Development And Implementation Of A Revaluation Program

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
REQUEST FOR PROPOSAL
DEVELOPMENT AND IMPLEMENTATION OF A REVALUATION PROGRAM
RFP Number: 27-07
April 15, 2026
The Town of Westerly/Westerly Schools (Town), Westerly, RI, acting through its Purchasing
Agent, is hereby soliciting sealed bids for the above referenced RFP and you are hereby
invited to submit a Lump Sum Proposal for the Scope of Work described in this Request for
Proposal, in strict accordance with the Bid Documents.
TERMS AND CONDITIONS
Bids shall be based on the Terms and Conditions as referenced in this Request for Proposal.
BID DUE DATE/SUBMITTING INSTRUCTIONS
BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO LATER THAN
02:00 p.m., EST, May 6, 2026. A Bid submitted on other than the attached BID BREAKDOWN FORM
may be rejected. Envelopes containing bids must be sealed and addressed to the undersigned, at
the Purchasing Department, Westerly Town Hall, 45 Broad St., Westerly, RI 02891 and must be
clearly marked with the Name and Address of Bidder, Bid Due Date and Time, and RFQ Number
and Title. Bidders must include one original and a Public copy (on a Flash Drive) of the Bid as defined
in the Instruction to Bidders.
BIDDER'S QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing
Agent at ecardillo@westerlyri.gov no later than 12:00PM on April 28, 2026, in a Microsoft
Word attachment with the corresponding solicitation number. Questions, if any, and
responses will be posted on the Town of Westerly website at www.westerlyri.gov as an
addendum to this solicitation
SPECIAL INSTRUCTIONS TO BIDDERS
1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.
2. Price must include a 5% Bid Bond and cost of Payment and Performance Bonds. The
successful subcontractor will be required to post a 100% Payment and Performance
Bond.
3. Quotes must be firm for a minimum of 120 days from date of submission.
4. Bid Completeness - Pricing submitted on this project must be an all-inclusive price.
The intent of an all-inclusive Price is such that no Adds or Change Orders will be
necessary.
5. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
RFQ BID DOCUMENTS
Attachment A - Scope of Work/ Project Schedule, Pages 3 - 15
Attachment B - Bid Form Pages 16 - 17
Attachment C - Instruction to Bidders Pages 18 - 23
Attachment D - Bid Preparation Checklist Page 24
APPENDIX A - Bidder Certification Pages 25 - 29
AGREEMENT - Pages 30 - 38
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
This solicitation is a v a i l a b l e at www.westerlyri.gov.
The Town of Westerly/Westerly Schools reserves the right to reject any/all bids, waive any
informalities in the bids received and to accept and award the bid to the lowest qualified bid deemed
most favorable to the interest of the Town/School.
The Town/School does not discriminate based on age, color, gender, national origin, race, religion,
sexual orientation, or disability in accordance with applicable laws and regulations
Regards,
Eileen Cardillo
Purchasing Agent
Town of Westerly/ Westerly Public Schools
45 Broad Street
Westerly, RI 02891
Tel: (401) 348-2599
Email: ecardillo@westerlyri.gov
www.WesterlyRI.gov
CC: ES
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A"
SCOPE OF WORK
(And Project Schedule and Document Requirements)
DEVELOPMENT AND IMPLEMENTATION OF A REVALUATION PROGRAM
RFP 27-07
SCOPE OF WORK
The Town of Westerly, Rhode Island is undertaking a program to update the values on all real
property, pursuant to the Rhode Island State Statutes. This program does not include personal
tangible property.
As provided under Section 44-5 of RI General Laws, Westerly's Revaluation cycle calls for a town-
wide revaluation as of December 31, 2027.
Information pertaining to the Contractor's technical and management approach to completing this
Project, as well as the proposed cost, timetable and staffing plan, shall be presented in the
Proposal.
The Town of Westerly reserves the right to add, delete from, and alter in any manner the
Specifications attached hereto, at any time, prior to the execution by the Town of Westerly of the
formal Contract. The Town of Westerly reserves the right to reject any or all bids or any portion
thereof, and may accept the bid deemed most acceptable and in the best interest of the Town.
The Contractor must submit as part of its Proposal the following information.
1. A letter of transmittal signed by the individual authorized to negotiate for and contractually bind
the Contractor stating that the Proposal is effective for one hundred twenty (120) calendar days
from the deadline for the submission of Proposals.
2. A list of the Rhode Island municipalities for which the Contractor has completed revaluation
programs.
3. A list of the revaluation contracts for which the Contractor is currently committed.
4. Written assurance that the revaluation will meet Rhode Island certification requirements.
5. A list of personnel assigned to the project and their resumes.
6. Anticipated cost assigned to each assessment phase.
The criteria upon which Proposals will be evaluated includes, but is not limited to, the following:
1. Directness of the response to the specifications.
2. Experience of the Contractor with other revaluation programs and the experience and
qualifications of the staff to be assigned to this particular Project.
3. Cost of the Project will be considered, but will not be the sole basis for evaluation. Contractors
must demonstrate that they are qualified and responsible as well.
4. Project timetable.
5. Range and completeness of the public information program.
6. Willingness to assist the Assessor and staff in understanding the Project as it progresses and a
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
commitment to train the Assessor and staff.
7. Experience of the Contractor with CAMA software in general, and with VISION software, which
is intended for use on this Project. Experience, by the contractor, with Vision software in other
States will be considered as well.
8. Town's interest in maintaining Internet assessing database. All data will be view-only for public
use. The contractors are encouraged to include a website proposal.
SPECIFICATIONS
The Project shall be for the complete reappraisal of all taxable real estate within the corporate
limits
of the Town of Westerly, Rhode Island, as of December 31,.2027, as described below.
1. All taxable real estate - land, buildings, and improvements.
All listing, inspection and measurement will be the sole responsibility of the Revaluation
Company.
Exceptions:
1) All land values classified under farm, forest & open space will be performed by the
Assessor's Office.
2) The Assessor's Office shall value all newly constructed improvements created prior to December
31, 2027, or those incomplete as of this valuation date, and these parcels shall not be included in
the contract price.
3) All tax-exempt properties.
All work to be carried out in this Project and all forms, materials, and supplies utilized in this
Project
shall conform to, and be executed in accordance with the requirements of the Rhode Island
General
Statutes pertaining hereto, and shall be subject to the direct supervision and approval of the
Assessor
of the Town of Westerly, Rhode Island.
The value to be determined shall be one hundred percent of the full fair market value as defined in
the Rhode Island General Statutes and shall be based upon methods of appraising recognized by
the
International Association of Assessing Officers (IAAO).
TOWN DATA
1. The last revaluation was effective as of December 31, 2018
2. The last update revaluation was effective as of December 31, 2024
3. Please see page 15 of this document for the Westerly parcel count.
4. The area of the Town is Thirty-three (33) square miles.
5. The Town uses the VISION CAMA software package. The database will be current to
December 31, 2026
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
GENERAL REQUIREMENTS
A. CONTRACTOR
1. Certification
Each company, corporation, partnership, or individual, hereinafter termed Contractor,
must hold from the time of submission of the bid through the completion of all work,
valid Rhode Island Revaluation Company certification pursuant to the Rhode Island
General Statutes.
2. Proposal
Each Proposal submitted shall itemize the Contractor's qualifications and experience.
The Contractor shall submit a complete client list of municipalities to which it has
rendered services during the last five years and the nature of those services. At least
one such Project shall have been performed for a municipality whose assessment list
is comparable to or larger than that of the Town of Westerly. The Proposal shall also
include a statement showing the number of years the bidder has actually been
engaged as a company, corporation, partnership, or individual specializing in
municipal tax revaluation services.
3. The Contractor shall not make any changes to this Request for Proposal (RFP) as
presented. The Proposal shall be in the same format as this RFP. Exceptions to the
RFP, if any, shall be clearly identified in a separate section.
4. The Contractor, in its Proposal, must indicate prior experience with the VISION
CAMA software to develop sound and defensible values. Experience with VISION
CAMA from other states will be considered.
B. PERSONNEL
The Contractor shall provide experienced and qualified personnel in compliance with the
requirements of the Equal Employment Opportunity provisions of both the federal and state
governments. The Company shall adhere to all other legislation relating to employment
procedures.
1. Qualifications of Personnel
All personnel assigned to this Project shall be subject to approval of the Assessor and
shall be subject to removal from this Project by the Contractor upon the written
request of the Assessor.
2. Minimal Qualifications
a. Project Manager or Supervisor
The administration of this Project shall be assigned by the Contractor to a
Project Manager or Supervisor who shall have no less than five years of
experience in the management of revaluation projects. The Contractor's
Project Manager will be agreed upon by both parties prior to the execution of
any contract.
b. Reviewers and Appraisers
Reviewers and appraisers shall have no less than two years of experience in
the appraisal of real property for revaluation purposes.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
c. Data Collectors
All listing, inspection and measurement will be the sole responsibility of the Revaluation Company.
3. Identification
All field personnel shall carry suitable identification cards supplied by the Contractor
and signed by the appropriate municipal official. Such cards shall be laminated and
include a recent photograph. All motor vehicles used by field personnel shall be
repo1ted to the appropriate municipal official(s), giving license number, make,
model, year and color of vehicle.
4. Conflict of Interest
No resident or Town employee shall be employed by the Contractor, except for
clerical purposes, without prior approval of the Assessor.
C. PROTECTION OF THE TOWN
1. Penalties
a. Failure by the Contractor to complete all work prior to the date specified herein, March 31, 2028,
shall be cause for a penalty payment by the Contractor on request of the Assessor in the amount
of two hundred dollars ($200.00) per day beyond the date of completion. For the purposes of this
penalty only, completion of all work by April 30, 2028, is defined as follows:
1. Revised property record cards with all measurements, listings,
pricing, review, and final valuation.
2. Assessment notices sent out, hearings completed for all those
scheduled to be heard, and all calculations.
3. All final data turned over to Town in an electronic format that is
compatible with the Town's computer system.
b. This penalty, if applied, shall be deducted from the contract price. Delays
occasioned by war, strike, explosion, acts of God, or an order of court or
other public authority is excepted.
c. Penalties may be waived by the Assessor for unforeseen delays.
D. COMPLETION DATE AND TIME SCHEDULE
I. Awarding of Contract
Within a reasonable time after the opening of the Proposals, the Town shall award
the contract for the reappraisal and revaluation Project. The Town reserves the right
to reject any and all proposals as previously stated.
2. Signing of Contract
Within thirty (30) days after the receipt of notice of acceptance by the Town of its
Proposal, the Contractor shall execute with the Town a contract upon the basis of
these Specifications for Update Reappraisal and Revaluation and the Town's Standard Form
of Agreement, which is included in this RFP
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
3. Changes and Subletting of Contract
a. Changes
Changes in these specifications for reappraisal and revaluation in the contract
will be permitted only upon written mutual agreement of the Contractor and
the Town.
b. Subletting
The Contractor shall not assign, transfer, or sublet the contract, or any interest
or part therein, without first receiving written approval from the Town and
the bonding company. It shall be mutually agreed and understood that said
consent by the Town shall in no way release the Contractor from any
responsibility or liability as covered in these Specifications for Reappraisal
and Revaluation and the Contract.
4. Time Schedule
The revaluation work must be started by the following date: no later than July 1,
2026.
a. Completion Dates
The following phases of the revaluation must be completed in accordance
with the schedule below.
l. Revised property record cards with all pricing, review, and final
valuation by February 16, 2028
2. Assessment notices addressed and prepared for mailing by March 1,
2028
3. Informal hearings to begin no later than March 1,2028, to end no
later than March 30, 2028
4. All property record cards, as corrected and finalized after the informal
hearings, to be turned over to the Assessor no later than April 30, 2028
5. Completion of the Project shall not be final until the Assessor signs
The December 31, 2027, assessment roll, on or about June 15, 2028
b. Assessment Date
The completed appraisals, upon approval of the Assessor, will serve as a
basis for assessment effective on the assessment roll as of December 31, 2027
c. Project Timetable
The Contractor is required to submit before the commencement of the
Project, the timetable for the entire Project. The timetable must be followed
by the Contractor, as time is of the essence. Any variation of the timetable
must have the express consent of the Assessor.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
E. PAYMENT SCHEDULE
Payments shall be made in the following manner:
l. At the end of each thirty-day period during the period covered by this contract, the
Contractor is to certify in writing in the form of a progress report to the Assessor the
percentage of the total work completed under the contract which the Contractor has
performed during the said thirty-day period. Such notification will itemize and
accurately indicate the extent and nature of work performed by volume, street,
category, or in any other manner required by the Assessor. Additional compensation
that may be due the Contractor as the result of services requested by the Town that
are beyond the scope of the contract will be invoiced in the month subsequent to the
month in which the services were provided.
2. The Town, upon determination by the Assessor that the certification of the
Contractor concerning work during said period is accurate, will pay to the Contractor
a percentage of the total compensation under this contract equal to the percentage
of work certified as having been performed during said pe1iod in accordance with the
schedule below, less ten percent (10%) which is to be retained by the Town for payment
to the Contractor at such time that it has performed fully and satisfactorily all its
obligations, and requirements under the contract except those relating to defense of
values or ongoing software support. The retained ten percent (10%) of the contract price
is to be paid upon the signing of the December 31, 2027, assessment roll by the
Assessor. Payment of billings is due within thirty (30) days after the date of each billing.
Failure of the Town to make payment when due shall entitle the Contractor, in addition
to its other rights and remedies, to suspend, temporarily, further performance of the
contract without liability.
lI RESPONSIBILITIES OF REVALUATION CONTRACTOR
The Contractor is responsible for the fulfil ling all requirements stated in this Request for
Proposal in a timely fashion, and in a professional and satisfactory manner. During the
course of this Project, the Contractor shall work cooperatively with and shall provide any
reports, invoices, schedules and other information required by this RFP or requested by the
Assessor.
A. PUBLIC RELATIONS
The parties of this revaluation Project recognize that good public relations are required in
order that the public of the Town may be informed as to the purpose, benefits, and
procedures of the revaluation program. The Contractor shall provide reasonable assistance
to the Assessor in conducting a program of public information through the press and other
media, such as meeting with citizens and property owner groups, as a means of
establishing understanding and support for the revaluation program and sound assessment
administration.
The Contractor shall supply visual aids and other media at its disposal to ensure this end.
The Assessor shall approve all public releases. This program will commence prior to the
sales data collection effort and continue on a regular basis for the duration of the Project.
B. PERIODIC STATUS REPORTS
The Contractor shall submit to the Assessor bi-monthly status reports as well as any work
completed that is to be reviewed by the Assessor. The report shall contain specifics as to the work
completed and the work to be done in the next month. The Assessor shall review and evaluate the
progress of the Project and shall notify the Contractor whether the work performed is satisfactory
and timely.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
C. SALES DATA COLLECTION/VERIFICATION
I. MEASURING AND INSPECTION OF REAL PROPERTY WHICH HAS
EXPERIENCED AN APPARENT ARMS-LENGTH TRANSACTION IN THE
TWO YEARS PRIOR TO THE PROJECT'S DATE OF VALUE SHALL BE
PROVIDED BY THE ASSESSOR.
a. PHYSICAL DETAILS
The Assessor will verify or correct the complete listing of all physical details
for all residential, commercial, and industrial buildings and all structural
improvements attached to each parcel. Listing will include all interior and
exterior construction details, quality of construction, age, and condition.
b. SKETCHES
Any apparent discrepancies during the review process, in style, story height,
sketches, and physical improvements shall be reported to the Assessor.
Ill. VALUATION APPROACHES
A. MARKET APPROACH
The Contractor must describe in detail its particular methods for generating values
with the market value approach. The comparative sales approach or a statistical
modeling approach are the two preferred techniques. If a statistical modeling
approach is employed, the Contractor must specify the techniques employed and the
types of property that will be valued with these techniques. If the direct sales
comparison method is employed, all adjustment techniques must be described by the
Contractor in its Proposal.
I. Sales Verification
The validity of all sales for the past three (3) years shall be determined by the company and the
Assessor. These validated sales will be the basis for the comparable sales approach for the
residential properties.
The Contractor shall develop and provide the Assessor with written documentation for the sales
verification effort modeled from the market trends during the past three (3) years.
B. COST ANALYSIS
The Contractor shall derive a value for real property by estimating the current cost to replace or
reproduce the existing structure, deducting for all accrued depreciation in the property, and adding
the estimated land value. The Contractor shall develop cost schedules based on current costs of
labor and materials prevailing in the Town during the year immediately, preceding December 31,
2027 valuation date. Before final acceptance costing schedules shall be proven by testing against
known sales. All finalized schedules hall be approved by the Assessor before adoption and usage
by the Company.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
C. INCOME APPROACH
The Contractor shall determine a value for income-producing property by converting
anticipated income into a property value. The Contractor shall capitalize a single year's
income expectancies at a market-derived capitalization rate or a capitalization rate that
reflects a specified income pattern, return on investment and change in the value of
investment.
Income and expense data shall be the responsibility of the Contractor.
D. LAND VALUATION
The land values will be derived from market sales and/or land residual analysis. The
land values will be set by the Contractor and the Assessor. In the event of any
disagreement between the Assessor and the Contractor, the Assessor shall have the
final decision confirming all land values and methods.
E. UNIQUE LAND FEATURES
In developing land values, all pertinent characteristics of the land must be considered,
including waterfront features, water views, frontage, available utilities, land improvements, size
and additional factors that affect value.
Methods of valuation should separate water frontage and water views from other physical
characteristics of the land, such as available utilities, land improvements and size.
F. NEIGHBORHOOD DELINEATION
The Contractor, with the assistance and approval of Assessor, will delineate the Town into
valuation neighborhoods. These neighborhoods will be determined by analysis of the market
and selected comparable sales for the sales comparable approach to value. Boundaries such
as highways, natural, economic conditions, fire districts and zoning shall be considered.
G. DEPRECIATION ANALYSIS
The Contractor shall develop percent good or depreciation tables to explain the loss in the
value of the improvements from physical, functional and economic causes. A comparison of
the physically depreciated replacement cost of sample properties, plus the land value with the
value produced via income analysis, or sales comparison, will assist in the development of
functional and economic obsolescence guides by type of property and location. The end
product will be percent good tables, which consider structure age, condition, desirability,
appeal and utility. The analysis will be reviewed with the Assessor and a copy will be provided
at the completion of the Project.
IV. VALUATION OF REAL ESTATE
The Contractor will calculate a value estimate for each parcel that will be comprised of a land,
building, outbuilding, and total value. The final value shall reflect fair market value as of December
31, 2027. The Contractor shall compute to the nearest $100.00 dollars the value of all properties
included in this Project.
A. RESIDENTIAL PROPERTIES
The Contractor will utilize the VISION CAMA system to produce cost and market estimates of
value.
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