ATTENTION ALL RESPONDERS
RETURN THE ENCLOSED PROPOSAL
IN A SEALED ENVELOPE TO:
JACK C. COLLAR,
PURCHASING MANAGER
ROOM 830 * 716 RICHARD ARRINGTON JR
BLVD NORTH
BIRMINGHAM, ALABAMA 35203
YOU MUST MARK ON THE
ENVELOPE:
SEALED BID #192-05
“PROPERTY APPRAISAL SERVICES”
RETURN BY 5:00 P.M. ON
MAY 26, 2005
For questions concerning this RFP
Contact: Kenneth Williams, Principal Buyer
Phone: (205) 214-8589
Email:
No faxed or email responses will be accepted
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 1 REQUEST FOR PROPOSAL
Sealed Bids marked “PROPERTY APPRAISAL SERVICES” will be received by the Purchasing Manager, Room 830 Courthouse, Birmingham, Alabama.
Bids will be accepted until 5:00 P.M. Central Time (standard or daylight savings time, as applicable) on May 26, 2005. Bids submitted after this date will not be considered.
Bids will be publicly opened at 2:00 P.M. on May 27, 2005.
TERM OF CONTRACT: Any contract resulting from this RFP will become effective upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order is issued). Contract will expire on June 30, 2006. However, the contract may be extended, at the County’s option, for an additional one-year period.
STATEMENT OF PURPOSE: This RFP provides interested parties with sufficient information to enable them to prepare and submit a response for consideration by the Jefferson County Commission. By submitting a response, you are affirming that you (in the case of individuals) and/or your organization are interested in contracting with the County to provide services covered herein. This document serves a two-fold purpose in that it is the County’s document of record showing our specifications, terms and conditions, besides the purchase order, that will be executed with regard to the purchase of the services requested herein.
SPECIFICATIONS/TERMS AND CONDITIONS
SCOPE OF WORK: Jefferson County desires to establish a Contract with a qualified Proposer to provide an appraisal of the property owned by the County. The successful Proposer is required to provide pricing for the requirements outlined in Item’s 1 and 2 listed below:
ITEM 1:
Submit a proposal to provide the appraisal of Jefferson County properties as per the following requirements:
· A report summarizing values by location
· A report summarizing values by building
· A report presenting values by building showing: use, construction classifications, fire
classification, square footage, life, safety protection systems, year built and insurable values.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 2 REQUEST FOR PROPOSAL
(It is required that this report also be supplied on a CD-ROM format compatible with Jefferson County’s computer system.
· A cost calculation breakdown sheet, using the Marshall and Swift Calculator Method, for each building valued over $50,000.
· A detailed cost breakdown identifying the values of each building component valued over $50,000 using the Marshall and Swift Segregated Cost Method
· A site map for each facility
· The following values are to be supplied for each building:
1. Reproduction Cost New – The cost of reproducing a new replica of a property on the
the basis of current prices with the same or closely similar materials.
2. Insurance Reproduction Cost – The reproduction cost new less the cost new of the items specifically excluded in the insurance policy, if any.
3. Depreciated Reproduction Cost – Reproduction cost less accrued depreciation.
4. Depreciated Insurable Value – Insurable reproduction cost less accrued depreciation considered for insurance purposes.
· The Appraisal shall contain sufficient documentation to enable a reader to understand the Appraiser’s opinion of value. The Appraiser shall disclose reliance of the Appraiser on third party studies and verify the information contained in the third party study to the extent the study is relied upon
· The Appraisal shall identify and separately value any personal property, as directed by the County. Include details of fixtures or intangible items that are not real property but are included in the Appraisal and discuss the impact of their inclusion or exclusion on the estimate of value.
· The Appraisal must contain identified photographs of the subject property, including all principal above ground improvements or unusual features affecting the value of the property
· The Appraisal must identify all buildings, structures and other improvements on the land, including antennas/towers, light poles, outdoor equipment, and any other identifiable land improvements
· Any necessary additions or corrections shall be in the form of an addendum to the appraisal signed by the appraiser and dated.
· Formulated value of the contents of each building, structure and other improvements using a modeling approach. A detailed inventory of individual items is not needed.
ITEM 2:
Submit a proposal to provide Jefferson County with professional fixed asset inventory services.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 3 REQUEST FOR PROPOSAL
The results of the project will be used for financial reporting and compliance, property control, enterprise fund accounting, and capital budgeting. All services must be provided in accordance with requirements of Governmental Accounting, Auditing, and Financial Reporting (GAAFR), and Generally Accepted Accounting Principles (GAAP).
To qualify as a bidder, a company must have the in-house capability to perform all phases of this
service with qualified and experienced full-time employees. No subcontractors will be allowed during the project.
Selection of a company will be based on a demonstrated ability to produce acceptable results, staff qualifications, recent similar experience, ability to provide ongoing support, timing, and overall cost.
A. PROPOSAL FORMAT FOR ITEM NO. 2
The proposal must include the following data:
- A. cover letter introducing the company. The letter should include: the corporate name
and the individual who will act as the primary contact.
- A detailed index of the contents of the proposal.
- Company qualifications
- A description of the proposed services in narrative format, with any exhibits or documentation deemed essential, addressing the following phases of the proposed
service:
a. Scope of the project (inventory procedures)
b. Project Planning
c. Cost and Valuation Techniques and Procedures
- Proposed timing for completion of the project.
6. Manpower capabilities must be outlined including:
a. Name of the Project Manager and related experience
b. Number of full-time professional appraisers currently employed which would be assigned to the project
c. Credentials of full-time personnel currently employed by the company
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 4 REQUEST FOR PROPOSAL
- A resume of the company=s experience in related projects, including:
d. Name, address, and telephone number of client references who may be
contacted
- A statement of the cost for the services to performed, inclusive of all expenses, and a
proposed payment schedule.
B. SPECIFICATIONS FOR ITEM NO. 2
Purpose
The objective of the project is to provide a comprehensive fixed asset property record for:
e. Financial reporting & compliance
f. Property control
g. Enterprise fund accounting
h. Perpetuating the inventory
Scope
The inventory should included all buildings (total, and by component), improvements other than land or buildings, vehicles (fleet and non-fleet), and machinery & equipment with an original cost greater than $1,000.00 or more and a useful life of one year or greater. Inventory items, spare parts, supplies and personal property of employees are to be excluded from the inventory.
The inventory will be accomplished without reference to the county=s fixed asset inventory. The vendor will purchase and apply bar code tags to fixed assets and enter the tag numbers into a database. If a bar code tag is currently fixed to the fixed asset, it will be noted in the fixed asset record.
The service should include but not be limited to:
A physical inspection and inventory of all property
Bar code tagging of all fixed assets
Detailed inspection of all buildings
Preparation of an EDP master file which would include:
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 5 REQUEST FOR PROPOSAL
Methodology
All assets with a unit cost of $1,000.00 or more, and a normal life greater than one year will be included in the inventory. Buildings and improvements as stated in the scope will also be included in the inventory.
For property accounting, the straight-line method of depreciation should be calculated charging depreciation in the month of acquisition and not charging depreciation in the month of disposition.
Asset Number/Tag Number Vendor*
Location-Site/Building-Room Purchase Order*
Description Voucher*
Manufacturer* Date of Acquisition
Model* Payment Date*
Serial Number* Expenditure Account
Original Cost Depreciation Account
Accumulated Depreciation Asset Account
Salvage Value Asset Classification (Commodity Code)
Replacement Cost Property Status
Depreciation Type Insurance Status
Normal Life
* To be recorded when available on the individual asset or from the County=s fixed asset records.
Preparation of the following reports:
A. Detailed Fixed Asset Inventory
B. Property Accounting Summary
C. Detailed Building Reports
D. An Exception Report
Alternatively, the vendor will use the current inventory as origin. The inventory will verify the presence of, correct, and tag items listed on the County fixed asset inventory with the County’s fixed asset tag, and record and tag items not listed on the County fixed asset inventory. The inventory will provide a list of assets listed on the inventory but not counted. The county will prepare fixed asset tags for each fixed assets item at each location.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 6 REQUEST FOR PROPOSAL
ALTERNATES UNDER ITEM 2:
2A. Using each of these techniques, the vendor will inventory the county=s land.
2B. Using each of these techniques, the vendor will inventory infrastructure fixed assets related to
sanitary sewers (pump stations, trunk sewers, sanitary sewers, etc. that were constructed by the
County and inherited from the various jurisdictions).
2C. Using each of these techniques, the vendor will inventory infrastructure (roads, bridges, curbs and gutters, streets and sidewalks, easements, street signs, street lighting systems, traffic signals, etc.) located in unincorporated areas of the county.
2D. The vendor will prepare a Policy & Procedures Manual to provide instructions for recording property additions, retirements, transfer, and other property changes. The manuals will provide the fixed asset section and the county departments with a central reference of internal fixed asset policies and procedures.
Method of Evaluation
Jefferson County Commission will judge the responses of each proposing company in several critical areas. The final evaluation will be a composite of the following:
* Related Experience
* Compliance to Request for Proposal
* Financial Capabilities of the Bidder
* Staff Qualifications
* Delivery Commitment
* Cost of Services
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 7 REQUEST FOR PROPOSAL
Guidelines Concerning Proposals
A. Award or Rejection
An award will be made to the Proposer that is evaluated as offering the best combination of services and cost. Jefferson County Commission reserves the unqualified right to reject any and/or all proposals.
B. Costs for Proposals Preparation
Any costs incurred in preparing or submitting proposal are the proposer's sole responsibility.
C. Elaborate Proposals
Elaborate proposals in the form of brochures beyond that necessary to present a complete and effective proposal are not desired and will not be given special
or additional considerations.
D. Oral Explanations
Jefferson County will not be bound by oral explanations or instructions given at any time during the review process or after the award.
E. Reference to Other Data
Only information which is received in response to the specifications will be evaluated.
F. Time for Acceptance
The Proposer agrees to be bound by its proposal for period of ninety (90) days, during which time Jefferson County may request clarification of the proposal for
the purpose of evaluation.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
(205) 214-8589
PRINCIPAL BUYER: KENNETH WILLIAMS MAY 5, 2005
RFP NO: 192-05
SHEET NO: 8 REQUEST FOR PROPOSAL
G. Exceptions
Any exception to terms, conditions, or other requirements must be clearly stated. Otherwise, it will be considered that all items offered are in strict compliance with specifications, and the successful Proposer will be responsible for compliance. Jefferson County will consider such exceptions as part of the evaluation process which may constitute grounds for rejections of the proposal.
CONTRACT TERMS AND CONDITIONS:
A. Contract
A proposed contract must be forwarded with the response to the RFP. A contract acceptable to the Jefferson County Commission and the successful Proposer must be executed by both parties prior to the beginning of any services provided.
B Extension
If the successful Proposer performs in a manner satisfactory to the Jefferson County Commission, the contract may be extended for two additional one-year periods, not to exceed three full years, at the conclusion of the initial contract end date for Proposer to provide annual update information.
C Termination
Any resulting Contract may be terminated by the County with a thirty (30) day written notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the County shall have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the Contractor of any liability to the County.
D Right to Audit
The Proposer agrees to allow the County or its designee full access to all data, including paper documents, microfilm, microfiche, and magnetically stored data relating to the County and other items needed for cost and utilization studies.