the property of the City and will not be rehmied.
• All Proposals will become public information at the appropriate time, as determined by
the City (m the exercise of its sole discretion) in accordance with law.
• The entire contents of every proposal that is publicly opened and read becomes a public
record notwithstanding any disclaimer by the Vendor in the Proposal document.

Page   8

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016

• All Proposals, as public records, are available for public review and inspection. Persons
who wish to review Proposals must make an appointment with the Purchasing Division.
Inspection is subject to all applicable rules and regulations.
2.15 Soffcopy Version ofRFP
Prospective Vendors who have obtained printed copies of this RFP and who have provided
accurate and current contact information (mailing address, fax number, e-mail address) to the
Division of Purchasing, may request a softcopy version of this RFP. Softcopy versions will be
provided as a PDF file only.
2.16 Compliance with Applicable Laws
The Vendor shall keep fully informed of all Federal and State laws, all local laws, ordinances,
safety codes, regulations and all orders and decrees of bodies or tribunals having any jurisdiction
or authority, which in any manner affect those engaged or employed on the work or which in any
way affect the conduct of the work. Vendor shall at all times observe and comply with all such
laws, ordinances, safety code, regulations, order or decree, whether by himself or his employees.
Vendor shall be responsible for obtaining any applicable permits or licenses from any
government entity that has jurisdiction to require the same.
2.17 Exceptions to Specifications
Vendors are cautioned that failure to submit the information as required may result in a
determination that the Vendor's proposal is non-responsive to Proposal requirements. Any
qualifying statements by the Vendor which effect cliange(s) to any Proposal requirements may
be regarded as non-responsive.

Consequently, the Vendor's eligibility for contract award may be jeopardized.
Therefore, Vendors are encouraged not to take exception to the City's terms, conditions or
specifications. In the event that a Vendor wishes to take exception to any of the City s terms,
conditions or specifications, such exceptions must be submitted with the Proposal and must cross
reference the applicable Proposal page and section reference number.

Page j 9

 REQUEST FOR PROPOSALS

CITY OF JERSEY CITY, NJ
DEPARTMENT:

OFFICE: Office of the City Assessor

DUE DATE: June 28,2016

PURPOSE: Revaluation of Real Property
2.18 Tax Exempt Status
The City is tax exempt.
2.19 Price Quotes and Price Changes

The Vendor agrees that all prices quoted herein are to be considered fair and final and that no
additional fees, late payment charges, shipping .charges, surcharges, state and federal taxes or
other increases shall be placed upon the products or services that are provided during the term of
this agreement. In the event of a Manufacturer's or Vendor's price decrease during the contract
period, the City shall receive the full benefit of such price reduction. The Business Administrator
or his designees must be notified in writing of any price reduction within five (5) working days
of the effective date. Failure to report price reductions may result in cancellation of the contract
for cause.

2.20 Intent of Contract Documents
Under these specifications and the contract which will be based thereon, it is proposed that the
Vendor shall furnish all materials, equipment, tools, labor and supervision necessary to complete
the work upon which he proposes in strict accordance with the plans and specifications.
The intent of the contract documents is to obtain a complete job, satisfactory to the City. It shall
be understood that the Vendor has satisfied itself as to the full requirements of the contract
documents and has based its Proposal upon such understanding.

2.21 Familiarity with Work
It is the obligation of the Vendor to ascertain for itself all the facts concerning conditions to be

found at the location(s) of the Project including all physical characteristics, to read the RJFP
thoroughly and completely, to consider fully these and all other matters which can in any way
affect the work under the contract and to make the necessary mvestigations relating thereto, and
it agrees to this obligation in the signing of the contract. The City assumes no responsibility
whatsoever with respect to ascertaining for the Vendor such facts concerning physical
characteristics at the site(s) of the Project. The Vendor agrees that it will make no claim for
additional payment or seek an extension of time for completion of the work or seek any other
concession because of any misinterpretation or misunderstanding of the contract, on its part, or
of any failure to fully acquaint itself with all conditions relating to the work.

Page  10

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property . DUE DATE: June 28,2016
2.22 Causes for Rejection
Proposals from Vendors who are found to be unqualified and Proposals not accompanied by all
required and properly completed Proposal documents may be rejected. In addition, causes for
rejection of Proposals may include, but not be limited to, the following:
a) If prices are obviously unbalanced;
b) The Vendor is determined to possess prior negative experience, pursuant to NJ.S.A.

40A:ll-4b;
c) If the Purchasing Agent, at his sole discretion, deems it advisable to do so m the best
interest of the City;
d) If conditions, limitations or provisions are attached by a Vendor to its Proposal, if
Proposals are otherwise irregular or if the enclosed or accompanying documents are not
completed and properly executed;
e) If the Vendor does not own sufficient or satisfactory equipment to perform the work, or if
the Vendor does not have sufficient staffing resources to perform the work;
f) The submission by the Vendor of false mformation as to its years of experience shall
result in the automatic rejection of the Proposal;
g) Where a Proposal is extremely inconsistent with the industry's standards, such Proposal
shall be considered irresponsible and the City shall reject such Proposal. The
determination as to the industry standards shall be made by the Purchasing Agent and

shall be kept on file by the Purchasing Agent;
h) If more than one Proposal is received from an individual, firm or partnership, corporation
or association under the same name;

i) Multiple Proposals from an agent representing competing Vendors.
2.23 Single Contract Award
This contract, if awarded, will be awarded to a single Vendor or business entity that will be

Page I 11

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
considered the prime Contractor. Vendors should therefore review Section 3.6 and ensure that
their respective subcontractors and/or business partners meet the requirements specified. It is not
the City's responsibility to manage Vendor's internal agreements.
2.24 Non-submission of Proposal
L-i keeping with the City's policy of evaluating and updating purchasing procedures, it is
requested that Vendors who do not submit proposals, complete and return the Non-Submission
of Proposal form contained in Section 10 of this document.
2.25 Open Public Records Act (OPRA) and Proprietary Information
Although item 2.14 indicates that all proposals will become public information, it is understood
that OPRA contains 'exceptions for "trade secrets and proprietary commercial pr financial
Information obtained from any source" and "information which, if disclosed, would give an
advantage to competitors or bidders." Therefore, prospective Respondents shall submit two (2)
clearly marked versions of their proposals. One version is to be a complete version to be used by
the City for evaluation. The second version should contain redactions of legitimate trade secrets
and proprietary commercial or financial information" and/or "information which.. .would give an
advantage to competitors or bidders". This second version will be provided to persons submitting
Open Public Records Act (OPRA) requests for information relating to this solicitation. Failure
to provide two clearly marked proposals will mean that the Respondent agrees that_the_
single version provided does not contain trade secrets or proanetary information and may

be released pursuant to OPRA requests.

Page   12

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016

SECTION 3: CONTRACT SPECIFICATIONS
3.1 General

The Municipal Council of the City will either authorize the award of the contract or reject all
Proposals received within sixty (60) days after the formal opening of Proposals except that the
Proposals of any Vendors who consent thereto, may, at the request of the City, be held for
consideration for such longer period as may be agreed. The acceptance of a Proposal will be a
notice in writing signed by the Purchasing Agent and no other act shall constitute the acceptance
of a Proposal.
3.2 Non-appropriation of Funds
Contract may be terminated in the event ofnon-appropriation of funds with no penalties, and no
damages, whether at law or in equity, against the City.
3.3 Single Point of Contact/Account Representative
Vendor must provide name, telephone and resume of government account representative who

will be the City's single point of contact and describe company support available to said contact.
3.4 Down Payment/Security Deposit
The City will not pay any down payment or security deposit.
3.5 Term of Contract
This contract will be awarded for a term of two (2) years commencing on the date that the
contract is signed by City officials. The Vendor is expected to complete the work required-by the
contract by December 31, 2017 in order to comply with the order issued on April 4 ,2016 by the
acting Director of the Division of Taxation in the New Jersey Department of the Treasury that is
attached as Item M.
3.6 Subcontracting
The Vendor shall agree not to assign, subcontract or transfer any part of this contract without the
prior written consent of the City. •
The Vendor awarded this contract shall be considered the prime Contractor who will be the sole
point of contact with regard to contractual matters and the prime Contractor will be required to
assume sole responsibility for the delivery of goods and services stipulated in the Proposal.

Page   13

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real .Property DUE DATE: June 28,2016
Payment will be made only to the prime Contractor.
The prime Contractor is responsible for assuring subcontractor compliance with all terms and
conditions of this Proposal. The prime Contractor will assume sole responsibility for any
payments due the subcontractor(s) under this contract.
If any part of the work is to be subcontracted as part of the proposal, the City reserves the right to
reject the proposed subcontractor and/or modify both the work to be subcontracted and the
proposed agreement. The requirements as outlined in this Proposal for the prime Contractor also
apply to .any subcontractors. All contractual agreements must be approved in advance by the
City's Business Administrator or his designees. Any proposed changes in approved
subcontractors during the term of the contract require the prior approval of the Business
Administrator or his desi'gnees.
The Vendor will supply the following detailed information concerning any subcontractors
proposed to be used during the term of the contract:
a) Name and Address of subcontractor(s).
b) Detailed description of goods and services to be provided by each subcontractor.
c) Detailed resumes for subcontractor personnel assigned to the project that demonstrate the
individuals) knowledge, ability and experience as it relates to your proposal.
d) Documented experience of the subcontractor in successfully performing work on
contracts of a similar size and scope to that required by this Proposal.
e) Copies of business registration certificates (BRC) for all subcontractors
I

3.7 Disputes
The City and Vendor agree that in the event of a dispute arising under the Agreement, whether
involving law or fact or both, or extra work, or claims for additional compensation or claims for
alleged breach of contract, the parties agree to the following:
. a) All such disputes shall be reported to the Business Administrator or his designee within

Page j 14

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
48 hours of commencement of such dispute. Vendor shall submit a detailed claim with
such specificity to provide the Business Administrator with an intelligent basis for
resolving the dispute.

b) Any claim not presented within the time limit specified m this paragraph shall be deemed
to have been waived except that if the claim is of a continuing character and notice of the
claim is not given within 48 hours of its commencement, the claim will be considered
only for a period commencing 48 hours prior to the receipt by the City of notice thereof.

c) Each decision by the Business Administrator will be in writing and will be mailed to the
Vendor by registered or certified mail, return receipt requested, directed to his last known
address.

d) If the Vendor does not agree with a decision of the Business Administrator, It shall in no
case allow the dispute to delay the work, but shall notify the City promptly that it is
proceeding with the work under protest.
e) In the event of disputes involving non-monetary issues, the Business Administrator's
decision shall prevail. The Business Administrator, m his decision, may. conduct such
fatt finding as he deems necessary in order to resolve the decision.
3.8 Termination
Whenever the City determines that the successful Vendor for the contract is unable to provide
adequate services to the City due to the inability of the Vendor to meet the demands -of said
contract, the City may give written notice of the lack of adequate services to the Vendor, and
give the vendor sixty (60) days to correct the inadequate services. If the vendor fails to do so
within the allotted time, the City may terminate the contract.
If the Vendor shall fail to fulfill in a timely and proper manner its obligations under this
agreement, then the Business Administrator shall thereupon have the right to terminate this
agreement by giving written notice to the Vendor specifying the effective date of such
termination.

The City has the right to declare the Vendor in default under the following circumstances:

Page 115

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
a) If the work to be done under this contract is abandoned.
b) If the Vendor assigns or sublets the work otherwise than as specified. c) If the Vendor fails to or refuses to regard laws, ordinances, regulations, and such orders
as given by the City with respect to the work.
d) If the Vendor is adjudged bankrupt or makes an assignment for the benefit of creditors.
e) If the Vendor violates any of the provisions of this contract or shall not perform the same
in good faith.
Any violations of these RFP specifications shall render the Vendor non-compliant and shall be
legal grounds for contract cancellation.
The Vendor shall be liable for any and all property loss suffered by or occasioned to the City due
to negligence of the Vendor durmg the term of the contract, which shall be legal grounds for
cancellation of the contract.

Should a dispute arise, and if, after a good faith effort at resolution, the dispute is hot resolved,
either party may terminate the contract by providing sixty (60) days written notice to the other
party. Regardless, the City reserves the right to cancel the contract by providing sixty (60) days
written notice to the Revaluation Firm.
3.9 Time for Executing Contract
Any Vendor whose Proposal is accepted will be required to execute four (4) copies of the
Contract and furnish satisfactory Certificates of Insurance to the City within ten (10) working
days after notice of acceptance or prior to the execution of the Contract by the City.
The rights and obligations provided for in the Contract shall become effective and binding upon
the parties only with its formal execution by the City. Any work started or materials delivered
prior to said execution of Contract shall be at the Vendor s risk.
3.10 Acquisition, Merger, Sale and/or Transfer of Business, etc.
It is understood by all parties that if, during the life of the contract, the Vendor disposes of

Page   16

 CITY OF JERSEY CITY, NJ
DEPARTMENT:

REQUEST FOR PROPOSALS

PURPOSE: Revaluation of Real Property

DUE DATE: June 28, 2016

OFFICE: Office of the City Assessor

his/her business concern by acquisition, merger, sale and or/transfer or by any means convey
his/her interest(s) to another party, all obligations are transferred to that new party.
In this event, the new Owner(s) will be required to submit all documentation/legal mstrmnents
that were required in the original Proposal/contract Any change shall be approved by the City.
3.11 Provisions Required by Law Deemed Inserted
Each and every provision of law and clause required by law to be inserted in this Contract shall
be deemed to be inserted herein and the Contract shall be read and enforced as though it were
included herein and if, through mistake, or otherwise, any such provisions is not inserted or is not
con-ectly inserted, then upon the application of either party, the Contract shall be physically
amended to make such insertion.

P^ge   17

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016

SECTION 4: WRITTEN PROPOSAL FORMAT
Proposals must address all information requested in this RPP. Proposals which in the judgment
of the City fail to meet the requirements of the RFP or which are in any way conditional,
incomplete, obscure, contain additions or deletions from requested information, or contain errors
may be rejected.
4.1 Mandatory Content
Each proposal submitted must contain the fifteen (15) sections described below:
1. Title Page
2. Table of Contents
3. Executive Summary

4. Background
5. Scope

6. Objectives
7. Project Approach
8. Project Organization
9. Project Work Plan (including project organization, critical success factors and risks)
10. Conflict of Interest
11. Key Dates & Deliverables

12. The City of Jersey City Responsibilities
13. Staffing
14. Assumptions
15. Timing'& Fees

16. Appendices/Other
The information requested by the sectional format described above is further defined.
4.1.1 Title Page
The Proposal should include a title page, which identifies the project; the Respondent's Firm,
name of the Respondent's primary contact, address, telephone number, facsimile number and email address.

Page I 18

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
4.1.2 Table of Contents
The Respondent's Proposal should include a Table of Contents, which lists the titles and page
numbers for each major topic and sub-topic contained in the proposal.
4.1.3 Executive Summary

This section should include a summary of the key points and highlights of the Respondent s
response and should discuss the pricing contained in the Proposal.
4.1.4 Background
In this section of the proposal, the Respondent should review their understanding of the business
drivers behind the City strategy.
4.1.5 Scope

In this section of the proposal, the Respondent should state what they believe to be the scope of
the intended strategy within the City. If there are any gaps between what the Respondent
believes should be the proper scope of the solution given all information known at the time of
this RFP, the Respondent should clearly state these gaps in this section and clearly mark these
concerns as such.

4.1.6 Objectives
In this section of the Proposal, the Respondent should state what they believe to be primary
objectives for each element of the plan. Respondents may choose to offer suggestions to the City
on how objectives for this type and size of a phased project should be measured throughout the
life of the implementation, to ensure success m delivery of every business priority.
4.1.7 Project Approach
A general discussion of the approach the Respondent is proposing should be contained m this
section. This should include detail of all assumptions being made to accomplish the desired
approach. A discussion of the high level tasks and key milestones should be described in this
section and tie directly or be referenced directly to deliverables in the work plan. Additionally,
Respondents should highlight any risks they deem to be significant enough in nature, which
could result in any priority specification within the project that would not be delivered on time,
and on budget.

Page   19

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property . DUE DATE: June 28, 2016
4.1.8 Project Organization
The Respondent should detail in this section, the organizational structure it believes necessary to
accomplish each phase of the project within the desired timeframe and budget. Each phase s
organization should consider both Respondent and the City's resources. Support of, and
utilization of Minority and Women Owned Business Enterprises, consistent with the City s
policies, shall be described.
Minimum qualifications for each role should be identified. In addition, the time commitment
(both percentage and number of hours) for each resource, based on the priorities defined for in
the Business Requirements, should be clearly stated.
4.1.9 Project Work Plan
In addition to providing a high-level project work plan, this section should describe each of the
proposed phases, activities and tasks that the City should execute to achieve success. In addition
to the tasks, it is assumed that the Respondent will identify the resources needed to complete the
associated task, and that the resource identified will have been included in the project
organizational structure. All assumptions that were made to complete the project plan should be
documented in this section.
The work plan should present a picture of key activities, milestones, key dates, etc. necessary to
deliver this project. The City realizes that each Respondent brings its own methodology and
work plan.

4.1.10 Conflict of Interest

The Firm shall:
• State and describe any potential conflict of interest or appearance of impropriety,
relating to other clients of the firm, or directors or employees of the City, that could
be created by providing services to the City;
• Indicate what procedures will be followed to detect and notify the City and to resolve
said conflicts of interest;
• Indicate any pending litigation and/or regulatory action by any oversight body or
entity that could have an adverse material impact on the firm's ability to serve the

City;
• Indicate if the firm has ever had a prior contract with any governmental entity
terminated for any reason, and provide an explanation;

Page   20

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property • DUE DATE: June 28, 2016
• Indicate whether there is any commissioner and/or employee of the Hudson County
Board of Taxation, and any employee of the City who has any interest whatsoever,
directly or indirectly, as an officer, stockholder, employee or any other capacity in the
Firm.

The Fmn, its parent company and/or subsidiaries, if any, shall not be permitted to represent any
property owner and/or taxpayer filing a tax appeal with respect to the revaluation completed by
the Firm.
4.1.11 Key Dates & Deliverables
This section should present a summary of key dates, milestones and associated deliverables
found in the work plan. A description of what the City should expect to see and/or receive on the
associated date should be described and/or presented as examples. The Contractor or Vendor will
deliver completed revaluation by December 31,2017.
4.1.12 Jersey City Responsibilities
In this section, the Respondent should clearly describe any assumptions relating to the
responsibilities and/or commitments the Respondent is expecting of the City throughout the life
of this project, other than the responsibilities described in Section 5.5 of this RFP.
4.1.13 Staffing
A discussion of the project team that "will be utilized should be contained in this section. The
City requests that as part of the discussion here, the Respondent state exactly the role the
proposed Respondent team member will assume on each phase and detail the qualifications for
the role that the team member possesses.
4.1.14 Assumptions
In this section. Respondents should state any assumptions being made relating to any part of the
proposal or project sb'ategy.

Page   21

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property • DUE DATE: June 28,2016
4.1.15 Timing and Fees
In this section, please describe the timing and associated fees the Respondent is proposing for the
implementation. Respondents should be sure to include all expenses associated with delivery,
including professional fees. If this section is not included or is incomplete, the City will assume
that the Respondent will accept a lump sum payment following acceptance of final deliverable.
It is important to note that pursuant to N.J.S.A. 40A:5-16, the City is prohibited from
paying for goods or services before they have been provided. Therefore, any proposals
which specify payment upon contract signing will be deemed unresponsive and rejected.
4.1.16 Appendices/Other
This section should include at a minimum: Consultant qualifications, references and resumes.
If Respondents feel that other materials are necessary (such as promotional literature, white
papers, etc.) they should provide them In a separate document clearly labeled "Additional
Materials". Note that these materials may or may not be reviewed by all evaluators and will not
be part of the official evaluation.
Finally, any out-of-scope .services not covered in other sections should be included here. A
description of the personnel likely to be involved, and the resources brought to bear (including
costs and/or hourly rates) must be provided.
4.2 Required Forms
Section 10 contains forms which are required to be submitted with each proposal. These forms
are statutory and/or adminisb'ative in nature and for the most part, self-explanatory.

Page   22

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: ' OFFICE:' Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016

SECTION 5: SCOPE OF SERVICES, REQUIRED TERMS OF CONTRACT
5.1 Program Details
The City is seeking sealed bids from a N.J. State approved "Revaluation Firm" for
revaluation of all real property in the City of Jersey City. As of January 10, 201 6, the City of

Jersey City had:

CLASS 1 & 2 PROPERTIES: 46,033
CLASS 4A, 4B & 4C PROPERTIES: 5,687
CLASS 15A-15F EXEMPT PROPERTIES: 9,760
CLASS 5A & SB RAILROAD: 347
TOTAL LINE ITEMS: 61,594
All work shall be completed in a timely manner in order for the new assessment to be
certified for use in the 2018 tax year. All bids shall conform to this specification and to the
standards set forth in the laws of the State of New Jersey and the Directives of the Director,
Division of Taxation, Department of the Treasury. The Revaluation Firm must begin work,
as soon as the contract is approved by The Division of Taxation.
The award of this contract will be made to the qualified Revaluation ?m(s) best
meetins the specifications and requirements set forth in this RFP.
It is understood that a certain amount of money will be made available for the work
proposed, and that the actual work to be performed and the materials to be furnished may be
increased or decreased to bring cost of the work within the amount available to the City of
Jersey City and the City may award the work on a per item basis and/ or in phases.
It is further understood that the prices herein bid and the lump sum are to remain firm for the
duration of this project.
The City urges prospective qualified Revaluation Firms to tour the City of Jersey City before
submitting a bid.

Page I 23

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: • OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
Bids are to be submitted to the Purchasing Agent as specified and included with this bid. No
bids will be accepted after that tune. Names of qualified Revaluation Firms and associated
costs will be read publicly at that time.
The Revaluation Firm must advise if its company, corporation, any former corporate
identities or parent company has previously been or is currently involved in any fonn of
litigation or arbitration concerning any of its services, m order for It to be considered for

eligibility, and it must disclose the full details of the actions/suits(s).
5.2 Contract Approval
1. This contract is contingent upon approval of the Directors of the Division of Taxation,
Department of the Treasury, and Department of Community Affairs, and the Hudson
County Board of Taxation.
2. No change will be permitted in this contract except upon the mutual consent of the
Revaluation Firm and the City, and the written permission of the surety company (if
necessary) and the Director of the Division of Taxation, Department of the Treasury.
5.3 Conflict Of Interest and Confidentiality
1. No commissioner or employee of the Hudson County Board of Taxation and assessor of a
taxing district within Hudson County shall have any interest in the Revaluation Firm.
2. The Revaluation Firm- and its parent company and subsidiaries, if any, shall not represent
any property owner or taxpayer filling a tax appeal with respect to the revaluation
completed by the Revaluation Fmn during the term of this project up to and including the
defense of tax appeals as delineated in Section 5.11.
3. In the event the Revaluation Firm or any officer, employee, or staff member of the Firm
owns an mterest in real property situated witl-im the City of Jersey City, the Revaluation
Firm, employee or staff member shall disclose in writing to the City Assessor the name,
address, block and lot number of the property owned within ten (10) days after learning
the conflict.

Page  24

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
4. The Revaluation Firm agrees not to disclose to anyone, except the Assessor, the Hudson
County Tax Administrator and the Director of the Division of Taxation, Department if
the Treasury, for any purpose, or to permit anyone to use or pursue any of the data on
file, in connection with the revaluation. Any confidential information supplied to the
Revaluation Firm and not be subject to public disclosure. At the conclusion of the project,
all such information shall be turned over to the City Tax Assessor.

5.3 Personnel & Qualifications
The principals of the Revaluation firm and the employees of the Firm directly engaged in
municipal revaluation programs in this state wishing to submit a bid shall meet the following
minimum requirements:

1. Principals shall have a minimum often (10) years of practical and extensive appraisal
experience in the valuation of all (4) classification of property. At least five (5) years of
. this experience shall have been in the mass appraisal field and have occurred within the
past seven (7) years.
2. Supervisors shall have a mmimum of five (5) years of practical and extensive appraisal
experience in the appraisal of the particular type of properties for which they. are
responsible; Three (3) years of this experience must have -been in the mass appraisal field
and occurred within the past five (5) years.
3. Field personnel, building enumerators and listers shall have received a minimum of 150
hours of in-service training pertaining to their particular phase of work and shall be
generally aware of the other phases of the revaluation project before starting actual field
work. All field persons shall be over 21 years of age and a graduate of a secondary
school.

4. Personnel determining final land values shall meet the qualifications prescribed for
supervisors m direct charge of work.
5. All personnel involved in valuing the commercial, industrial, and multi-famUy (five or
more) units must show proof of expertise in the -valuation of income producing
properties. Field personnel, building enumerators and listers shall have a minimum of two

Page   25

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
hundred (200) hours of in-service training pertaining to their particular phase of the work
and shall be generally aware of other phases of the revaluation project prior to starting
field work. All field personnel shall be subject to written test of basic general skills
relating to their functions, if so required by the Hudson County Tax Board Administrator
prior to starting work on the subject project. A minimum of twelve (12) listers shall be
provided during the field date collection phase of this project so as to meet the project
completion schedule as delineated in other sections of these specifications.
6.. The Revaluation. Firm shall submit with this bid resumes outlining the qualifications of
each principal, supervisor, land valuator, and commercial, industrial or. multi-family
valuators that will be responsible or involved with this project. The resumes should, at a
minimum include the names, residential addresses, education and prior experience of
each individual. In addition, the Revaluation Firm shall submit to the Tax Assessor and
the County Tax Board Administrator resumes of all other field personnel assigned to this
project, at least two weeks, before work is started by any employee.
7. The Revaluation Firm shall designate a qualified and responsible principal or employee
to be "Project Supervisor" and to oversee the overall operation of the firm's staff for the
entire project. (Complete "Appendix B-l").The "Project Supervisor" shall have at least
ten (10) years of experience in mass -appraisal work and at least five (5) years in the
capacity of a reviewer. In addition, there should be one (1) "Field Supervisor" for no
more than six (6) filed data collectors. These designated individuals shall make
themselves available to the Tax Assessor and/ or the County Tax Board Admmistrator for
consultation throughout the project. Any change of a designated supervisor requires prior
written approval of the Tax Assessor.
8. The Revaluation Firm shall require all personnel performing work on this project to
authorize a background investigation of said- employee by submitting a release as
attached to this contract as "Appendix C". This investigation shall include a National
Criminal Information Center Report (NCIC), driver's license reviews, drug and alcohol
test and police check which shall be at the expense of the Revaluation Firm.
9. Upon written notice to the Revaluation Firm, the Tax Assessor may request additional
personnel be assigned to any phase of this revaluation project in order to meet the agreed
upon schedule of any project work as attached hereto. Noncompliance with this request is

Page   26 .

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
considered grounds to Invoke, on a per diem basis, a penalty for liquidated damages,
which is to be $150.00 per day. The liquidated damages are to be deducted from
payments owed to the Revaluation Firm.
10. Any change in personnel employed under this contract shall be submitted in writing to
the Tax Assessor and to the County Tax Board Administrator.
11. Personnel shall both present and conduct themselves in a professional and courteous
manner at all times. Upon written notice to the Revaluation Firm, the Tax Assessor and
or the County Tax Board Administrator may require the removal of any person form this
project whose work or appearance is unsatisfactory or has conducted him or herself in an
unprofessional manner.

5.4 Additional Requirements

The Revaluation Finn shall submit with their bid the following:
1. A list of their clients for which community wide revaluations have been performed in the
past ten (10) years including their names, addresses and phone numbers.
2. A statement regarding the adequacy of their financial resources.
3. Samples of property record cards proposed for the various classes of properties to be
appraised in the City of Jersey City.
4. Samples of supportive material used in the appraisal of income producing property in
other municipal wide revaluation projects.
5. Samples of commercial, industrial and apartment appraisal reports.
6. Samples of public relations material.
7. A report of any litigation resulting from appraisal projects the Revaluation firm has been
engaged in during the past ten (10) years.

Page  27

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property . DUE DATE: June 28,2016
8. A proposed chronological schedule of work and associated cash flow schedule.
The successful Revaluation Firm shall be required to fLimish the following:
9. The Revaluation Firm shall furnish all office equipment.and supplies, approved property
record cards, measuring equipment and or tapes, computers, as well as a sufficient
number of computer lines for encoding at their expense, calculators, machines and other
office supplies required in connection with the Revaluation.
10. The city of Jersey City requires a photograph taken in a digital format of the front and
rear of all improved properties with a date imprinted on each photograph. All digital
photographs shall be ODBC Compliant as well as be indexed by block, lot and qualifler
and integrated into the City's database and thereby become property of the City of Jersey
City and part of each property record.
11. Prior to the commencement of field work, the Revaluation Firm will supply to all of its
field personnel botti identification cards and letters of introduction that are acceptable to
City of Jersey City. At a mmimum the identification cards are to contain a current
photograph of the employee and their full name and it must be worn at all times on the
outside of their clothing.
12. The Revaluation Firm will supply the Tax Assessor with drivers' license number, vehicle
license plate numbers and make of vehicle or vehicles that will be used by field personnel
on this project.
13. The Revaluation Firm shall provide adequate telephone service throughout this project so
as to handle any inquiries by interested persons at the Firm's expense. Prior to mailing
notices of valuation, the Firm shall have a minimum of three (3) maimed in coming
telephone lines, utilizing a local exchange number to accept inquiries from taxpayers
during normal business hours. The City has the irrevocable right to deduct $100.00 per
day as liquidated damages from any funds due if the Revaluation Firm fails to comply
with this requirement. The Tax Assessor shall be provided with a list of telephone
numbers being used by the Finn's personnel in order to maintain communications
between all parties.

Page  28

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
14. The Revaluation Firm shall purchase and install the latest windows based Marshall &
Swift Valuation' Commercial Estimator Program on the Tax Assessor's networked
computers in cooperation with the City's Information Technology Department.
15. Submission of Work - Periodically throughout this project, after data is collected and
verified by the Revaluation Firm's supervisors), it shall be entered into the Revaluation
Firm's computer system. Said computer system must be compatible with the City's
computer system for entering and using data must be totally converted at the revaluation
firm's expense of" the Revaluation Firm. Said verification of the compatibility of the
Firm's computer systems shall be demonstrated to the satisfaction of the Tax Assessor
before the project is started.
;

16. The Revaluation Firm shall be responsible for valuation for all new construction up to
and including the date of taxpayer hearing. If a building under construction at the time of
the field investigation, a notation to that effect shall be placed on the computerized
appraisal system so that it can be retrieved in an expeditious manner for further review.
Prior to fmalization of values, a field review shall be made of these incomplete property
improvements. Upon review, if the construction is substantially completed for its
intended use, the value shall be determined as if it were complete. Should construction
not be substantially completed, the Revaluation Firm shall consult with the Tax Assessor
to determine the procedure in order to apply the appropriate valuation.
17. Program Progress Reports - The Revaluation Firm shall provide a schedule of all project
work, including anticipated dates of, completion of all phases of the project, to the Tax
Assessor and County Tax Board Administrator, prior to awarding the contract, on a form
prescribed by the Taxation. Thereafter, on or before the 20 day of each month, a
detailed status report and supporting documentation outlining progress shall be submitted
to the Tax Assessor and the County Tax Board Administrator-until completion and
acceptance of the project. Computer generated spread sheets utilizing tlie Excel format
are to be used for this Compliance Plan report.
5.5 City of Jersey City's Responsibilities
The City shall facilitate the Revaluation Finn's performance by providing the following:

Page   29

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: , OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property . DUE DATE: June 28,2016
1. An appropriate number of copies of a current tax map of the City, as approved for the
revaluation project by the Property Administration, Engineering section of the Division
Taxation, of the State of New Jersey.
2. Access to all pertinent records of the City Assessor's Office including; filed books, sales
records, deeds and SR-1A forms. Electronic property record data, as well as copies of
existing property record card files, will be made available, but only to facilitate the
Revaluation Firm in the verification of data collected by field personnel. The Firm shall
not remove any electronic date, records, maps, ordinances or documents from the Tax

Assessor's Office without the Assessor's written permission.
3. Letter of introduction to all Field inspectors and field personnel to facilitate their access
to properties.

4. A mailing list of the City's property owners, pursuant to the most recent update of the
City's MOD-IV Systems. (One (1) copy).
5. A suitable location within the City for holding the informal taxpayers reviews.
6. Copies of all new "Approved" Final Subdivisions as well as copies of all new subdivision
plans until October 1,2017 so they maybe included in the Revaluation.
7. The Revaluation Firm will provide all office equipment, property record cards, measuring
tapes, machines and supplies required in connection with the revaluation. The City will
only supply the Revaluation Firm with a suitable space for the informal valuation
reviews.

5.6 Scope Of Work And Method
The Revaluation Firm shall value all real property, land and improvements within the City of
Jersey City including exempt property. This shall include all real property in the process of being
constructed or altered while the revaluation project is underway.
The Revaluation Firm shall appraise all real property, land and improvements in the City of
Jersey City utilizing the three customary, recognized approaches to value wherever applicable.

Page   30

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
These approaches are the cost, the sales comparison and the income capitalization approaches to
value.

The Revaluation Firm in conjunction with the reporting said values shall prepare real property
identification material on individual record cards similar in form and content to those illustrated
in the most current "Real Property Appraisal Manual for New Jersey Assessor". Approval shall
be obtained in writing from the Tax Assessor for the specific property record cards to be used. At
completion of the valuation process they must be arranged in Block and Lot order. A cross index
machme block and lot with property locations shall also be provided and reverse index of
property locations and theh- matching block and lots.
Prior to the inspection of any type of property, the Revaluation Firm will post all sales which
have occurred within the past three (3) years to one copy of the municipal tax maps. Class 1Vacant Land sales will posted in black; Class 2- Residential sales in red; and all Class 4Commercial sales in blue; Class 15 sales will be further identified in green.

CLASS 1 - VACANT LAND
1. The Revaluation Firm shall prepare a land value map of the City of Jersey City, including
neighborhood unit values and identifying land values used within each neighborhood for
both buildable and non-buildable residential lots and all other excess land; open space
and preserved land; assigned railroad parcels; and buildable and non-bulldable
commercial, industrial and apartment land and lots where applicable. The Revaluation
Firm shall also furnish to the Tax Assessor the detailed data which was used to arrive at
the units of land value that serves to substantiate these values. One copy of the land value
map shall then be "overlayed" with the previously prepared sales map and another copy
will be returned to the Tax Assessor together with the notations showing values assigned
to land throughput the municipality prior to the fmalization of any property values.
2. The Revaluation Firm shall inspect and appraise each parcel of vacant land based upon
the front foot, square foot, acreage, site value unit, or combination thereof, as may be
appropriate in their judgment and subject to the consent of the Tax Assessor.
3. All vacant land valuations are to be made according to the standards and procedures
provided m the most current Real Property Appraisal Manual for New Jersey Assessors.

Page 1 31

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: - . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
4. All persons determining final land values shall meet the qualifications for supervisors in
direct charge of work.

CLASS 2 - RESIDENTIAL PROPERTY
1. The Revaluation Firm shall inspect the interior and exterior of all Class-2 residential
property including all accessory structures and outbuilding, including those structures to
which no value sis ascribed. Each building and improvement shall be accurately
measured, diagrammed, photosraphed and be identified by style/type of structure.
Said inspection shall also result in a list of component parts including, but not limited to:
a. The quality of construction;
b. The class of construction;
c. The story height of each section;
d. Physical depreciation;
e. Functional obsolescence;
f. Locational, or economic obsolescence;

g. Number of living units;
h. Age of the stmctire and year built;
i. Overall condition;
j. Owner or tenant occupancy defined with verified rental income;
k. Foundation type and material;
1. Basement area, crawl space and/ pr slab;

m. Finished basement areas and described use;
n. First floor are and upper floor areas;
o. Finished and unfinished attic area;
p. Finished and unfinished half story area;
q. Exterior wall construction;
r. Brick or stone masonry veneers;
s. Measure and describe any exterior bay windows, dormers, etc;

t Roof type and roof cover material
u. Floor structure and material;

v. Degree of interior finish;
w. Heating, ventilation and air condition source, type and area serviced;
x. Number, quality and height of fireplaces;
y. Number and type of rooms;
Page   32 ,

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: • . OFFICE: Office of the City Assessor

PURPOSE-: Revaluation of Real Property DUE DATE: June 28, 2016
z. Number and quality of bathrooms and their fixtures;
aa. Number and quality of kitchens including built-in kitchen appliances;
bb. Modernization ; or age of kitchen and bathrooms;
ec. Location and description of any other plumbing fixtures, such as wet bars
dd. Decks, porches, patios, terraces and balconies: measured and described;
ee. garages, carports, sheds, or other yard improvements, including dimensions,

description dimensions, description and their location relative to the main structure;
ff. built-in pool including' area and description and any associated real property
improvements.

gg. any other and all items and amenities that would significantly affect the market value
of the property, including low and moderate restrictions
hh. front and rear photo of any improvement;
ii. deed restricted, condominium, LEEDs and historic designations
*ANOTE: All finished and unfinished areas are to be actual measurements.
2, All, Class 2 building diagrams must be computer generated.
3. All of the available information shall be printed on a property record car acceptable to
the City's Assessor.

4. Where more than one property card is reqmred, all shall be assembled and properly
labeled.
5. Each property record card shall identify the individual making the inspection and set
forth the date when the interior inspection was made. A signature of the owner or tenant
should be obtained, if possible.
6. All residential property values shall be computed according to the standards provided
in the most current Real Property Appraisal Manual for New Jersey Assessors, together
with all updates, as approved by the NJ Division of Taxation.
7. An income analysis of each rental property must be included with each rental property
record card.

CLASS 4 - COMMERCIAL PROPERTY
1. The Revaluation Firm shall physically inspect the interior and exterior Class-4
commercial property including all accessory structures and outbuildings, including

Page   33

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property , DUE DATE: June 28, 2016
those' structures to which no value has been ascribed. Each building shall be
accurately measures, photographed, and diagrammed. The Sketch produced shall
clearly delineate the various sections of each building and describe the type of use,
finish and occupancy, together with a breakdown of applicable area calculations and
story height. Where the commercial structure involves multi-unit tenancy, the sketch
shall clearly delineate the separate units within the facility, and identify the various
tenants and the terms of their leases as of the date of inspection. Finally, where there
are multiple structures located on a property, an overall sketch plan of all structu-es
will be either provided or drawn.
2. In addition to the items enumerated under the "Residential Property" section of this
document, additional items (if applicable) shall be noted on the commercial property
record cards:

a. electrical system;
b. fire, burglar, security system;
c. overhead door, loading docks, canopies;

d. paved parking area and number ofparkmg spots;
e. drive-thru windows, pneumatic tibes, vaults'

f. sprinkler system and type;
g. lighting systems (interior and exterior);
h. structural framework;

i. mezzanine and finish;
j. crane ways;

k. Any other item that would affect the Market Value of the property; and front and
rear photographs.
1. LEED certifications
m. Solar panels, billboards, towers, including sizes and descriptions and related
income.

3. Where applicable, the Revaluation Firm shall provide analysis of income and
expenses, and capitalize the Net Operating Income into an indication of value by the
Income Capitalization Approach. Such analysis is to be completed in an "Excel" format
acceptable to the Tax Assessor with the supporting analysis and documents for the rates
and ratios used in the calculations for the Income Approach.

Page   34

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: . OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
4. In addition to the Income Capitalization Approach, all apartment complexes containing
more than five (5) units shall require a report describing the unit types, building layout,
depreciation and obsolescence and any other Approach.
5. All commercial, industrial and apartment structure shall also be values via the latest
version of the (computerized) Marshall and Swift Commercial Cost Estimator Program
and saved to computer discs or drives that will become the property of the City of Jersey
City at the completion of the. revaluation proj ect. .

CLASS 15- EXEMPT PROPERTY
1. The Revaluation Fh-m shall physically inspect, measure, diagram, photograph and list
all land and structural components of all Class 15 Exempt properties on record cards
approved by the Assessor, using the same standards as non exempt parcels.

2. All Class 15 Exempt residential parcels shall be computed according to the standards
provided in the Real Property Appraisal Manual for New Jersey Assessors, using the
same standards as non exempt parcels listed in this document.
3. All other Classl5 Exempt structures shall be valued via the latest version of the
.computerized Marshall and Swift Commercial Cost Estimator Program and saved to
computer discs or drives that will become the property, if the City of Jersey City at the
completion of the revaluation project.
4. The Income Capitalization Approach to value shall also be used in analyzing all Class
15 properties in the same manner as non exempt parcels and as described herein.
\

PROPERTY INSPECTION
Prior to the beglimmg of field inspections, the revaluation company's project manager, and any
company representative(s) necessary will ride throughout the City with the Tax Assessor to
discuss the delineation ofneighborhoodsA^CS's, valuation peculiarities, demographics and other
salient valuation criterion as required to thoroughly consider all factors necessary in. establishing
fair, equitable and uniform assessments throughout the City.
The City of Jersey City will not be responsible for providing security protection for the
Company's personnel during any field activities connected with this Contract. The Company is
not restricted in any way from providing such security as they feel necessary at their own
expense.

Page 135 • ,

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: • OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property • DUE DATE: June 28, 2016
Prior to the commencement of field inspections, notice of initial inspections shall be mailed to
individual property owners advising owners that field inspectors will be in their neighborhood at
any given dates. All field inspectors, including the projects manager(s), must have an active
cellular telephone or other personal communication device so as to be easily reached if the need
arises. A list of names and cellular telephone shall be provided to the Tax Assessor.
This contract requires the measurement, inspection and verification of 100% of the exteriors and
no less than 75% of the interiors of all properties within the City. This requirement includes all
taxable, tax-abated and tax exempt properties. A careful inspection of each parcel shall be made
after 9:00 AM but before 7:00 PM on any day, Monday through Saturday.

The Company shall notify the Jersey City Police Department of the location(s) of their field
inspectors and their activities monthly.
All Company personnel assigned to the project shall wear an identification badge issued by the
City of Jersey City Police Department, which shall contain an up-to-date photograph of the
employee. This identification tag must be worn at all times on the outside of their clothing and
conspicuously displayed. Personnel shall present themselves in a neat and clean manner and shall
conduct themselves in a professional and courteous manner

All residential structures are to be measured with a measuring tape and/or a state of the art
measuring device. No measuring sticks will be permitted to be used. A measuring wheel may be
used for on site improvements (parking lots) and large Class 4 buildings,
At the time of the property inspection, if an owners/occupant is not available, a calling card shall

be left in a conspicuous place (NOT ES[ ANY MAILBOX) indication the date and time of the
second inspection. This card shall include a contact telephone number and an e-mail address
should the City of Jersey City/occupant desire to make other inspection arrangements. The type
and design of said card is subject to the assessor's approval. The date and time of the second
inspection shall be substantially different from the original inspection (Not same day, etc.) .
If the City of Jersey City occupant is not available at the time of the second inspection, a second
calling card shall be left m a conspicuous place indicating that the field inspector has attempted
two visits and request the City of Jersey City occupant to either return the card or telephone a
^iven number or send an e-mail to arrange for an interior inspection This card shall include
information advising that the assessment data will be estimated as required unless an interior
inspection is arranged. The exact language shall be reviewed and approved by the Tax Assessor
prior to release.

Page   36

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
In cases where no entry is possible after three (3) attempts or an owner/occupant refuses to either
set a mutually convenient appointment or allow entry to the premises, the Company shall assess
that particular property at its highest reasonable value using professional appraisal methods and
data available. In no event shall a card be left requesting the City of Jersey City occupant to fill
in information. The Company shall notify the Tax Assessor in writing of these refusal(s) and
estimations on a monthly basis. The electronic CAMA record shall reflect whether or not an
interior inspection was made and whether it was a refusal or estimate. Upon the completion of
the inspection phase of the revaluation project the Company shall provide the assessor with a
separate listing of all properties in block and lot order of all properties where estimates were
prepared. Additionally, the percentage of successful interior inspections completed by the
Company shall be provided to the assessor m accordance with this contract.
The Company shall immediately notify the Tax Assessor of any properties not found in the
current tax list but discovered as a result of their field inspection.
The type of construction will be recorded in the PRC Power Pad electronic data collection
system created by BRT Technologies, LLC ("BRT") via a pen based laptop computer each
component parts such as, but necessarily limited to, foundation, basement area, wall
construction, roof, floors, interior finish, heating system, fireplaces, kitchen (if updated or not)
and quality, plumbing, fixtu-es, including whirlpool.batlis, number of rooms, actual and effective
age, physical condition, physical, functional and economic depreciation and/or appreciation if
applicable, general quality of construction, rent (if rented), and sales data.
Each property data field inspector shall record their name or code of the person making the
inspection and the date of the mspection as well as obtain the signature of the occupant verifying
that an interior inspection has been conducted in BRT's PRC Power pad electronic data
collection system. The signature of the party present at the time of inspection shall be requested
and any interior inspection(s). If the field inspector has doubt he should leave the card and/or
arrange to inspect the interior when a responsible adult is present. This restriction will be strictly
enforced and any violation will be just cause for the Tax Assessor to request that the employee
be removed from the project.
This Contract requires the Company's sole method of data collection to be BRT's PRC
Powerpad Electronic Data Collection Software utilizing pen based computer laptops in the
field.

Page   37

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
Every evening each field inspector shall upload their day's data collection into a system that is

compatible with a VITAL Computer Assisted Mass Appraisal System (CAMA) system by Vital
Services Group.

The format of the property record data collection card shall be as indicated on the City of Jersey

City computer system which is compatible with the VITAL CAMA System.
Properties which may be altered by building permits subsequent to field review but prior to
October 1, 2017 shall require a Microsoft Excel spreadsheet and shall be field reviewed by the
Company and provided to the Tax Assessor prior to fmalization of value.

A fmal (100%) drive-by visual field inspection is required and review of all land and buildings
be made upon completion of field and office computations by Company's Project Manager to
ensure accuracy of all data recorded on a hard copy of the computer data files. The purpose of
tills review will be to account for and adjust for factors which may have a direct bearing on the
market value of properties as well as to ensure a property's equitable relationship to surrounding
properties. This review shall be accomplished by the Project Manager along with the Tax
Assessor.

COMPUTER REQUIREMENTS:
The Company shall use a VITAL compatible CAMA system, VITAL's imaging system and
BRT's PRC Pcwerpad electronic "data collection system utilizing pen based laptop computers.
No substitutes will be allowed or permitted, nor shall the Company be permitted to convert
CAMA data from another vendor's software. The Company shall be responsible for paying
all line or service charge fees In connection with the CAMA operation.
The company MUST utilize a geographic information system (GIS) computer software program
that is capable of visualizing and analyzing the City's assessment information on amap and in
spreadsheets. The vendor will be expected to have proficiency in utilizing GIS and creating
maps and reports includmg (but not limited to): land formulas, recent sales, neighborhood
designations, FEMA flood map designations, historic properties, contaminated properties,
redevelopment districts, zoning districts, and land adjustments.
The Company shall computerize The Real Property Appraisal Manual of New Jersey, Third
Edition, Volumes I and It and any updates so to be able to generate computer data files for
residential properties.

Page   38

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
The Company shall, when utilizing the Cost Approach to determine value, the Marshall Swift
Commercial Estimator Valuation Computer Software program.
The Company shall, when utilizing the Income Approach to determine value of income
producing or potentially income producing commercial, industrial and apartment properties,
create a template using Microsoft Excel Software. The Company shall create an individual
property valuation data sheet on each property where the income approach is applicable. The
data sheet shall include all key data elements necessary to understand and estimate the value of
the property utilizing the income approach to value. The Company shall prepare written report
setting forth the factor used to develop the income approach valuation.
The Company shall, at the Company's cost, request income and expense statements (Chapter
91's), under the City letterhead, on any mcome-producmg properties by certified mail, return
receipt requested, pursuant to N.J.S.A 54:4-34 under the Tax Assessor's signature. The Company

shall transfer the data obtained to an Excel spreadsheet and shall deliver the spreadsheet to the
Tax Assessor.

The Company shall integrate CAMA system with the New Jersey Property Tax System MOD W
so that entry of data can be made directly into the taxing districts Master File. The system must
also be capable of producing the Added, Omitted, and Rollback Assessment valuation list(s) and
any other information deemed necessary by the Tax Assessor.
The Company in consultation with the Tax Assessor shall build the data base. The data files shall
include all items of information in connection with each property such as, but not limited to, the
block and lot number, owner's name and mailing address, property location, property
classification, zoning, land size, improvements mterior listing, age of improvements,
depreciation, pricing data for each improvement, and the final calculated values for land and
improvements.

Upon completion of the revaluation project, the Company shall turn over to the City of Jersey
City all programs and documentation utilized by or prepared by the Company or that will
necessary for the City of Jersey City maintain, update or expand the computerized appraisal
system.

Photograph/Digital Color Image Requirements:
The Company shall depict, at a minimum for every property at least one digital color image(s),
front of each property, one digital color image of any accessory structure, and one digital color

Page I 39

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: ' OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
image of any built In Pool. The Company shall also digital color images clearly depicting the
size and natire of any other structures that 'affect the value of the property on which such
structure is located.

All pictures shall be identified by corresponding block, lot, and qualifier (if. applicable) and the
Company shall provide a summary Ust/index of all photos taken and utilized as part of the
revaluation.

The Company shall take additional digital color photos necessary to identify a significant or
unique valuation attribute, characteristic or feature that exists on a property that Us a substantial
positive . or negative influence on the valuation of said- property. All such pictures shall be
properly and correctly identified.
The Company shall transfer all digital images from the digital cameras memory card 'to the
VITAL Image System which is integrated with a VITAL compatible CAMA system.
The Company shall be responsible for all costs, charges and fees for all the photographic
requirements.

The Company shall not release any of the photographs or digital data to any person or firm other
than to the City of Jersey City.
Websife:
The Company MUST utilize a website with a separate URL from the website that the City
maintains (http://www.jerseycitynj.gov). This website shall have general information about the
vendor's company, procedures, location(s) and employees. In addition, there shall be a separate
area (page or pages) devoted to the Jersey City revaluation. This separate area shall be updated
on a regular basis (as determined by the Assessor's office) and shall contain project status,
downloadable documents relating to the revaluation (GIS reports and maps, copies of the
introductory materials, income and expense forms, field inspector's information, and other
information as determined by the Assessor's office). In addition, property owners shall be able
to utilize the website to schedule appointments for inspections as well as informal hearings.

Page E 40

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
5.7 Public Relations
The Vendor shall, upon request, attend meetings with the Mayor, Business Administrator, Tax
Assessor, County Tax Administrator, and Jersey City Council to report the progress and answer
any questions regarding the revaluation work. In addition, the Revaluation Finn shall be
required to assist the Jersey City in conducting a taxpayer orientation and education program
regarding the revaluation. The program shall include, but not necessarily be limited to, the
following:
1. Press release(s) describing the purpose and nature of the revaluation program. The
timing and contents of these releases should be approved by. the Tax Assessor and other
appropriate Jersey City personnel.
2. Meeting with public groups in the community.

3. The preparation and mailing of the informational letterto taxpayers. (All costs associated
with "informational letter" will be borne by the Revaluation Firm.)
4. The public relations ftinction should be ongoing during the length of the revaluation
contract.

5.8 Informal Reviews
Once values have been determined, taxpayers should be provided with an opportunity to review
the proposed new assessment of their property. Before the new values are mailed out, those
properties with an unusually high percentage of change will be reviewed by the Tax Assessor
and Project Supervisor, in order to reaffirm accuracy. In addition:
1. The Revaluation Firm shall provide written notice advising each owner and/or taxpayer
of record of the new assessment that the Firm has determined for the taxpayer s property,
as well as the estimated tax impact. Said notice shall be in a format to be approved by the
Jersey City and it shall be mailed by First Class Mail. All costs associated with said
notice will be borne by the Revaluation Firm. The notice shall also specify when and
how an appointment for an informal review of the property record card, new valuation,
valuation methods and sales activity may be arranged by the property owner. Each
property owner and/or taxpayer of record attending the informal review shall be afforded

Page   41

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
an individual meeting with a member of the Revaluation Finn qualified to discuss the
data collected and the market value of each property.
2. All property owners and/or taxpayers of record shall have a choice of a weekday, evening
or Saturday for the purpose of reviewing their assessment with an appropriate
representative of the Revaluation Finn and the Tax Assessor reserves the right to attend
these reviews.

3. The Revaluation Firms shall provide a minimum of three (3) manned telephone lines in
the Finn's office two days before the day the letters of notification are mailed to the
property owners and/or taxpayers of record. These three (3) telephone lines shall be used
exclusively for receiving inquiries and/or making appointments for valuation review(s)
from Jersey City and/or taxpayers. The Revaluation Firm shall have all telephone lines
established through the telephone service provider 10 days prior to the mailing of letters
of notification. In addition, there must be a monitored email address and account that can
be used for inquiries and appointments.
4. There shall be a Revaluation Firm designated staff member available to accompany any
property owner and/or taxpayer of record to their property to either inspect previously
uninspected property or to reinspect those properties that have substantial unresolved
factual issues (major mis-measurements, identification of structural components, etc).

5. The Revaluation Firm shall summarize each and every informal property review on an
"Excel" based spread sheet that shall contain: date of the review, name of the reviewer,
name of the taxpayer and/or agent, 'block and lot number and address of the property
reviewed, comments fi-om the taxpayer, any written submission from the taxpayer or

appraisal reports along with the final copy of the spread sheet, together with an
appropriate computer changes shall be forwarded to the City Assessor for his/her review
and comments before any final value changes. Upon review and approval .of the Tax
Assessor, the approved changes shall be returned to the Revaluation Finn for final
processing.

6. Each and every property owner and/or taxpayer of record that participated in the review
process shall be notified of the final determination made by the Revaluation Firm within

Page   42

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
thkty (30) days of the conclusion of the informal reviews. Said notification shall be in
.writing and be delivered by First Class M.ail 'at the expense of the Revaluation Firm.
7. The informal reviews shall be conducted within Jersey City and/or location determined
by the City. '
8. The Project Manager personally shall meet with each Class 4 property owner and or
taxpayer of record requesting a review. This obligation shall not be delegated to a
subordinate, unless approved by the Tax Assessor.
9. The Revaluation Firm shall provide usable sales reports -with digital photographs
identified by block and lot number and property location. The report shall^ be made
available to property owners and tax payers for review during the informal review
process. Upon completion of the review period the original report shall be provided to
the City Assessor with a copy to Hudson Board of Taxation for appeal hearings.
5.9 Delivery upon Completion

Within fourteen (14) days of the review of the final assessment list (see Appendix B) with the
Tax Assessor, if not sooner, the Revaluation Firm will be responsible for the delivery of the
following articles to the Tax Assessor:
1. A comprehensive, clearly written manual of the methods and data used in this
revaluation. An updated most recent copy of the New Jersey Assessors Manual, if
applicable, and the most recent networked updated of the Marshall & Swift Valuation
Service, Cost Estimator software program, together, with the cost data investigation
results and adjustments used in the valuation of the residential, Class 4 and Class 15
properties shall be summarized and furnished to the Tax Assessor. The revaluation Firm
shall instruct the tax Assessor and his staff in the use of the Firm's Manual so they will
have a thorough understanding of the valuation process being utilized.
2. All land values/sales, and neighborhood maps, property record cards and accompanying
digital photographs, and any narrative appraisals, additional blank property record cards,
taxpayer review forms and associated spread sheets and any other items deemed
appropriate by the Tax Assessor shall be provided to him/her. .

Page   43

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
3. A Master File containing the new revaluation assessment values, m a format consistent

with the New Jersey Property Tax System MOD IV and compatible with Jersey City
technology and requirements of the Hudson County Board of Taxation must be delivered
to the City as soon as available. The Revaluation's MOD IV Master File in approved
format shall become the City's new master file for 2018.
4. The' Revaluation Firm -shall furnish a "proof book" of all final values in the form similar
to the proof books that are furnished by Hudson- Board of Taxation. The proof book
format shall be provided at no cost to the City. The proof book shall contain each block
and lot number represented on the Official Tax Map of the City of Jersey City with the
new assessed value of each parcel. The new values shall be segregated into the land
value, building value and total.value. The proof book shall also contain a summary page
similar in format to the summary page listed in the 2016 Tax List.
5. The Revaluation Firm shall provide a statement signed by the Project Manager indicating
that every taxable and exempt property (unless specifically excluded from this contract),
within the City has been appraised at 100% of full and fair market value, and that every
said parcel has been listed in the proof book.
6. The resulting data base will become property of the City.

5.10 Progress and Control
The Revaluation Firm shall commence work as soon as the revaluation contract is approved by
the Director of the Division of Taxation, Department of Treasury and the Firm shall perform the
work thereafter in accordance with the suggested plan and schedule that is attached to and part of
this document. A final plan and schedule must be jointly developed as soon as the contract is
signed.

Page   44

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
5.11 Defense of Appeals
1. The Revaluation Firm shall famish, without additional charge to the City, a licensed
appraiser as the Firm's expert to testify before the Hudson Board of Taxation and the Tax
Court of New Jersey when the Revaluation Firm's appraised value is being initially
challenged. The appraiser shall also appear with the Tax Assessor and the City Attorney,
or his designee, at all hearing, settlement conferences and other legal proceedings as
requested by the Tax Assessor and/or City Attorney. Defense of the Revaluation Firm s
appraised value of properties appealed to the County Board of Taxation and the Tax Court
of New Jersey will be for two years, 2018 and 2019 taxing year.. The Tax Assessor and
City Attorney, or her designee, shall appear before said tribunals, representing the City and
actively participate in related legal phases of the defense and preparation of assessment
appeals.

2. In cases where the decision of the Hudson Board of Taxation or the Tax Court of the State

of New Jersey shall be further appealed beyond the initial appeals, 2018 and 2019 to the
Tax Court of the State of New Jersey and beyond, either by the appellant or by the City,
the Appraiser as an expert witness for the City will submit a full accounting of hourly rates
preparation and appearances and said rates sliall remain in effect during the term of this
contract and the conclusion of all tax appeals filed through the 2019 tax year.

5.12 Surety and Insurance
Prior to the commencement of the work, the Revaluation Firm shall obtain and maintain for the
life of the contract adequate General Liability, Automobile Liability, Professional Liability and
Workers' Compensation Insurance coverage in the amounts listed in Section 5.12. The
Revaluation Firm shall indemnify, defend and save harmless the City against any claims,
demands, costs including but not limited to reasonable attorneys' fees and causes of action,
including but not limited to personal injury and property damage rising from any act of
commission or omission of the Revaluation Firm, its agents and employees, in the execution of
their work under the terms of the contract, including claims relating to labor and material
furnished.
1. The Revaluation Firm shall furnish to the City a Performance Bond in the amount of the
contract, the condition of which shall be the performance of the contract, which bond shall
be issued by a reputable surety company authorized to do business in the State of New
Jersey. Said bond shall include the defense requirements of these specifications. Also, said

Page   45

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
bond shall be ,m a form and from a carrier satisfactory to and approved by the Jersey City
Purchasing Agent. The performance bond may be reduced upon acceptance of the
completed revaluation by the Tax Assessor and the City Council. Acceptance by both
entities is required. The reduced amount of the bond shall remain in effect for the period
necessary to cover the defense requirements of these specifications.
2. Prior to commencement of the work the Revaluation Firm shall provide a certificate of
certificate of insurance in form and content satisfactory to the Jersey City Purchasing
Agent evidencing the followmg msurance coverage:
a. Comprehensive General Liability m the amount of $1,000,000 per occurrence and
$2,000,000 in aggregate; including Products & Completed Operations coverage.
b. Professional liability insurance in the amount of $2,000,000 per occurrence and in
aggregate.

c. Automobile liability insurance of not less than $1,000,000 bodily injury and/or
property damage per occurrence.

d. Workers Compensation with NJ statutory limits and Employer's Liability in the
amount of $1,000,000.
e. Umbrella liability policy of not less than $3,000,000 per occurrence.
3. The Revaluation Finn shall include the City as an additional insured and all sureties and
Certificates of Insurance shall provide for a thirty (30) day notice of cancellation to the
City Clerk and City Attorney.
5.13 Payment
1. Payment will be made only on work completed. Payments to be made to the
Revaluation Firm shall be calculated by applying the appropriate dollar value to the
work complete and accepted by the Tax Assessor and subject to ten (10) percent
retainage. The Revaluation Finn will supply the format to be used for the monthly
invoicing, but said format must be approved by the City. All invoice payments must be

Page  46

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
approved by the Tax Assessor, Chief Financial Officer, and Business Administrator, or
as is determined by the City.
2. Ten percent (10%) of the retainage will be released once the tax list is certified by the
Tax Assessor.

5.14 Financials
As compensation for providing the City with the services described, compensation will be based
on the proposed cost of services to be provided and performed as described and submitted in
response to this RFP. The Contractor must be financially solvent, and each of its members,
including its employees, agents or subcontractors of any tier must be competent to perform the
services required as determined through the evaluation criteria of this RFP document.

Page   47

 REQUEST FOR PROPOSALS

CITY OF JERSEY CITY, NJ
DEPARTMENT:

OFFICE: Office of the City Assessor

DUE DATE: June 28,2016

PURPOSE: Revaluation of Real Property

SECTION 6: Contract Term
6.1 Anticipated Contract Term
This contract will be awarded for a term of two (2) years commencing on the date that the
contract is signed by City officials. The Vendor is expected to complete the work required by the
contract by December 31,2017 in order to comply with the order issued on April 4, 2016 by the
acting Director of the Division of Taxation in the New Jersey Department of the Treasury that is
attached as Item M.

Page  48

 CITY OF JERSEY CITY, NJ
DEPARTMENT:

REQUEST FOR PROPOSALS

PURPOSE: Revaluation of Real Property

DUE DATE: June 28,2016

OFFICE: Office.ofthe City Assessor

SECTION 7: EVALUATION CRITERIA
7.1 Evaluation Methodology
Proposals will be evaluated based on Vendors' written responses to this RFP. Each evaluator will
score the written proposals and rank the Vendors. The City's objective in soliciting Proposals is
to enable it to select a Respondent that will provide high quality and cost effective services to the
citizens of Jersey City. The City will consider Proposals only from Respondents that, in the
City's sole judgment, have demonstrated the capability and willingness to provide high quality
sendces to the citizens of the City in the manner described in this RFP. ONLY PROPOSALS.

SUBMITTED BY REVALUATION FIRMS APPROVED BY THE STATE OF NEW
JERSEY WILL BE CONSIDERED.

7.2 Evaluation Methodology
The followmg shall be used as criteria for the evaluating proposals under the Competitive
Contracting-process:

1. Technical Criteria: (30 Points)
(a) Proposed methodology: (20 Points)
1) Demonstration of a clear understanding of the scope of work and
related objectives.
2) Completeness & responsiveness to specifications and general
requirements.

3) Documentation of past performance of Vendor's proposed
methodology.
4) Use of innovative technology and techniques.

(b) Public Relations: (10 Points)

Page I 49

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
1) The description, nature and extent of a vendor's public relations
program pre-revaluation, ongoing and post-revaluation. Include

sample(s) of work.
2) The description, nature and extent of a vendor's informal
taxpayers' hearing process.

2. Management Criteria: (30 Points)

(a) Project Management Plan: (7 Points)
1) Scheduling time-line.
2) Proj ect management plan of work.
3) Reassessment status report compliance.

4) Description and type of quality control and assurance programs
for the accurate collection of field data.

(b) History and experience in performing the work: (8 Points)
1) The ability to demonstrate a successful record of
accomplishment of service as evidenced by on time, on budget,
and contract compliance performance.

2) Present & past litigation, threatened litigation, and alternate
dispute resolution experience arising out of the Respondents'
being conteacted to perform a revaluation or re-assessment
and/or the product produced by that Respondent under that
contract.

3) The demonstrated ability of having successfully completed a
recent reassessment project(s) with similar valuation
characteristics, traits and demographics to that of the City.
(c) Availability of personnel, facilities, equipment and other resources: (15

Points)

Page  50

 REQUEST FOR PROPOSALS

CITY OF JERSEY CITY, NJ
DEPARTMENT:

OFFICE: Office of the City Assessor

DUE DATE: June 28, 2016

PURPOSE: Revaluation of Real Property

1) The ability to demonstrate the capacity to successfully complete

the revaluation of the City in time for the filing of the 2018 tax
list.
2) The vendor's current workload.
3) The availability of existing qualified, trained & competent inhouse field personnel currently available to start the City s
Reassessment. Please attach resumes.

4) The amount of actual documented experience utilizing the

VITAL compatible CAMA & Imaging software.
5) The number of Certified Tax Assessors (CTA's) on staff.
6) The number of Certified General Real Estate Appraisers

(SCGREA) on staff.
7) The number of Certified Residential Real Estate Appraisers

(SCRREA) on staff.
8) The qualifications of staff.
9) The identity and description of each of the Vendor's
prmciples/owners/shareholders role and availability m the
reassessment of the City.
10) The support of, and utilization of Minority-Owned, WomenOwned and or locally-Owned Business Enterprises and
Minority, Women and Local Workforce consistent with the
established federal, state and City regulations.

11) The location of Firm's facilities and its proximity to Jersey City
Hall.
3.

Cost Criteria: (40 Points)
(a) Cost of services to be provided to be performed: (15 Points)

Page I 51

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor

PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016
1) Relative cost: How does the cost compare to other similarly
scored proposals?
2) Full explanation; Is the price and its component charges, fees,
etc. adequately explained or documented?
3) Cost proposal to be completed. See Appendix A-l.
(b) Assurances of performance: (10 Points)
1) Are the suitable bonds, warranties, or guarantees provided?
2) The type, nature, and extent of quality control and assurance
programs.

(c) The Vendor's financial stability and strength: (15 Points)
1) The ability of the vendor to demonstrate sufficient financial
resources to meet its obligations.

Page   52

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property- DUE DATE: June 28, .2016
7.3 Written Response Evaluation
For each of the above written response criteria, the committee will determine the extent to which
the requirements are fulfilled. This will be scored from 0 to 2, as follows:
0 No requirements met
1 Some or most requirements met

2 All requirements met or exceeded
Each criterion will be weighted by the extent to which the requirements are met and the resultant
scores totaled, with 200 being the highest possible score. Each evaluator will then rank the
Vendors by total score.

7.4 Final Evaluation and Report of Committee
Based on the written responses, each evaluator will ranlc the finalists. The Vendor whose
Proposal is ranked highest among the 'greatest number of evaluators will be selected for the
project.

The Committee will prepare a report listing the names of all Revaluation Firms who submitted.
proposals, summarizmg each proposal, ranking Revaluation Firms in order of evaluation, and
recommending the selection of a Revaluation Firm, indicating the reasons why the Revaluation
Firm was selected and detailing the terms, conditions, scope of services, fees and other matters to
be incorporated into the contract. .

7.5 Contract Award
A contract will be awarded pursuant to N.J.SA. 40A:11-4.1 et seq. and N.JA.C. 5:34-4.1 etseq.

(Competitive Contracting Law and Regulations). The Municipal Council will vote to accept the
proposal of a Bidder within 60 days of the receipt of proposals, except that the proposals of any
Bidders who consent thereto, may, at the request of the City, be held for consideration for such
longer period as may be agreed.

Page   53

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016

SECTION 8: PROPOSAL SUBMISSION REQUIREMENTS
The following are general terms and conditions which may or may not be explained elsewhere m
this RFP.
8.1 Number of Copies
Vendors must submit three (3) signed original copies, five (5) duplicate review copies and one (1)
digital copy of their proposal.
8.2 Proposal Media
Proposals forwarded by facsimile or e-mail will not be accepted, however Vendors may
alternately submit one signed original and 1 softcopy version (PDF only) on CD.
Please note that the City will not be responsible for CDs or softcopy files which cannot be
opened, and that this may be grounds for rejection.
Responses should be complete and comprehensive. Elaborate bindings or literature are not
necessary, but all documentation must be clear and legible. Poor quality copies of materials may
be rejected.
8.3 Proposal Format
To facilitate a timely and comprehensive evaluation of all submitted Proposals, it is essential that
all Vendors adhere to the required response format. The City requires a standard format for all
Proposals submitted to ensure that clear, concise and complete statements are available from each
Vendor in response to requirements. The required format is detailed in Section 4.
The City is not under any obligation to search for clarification through additional or urifonnatfced
information submitted as a supplement to the formatted response. Where a Proposal contains
conflicting mfonnation, the City at its option may either request clarification or may consider the
information unresponsive.

8.4 Proposal Length .
The exact presentation and layout format of Proposals is up to the discretion of the Vendor,
however a Written Proposal (Section 4) of under 25 pages is strongly suggested. Each proposal
and all required forms must be signed in ink by a person authorized to do so. .

Page   54

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 20'16

SECTION 9: GENERAL TERMS AND CONDITIONS
The following are general terms and conditions which may or may not be explained elsewhere in
this RFP.

9.1 City's Right to Reject
The City reserves the right to reject any or all Proposals, if necessary, or to waive any
informalities in the Proposals, and, unless otherwise specified by the Vendor, to accept any item,
items or services in the Proposals should it be deemed in the best interest of the City.
9.2 OriginaI/Authorized Signatures
Each Proposal and all required forms must be signed in ink by a person authorized to do so
and/or notarized as indicated.
9.3 Delivery of Proposals
Proposals may be hand delivered or mailed consistent with the provisions of the legal notice to
Vendors. In the case of mailed Proposals, the City assumes no responsibility for Proposals
received after the designated date and time and will return late Proposals unopened.
9.4 Equal Employment Opportunity/Affirmative Action requirements
Vendors are required to comply with the provisions ofNJ.SA. 10:5-31 andN.J.A.C. 17:27 et
seq. No fmn may be issued a contract unless it complies with these affirmative action
provisions. The Mandatory Equal Employment Opportunity/Affirmative Action Language for
Goods, Professional Services and General Service Contracts, Exhibit A summarizes the full
required regulatory text.
Goods and Services (including professional services) consultants/Vendors shall submit to the
public agency, after notification of award but prior to execution of a goods and services contract,
one of the following three documents:
a. . A photo copy of a valid letter that the Vendor is operating under an existing Federally
approved or sanctioned affirmative action programs (good for one year from the date of

the letter); or
b. A photocopy of a Certificate of Employee Information Report approval, issued in
accordance withNJ.A.C. 17:27-4; or

Page   55

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28, 2016

c. A photocopy of an Employee Information Report (Form AA302) provided by the
Division and distributed to the public agency to be completed by the Vendor, in
accordance withNJ.-A.C. 17:27-4.

The Vendor's attention is also called to Section 10 of this document which contains the required
information and forms. For information on EEO/AA requirements and forms only, please
contact:

Pierre Leandre, Affirmative Action Officer, Public Agency Compliance Officer
Department of Administration, Office of Equal Opportimity/Affirmative Action
13-17 E. Linden Avenue

Jersey City NJ 07305
Tel. #201-547-4538
E-mail Address; pleandre(%Jcnj.org
9.5 Business Registration Certificate
P.L. 2004, c. 57 (Chapter 57) amends and supplements the business registration provisions of
N.J.S.A. 52:32-44 which impose certain requirements upon a business competing for or entering
into a contract with a local contracting agency whose contracting activities are subject to the
requirements of the Local Public Contracts Law CNJ.S.A. 40A:11-1 et seg).
Vendors are required to comply with the requirements ofP.L. 2004, c. 57 (Chapter 57) which

include submitting a copy of their Business Registration Certificate (BRC), issued by the NJ
Department of the Treasury prior to a contract award. For more information on obtaining a BRC,
see Section 10.

9.6 Clarification of Specifications
Should any difference arise as to the meaning or intent of this specification, the City's Business
Administrator's final written decision shall be final and conclusive.
9.7 Indemnification
The Vendor, if awarded the contract, agrees to protect, defend and save harmless the City against
damage for payment for the use of any patented material process, article or devise that may enter
into the manufacture, construction or form a part of the work covered by either order or contract,

Page   56

 CITY OF JERSEY CITY, NJ REQUEST FOR PROPOSALS
DEPARTMENT: OFFICE: Office of the City Assessor
PURPOSE: Revaluation of Real Property DUE DATE: June 28,2016
"ancTfurtEer agrees to indemnify and save harmless the City from suits or actions of every nature
and description brought against it for, or on account of, any injuries or damages received or
sustained by any party or parties by, or from, any of the acts of the Vendor, its servants or agents.
9.8 Guarantee, Indemnification and Liquidated Damages
The firm shall provide the following coverage to the municipality to assure -that the municipality
will be adequately protected and saved harmless from any lawsuit, litigation, or demand of claim
arising out of this revaluation contract.
Unless otherwise agreed by the Parties in writing, in the event that the revaluation project is not

completed by December 31, 2017, liquidated damages shall be five hundred dollars ($500.00) for
each calendar day beyond December 31, 2017 until the completion of the project. The firm shall
not be responsible for delays caused by strikes, war, catastrophes, acts of God or action by others
not under the jurisdiction of the firm which might stop or delay the progress of the -work. No
other justification or reason for delays of this project is acceptable.
9.9 City of Jersey City Lobbyist Disclosure Ordinance
The contract will be awarded in accordance with the provisions of the City's Disclosure of
Lobbyist Representative Status Ordinance §3-9.1 et seq. adopted on June 12,2002. The
Successful Respondent will be required to certify that the Successful Respondent either did not
retain the services of a lobbyist to lobby on behalf of the Successful Respondent for the award of
this contract, or if a lobbyist was retained by the Successful Respondent for such purposes, the
Successful Respondent's lobbyist, prior to commencing his/her lobbying activities, shall have
filed a notice of lobbyist representative status form with the City Clerk. The Successful
Respondent whose lobbyist failed to comply with the provisions of Ordinance §3-9.1 et s eg,
following notice and an opportunity to be heard, shall be disqualified from entering into contracts

with the City for a period of two (2) years for each violation.

SECTION 10: REQUIRED ADMINISTRATIVE FORMS (begin on next page)

Page   57

 CITY OF JERSEY CITY
PROJECT: REVALUATION OF REAL PROPERT-YFOR ASSESSMENT PURPOSES

(an individual)
The undersigned is (a corporation) under the laws of the State of

(a partnership)

having offices at
and submits this proposal in response to the City's RFP.

Signed:
Name:

Title:
Company:
Address:

 RESPONDENT'S CHECKLIST
Respondent Purchasing
Item - -- --.—— — _—_- -Initials Review

A. Non-Collusion Affidavit properly notarized
B. Public Disclosure Statement *
C. Mandatory Affirmative Action Language
D. Americans with Disabilities Act
E. MWBE Questionnaire
F. Affirmative Action Compliance Notice __
G. Employee Information Report
H. Business Registration Certificate
I. Acknowledgement of Receipt of Addendum Form *
J. Exception sheet(s) (optional - see below) . _ •
K. Non-submission of proposal (optional)
L. Original signature(s) on all required forms.

* Failure to include these documents with Proposal will result in automatic rejection of Proposal.
Please check one:
[ ] N6 exception to specifications

[ ] Exception sheet(s) attached to Proposal