Request for Proposal - Contracted Assessing Services

The Town of Hancock (the “Town”) is seeking proposals for a professional consulting/services relationship whereby the provider shall perform the Municipal assessing duties for the Town for a five-year period. Hancock is a community of approximately 1,763 residents and has approximately 1,297 Parcels. The following is a breakdown of the parcel count:Residential Land Only: 129Residential Land Only with Current Use: 285Residential Land & Building (not including current use): 602Residential Land & Building with Current Use: 196Manufactured Housing on Own Land: 9Duplex & Multi-Family: 2 Commercial/Industrial Land Only (not including current use): 3Commercial/Industrial Land & Building (not including current use): 11Commercial/Industrial with Current Use: 1Utility: 2Exempt: 57 The Town’s assessing information is currently contained on cards produced by Avitar. This proposal is not intended to include revaluations or updates. The Selectboard are and shall continue to be the official body charged with legally required assessing services and the successful Bidder shall perform the assessing functions on the Board’s behalf.Interested assessment companies (“Bidders”) are invited to submit proposals that shall include:1. The Bidders ability to provide the services and minimum specifications described below, in accordance with applicable Statutes and DRA and ASB rules.2. Name and telephone number of person(s) to be contacted for further information and clarification.3. A statement of the Bidder’s ability to assume all responsibility on January 1, 2027.4. A list of all personnel who will be assigned to Hancock, including their years of experience and qualifications.5. Listing any municipal clients that the Bidder is currently or has in the past provided similar services to, including client contacts, telephone numbers, size of the municipalities (indicated by number of real estate parcels and scope of services rendered), and expertise with the Town’sassessing software, Avitar.6. Indication of how many years Bidder has been engaged as a company, corporation, partnership, or individual specializing in government assessing services.Three (3) copies of the sealed proposal shall be submitted no later than 12:00pm on November 9, 2026 To:Jonathan M. CoyneTown Administrator50 Main Street, PO Box 6Hancock, NH 03449Please note: “Contracted Assessing Bid” on the exterior of the proposal envelope.Inquiries may be directed to townadmin@hancocknh.gov, 50 Main Street, PO Box 6, Hancock, NH 03449, or by telephone at (603) 525-4441 between the hours of 8:00 AM and 4:00 PM, Monday – Thursday or by appointment.Services to be IncludedAll services shall be performed in a professional manner, in accordance with applicable Statutes andDRA and ASB rules.1. To provide Assessing and related support services in the ongoing operation of the Hancock Assessing Department as outlined in RSA 48:13.2. To assist the Board of Selectmen in its role as the Board of Assessors in fulfillment of their duties and responsibilities related to the tax assessment of real property throughout the municipality and to assist the Selectboard in fulfilling the requirements of RSA 76:10.3. To assist the Selectboard in the provision of any information or data, in a timely manner, required by the State of New Hampshire to establish ratios or other statistical measurements in connection with assessment of property in the municipality. 4. Review the sales analysis performed by the DRA and advise the Town of any areas of town or types of property needing to be adjusted or needing additional analysis.5. To be available, on an as needed basis, to interact with the citizens of the Town and the general public in order to provide required and requested information regarding the assessment of property and the assessing function.6. In any given year, to perform routine maintenance of the assessment data kept by the assessing department, which includes using the Town’s current Avitar system to measure, list, and value new, altered, and other properties as determined by the Town and to ensure that the new valuation data is recorded in a timely and compliant manner.7. To administer and participate, on behalf of the Town, in taxpayers’ requests to the Selectboard for abatement of taxes and to provide recommendations to the Selectboard as to the merit of any and all such requests.8. To represent the Town in appeals to the BTLA and to provide suitable expert testimony relative to appeals of assessments, either to BTLA or Superior Court.9. Provide for the establishment of all parcels affected by subdivisions, lot line revisions, and current use applications.10. Review and consult as required with the taxpayers and the Board of Assessors; calculate values for land use change taxes.11. Annually review and adjust each of the utility valuations as needed.12. Continue the ongoing process whereby the Bidder will undertake the data collection function over the first four-year period of the proposed agreement related to a complete revaluation or statistical update which will be accomplished by a separate vendor. The data collection function shall be completed by April 1, 2031, and is intended to include, but not be limited to the following:a. Visit and review, from the exterior, 25% of the properties each year. If a property owner is present at the time, a review of the interior will be attempted. When no interior review is conducted, the Town will attempt to schedule such review if warranted. If not conducted, the Bidder shall estimate the value and notate the property record card.b. Sketch of principal building and their dimensions.c. Property imagery.d. Note specific qualities of construction, approximate age of construction, and specific details as applicable.13. In the fifth year of the proposed agreement, the Bidder shall also provide oversight of the separate vendor contracted to conduct the statistical update.14. Maintain sufficient, as outlined below, general liability, automobile liability, and workers compensation insurance for the duration of the agreement.Commercial General LiabilityGeneral Aggregate $2,000,000Completed Operations Aggregate $2,000,000Personal and Advertising $1,000,000Each Occurrence Injury $1,000,000Professional Errors and Omissions LiabilityEach Occurrence $1,000,000General Aggregate $1,000,000Commercial Automobile LiabilityCombined Single Limit $1,000,000 Worker’s CompensationNH Statutory, including Employee Liability $100,000 each accident$500,000 disease, policy limit$100,000 disease per employeeContract AwardsThe Town of Hancock’s Selectboard reserves the right to reject any or all proposals, or to accept the proposal that the Town deems to be in the best interest of the Town, regardless of lowest bid amount.The Town of Hancock reserves the right to request additional data or information or a presentation in support of written proposals. However, the Town may award a contract based on offers received, without additional submissions. Accordingly, the proposal should be submitted on the most favorable terms of all aspects, which the Bidder can submit.