Real Property Reassessment Project

REQUEST FOR PROPOSALS
FOR
REAL PROPERTY REASSESSMENT PROJECT
KENT COUNTY
AND
SUSSEX COUNTY,
DELAWARE
July 15, 2026
Request for Proposals Page 1

Real Property Reassessment Project - Advertisement
Kent County and Sussex County, political subdivisions of the State of Delaware, desire to enter into similar
contracts with a qualified company to perform a reassessment of all real property within the counties.
The criteria for selection shall include experience, quality of work, capacity to perform, project
methodology, and price. The award shall be made in writing to the respondent determined to be the most
advantageous to both Kent and Sussex Counties considering the evaluation criteria set in the RFP. No
other factors or criteria will be used in the evaluation.
Interested parties must submit two (2) written proposals along with a digital version to the Sussex County
Finance Department, Attention: Gina A. Jennings, Finance Director, Administrative Office Building, 2 The
Circle, Georgetown, DE 19947 no later than September 16, 2026 at 9:00 a.m. at which time the proposals
will be publicly opened, reading aloud and recording only the name of the respondent(s).
The request for proposals may be obtained by visiting Kent County's website
https://www.kentcountyde.gov/Doing-Business-with-Kent-County/Bids-RFPs-and-RFQs or Sussex
County's website https://sussexcountyde.gov/legal-notices/bids or by contacting Mrs. Gina Jennings,
Finance Director at the Sussex County Administrative Building, 2 The Circle, Georgetown, DE 19947,
telephone: (302) 855-7741, email gjennings@sussexcountyde.gov or by contacting Mrs. Susan Durham,
Finance Director at the Kent County at Susan.Durham@kentcountyde.gov. The request for proposals may
be obtained during regular business hours which are 8:30 a.m. to 4:30 p.m., Monday through Friday. In
their sole discretion, Kent County and Sussex County, Delaware, may extend the time and place for
opening of bids from that described in the advertisement by providing no less than two (2) calendar days'
notice, by posting an Addendum on both the Kent County and Sussex County websites and by providing
notice thereof by certified delivery, facsimile machine, or other electronic means such as email, to those
potential respondents who obtained copies of the RFP or provided notice thereof to Gina Jennings or
Susan Durham at the email address provided herein.
All questions about the RFP shall be submitted by email to both Gina Jennings,
gjennings@sussexcountyde.gov and Susan Durham, susan.durham@kentcountyde.gov by 4:30 p.m. on
August 17, 2026.
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TO WHOM IT MAY CONCERN
Enclosed are specifications for the contractual services phase of the Kent and Sussex Counties
("Counties") reassessment programs.
Companies desiring to provide services according to these specifications must deliver two (2) sealed
copies with one digital copy of their proposal to the Sussex County Finance Department, Attention: Gina
A. Jennings, Finance Director, Administrative Office Building, 2 The Circle, Georgetown, DE 19947 no
later than September 16, 2026 at 9:00 a.m. Proposals received after this specified time will not be
considered by the Counties. Copies mailed to Sussex County will be distributed to Kent County by Sussex
County after the bid opening.
Interviews will be held for companies that submit proposals at the discretion of the Counties.
All company proposals must be formatted as specified in Appendix D and include all specified
information. Full proposals that restate the RFP sections and specifications are not acceptable. These
specifications are considered the minimum standards for this project. The only acceptable deviations
from the specifications are responses that exceed those specified and are explained in detail in the
proposal. These deviations are to be indicated in the grid set forth in Appendix E.
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PROPOSAL PROCESS SCHEDULE
Event Date Time
Issue RFP 7/15/2026 N/A
Cut-off for emailed questions about the RFP 8/17/2026 4:30 p.m.
Receipt of Sealed Proposals 9/16/2026 9:00 a.m.
Conduct company interviews, week of ... 9/28/2026 N/A
Contract negotiations 10/6/2026 -
N/A
11/6/2026
Contract Awards 11/17/2026 N/A
Sign contracts, week of ...
12/1/2026 N/A
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The Counties assume no liability for the costs incurred by a company in preparing its proposal for
professional services in response to this RFP. The Counties reserve the right to reject any or all proposals
or decide not to proceed with the project at this time. Companies that have submitted acceptable
responses will be notified of contractor selection by letter after the final determination has been made.
The Counties intend that, if a contractor is chosen, an instrument of contract will be signed no later than
the week of 12/1/2026.
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Table of Contents
GLOSSARY OF TERMS .................................................................................................................................... 8
SECTION 1 - INTRODUCTION ....................................................................................................................... 11
SECTION 2 - PROFILE OF THE COUNTIES ..................................................................................................... 12
SECTION 3 - GENERAL RESPONSIBILITIES - COUNTIES ................................................................................ 14
3.1 Project Management .................................................................................................................... 14
3.2 Data Manager ............................................................................................................................... 14
3.3 Staff Involvement .......................................................................................................................... 14
3.4 Documentation ............................................................................................................................. 14
3.5 Space and Equipment ................................................................................................................... 14
3.6 Assessment Staff Participation ..................................................................................................... 15
3.7 Clerical Function(s) ....................................................................................................................... 15
3.8 GIS Capacity and Availability ........................................................................................................ 15
3.9 Payments to Contractors .............................................................................................................. 16
SECTION 4 - PROJECT REQUIREMENTS/CONTRACTOR RESPONSIBILITIES ................................................. 16
4.1 Project Management .................................................................................................................. 16
4.2 Project Timetable ........................................................................................................................ 16
4.3 Public Information ...................................................................................................................... 16
4.4 Staff Training ............................................................................................................................... 17
4.4.1 Training of County Staff ............................................................................................................. 17
4.4.2 Board of Assessment Review Training ....................................................................................... 18
4.5 Data Processing ........................................................................................................................... 19
4.5.1 Hardware ................................................................................................................................... 19
4.6 Tax Map Data .............................................................................................................................. 19
4.7 Property owner Inquiry ............................................................................................................... 19
4.8 Subject Inventory Data Collection .............................................................................................. 20
4.8.1 Verification and Collection ........................................................................................................ 20
4.8.2 Collection Instrument ................................................................................................................ 20
4.8.3 Data Entry and Maintenance ..................................................................................................... 20
4.8.4 Parcel Improvement Sketches ................................................................................................... 21
4.8.5 Data Collectors ........................................................................................................................... 21
4.8.6 Data Quality Control .................................................................................................................. 21
4.8.7 Vacant and Agricultural Land ..................................................................................................... 22
4.8.8 Data Mailers or an Equivalent Internet-Based Approach .......................................................... 22
4.8.9 Street-Level Photography.................................................................................................................. 25
4.9 Sales Verification ......................................................................................................................... 22
4.10 Data Edits .................................................................................................................................... 22
4.11 Valuation ..................................................................................................................................... 23
4.11.1 Residential/Farm/Vacant ......................................................................................................... 23
4.11.2 Commercial/Industrial ............................................................................................................. 24
4.11.3 Highly Unique and Highly Complex Parcels ............................................................................. 24
4.11.4 Valuation Reports ..................................................................................................................... 25
4.12 Value Review ............................................................................................................................... 25
4.13 Notice of Proposed Assessment Processing ............................................................................... 25
4.14 Informal Review Process ............................................................................................................. 25
4.15 Notice of Proposed Assessment from Informal Review Process ................................................ 26
4.16 Finalization of the Assessment Roll and Formal Defense of Values ........................................... 26
4.17 Project Status Control ................................................................................................................. 27
4.18 Mass Mailing and Postage .......................................................................................................... 27
4.19 Data Entry ................................................................................................................................... 28
4.20 Valuation Documentation ........................................................................................................... 28
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4.21 Ratio Studies ............................................................................................................................... 28
4.22 Aerial Imagery and Change Detection.................................................................................................31
4.23 Compliance with Legislative and Regulatory Changes......................................................................31
SECTION 5 - DATA SECURITY ....................................................................................................................... 29
SECTION 6 - CONTRACTOR PROJECT STAFFING .......................................................................................... 29
6.1 Project Management and Technical Staff ................................................................................... 29
6.2 Staffing Changes.......................................................................................................................... 30
SECTION 7 - DELIVERABLE PRODUCTS ........................................................................................................ 30
SECTION 8 - PAYMENT SCHEDULE AND PENALTY ....................................................................................... 32
SECTION 9 - CONTRACTUAL REQUIREMENTS ............................................................................................. 33
9.1 Employment Requirements ........................................................................................................ 33
9.2 Changes in Contract .................................................................................................................... 34
9.3 Statement of Noncollusion ......................................................................................................... 34
9.4 Insurance Requirements ............................................................................................................. 35
9.5 Indemnification ........................................................................................................................... 36
9.6 Conflict of Interest ...................................................................................................................... 36
9.7 Assignment of Contract .............................................................................................................. 37
9.8 Compensation ............................................................................................................................. 37
9.9 Ownership of Work Products ...................................................................................................... 37
9.10 General Legal Responsibility ....................................................................................................... 37
9.11 Instrument of Contract ............................................................................................................... 37
9.12 Disputes - Venue and Jurisdiction ............................................................................................... 37
SECTION 10 - PROJECT COST ITEMIZATION ................................................................................................ 39
SECTION 11 - RFP PROCESS GENERAL INFORMATION ............................................................................... 40
11.1 Proposal Modifications ............................................................................................................... 40
11.2 Proposal Acceptance ................................................................................................................... 40
11.3 Evaluation and Selection Process ............................................................................................... 40
APPENDIX A - Code of Ethics ...................................................................................................................... 41
APPENDIX B - Highly Unique or Highly Complex Parcel List ....................................................................... 42
APPENDIX C - Affidavit ............................................................................................................................... 43
APPENDIX D - Sample Proposal .................................................................................................................. 44
APPENDIX E - Company Proposal Response Grid ....................................................................................... 47
APPENDIX F - County Sign-off Documents ................................................................................................. 49
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GLOSSARY OF TERMS
The following terms are used throughout these specifications and shall have that meaning expressly
indicated below:
1. ASSESSOR - The individual or the Board of Assessors serving as the Assessor in the Counties.
2. COD - Coefficient of Dispersion - The average deviation of a group of numbers from the median
expressed as a percentage of the median. In ratio studies, the average percentage deviation from
the median ratio. - IAAO, Standard on Ratio Studies
3. COMPANY - A qualified firm that submits a formal proposal in response to these specifications.
4. COMPUTER-ASSISTED MASS APPRAISAL (CAMA) - A process that uses computers to assist the
appraiser in estimating property value by means of automated valuation models (AVMs) and
databases of property characteristics and other information. Computer-Assisted Mass Appraisal
(CAMA) is usually conducted using an integrated software system where each component is tied
together under a central hub.
5. CONTRACT ADMINISTRATOR - The official who represents the County in all matters with regard
to this project. Each County will have its own contract administrator.
6. CONTRACTOR / VENDOR - The company or consultant that enters into an agreement with the
County to provide the professional contract services described in these specifications.
7. COUNTIES - Kent County and Sussex County, Delaware.
8. CREW CHIEF - (field supervisor(s)) the person(s) responsible for the recollection and/or field
verification of data collected by the data collectors. The crew chief monitors and ensures the
quality, consistency and accuracy of all the data. The crew chief must be trained as a data
collector and have a minimum of six months of prior experience as a data collector. The crew
chief must be a certified appraiser in the State of Delaware. In addition, the crew chief must
demonstrate significant experience in the assessment or appraisal field.
9. DATA COLLECTOR - An individual responsible for the field collection and recording of real property
valuation data. The data collector must have completed a program of training and have prior
experience working with a reassessment firm.
10. DATA MAILER - A computer-generated report listing, enumerating and describing selected data
elements in a format deliverable to a property owner.
11. FINAL ASSESSMENT ROLL - A document containing assessment and exemption information on all
parcels in the County.
12. ORTHO-PHOTOGRAPHY - An ORTHOPHOTO, ORTHOPHOTOGRAPH or ORTHOIMAGE is an aerial
photograph geometrically corrected ("orthorectified") such that the scale is uniform: the photo
has the same lack of distortion as a map. Unlike an uncorrected aerial photograph, an
orthophotograph can be used to measure true distances because it is an accurate representation
of the Earth's surface, having been adjusted for topographic relief, lens distortion, and camera
tilt.
13. OBLIQUE AERIAL PHOTOGRAPHY - Photographic images taken from an aircraft in which the
camera is angled relative to the ground below.
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14. PARCEL - A separate, tax map-designated, assessed lot, parcel, piece or portion of real property.
15. PRD - Price-Related Differential - The mean ratio divided by the weighted mean ratio. The statistic
has a slight bias upward. Price-related differentials above 1.03 tend to indicate assessment
regressivity; price-related differentials below 0.98 tend to indicate assessment progressivity. -
IAAO, Standard on Ratio Studies.
16. PROJECT - The overall effort, including the activities of all participants.
17. PROJECT ADMINISTRATOR - The County official, designated at each county, responsible for
overall project management and analysis and direct project coordination, who represents the
County in all administrative matters.
18. PROJECT DIRECTOR - The contractor staff member who will be responsible for contractor project
management and coordination of all contractor activities, who will represent the contractor in all
contract administrative matters.
19. PROJECT MONITOR - A consultant hired by an individual County who will be responsible for
quality control of the contractor's work on behalf of the Assessor / County in the context of the
contract signed.
20. RFP -This request for proposal which contains specifications for the contractual services phase of
the Counties' reassessment projects and serves as the senior document: the basis for resolving
disputes.
21. RATIO STUDY - A study of the relationship between appraised or assessed values and market
values. Indicators of market values could be either sales (sales ratio study) or independent
"expert" appraisals. Of common interest in ratio studies are the level and uniformity of the
appraisals or assessments.
22. REAPPRAISAL - Developing and reviewing a new determination of market value for each parcel,
based on current data, by the appropriate use of one or more of the three accepted approaches
to value (cost, market, and income).
23. REASSESSMENT - A systematic review of the assessments of all locally assessed properties, either
within an assessing unit or within a class of a special assessing unit, to assure they are at the stated
uniform percentage of value as of the valuation date of the assessment roll upon which the
assessments appear. It is synonymous with the terms revaluation and update. A reassessment
can be completed by a reappraisal of parcels, trending of parcels to current value, or a
combination of both.
24. SALES VERIFICATION - The process by which sales are reviewed, inspected, and validated for
inclusion in market analysis.
25. STREET-LEVEL PHOTOGRAPHY - Images of whatever can be seen from a public right-of-way.
26. TAXABLE STATUS DATE - The ownership and physical condition of real property as of this date are
assessed according to a value fixed as of the valuation date in the year that the reassessment is
to be implemented. For Kent County, this is April 1. For Sussex County, this is February 15.
27. TRENDING - The process of applying multiplicative adjustment factors to previous appraised or
assessed values of groups of properties based upon criteria such as property type, location, size,
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and age. These factors are developed from assessment-sales ratio studies or other market
analysis in order to maintain uniformity of assessments rather than to fully reappraise those
properties.
28. VALUATION - The process of estimating market values for all parcels in the Counties using mass
appraisal procedures in compliance with Standards 5 and 6 of the Uniform Standards of
Professional Appraisal Practice of the Appraisal Foundation.
29. VALUATION DATE - All real property is valued as of this date. This date will be July 1, 2028 for
both counties.
30. VALUE REVIEW - The phase of the valuation process when values from the automated valuation
models are reviewed for consistency and reasonability by the appraisal staff.
31. VERIFIED PARCEL - A parcel for which the inventory data has been field verified for completeness,
corrections entered onto the inventory file, file edited by computer and corrected for any errors.
32. WORK/WORK PRODUCTS - The services to be performed/delivered by the contractor.
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