RFP #26-450: Property Revaluation Independent Sample Review

R E Q U E S T F O R P R O P O S A L S
Pender County Finance
PO Box 1578
805 S. Walker Street
Burgaw, NC 28425
Property Revaluation Independent Sample Review
RFP# 26-450
Issued: 05/01/2026
Responses Due: 05/14/2026 at 2:00pm
Contact: Meg Blue, Assistant Manager/Finance Director
Phone: 910.259.1282
Email: purchasing@pendercountync.gov
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CONTENTS
GENERAL INFORMATION .............................................................................................................................. 2
SCHEDULE ..................................................................................................................................................... 3
INSTRUCTIONS .............................................................................................................................................. 3
SCOPE OF SERVICES ...................................................................................................................................... 4
ADDITIONAL REQUIREMENTS ....................................................................................................................... 8
RFP PROVISIONS ......................................................................................................................................... 10
TERMS AND CONDITIONS ........................................................................................................................... 12
EVALUATION AND SELECTION .................................................................................................................... 13
GENERAL INFORMATION
Pender County Government is seeking Proposals from a firm to conduct the professional services
as described in the Scope of Services section of this Request for Proposals ("RFP").
Pender County Government will be accepting responses from experienced firms interested in
providing these services according to the schedule and instructions to follow. A written record
of all questions and answers will be provided by email to all Proposers who have notified the
County of their intent to submit a Proposals, as well as on the County website. Questions about
this RFP shall be directed to Meg Blue, Assistant Manager/Finance Director,
purchasing@pendercountync.gov. Answers to questions will be provided via an addendum as
soon as possible thereafter. Firms who intend to respond to this RFP, may provide an email
address for updates as a courtesy. However, Proposers are ultimately responsible for monitoring
the Pender County website for Addenda. Submissions must be sealed. There will be a public bid
opening at the time and location that bids are due.
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SCHEDULE
Advertisement of RFP May 1, 2026
Deadline for Questions May 9, 2026 by 2:00pm
Deadline for receipt of Proposals May 14, 2026 by 2:00pm
Interviews (if needed) May 15, 2026
Board of Commissioners Meeting June 1, 2026
Desired Effective Date Negotiations complete prior to BOCC meeting
County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.
ADDRESS
Pender County Finance Department
ATTN: Meg Blue, Assistant Manager/Finance Director
By Mail: PO Box 1578, Burgaw NC 28425
By Courier: 805 S. Walker Street, Burgaw NC 28425
Electronic copy: purchasing@pendercountync.gov
INSTRUCTIONS
This RFP and related documents may be obtained on the County website at
www.pendercountync.gov. Click on "I Want To...", scroll down to "Open RFP's and Bids".
Proposal should be presented in the general format specified below:
1. Introduction: Description of the professional qualifications of the firm and staff proposed for
the assessment services. Clearly indicate each staff members' role in the project. Include
information about the firm's professional registration in North Carolina.
2. Work Plan: A detailed description of the services to be provided and schedule of estimated
timeframes for implementation/provision of those services.
3. References: A brief description of at least 3-5 projects that are similar in scope and size. For
each project listed, please include the name of the entity and the name and contact information
for personnel who would be familiar with the work performed. Preference is to list similar North
Carolina projects first.
4. Fee Schedule: Breakdown of potential fixed and/or variable costs to be incurred for these
services, with a total price for completion of this contract.
Proposals should be submitted bound, using standard paper, and sections should be
appropriately labeled for easy reference. Proposers must provide one original bound and one
electronic submission. The hard copy submission must be received at the address above prior to
the deadline for consideration. The electronic Proposal may be provided on a USB drive or
emailed to purchasing@pendercountync.gov. Any Proposals received after the deadline will not
be considered and shall be retained as documentation for the RFP file. Pender County
encourages all qualified businesses, including DBE, Minority, and Women owned and operated
businesses to respond to this RFP.
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SCOPE OF SERVICES
1. Background and Purpose
Pender County conducted its general real property revaluation effective January 1, 2026, in
accordance with N.C. Gen. Stat. 105-286 and the North Carolina Machinery Act. The revaluation
was performed by Vincent Valuations, LLC, under a contract approved by the Board of
Commissioners in September 2023, and the Schedule of Values was certified by the Board on
December 1, 2025.
Following the issuance of 2026 value notices, the Board of Commissioners has directed the
engagement of an independent third-party firm (the "Vendor") to perform a representative
sample review of the underlying property data collected by the County's contracted assessor
during the list-and-measure phase of the mass appraisal. The purpose of this engagement is to
independently re-measure a statistically representative sample of parcels using the same mass-
appraisal standards, tools, data sources, and physical access limitations applicable to the 2026
revaluation, so that County staff may subsequently perform a parcel-by-parcel comparability
analysis against the data of record.
2. Scope of Services
2.1 Sample Size and Stratification. The Vendor shall conduct an appraisal review for a statistically
representative random sample equal to five percent (5%) of the County's real property parcels
as of the 2026 tax roll (approximately 2,500 parcels). The sample shall be randomly generated by
the Vendor with support from the Pender County GIS Department and the Pender County Tax
Office, and shall be stratified to ensure proportional representation by both of the following
dimensions simultaneously:
Geographic: Pender County Commissioner Districts.
Property type: (1) single-family residential; (2) condominium and townhome; (3) multi-family
residential (2+ units); (4) vacant residential land; (5) commercial; (6) industrial; (7) agricultural
and Present-Use Value parcels under G.S. 105-277; and (8) exempt real property.
The Vendor shall submit its sampling methodology and the resulting parcel list to the County
Assessor for written approval within five (5) calendar days of contract award. Fieldwork shall not
commence prior to the Assessor's approval.
2.2 Methodology. The Vendor shall conduct an independent list-and-measure review of each
sampled parcel using the same mass-appraisal standards and methodology standard to the
industry during the 2026 revaluation. The Vendor may use any data source, tool, or technique
that constitutes standard practice in a North Carolina mass appraisal under the Machinery Act
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and the IAAO Standard on Mass Appraisal of Real Property, including but not limited to: exterior
field measurement from the public right-of-way; aerial, orthophoto, and oblique imagery
(including Pictometry or equivalent); publicly available GIS and parcel data; building permit
records; MLS and qualified sales data; and any other data source generally available to a mass-
appraisal contractor in North Carolina.
2.3 Physical Access Limitations. The Vendor's field methodology shall replicate the physical
access limitations under which the original revaluation was performed and as required by law.
Specifically:
a. The Vendor shall not enter any structure;
b. The Vendor shall not enter any parcel that is gated, secured, or posted with "No
Trespassing," "Private Property," or equivalent signage;
c. Exterior-only observation from the public right-of-way is the default inspection method;
d. Where exterior observation is not feasible due to access restrictions, setback, vegetation,
or other obstructions, the Vendor shall rely on aerial, oblique, and drive-by imagery in lieu
of on-site observation;
e. The Vendor shall document, for each sampled parcel, the inspection method used
(exterior, drive-by, aerial/imagery only).
2.4 Data Access Restrictions - Blind Review. To preserve the independence of the review:
a. The Vendor shall be provided the parcel's 2025 property record card for review.
b. The Vendor shall not review, reference, or consult any workpapers, field notes, sketches,
or deliverables prepared by Vincent Valuations, LLC;
c. The Vendor shall not contact Vincent Valuations, LLC or any of its principals, officers,
employees, subcontractors, or affiliates at any time during the engagement without the
prior written permission of the Pender County Manager or the Pender County Tax
Assessor;
d. All data captured by the Vendor shall be developed solely and independently from the
sources and methods described in Section 2.2;
e. The Vendor shall execute and deliver a signed attestation of blind-review independence
as part of its final report, affirming compliance with this Section.
2.5 Data Elements. For each sampled parcel, the Vendor shall independently determine and
record, at minimum, the property characteristics typically captured during the list-and-measure
phase of a North Carolina mass appraisal, including:
* Land area observations and site characteristics observable from exterior inspection;
* Building footprint and total square footage, heated and unheated, by floor where
applicable;
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* Number of stories;
* Exterior wall construction and materials;
* Roof type and materials (as observable);
* Apparent year built or effective age (as observable);
* Condition grade based on exterior observation;
* Attached and detached outbuildings, garages, carports, decks, porches, and patios;
* Swimming pools and other visible site improvements;
* Apparent use and occupancy;
* Apparent physical depreciation or functional obsolescence observable from exterior;
* A dated photograph of the primary improvement where feasible;
* Inspection method used (per Section 2.3.e) and date of inspection.
2.6 Quality Control. The Vendor shall perform internal quality-control review of no less than ten
percent (10%) of collected parcel records prior to delivery, and shall describe its QC methodology
in the final report.
3. Deliverables
3.1 Sample Plan. Within five (5) calendar days of contract award: written sampling methodology
and final parcel list for County Assessor approval.
3.2 Parcel Data File. A structured, machine-readable data file (Microsoft Excel or CSV format)
keyed by Parcel Identification Number (PIN) and containing, for every sampled parcel, each of
the data elements enumerated in Section 2.5.
3.3 Narrative Report. A written narrative report addressing, at minimum:
a. the sampling methodology and statistical basis for representativeness;
b. field methodology, tools, and data sources employed;
c. access limitations encountered, summarized by property-type stratum;
d. quality-control procedures performed;
e. qualifications of field personnel who conducted the measurements;
f. the Vendor's signed attestation of blind-review independence required under Section
2.4.e; and
g. a list of any sampled parcels for which data could not be developed and the reason for
each.
3.4 Scope Exclusion. The Vendor's engagement shall terminate upon delivery of the items in
Sections 3.1 through 3.3. The Vendor shall not compare its independently developed data to the
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County's data of record, shall not render an opinion on the accuracy of the 2026 values, and shall
not render an opinion on Vincent Valuations' performance. The parcel-by-parcel comparability
analysis will be performed by County staff.
4. Period of Performance. All services and deliverables shall be completed as expeditiously as
practicable and in no event later than thirty (30) calendar days following the date of contract
award. Proposals contemplating a performance period longer than 30 days will be deemed non-
responsive.
5. Vendor Qualifications
5.1 Mandatory Requirement - No Conflicts of Interest. The Vendor, together with its principals,
officers, employees, subcontractors, parent entities, subsidiaries, and affiliates, shall not have,
and shall not have had within the preceding thirty-six (36) months, any existing or ongoing
business, contractual, joint-venture, employment, or affiliation relationship with Vincent
Valuations, LLC, or any of its principals, officers, employees, subsidiaries, or affiliates. This
requirement is in addition to comply with the standard conflict of interest requirements set forth
in the Terms and Conditions below. The Vendor shall submit a signed certification of
independence with its proposal. Failure to meet this requirement renders a proposal non-
responsive.
5.2 Preferred Qualifications. The following qualifications are preferred and will be considered in
evaluation:
a. Real property appraisers certified under N.C. Gen. Stat. 105-294 on Vendor staff;
b. NCDOR property tax appraiser certification;
c. IAAO professional designation(s) on Vendor staff, including Certified Assessment
Evaluator (CAE), Residential Evaluation Specialist (RES), or Assessment Administration
Specialist (AAS);
d. Demonstrated independence from Vincent Valuations beyond the minimum required in
Section 5.1;
e. Errors and Omissions insurance of not less than $1,000,000 per occurrence and
$2,000,000 aggregate, and Commercial General Liability insurance in industry-standard
amounts;
f. Prior experience performing audit, review, or quality-control work on North Carolina
county-wide general revaluations, including whether the work was completed in
accordance with project timelines and budgets;
g. Demonstrated proficiency in the use of GIS, oblique aerial imagery, and CAMA systems in
the North Carolina Machinery Act context.
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6. County-Provided Resources and Contract Administration
The Pender County Tax Assessor shall serve as the designated contract administrator and primary
point of contact for the Vendor. The County shall provide to the Vendor: (a) a geospatial parcel
layer (shapefile or file geodatabase) containing PINs and parcel boundaries, furnished through
the Pender County GIS Department; (b) parcel counts by Commissioner District, property-type
class, and FEMA SFHA status, for the limited purpose of sample stratification; (c) GIS and Tax
Office support in the random generation of the stratified sample as described in Section 2.1; and
(d) access to the County's publicly available GIS, imagery, and permit portals to the same extent
available during the 2026 revaluation. The County will not provide property record card data,
CAMA extracts, prior measurements, Vincent Valuations workpapers, or any valuation data.
7. Compliance
The Vendor shall perform all services in accordance with relevant North Carolina General
Statutes, the IAAO Standard on Mass Appraisal of Real Property (current edition); the Schedule
of Values certified by the Pender County Board of Commissioners on December 1, 2025; and all
other applicable federal, state, and local laws and regulations.
8. Public Records and Confidentiality
All work product developed under this engagement is subject to the North Carolina Public
Records Act, N.C. Gen. Stat. Chapter 132. The Vendor shall not disclose, publish, or comment
publicly on any preliminary or final findings prior to the County's acceptance of all deliverables
and without the express written authorization of the County Manager.
ADDITIONAL REQUIREMENTS
1.Contract: This RFP will result in a contract for services provided to Pender County. The awarded
Proposer shall provide the County with a sample contract which can be revised by the County's
legal department as needed. The contract shall provide a termination clause in which the County
reserves the right to terminate the contract immediately with cause or with ninety days prior
written notice without cause.
2. IRS W-9 Form: Please provide a current (within last 3 months) completed W-9 form which will be
required to be set up as a vendor in our system.
3. Insurance: Provide a copy of a certificate of insurance which identifies current levels of
professional liability insurance.
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4. Proposal Form: Please complete and return Attachment 1 included here with submission.
5. Certification Regarding Suspension and Debarment: Please complete and return Attachment
2 included here with submission.
6. Non-Collusion Affidavit: Please complete and return Attachment 3 included here with
submission.
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RFP PROVISIONS
1. The Request for Proposals' Provisions, Scope of Services and Terms and Conditions are integral
parts of this RFP. The Proposer, by submitting a Proposal, agrees to comply with all provisions
and conditions of this document.
2. The County reserves the right to amend, at any time, any part of this RFP upon written
notification to Proposers; and to change any of the scheduled dates, including the Proposal due
date. All changes will become part of this RFP and will be incorporated into the agreement
entered between the County and the Proposer.
3. Proposals should be prepared providing a straightforward description of the vendor's ability
to meet the requirements of this RFP. Responses should be concise and understandable by a
"non-technical" audience.
4. The County is not liable for any costs or expenses incurred by the Proposers in the preparation
of their Proposals or submissions related to this RFP.
5. All materials submitted with the Proposal become the property of the County and may be
returned only at the discretion of the County Finance Director and Assistant Manager/Finance
Director.
6. By submitting a Proposal, the Proposer represents that it has thoroughly examined and
become familiar with the work required under this RFP and is capable of providing and
performing quality work to achieve the County objectives.
7. The Proposer accepts full responsibility for assuring the prompt and timely submission of the
Proposal. The County will make no allowances for late delivery of mail. The Proposal may be
hand-delivered or by courier to the physical location specified in the "SCHEDULE" section.
8. If a Proposer requires to take exception to any part of the specifications of this RFP, please
include a letter stating any exceptions along with a thorough explanation. All exceptions will be
taken into consideration when evaluating and scoring Proposals.
9. The County reserves the right to reject any or all Proposals received or to negotiate separately
with competing Proposers to this RFP and to award a contract based on services other than those
set forth in this RFP. After reviewing the Proposals, the County may elect to withdraw the RFP,
make changes, waive technicalities, and issue a modified RFP in any part thereof deemed to be
in the best interest of the County.
10. No assignment of the resulting contract may take place without the express written
permission from the County. This includes assignment or sale of the Proposer to another
institution.
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