Development And Implementation Of A Revaluation Program Rebid

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
REQUEST FOR PROPOSAL
DEVELOPMENT AND IMPLEMENTATION OF A REVALUATION PROGRAM: RE-BID
RFP Number: 27-12
May 14, 2026
The Town of Westerly/Westerly Schools(Town), Westerly, RI, acting through its Purchasing
Agent, is hereby re-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
Quotation, 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, June 4, 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 copy 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 May 27, 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 Bidder 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.
6. If the Bidder submits a supporting/additional document with their bid, that document
must include page numbers.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
CRITERIA for SELECTION
Proposals will be evaluated using comparative criteria set forth as follows:
1. Contractor experience with other Revaluation Programs in Rhode Island:
Unacceptable: No experience in Rhode Island.
Not Advantageous: Less than Five Successful Revaluation in Rhode Island.
Advantageous: Ten successful Revaluations in Rhode Island.
Highly Advantageous: Twenty or more successful Revaluations in Rhode Island.
2. Waterfront Experience of Project Manager to be assigned to this project.
Unacceptable: No Waterfront Mass Appraisal experience.
Not Advantageous: Less than Five Waterfront Mass Appraisal projects performed by
the Project Manager.
Advantageous: Twenty successful Waterfront Mass Appraisal projects performed
by the Project Manager.
Highly Advantageous: Fifty or more successful Waterfront Mass Appraisal projects
performed by the Project Manager.
3. Contractor financial stability:
Unacceptable: Proposer insolvent.
Not Advantageous: Proposer's circumstances suggest financial instability.
Advantageous: Proposer appears to be financially stable.
Highly Advantageous: Proposer appears to have long-term financial stability.
4. Level of satisfaction with Contractor's performance on other Rhode Island Cities and
Towns for which Contractor has performed a Revaluation/Update on the Vision
Appraisal CAMA software.
Unacceptable: More than two Cities or Towns reporting difficulty with Contractor
performance.
Not Advantageous: Up to Two Cities or Towns reporting difficulty with Contractor
performance.
Advantageous: No City or Town reporting difficulty with Contractor performance
and at least two Cities or Town reporting high satisfaction.
Highly Advantageous: More than five Cities or Towns reporting high satisfaction and no
Town or City reporting poor performance.
5. Method for determination of best price.
The best price shall be the lowest price from a bidder who meets the minimum
criteria of the specification and provides the highest level of performance in Questions 1
through 4 under Evaluation Criteria.
6. Project Timetable:
Any proposal which cannot meet the project schedule will be rejected.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
RFP BID DOCUMENTS
Attachment A - Scope of Work/ Project Schedule, Pages 4 - 18
Attachment B - Bid Form Page 19 - 22
Attachment C - Instruction to Bidders Pages 23 - 28
Attachment D - Bid Preparation Checklist Page 29
APPENDIX A - Bidder Certification Page 30 - 34
PROFESSIONAL SERVICES AGREEMENT Pages 35 - 42
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
Development and Implementation of a Revaluation Program Rebid
RFP 27-12
SCOPE OF WORK
The Town of Westerly, Rhode Island is undertaking a Revaluation program of all Real Property,
effective December 31, 2027.
All 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 proposal must address, at a minimum, each of the issues set forth in the Request
for Proposals as well as any addendums in order to be considered responsive. Any proposal that
does not respond to each issue in the Request for Proposals may be rejected by the Town as non-
responsive.
The Assessor reserves the right to amend this proposal for the Revaluation Program for
assessments at any time prior to the deadline for submission of proposals.
The Town reserves the right to amend this proposal for the Revaluation Program for all real
property assessments at any time prior to the deadline for submission of proposals and to reject
any or all proposals received if the assessor determines it to be in the best interests of the Town.
The Town is licensed to utilize the Appraisal Vision CAMA Software of Vision Government
Solutions Inc. of Hudson, Massachusetts. The Town is not looking to change the existing CAMA
software at this time. Therefore, the Contractor must show familiarity with the system by submitting
a list of projects previously worked on, in the state of Rhode Island, which utilized the Vision
Appraisal CAMA System. Any cost associated with the licensing of the Vision CAMA System is the
responsibility of the Contractor. All data entry will be the responsibility of the Contractor.
In addition to addressing each of the items in the specifications, the Contractor must submit, as
part of its proposal, the following information:
1. Description and examples of the Contractor's revaluation public relations program.
The Town of Westerly reserves the right to reject any and all bids. Town may waive any defects or
irregularities. All bids are subject to appropriation by the Town of Westerly.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
SPECIFICATIONS FOR
REVALUATION SERVICES
DEFINITIONS
ASSESSOR: The word "Assessor" shall mean the duly appointed Assessor of the Town of
Westerly, Rhode Island.
PROJECT: The word "PROJECT" shall mean the complete revaluation of all real property within
the corporate limits of Town of Westerly, Rhode Island for assessment purposes.
CONTRACTOR: The word "CONTRACTOR" shall mean the certified revaluation company who
shall perform this project.
TOWN: The word "TOWN" shall hereinafter mean The Town of Westerly, Rhode Island.
SCOPE OF REVALUATION AND REVALUATION
This Project includes the complete revaluation of all real property within the corporate limits of
Town of Westerly, Rhode Island effective as of December 31, 2027.
CONTRACTOR shall furnish all the databases, labor, materials, supplies and equipment and
perform all work for the project in strict accordance with the hereinafter-listed specifications.
All work will be carried out and all forms, materials, and supplies utilized in this project shall
conform to and be carried out in accordance with the requirements of the State of Rhode Island
General Statutes and Regulations pertaining hereto and shall be subject to the direct supervision
and approval of the ASSESSOR of the Town of Westerly.
The values to be determined shall be the present true and actual value of each parcel of real
property as that term is used in the Rhode Island General Statutes and shall be based upon
recognized methods of appraisal and conform to Uniform Standards of Professional Appraisal
Practices, as required by Rhode Island General Statutes for the licensing and certification of all
individuals involved in the appraisal of real estate.
The Project will cover and include all real property in the Town of Westerly including the following:
1. All taxable real estate, land, buildings, and improvements.
2. All public utilities and buildings.
Exceptions:
1) All land values classified under Farm, Forest, and 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
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
EFFECTIVE DATE: The effective date of this project shall be for the December 31, 2027 Grand
List and the pricing and valuation by CONTRACTOR of all land, buildings and property
under this CONTRACT shall reflect the present true and actual value as of December 31,
2027.
PARCEL COUNT:
CONTRACTOR's price for the revaluation is based upon the following anticipated parcel counts
(estimated by Town as of December 31, 2027)
Residential Dwellings 9,548
Residential Condominiums 1,296
Res Vacant Land 988
Commercial Buildings 346
Commercial Condominiums 114
Apartments 27
Industrial Buildings 39
C+I Vacant Land 104
TOWN DATA
Current Basis of Assessment 100%
Date of Last Revaluation 12/31/2018
Area of the Town 33 sq. miles
Due to the involvement by the Assessor's office in completing building permits and
inspecting properties under construction, the number of properties requiring
measuring and listing by the CONTRACTOR is reduced below the total number of
properties in the Town of Westerly. The CONTRACTOR is required to value all real
property in the Town of Westerly, with the exception of land classified under Farm,
Forest, and Open Space; certain properties measured and listed by the Assessor's
Office as stated above; and all tax-exempt properties.
SUMMARY OF PARCELS BY STATE CODE TO BE VALUED BY CONTRACTOR:
State Code Description Parcel Count
01 One family residence 6,366
02 Two to five family 1,141
03 Apartments (six or more) 27
04 Combination (residential/retail) 121
05 Commercial I (Assessment < $100,000) 11
06 Commercial II (Assessment > $100,000) 335
07 Industrial 30
08 Estate 76
10 Utility & Railroad 10
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
11 Seasonal & Beach 1,959
12 Other improved land 108
13 Residential vacant 988
14 Commercial/Industrial vacant 104
15 Vacant other 43
23 Residential Condominium 1,296
PARCEL COUNT TO BE MEASURED AND LISTED BY CONTRACTOR:
Residential Dwellings 9,548
Residential Condominiums 1,296
Commercial Buildings 346
Commercial Condominiums 114
Apartments 27
Industrial Buildings 39
Total 11,343
GENERAL CONDITIONS
STATE CERTIFICATION- The CONTRACTOR must hold, from the time of submission of the
proposal through the completion of all work hereinafter required, a valid Rhode Island
Revaluation Company Certification pursuant to the Rhode Island General Statutes.
PERSONNEL- CONTRACTOR shall provide experienced and qualified personnel in
compliance with the requirements for the Equal Employment Opportunity provisions of
Federal and State governments. CONTRACTOR shall submit to the Town, written
qualifications of all personnel assigned to this project.
All personnel assigned to this project shall be subject to the approval of the ASSESSOR, prior
to the commencement of the individual's duties in the Town and shall be caused to be removed
from the project by CONTRACTOR upon written notification of the ASSESSOR.
Minimal Qualifications
Project Manager or Supervisor: The administration of this project shall be assigned by
CONTRACTOR to a project manager or supervisor, who shall be certified by the
State of Rhode Island as a Revaluation Supervisor pursuant to the Rhode Island
General Statutes, and such other statutes and regulations that the State of Rhode
Island may promulgate from time to time, and shall have not less than five (5) years
of practical appraisal management experience in the appraisal of commercial,
industrial, apartment, and residential type properties. The project manager or
supervisor shall be subject to approval by the ASSESSOR.
Reviewers and Appraisers: Reviewers and appraisers shall be certified under the Rhode
Island Revaluation Certification Program pursuant to the Rhode Island General
Statutes, and such other statutes and regulations that the State of Rhode Island
may promulgate from time to time, and shall not have less than three (3) years of
practical appraisal experience in the appraisal of the particular type of properties
for which they are responsible. Two (2) years of this experience shall have been in
the mass appraisal field and shall have occurred within the past five (5) years. All
reviewers and appraisers shall be subject to the approval of the ASSESSOR prior
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
to the commencement of their duties on this project.
Background Check: All personnel will be subject to background checks by the Town of
Westerly Police Department.
Identification All field personnel shall have visible clip-on identification cards, which shall include
an up-to-date photograph, supplied by CONTRACTOR and signed by the TOWN
ASSESSOR. In addition, all field personnel shall carry a "Letter of Introduction" signed by
the ASSESSOR. All automobiles used by field personnel shall be registered with the
Town's Police Department giving license number, make, model, year and color of all
vehicles used on this Project.
Office Hours and Staffing: CONTRACTOR shall maintain an office in the Westerly Town Hall, as
needed, from the commencement of work on this project through the conclusion of the
public hearings. This office shall be staffed at Contractor's expense with clerical staff as
needed, as well as other qualified full-time persons so as to ensure the successful
completion of this project in accordance with the completion dates set forth in the Contract
Specifications and any Addenda thereto.
Conflict of Interest No resident of the Town or Town employee shall be employed by
CONTRACTOR, except in a clerical capacity, without the prior approval of the ASSESSOR.
PROTECTION OF THE TOWN
Bonding CONTRACTOR shall, to secure the faithful performance by CONTRACTOR of the terms
of this CONTRACT, furnish to the Town a Performance Surety Bond in the amount of this
contract; which bond shall be issued by a bonding company licensed to do such business
in the State of Rhode Island, with a minimum. Best Company rating of "A/VII." Said bond
shall be delivered to the Town prior to the commencement of actual work and shall be in a
form satisfactory to and approved by the Town's attorney. It is understood and agreed that
upon completion and delivery to the Town of the revaluation and its approval by the
ASSESSOR and after completion of the duties of the Board of Assessment Appeals, the
performance bond shall be reduced to 10% of the value of the contract for the purpose of
covering the defense of all appeals taken by taxpayers. The reduced amount of the bond
shall remain effective until a final resolution in the courts of any timely appeals taken from
the doings of the Board of Assessment Appeals on the list of December 31, 2027.
Penalties Failure by CONTRACTOR to complete all work prior to the date specified herein, April
15, 2028, shall be cause for a penalty payment by CONTRACTOR, on request of the
ASSESSOR, in the amount of TWO HUNDRED DOLLARS ($200.00) per day beyond the
specified date of completion. For the purposes of this penalty only, completion of all work
no later than April 15, 2028 is defined as follows:
Completed property record cards with all pricing, review and final valuations.
Final Assessment notices addressed and in envelopes prepared for mailing.
Penalties due under this clause shall be deducted from the contract price and will represent
a fair and equitable estimate of the damages the Town will suffer if
CONTRACTOR'S work is not completed by April 15, 2028. The Town shall have
the right to use the funds withheld from each periodic payment to these
CONTRACT SPECIFICATIONS to satisfy in whole or in part, this penalty clause.
Delays occasioned by strike, explosion or acts of God or an order of court or other
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
public authority are excepted.
COMPLETION DATE AND TIME SCHEDULE
Signing of Contract: Within 30 days after receipt of notice of acceptance by the Town of its
bid, as possibly revised by negotiations, CONTRACTOR shall execute with the Town, the
Town's standard form of agreement, without exceptions, and which is included in this RFP.
Contractor shall commence the revaluation work not later than two weeks after contract
signing, and shall continue uninterruptedly in a diligent fashion so as to ensure completion
within the schedule of completion dates hereinafter set forth below:
Completion Dates
The following phases of the PROJECT must be completed in accordance with the following
schedule. Failure to substantially complete the stated performance by the stated dates shall
constitute a material breach of this Contract:
Data Collection completed by November 30, 2027.
Complete and deliver to the Assessor data verification by December l5, 2027 (except for
current building permits).
Complete and deliver to the Assessor preliminary land study by November 15, 2027.
Complete and deliver building cost manual by December 31, 2027.
Complete and deliver to the Assessor study of market rents, expenses and capitalization
factors by December 31, 2027.
Deliver completed CAMA database with digital images, property record cards with all
measurements, listings, sketches, pricing, and suggested values to the ASSESSOR
according to the following schedule:
ASSESSOR completes review and final adjustments made for real property no later than
February 15, 2028.
Assessment change notices mailed to comply with requirements of Rhode Island State
Statutes by March 1, 2028. (CONTRACTOR to pay postage)
Informal hearings to begin no later than March 7, 2028 and end no later than March 30,
2028.
Notices of results of informal hearings completed shall be completed on forms approved by
the Assessor and mailed out (CONTRACTOR to pay postage), computer filed and
final property record cards printed and delivered to the ASSESSOR in alphabetical
street order no later than April 15, 2028.
Final values to be delivered no later than April 15, 2028
Assessment Date The completed appraisals, upon approval of the ASSESSOR, will serve as the
basis for assessments effective on the Grand List of December 31, 2027.
Delays: CONTRACTOR shall not be liable for delays caused by reasons of war, strike, explosion,
acts of God, order of court or other public authority.
PAYMENT SCHEDULE
Periodic Payments- Payments shall be made in the following manner:
Thirty (30) days after the execution date of this contract, and at the end of each thirty (30)
day period thereafter for the term of this contract, CONTRACTOR will certify in writing to the
ASSESSOR the percentage of the total work completed under the contract which
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
CONTRACTOR has performed during the said thirty (30) day period. Such notification will
itemize and accurately indicate the extent and nature of work performed by volume, street,
and category or in any manner as required by the ASSESSOR. The itemization shall be
categorized by each of the "Stages of Completion" listed on the Payment Schedule as shown
below.
The Town, upon determination by the ASSESSOR that the certification of CONTRACTOR
concerning work during said period is accurate, will pay to CONTRACTOR a percentage of
the total compensation due under the contract equal to the percentage of work certified as
having been completed during said period, less ten percent (10%), which is to be retained
by the Town for payment to CONTRACTOR at such time that he or she has performed fully
and satisfactorily all its obligations, requirements, and litigation under the contract. The
retained ten (10%) percent of the contract price is to be paid upon the completion of work of
the Board of Assessment Appeals on the December 31, 2027
This contract makes provisions for a reduction of the performance bond to 10% of the
contract price to ensure the defense of any appeals resulting from the revaluation work.
Appraisal of Real Estate Buildings and Structures:
Physical Details CONTRACTOR shall make a careful and complete listing of physical
construction details of all structures and all structural improvements appurtenant to real property in
the Town, on proper forms as previously covered in these specifications.
Digital Images (Alternate - see Bid Form) CONTRACTOR shall provide a digital image for all
improved real property parcels taken from a public way, reviewed for quality and attach the image
into the proposed CAMA database. If a third-party vendor is utilized for imaging services, the
CONTRACTOR must budget time to review the new images associated to the parcels.
Physical Inspections- The Town anticipates that the CONTRACTOR will measure and inspect
ALL improved Residential real properties and Commercial/Industrial real properties located in the
Town, as shown in the Town parcel count. The Town anticipates performing the remainder of
inspections. Please provide a price per parcel, should there be a need to adjust the parcels
requiring inspection by the CONTRACTOR.
a. CONTRACTOR will verify or correct the complete listing of all physical details for
all residential, commercial and industrial buildings and all structural
improvements.
Listing will include a complete interior and exterior inspection of each property.
b. If after an initial visit, entrance has not been gained, another callback visit will be
made after 4 PM or on a Saturday. If that visit is unsuccessful, a mailer will be
sent to the owner(s) requesting an interior inspection. If the owner(s) does not
answer the mailer, the inspection request will be considered refused and the
interior will be estimated.
RESPONSIBILITIES OF CONTRACTOR
GOOD FAITH CONTRACTOR shall, in good faith, use its best efforts to assist the ASSESSOR in
determining the present true and actual valuations of all real property situated in the Town,
and shall not undervalue or overvalue any land, building or other property to avoid or
minimize its responsibilities specified herein.
PUBLIC RELATIONS The parties of this revaluation project recognize that a good public relations
program is required in order that the public of the Town may be informed as to the purpose,
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