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HomeMy WebLinkAbout8955 Appraisal Services Scope of WorkRFQ# 8955 Request for Qualifications Appraiser Services The scope of work shall be finalized upon the selection of the service firm(s) or individuals. The respondent’s submission shall have accurately described an understanding of the objectives and scope of the requested products, services, and provided an outline of the process used to implement the requirements of the scope of work and services. It is anticipated that the scope of work will include, at a minimum, the following: A: INTRODUCTION In accordance with the provisions of Texas Government Code, Chapter 2254, the City of Denton (City), a home-rule city of the State of Texas, is requesting submissions to select firm(s) with demonstrated experience in providing appraisal services. Firm(s) may submit on any and all of the individual categories of work relating to real estate fair market valuation on property acquisition on City, State and Federal infrastructure projects in conformance with the Uniform Standards of Professional Appraisal Practice (USPAP), the Code of Professional Ethics and Standards of Professional Appraisal Practice of the Appraisal Institute; The Texas Property Code and any other applicable state appraisal regulations as described in this document. The responses shall be submitted to the City in a sealed submission. The City wants to establish an eligibility list of appraisal firm(s) that have demonstrated competence and qualifications to perform appraisal services. To be placed on the eligibility list, appraisal firm(s) must be able to meet our expectations as outlined in this solicitation. This solicitation is for Professional Services for a single project or multiple projects over the period of three (3) years. The pre-qualified list of firms(s) shall have the ability to accomplish all aspects of the requested services. B: SCOPE OF WORK Description of Work The City of Denton is seeking to pre-qualify respondents to provide appraisal services for a period of three years. Respondent must follow the guidelines and requirements of the Standards Rule 2-2(a) of the 2020-2021 edition of USPAP. Major work categories include: Salient Facts and Valuation Summary • Summary of Salient Facts – Example A attached • Valuation Summary • Appraiser takes into consideration the definition of value, the purpose of the appraisal, property type, and adequate compilation of data for determining value, a relative weight, as applicable, in each approach to be able to reach a final estimation of value. RFQ# 8955 Request for Qualifications Appraiser Services General Information • Identification of Subject and Project • Current Ownership and Sales History – Example B attached • Inspection • Purpose of the Appraisal • Definition of Market Value • Intended Use and User • Report Format • Prior Services • Scope of Work • Valuation Methodology • Research and Analysis • Extraordinary Assumptions and Hypothetical Conditions • Jurisdictional Exceptions • Case Law and Legislative Precedents • Personal Property and Trade Fixtures • In addition to completing appraisals, the appraiser shall also provide “expert witness” testimony in court proceedings and meet with staff on short notice in the event of “emergency” circumstances. • Contractors shall provide assistance on general requests such as affidavit forms, clarifications on commitments, etc. Market Area Analysis • Sales Comps, Cost, Income, and any combination thereof. Whole Property Analysis • Land Analysis • Real Estate Taxes RFQ# 8955 Request for Qualifications Appraiser Services Whole Property Valuation Methodology • Applicability of Valuation Approaches ➢ Direct Sales Comparison ➢ Cost Approach ➢ Income (Capitalization) Approach • Highest and Best Use • Land Valuation • Conclusion of Value – Whole Property • Exposure Time – Whole Property Part to Be Acquired • Highest and Best Use – Part to be Acquired. • Aerial Photograph indicating subject easement and existing easement(s) – Exhibit C attached Remainder After Analysis • Highest and Best Use – Remainder After • Land Valuation – Remainder After • Damages to the Remainder (if any) • Fee and/or Easement Real Property Interests Property Map Information • Aerial Overlays and GIS Maps • Signed and sealed survey exhibits, legal descriptions showing encumbrances that affect the acquiring easement. • County District Property Information • Plat Map Compensation Summary An appraisal review report shall be completed and delivered to the City within a specified period of time from the date of the Notice to Proceed. The report shall not be deemed received by the City and no payment shall be due and payable to the appraiser until the report has been delivered to, reviewed by, and accepted by the City. Payment for the appraisal review shall be within 30 days of the receipt, review, and written acceptance of the appraisal by the City. All invoices shall be submitted per current Department procedures. Any omission or incorrect data may result in RFQ# 8955 Request for Qualifications Appraiser Services returning said invoice(s) for corrections, thus resulting in a delay of payment. Appraisals may be amended, as needed, to include expenses related to the legal defense of the appraisal—such as expert witness fees and preparation costs—which may be submitted to the City’s outside legal counsel for review. Here are some potential additions to enhance clarity or context, concerning expert witness compensation: * "Please ensure all supporting documentation for these expenses is compiled and readily available." * "The City's contracted outside attorney. * "A detailed breakdown of these expenses should be submitted." * "These expenses will be reviewed for reasonableness and approval before payment." Credentials/Certifications/Licenses Contractor shall secure and pay for all fees for all necessary statutory and regulatory authorizations, permits, approvals, certifications, licenses, and insurance required by the laws of Federal, State, County, and municipal laws, 36 ordinances, rules and regulations that are required in order to perform the services stated in RFQ. Contractor shall maintain these licenses and permits in effect for the duration of the contract agreement. Respondent/Contractor will notify City immediately of loss or suspension of any such licenses and permits. Failure to maintain a required license or permit may result in immediate termination of the contract agreement. Assumptions and Limiting Conditions The Appraiser shall set forth in the Appraisal Report all Assumptions and Limiting Conditions that may affect the analyses, opinions, and conclusions. No limiting conditions or assumptions shall modify or eliminate any requirement of this contract unless specifically approved in writing by City. Addenda • Appraiser Qualifications • Definitions Additional services not included in basic services may be requested by the City in writing and would be executed only upon acceptance by both parties of the scope and costs of each additional service. C: EXPECTATIONS OF THE CITY DURING AND AFTER CONCLUSION OF THE PROJECT The City wants to establish a prequalified list of appraisal firm(s) that have demonstrated RFQ# 8955 Request for Qualifications Appraiser Services competence and qualifications to perform appraisal services at a fair and reasonable price. Appraisal firm(s) must be able to provide all services listed in B: Scope of Work. RFQ submissions and subsequent documentation will comply with all Federal, State, County, and City laws, regulations, and licensing. The successful firm will provide a competent and experienced contract administration liaison to work with the City and any selected contractor(s). Deliverables and specific project scopes will be determined in writing for each project awarded under this RFQ. D: OBJECTIVE – Term of Contract The purpose of this Request for Quotation (RFQ) is to establish a list of qualified firms to provide Real Estate Appraisal Services to support the needs of the City. Inclusion on the list does not guarantee the award of work, as the City reserves the right to select individual appraisers or firms on an as-needed, indefinite-quantity basis. No minimum amount of work is guaranteed to any selected appraiser or firm. It is the intention of the City of Denton to award a contract for three(3) years, effective from the date of award. E: PROFESSIONAL SERVICES REQUESTED All appraisal services will be performed under the direct supervision of a Texas State Certified Appraiser. The services will meet or exceed the minimum standards of practice established by the Code of Professional Ethics and Standards of Professional Appraisal Practice. Appraisal firm(s) or individual appraisers must possess knowledge of determining real property valuation according to the Texas Property Code, Chapter 21. Appraisal firm(s) must be registered by the State of Texas to provide services in the State. All fees and taxes are the responsibility of the offeror. Include copies of current licenses or certifications of the Texas State Certified Appraiser and any other firm employee who will be signing and/or sealing official documents. The firm(s) shall not substitute or replace the Texas State Certified Appraiser, or any other major staff involved with this contract, without the written acceptance by the City. F: FIRM RESPONSIBILITIES The successful firm(s) shall perform all necessary actions as defined by each awarded contract that results from this RFQ. Due to the uniqueness and variability of projects subject to this RFQ, appraisal firm(s) responsibilities and project scopes, schedules and budgets shall be negotiated and agreed upon in writing at the time services are required. G: CITY RESPONSIBILITIES Like the Firm’s responsibilities above, the City shall perform all necessary actions as defined by each awarded contract pursuant to this RFQ. Due to the uniqueness and variability of projects subject to this RFQ, the City’s responsibilities shall be negotiated and agreed upon in writing at RFQ# 8955 Request for Qualifications Appraiser Services the time services are required. G.1 Provide title commitment and/or title report of each parcel to be appraised. G.2 Provide a survey showing encumbrances that affect the acquiring easement is required and the City did not provide a survey, and the contractor requires the survey or staking of any parcel, it shall submit a written request to the Department specifying the project, parcel and exact area to be surveyed or staked, and shall submit written permission from the landowner or other appropriate party to allow entry onto the real property. G.3 Process and issue all requests for payment of agreed fees for each completed parcel. H: PRICING Compensation for each contract shall be negotiated on a cost-plus expenses basis. Payment will be made within 30 days of receipt of the Firm’s monthly invoice to be paid per the Firm’s rate attached to each contract resulting from this RFQ. The Purchase Order Number must be on the face of the invoice. Invoices submitted without the correct Purchase Order Number shown may be returned without payment to the Firm for correction. Corrected invoices will be subject to the same payment provisions as original invoices. Any travel will be reimbursed at cost ONLY after receipts and a documented time sheet for travel computed to and from the subject parcel(s) for appraisal are received, verified, and approved. Travel reimbursement would only be applicable if the Appraiser travels outside a 75-mile radius from the city and must use the gsa.gov website for mileage reimbursement. Travel outside the 75- mile radius must be approved in advance by the city. I: INSURANCE Without limiting any of the other obligations or liabilities the Contractor at its own expense shall purchase and maintain liability insurance and shall likewise ensure that all of his Consultants, Subcontractors and their Sub-subcontractors (collectively referred to as "Contractor") purchase and maintain such insurance, as will protect them from claims set forth below which may arise out of or result from the Contractor's operations under the Contract, whether such operations are carried out by the Contractor, by any Consultant, Subcontractor, or by anyone directly or indirectly employed by the Contractor or any Subcontractor, or by anyone for whose acts any of them may be liable. The contractor is solely responsible for payment of all deductibles and retentions associated with the claims filed. See attachment “Insurance Requirements” under the attachment tab on Ionwave. J: MINIMUM QUALIFICATIONS The appraisal firm(s) scores will be based on the following criteria: J1. The appraisal firm(s) must possess a State of Texas Appraiser License as a minimum RFQ# 8955 Request for Qualifications Appraiser Services requirement. J2. A minimum of five (5) years of experience appraising complex appraisals, with specific experience in the valuation of large parcels of local commercial and industrial land suitable for subdivision and sale to the marketplace over a period of time. Experience in aviation of real property for governmental entities on federally funded projects is considered a plus. J3. The appraisal firm(s) must have a minimum of three (3) years of experience appraising various real property and federally funded projects for a governmental entity, and appraisal experience in eminent domain. J4. The appraisal firm(s) must demonstrate the ability to respond/accept the scope of service/engagement letter within 48 hours of receipt and deliver appraisal reports within 20-30 days. J5. The appraisal firm(s) must possess a minimum of three (3) years or more within the past six (6) years in eminent domain testimony, provide a letter of evaluation from past clientele, and provide a sample appraisal report with an emphasis on accuracy, legibility, neatness, and organization. Additional points will be given to appraisal firms with appraisers who are members of the Appraisal Institute (MAI). J6. A minimum of five (5) years of experience appraising complex appraisals, with specific experience in the valuation of an electric utility business or its assets, power plants, transmission systems, and distribution networks. Experience in providing an electric business appraisal for governmental entities on federally funded projects is considered a plus. J7. The appraisal firm(s) must have a minimum of three (3) years of experience assessing rental property worth and determining fair market rental rates. J8. The appraisal firm(s) must demonstrate at least three (3) years of experience in assessing the value of leased fee properties to determine the City's ownership interest. K: SELECTION CRITERIA All responding firms will be evaluated. Only those who meet the Minimum Qualifications outlined in Section J and achieve a minimum score of 80% will be included on the pre-qualified list. Firms on this list will be contacted each time an appraisal opportunity becomes available. RFQ# 8955 Request for Qualifications Appraiser Services a) Identification and understanding of the City's requirements for this project (FACTOR: 20%) The respondent's understanding of the objectives and scope of the requested services of the primary areas, in a clear and concise written expression. The respondent will provide the information and documentation requested as part of the criteria consideration, which is a critical component of the evaluation. b) Past Performance, experience, capabilities, qualifications, and references on projects of this magnitude and complexity (FACTOR: 30%) • Eminent Domain Experience, Residential and Commercial Relocation Experience, Familiarity with appraisal form requirements set by U.S. Corps of Engineers and Texas Department of Transportation (TxDOT). • Experience, analyzing and providing non-aeronautical land lease rate for aviation sites based on FMV using the USPAP definition. • Experience, Familiarity with Energy and Electrical Utilities Valuation Appraisals based on FMV. The respondent's successful experience in projects within the primary areas similar to the scope of work requested in this RFQ will be a major consideration. Based on the past performance of both the individual project personnel and the respondent, The City will determine if the respondent has the track record to provide the required services in successfully administering similar projects. The qualifications of the respondent in terms of experience, service capability and resources will be reviewed to assess the ability of the respondent to successfully complete projects to be assigned under this RFQ. The firm’s ability to provide the necessary professional and technical expertise and supervision will be a major consideration. Relevant experience and capabilities will be demonstrated by providing the following relating to previous appraisal projects. a. Range of size and scope of individual projects or assignments b. Description of professional services firm provided for the project. c. Identification of personnel involved in the submitted contract or program, along with explanations of their role. d. Provide references for any two (2) of the projects listed. The references should include. i.Agency or Owner's name, address, contact person, and telephone number or Project name and location. ii.Owner's representative who serves as the day-to-day liaison during property appraisal. RFQ# 8955 Request for Qualifications Appraiser Services e. History of successful completion of right-of-way appraisals. f. History of meeting deadlines including but not limited to capabilities and capacity to accomplish work within budget and to meet scheduling requirements. g. A summary of qualifications, including a list of complex appraisals or past aviation clients, up to three (3) compensation aviation client references, and a sample appraisal report. h. A summary of qualifications, including a list of complex appraisals or past energy and electrical utility clients, up to three (3) compensation electric client references, and a sample appraisal report. c) Key personnel and Project Team available for work categories submitted (FACTOR: 10%). The qualifications and experience of the individuals who will be directly assigned to the primary areas is a major evaluation factor to be considered. The personnel cited shall be designated as to whether they are an employee, consultant, or contract employee of the RFQ respondent. Their educational and professional credentials as well as direct experience on similar projects, will be considered in evaluating the respondent. Experience with other municipally funded projects and familiarity with municipal requirements and procedures will also be considered in the evaluation process. d) Ability to meet schedules for each category of service submitted upon (FACTOR: 40%) Respondents shall demonstrate methodology and examples of the ability to meet both fast-track and more conservatively scheduled projects resulting from this RFQ. The total possible score of the submissions shall be scored and weighted as indicated above. Based on the outcome of the computations performed, each submission will be assigned a raw score. The assigned weight will then be applied to these scores to calculate an overall score for each submission for completion of the final scoring process. L: CONTRACT AWARDS When an appraisal project becomes available, the City will utilize Ionwave to notify all firms included on the pre-qualified vendor list. A formal request for pricing and schedule availability will be issued. All responses will be thoroughly evaluated, and the contract will be awarded to the firm that offers the best overall value to the City. The award information for each project will be published on Ionwave. M: APPROVED APPRAISER REMOVAL An appraiser may be removed from the Pre-Qualified Appraiser List if: • An appraisal fails to meet the Scope of Work on a repeated basis. RFQ# 8955 Request for Qualifications Appraiser Services • If an appraisal firm fails to provide Exhibit A, B, and C on a repeated basis. • If an appraisal firm is unavailable to accept an assignment on more than two occasions. • If it is determined by the Assistant District Attorney that an appraiser's performance as an expert witness in a condemnation proceeding or jury trial was unsatisfactory. • If the appraiser is debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency. • An appraiser has been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction or contact under a public transaction; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property. • Is indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in a Contractual Liability. • PUBLIC INFORMATION NOTIFICATION The city considers all materials, information, communications and correspondence in any form from the respondents to this RFQ to be non-proprietary and non-confidential and, therefore, subject to public disclosure under the Texas Public Information Act (Texas Government Code 552.001-1 et seq.) after the contract is awarded. Respondents are informed that the city will abide by all statutes, court rulings and opinions of the Texas Attorney General concerning disclosure of RFQ information. Should any part or section be considered by the Respondents to be “proprietary” or “confidential” in nature, each page or section should be designated as “proprietary” or “confidential.