New 2016 RFP Real Property and Verifications Services

TOWNSHIP OF MIDDLETOWN
Real Property Data and

Verification Services Program
PUBLIC NOTICE
COUNTY OF MONMOUTH
Real Property Data and Verification Services
NOTICE IS HEREBY GIVEN that sealed submissions will be received by the Township Administrator
of the Township of Middletown in the County of Monmouth, State of New Jersey on Tuesday,
March 29, 2016 at 11:00 a.m., prevailing time, in the main conference room in the Administration
Building, One Kings Highway, Middletown, New Jersey 07748 then publicly opened and read
aloud for Real Property Data and Verification Services in conformance with the Real Property
Assessment Demonstration Program established pursuant to P.L. 2013, c. 15 (N.J.S.A. 54:1-101 et
seq.).
The submission requirements and selection criteria are on file and available in the Municipal
Clerks Office during regular business hours or available on the Townships website at
www.middletownnj.org. All bidders are required to provide a Business Registration Certificate
pursuant to N.J.S.A. 52:32-44, a Certificate of Employee Information Report pursuant to N.J.S.A.
10:5-31 and N.J.A.C. 17:27, submissions by corporations and partnerships shall included a
completed Disclosure of Ownership form pursuant to N.J.S.A. 52:25-24.2, complete a NonCollusion Affidavit, and provide any other documents required by the bid specifications. The
Township Committee reserves the right to reject any or all submissions due to any defects or
waive informalities and accept any submissions that in their judgment will be in the best interest
of the Township. The Township Committee shall award the contract or reject all submissions no
later than 60 days from the date of receipt of the same.
HEIDI BRUNT, RMC

TOWNSHIP CLERK
SUBMISSION INSTRUCTIONS & GENERAL REQUIREMENTS
1.
The Township of Middletown (the Township) is soliciting proposals for the provision of
Real Property and Data Verification Services in conformance with the Real Property
Assessment Demonstration Program established pursuant to P.L. 2013, c. 15 (N.J.S.A.
54:1-101 et seq.).
2.
All proposals shall be submitted in a sealed envelope bearing the name and address of
the applicant written on the face of the envelope, and be clearly marked PROPOSAL FOR
REAL PROPERTY ASSESSMENT SERVICES addressed to:
Township Administrator
Township of Middletown
One Kings Highway
Middletown, New Jersey 07748
3.
All proposals shall be submitted no later than Tuesday, March 29, 2016 at 11:00 a.m.
4.
All proposals shall be submitted including t wo (2) hard copies of the proposal shall be
submitted along with an electronic copy on a CD-ROM or standard USB flash drive in
Word (2007 or later) or PDF file format.
5.
All proposals shall include, at a minimum, the name, address and all contact information
of the person or firm making the proposal, a statement of qualifications, including all
applicable professional licenses held, a statement of experience in rendering such
professional services to public entities, references, and a proposal for compensation or a
schedule of fees to be charged for such professional services in the manner provided
herein.
6.
All proposals will be evaluated by the Township on the basis of the proposals deemed to
be most advantageous, with price and other factors being considered. The evaluation will
consider the following information, which should minimally be included in any proposal:
a. Experience and reputation in the field of real property tax assessment,
revaluation, reassessment, appraising or real property data collection
and verification services for large local government entities, including
specific references for the same.
b. Availability of staff and financial resources required to achieve the
purposes of the Real Property Assessment Demonstration Program
established pursuant to P.L. 2013, c. 15 (N.J.S.A. 54:1-101 et seq.), with
the ability to commence work immediately upon award of contract.
c. Availability to accommodate meetings and related requests of the
Townships Tax Assessor, Deputy Assessor, Chief Financial Officer, and
other Township officials, as needed.
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d. Technological capabilities to acquire, enter, upload and transmit

gathered real property data in a timely fashion pursuant to program
requirements and the real property assessment calendar.
e. Pricing terms and conditions for a contract term of approximately three
(3) years to terminate on December 31, 2018, with a one (1) year
renewal option as set forth on the enclosed Pricing Terms Sheet form
included herewith.
7.
Proposals must include information demonstrating the existence of insurance coverage

for liability, automobile and workers compensation in conformance with New Jersey law.
Minimum general liability and automobile coverage must be $1,000,000 per occurrence,
with a minimum of $250,000 of coverage for property damage. The Township must be
named as an additional insured on any insurance certificates provided demonstrating the
above coverage requirements.
9.
Proposals received from any individual or entity which has previously failed to complete
contracts within the time scheduled, or that have performed similar work in an
unsatisfactory manner, may be rejected. Any firm or entity that is or was under a lawsuit
in regard to a revaluation, reassessment or related real property data and verification
services performed in the past five (5) years shall provide an explanation as to the
circumstances of said lawsuit. Failure to do so may be grounds for automatic rejection of
said proposal.
10.
It is the applicants responsibility to see that proposals are presented to the Township on
the hour and at the place designated. Proposals may be hand delivered or mailed;
however, the Township disclaims any responsibility for proposals forwarded by regular or
overnight mail. If the proposal is sent by overnight mail, the designation of the contract
being sought must also appear on the outside of the delivery company envelope.
Proposals received after the designated time and date will be returned unopened.
11.
The applicant understands and agrees that its proposal is submitted on the basis of the
requirements prepared by the Township. The applicant accepts the obligation to become
familiar with these requirements. Applicants are expected to examine the requirements
with care and observe all their requirements. Ambiguities, errors or omissions noted by
applications should be promptly reported in writing to the Township Administrator. In
the event the applicant fails to notify the Township of such ambiguities, errors or
omissions, the applicant shall be bound by the proposal.
12.
No oral interpretation of the meaning of the specifications will be made to any applicant.
Every request for an interpretation shall be in writing, addressed to the Township
Administrator. In order to be given consideration, written requests for interpretation
must be received at least seven (7) days prior to the date fixed for receipt of the
proposals. Any and all such interpretations and any supplemental instructions will be in
the form of written addenda to the specifications, and will be distributed to all
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prospective applicants, in accordance with N.J.S.A. 40A:11-23. All addenda so issued shall
become part of the contract documents, and shall be acknowledged by the applicant in
the proposal. The Townships interpretations or corrections thereof shall be final.
13.
If, through any cause, the successful applicant shall fail to fulfill in a timely and proper
manner obligations under this contract or if the contractor shall violate any of the
requirements of this contract, the Township shall thereupon have the right to terminate
this contract by giving written notice to the contractor of such termination and specifying
the effective date of termination. Such termination shall relieve the Township of any
obligation for balances to the contractor of any sum or sums set forth in the contract.
14.
Notwithstanding the above, the contractor shall not be relieved of liability to the
Township for damages sustained by the Township by virtue of any breach of the contract
by the contractor and the Township may withhold any payments to the contractor for the
purpose of compensation until such time as the exact amount of the damage due the
Township from the contractor is determined.
15.
The contractor agrees to indemnify and hold the Township harmless from any liability to
subcontractors/suppliers concerning payment for work performed or goods supplied
arising out of the lawful termination of the contract by the Township under this provision.
16.
In case of default by the successful applicant, the Township may procure the articles or
services from other sources and hold the successful applicant responsible for any excess
cost occasioned thereby.
17.
The applicant shall represent and certify that no commissioner or employee of the
Monmouth County Board of Taxation, employee of the County of Monmouth, assessor
within the County of Monmouth, and no official or employee of the Township holds any
ownership or other personally beneficial interest in the applicants entity.
18.
The applicant shall represent and certify that its members, employees, officers or
stockholders do not represent any property owner or real property taxpayer filing an
appeal in the County of Monmouth, and acknowledges that it shall not be permitted to
do so during the term of any contract for these services that the entity is awarded by the
Township.
19.
The applicant shall represent and acknowledge that should a contract be entered with
the Township; it may not be amended or altered in any fashion without express written
consent through a formal action of the Townships governing body.
20.
The applicant shall represent and acknowledge that should a contract be entered with
the Township; it may not subcontract out any functions required to be performed under
the contract without such arrangements being fully disclosed in its proposal, or later
being authorized by express written consent through a formal action of the Townships
governing body. If authorized, the applicant will be responsible for any and all work
provided or conducted by its subcontractors.
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21.
Should a contract be entered with the Township, the applicant may be paid for work
completed on a monthly basis upon presentment of necessary invoices and purchases
orders subject to the review and approval of the Townships Tax Assessor.
STATUTORY AND OTHER REQUIREMENTS
A. Mandatory Affirmative Action Certification
No firm may be issued a contract unless it complies with the affirmative action regulations of
N.J.S.A. 10:5-32 et seq. (P.L. 1975, c.127).
1. Procurement, Professional and Service Contracts All successful vendors must submit, within
seven days after the receipt of the notice of intent to award the contract or the receipt of the
contract, one of the following:
a. A photocopy of a valid letter for an approved Federal Affirmative
Action Plan (good for one year from the date of the letter), or
b. A photocopy of an approved Certificate of Employee Information
Report, or
c. If the vendor has none of the above, the public agency is
required to provide the vendor with an initial Affirmative Action
Employee Information Report (AA-302).
B. Stockholder Disclosure
Chapter 33 of the Public Laws of 1977 provides that no corporation or partnership shall be
awarded any contract for the performance of any work or the furnishing of any materials or
supplies, unless, prior to the receipt of the proposal or accompanying the proposal of said
corporation or partnership, there is submitted a statement setting forth the names and addresses
of all stockholders in the corporation or partnership who own ten percent or more of its stock of
any class, or of all individual partners in the partnership who own a ten percent or greater
interest therein. Form of Statement shall be completed and attached to the proposal.
C. Non-Collusion Affidavit
The Non-Collusion Affidavit, which is part of these specifications, shall be properly executed and
submitted with the proposal.
D. New Jersey Business Registration Requirements Non-Construction Contracts The Contractor
shall provide written notice to its subcontractors of the responsibility to submit proof of
business registration to the contractor.
Before final payment on the contract is made by the contracting agency, the Contractor shall
submit an accurate list and proof of business registration of each subcontractor or supplied used
in the fulfillment of the contract, or shall attest that no subcontractors were used.
For the term of the Contract, the contractor and each of its affiliates and subcontractor and each
of its affiliates (N.J.S.A. 52:32-44 (g)(3)) shall collect and remit to the Director, New Jersey Division
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of Taxation, the use tax due pursuant to the Sales and use Tax Act on all sales of tangible personal
property delivered into this State, regardless of whether the tangible property is intended for a
contract with a contracting agency.
A business organization that fails to provide a copy of a business registration as required pursuant
to Section 1 of P.L. 2001, c 134 (N.J.S.A. 52:32-44 et al) or subsection e. or f. of section 91 of P.L.
1977, c. 110 (N.J.S.A. 5:12-92), or that provides false business registration information under the
requirements of either of those sections, shall be liable for a penalty of $25 or each day of
violation, not to exceed $50,000 for each business registration copy not properly provided under
a contract with a contracting agency.
DETAILED DESCRIPTION OF PROFESSIONAL INSPECTION
& DATA COLLECTION SERVICES REQUIRED
A. General Requirements
1. Immediately upon award of contract, the Company agrees to develop and execute a
complete program for the collection and verification of all data used for real property
tax assessment purposes associated with real properties located with the Township
as set forth in the line item count below to be performed in accordance with the
requirements of the Real Property Assessment Demonstration Program established
pursuant to P.L. 2013, c. 15 (N.J.S.A. 54:1-101 et seq.) utilized in Monmouth County,
New Jersey and the specifications required herein, which shall become part of the
contract documents.
2015 Line Item Count
a. Class 1
Vacant Land
b. Class 2
Residential (4 family or less)
c. Class 3A Farm Regular
d. Class 3B
Farm Qualified
e. Class 4A
Commercial
f. Class 4B
Industrial
g. Class 4C
Apartments/Mutlifamily
h. Class 1SA Exempt Public School
i. Class 1SC Exempt Public
j. Class 1SD Exempt Charitable
k. Class 1SE Exempt Cemeteries
l. Class 1SF Exempt Miscellaneous
TOTAL LINE ITEMS
979
22,439
100
148
594
1
14
43
675
105
23
127
25,248
2016 Line Item Count

a. Class 1
Vacant Land
b. Class 2
c. Class 3A Farm Regular
d. Class 3B
Farm Qualified
e. Class 4A
Commercial
f. Class 4B
Industrial
g. Class 4C
h. Class 1SA Exempt Public School
i. Class 1SC Exempt Public
j. Class 1SD Exempt Charitable
k. Class 1SE Exempt Cemeteries
l. Class 1SF Exempt Miscellaneous
TOTAL LINE ITEMS
996
22,468
101
146
591
1
14
43
675
105
23
127
25,290
2. The Companys inspections of the above line items must be conducted in accordance
with the Real Property Assessment Demonstration Program established under P.L.
2013, c. 15 (N.J.S.A. 54:1-101 et seq.) pursuant to the implementation schedule of
the Monmouth County Board of Taxation with the consent of the New Jersey Division
of Taxation for the purpose of establishing an Annual Qualified Reassessment to one
hundred (100%) of marker value established, in part, utilizing data gathered from
conducting annual internal inspections of twenty percent (20%) of the Townships
listed properties. Unless authorized by the Townships Assessor, the requirements
of the 5-year 20% internal inspections program as associated with t h e Annual
Qualified Reassessment shall be the same as that which is required for revaluation
firms under N.J.A.C. 18:12-4.8 as it pertains to internal inspections and digital
photography.
a. At this time, only one (1) year of this five (5) year inspection cycle has been
completed. Accordingly, during the calendar year 2016 the Company must
be prepared to immediately conduct two (2) full inspection cycles consisting
of forty percent (40%) of the Township s line items. Accordingly, the annual
inspection, collection and data verification schedule shall be as follows:
i. 2016 Inspection and verification of 40% of line items.
a. 2015 inspection data anticipated by August 31, 2016.
b.2016 inspection data anticipated by December 31, 2016.
ii. 2017 Inspection and verification of 20% of line items.
iii. 2018 Inspection and verification of 20% of line items.
3. The Assessment Demonstration Program requires the following schedule be
maintained for the Townships Tax Assessor, which the Company shall acknowledge
and understand is important to collect and verify as much data as possible to be
utilized to ensure the accuracy of the Assessors Annual Reassessment.
a.
b.
c.
d.
Assessing Date
Reassessment Completion
Preliminary Certification to the Tax Board
Assessment Notices Mailed
October 1
October 23
November 1
November 15
4. The Companys personnel managing and supervising the contract must have at least
five (5) years of practical and extensive experience in the collection and verification
of real property assessment-related data for the purposes of mass appraisal. Further,
all field personnel must have a minimum of seventy-five (75) hours of in service
training for the purposes of collecting such data.
5. The Company must provide sufficient qualified personnel to annually meet the
programs schedule for inspections to retrieve the necessary data used for real
property tax assessment purposes, including at least one (1) qualified supervisor for
every six (6) field data collectors. At least one (1) member of the field team must be
capable of and designated to conduct inspections of commercial properties. The
supervisor(s) must also be readily available to Townships Tax Assessor, with any
changes in supervisory personnel being approved by the Townships Tax Assessor.
6. No field inspections shall take place until all personnel have submitted to background
investigations including a National Criminal Information Center (NCIC) report review,
drivers license review, and provide the Townships Tax Assessor and Police
Department with all drivers license numbers, vehicle make and model, and license
plate information to be used while gathering data. All background checks shall be
conducted at the Companys sole expense and shall be conducted on a continuing
basis as personnel change.
7. Any members of the Company working in the field shall carry wearable identification
cards in a form approved by the Townships Tax Assessor. All personnel conducting
inspections or otherwise gathering data in the field must wear the approved
identification card and present themselves in a neat and clean manner while
conducting their duties in a professional and courteous manner.
8. The Companys supervisor(s) shall instruct all field personnel to avoid unnecessary
communications while conducting inspections and gathering data. Field personnel
are strictly forbidden from discussing value, appraisal methodology, or discussing
municipal taxation or budgetary matters while conducting inspections or gathering
data. All field personnel shall direct such questions to the Townships Tax Assessor
only.
9. The Company is responsible for the provision of its own office space, equipment and
furnishings necessary to perform under the contract. The Company shall also
provide adequate phone and email access during the pendency of the program to
address inquiries and scheduling issues with taxpayers or their representatives.
10. The Company and its employees shall endeavor to promote understanding and
amicable relations with taxpayers and the general public. The Company and the
Township will collectively work to orient and educate the public on the assessment
demonstration program. Any information materials shall be subject to review by the
Townships Tax Assessor prior to public release.
11. The Township shall provide the Company with current tax maps and an electronic
copy of the Townships MODIV data set of current property records for all properties
listed in the Township, including the block, lot, owners name, address, property
location and classification.
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B. Property Inspection s
1. At least fourteen (14) days prior to any inspections commencing, the Company, at its
own expense, shall notify the current owners on file for each property within the
Township that the Company will be conducting inspections of every property within a
designated area of the Township between certain designated dates. The letter must
state that each property will be subject to an interior and exterior inspection and
that there will be no further warning prior to the first inspection of the property.
The letter will also state the nature of the inspection and provide contact
information of the Company to field any specific questions pertaining to the
actual inspection. This said letter must be approved by the Assessor prior to being
mailed.
2. The Company is responsible for the inspection and verification of one hundred
percent (100%) of exteriors and sixty-five percent (65%) of interiors. Refused entries,
however, shall be excluded from the count to arrive at the percentage of fully
inspected properties required. A careful inspection of each parcel shall be made
after 9:00 a.m. but before 7:00 p.m. on any day, Monday through Saturday.
Inspections may be scheduled with taxpayers any day of the week, including
Sunday as long as the taxpayer agrees to the appointment time and day.
3. If the owner/occupant is not available at the time of the first inspection, a calling
card or door tag approved by the Townships Assessor shall be left in a
conspicuous place (not in a mailbox) indicating that the field inspector has
attempted visits and request the owner/occupant to arrange for an interior
inspection by either calling the telephone number provided or through the
Companys Internet-based appointment registration website. This card shall
include information advising that the assessment data will be estimated as
required by law unless an interior inspection is arranged.
4. In cases where no entry is possible after two attempts or an owner/occupant
refuses to either set an appointment or allow entry to the premises, the Company
shall make reasonable estimates of that property listing using standards
promulgated by the New Jersey Division of Taxation. In no event shall a card be
left requesting the owner/occupant to fill in information. The Company shall
notify the Townships Assessor in writing of these refusals and estimations by a
monthly report.
5. The Company shall immediately notify the Townships Assessor of any properties
discovered not to be on the current tax list so as to permit adequate time to place
an added/omitted assessment on the property so that all properties properly
appear upon the Official Municipal Tax List.
6. All properties within the Township must be inspected, measured and sketched,
regardless of the class. When collecting assessment data, the Company shall record
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the type of construction by component parts such as, but not necessarily limited to:
foundation, basement area, wall construction, roof, floors, interior finish, heating
system, fireplaces, plumbing, fixtures, number of rooms, actual and effective age,
physical condition, physical, functional and economic depreciation and/or
appreciation, if applicable, general quality of construction.
7. Each property data enumerator shall record the name or code of the person making
the inspection and the date of the inspection as well as the signature of the occupant
verifying that an interior inspection has been conducted. Actual interior inspection
of all structures on the property is required, and at no time shall the property
owners description be accepted in lieu of inspection. The signature of the party
present at the time of the inspection shall be requested and be a part of the
inspection documentation.
8. All records gathered and developed in the process of conducting inspection and data
verification services shall solely be property of the Township. On an annual basis,
upon conclusion of all property inspections and acceptable revisions, the
Company shall meet with the Assessor to finalize all aspects of this project. The
purpose of this meeting shall be to transmit to the custody of the Assessor the
original of all records and computations of the Company pertaining to any data
collection of property in the Township if not previously requested and received. No
material shall be retained by the Company.
C. Submission of Work
1. Periodically throughout this project, as data is collected and verified by the
Company's supervisor(s), the Company shall enter the data into the computer
system. Said computer system must be compatible with Micro Systems tax
assessment software, and must contain MODIV and CAMA file information for
entering and use or must totally converted at the Companys expense and then
submit a hard copy of the computerized data to the Townships Assessor for
review. Any cost relative to this provision is at the exclusive expense of the
Company. Said verification of compatibility of system shall be demonstrated before
the project is started and signed off by the Municipality's Assessor.
2. The Company shall include real property identification material on properly labeled
individual property record cards in a format acceptable to and approved by the
Townships Assessor. Distinct property record cards (i.e., color) for each of the
four classifications of real property shall be provided.
3. The information to be entered on the property record card for each property (no
matter the class) shall include, but not necessarily be limited to: (a) a scaled sketch
of the exterior building dimensions; (b) notations of significant building components;
(c) land and building characteristics and valuation, including number of units; and (d)
identification of the person making the inspection and whether an interior
inspection was obtained.
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4. The Company shall be responsible for the data collection and verification of all
construction within the designated properties for each year. Ifa building is under
construction at the time of the field investigation, a notation to that effect shall be
placed on the computerized appraisal system in order that it can be retrieved in an
expeditious manner for further review.
5. At the discretion of the Townships Assessor, the Company shall provide completed
property record cards filed in sequence by block and lot numbers for all taxable
and exempt properties. Property record files shall include all supporting data
and documentation, if any.
D. Data Requirements
The data collection of all properties must be computer generated so that the data
can be integrated into the computer mass appraisal system (CAMA). Compatibility of
any computer system used in the process of accomplishing this revaluation must be
demonstrated prior to the awarding of this Contract. The Township currently uses and
will continue to use Micro Systems NJ tax assessment software. It shall be the Companys
exclusive responsibility to ensure compatible and actual operation of any computer
system that the Company may use. The Real Property Appraisal Manual of New Jersey,
Third Edition, Volumes I and II and any updates must he computerized for the purpose
of generating computer data files for residential and commercial properties. No
distribution of any materials, with the exception of the MODIV tape as required by the
state, shall be permitted.
E. Digital Photography
New digital photographs will be taken by the Company, at its own expense, for all
properties, no matter the class using the Monmouth County photo naming convention for
file indexing. Photographs shall be properly and correctly identified using a digital, color
camera and shall he prepared using equipment that allows for the inclusion of the date
and filename on each photograph. Photographs shall be attached to the MODIV and
CAMA files for each property. Additionally, residential or commercial structures on the
same parcel shall be separately photographed.
F. Residential Data Collection
For the appraisal of residential properties, the Third Edition of the New Jersey Real
Property Appraisal Manual shall be utilized. Residential schedules shall contain all
variations of all types of wall construction, roofs, floors, heating, air-conditioning,
plumbing, fireplaces, interior finish, finished attics, dormers, finished basements, builtins, multi-family homes, decks, patios, porches, piers and garages Physical, functional
and economic depreciation and/or appreciation observed by any data collector must be
recorded separately on the data file and explained in writing for each property.
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G. Commercial, Industrial and Apartment Data Collection

For the appraisal of commercial, industrial and apartment properties, the Third
Edition of the New Jersey Real Property Appraisal Manual shall be utilized when
finalizing the value using the cost approach. Site improvements such as fencing,
lighting, docks, and paving are to be recorded as accessory items. Physical, functional,
and economic depreciation and/or appreciation observed by a enumerator collecting
data must be recorded separately on the data file and explained in writing for each
property when applicable.
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PROPOSAL FORM
Date: ______________________________
Primary Contact: ________________________________________________________
Company Name: _________________________________________________________
Address: _________________________________________________________________
Phone: __________________________________
Email: __________________________________
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CHECK LIST OF REQUIRED DOCUMENTS
The following items are required submissions in this proposal package:

Initials
Proposal Form
____
Checklist of Required Documents (sign below)
____
Proposal Acknowledgement Form
____
Disclosure of Ownership
____
Affidavit of Non-Collusion
____
Affirmative Action Certification or Report
____
Applicant and Sub-Applicant Business Registration Certificate (s)
____
Pricing Term Sheet
____
Exhibit A to Proposed Contract Mandatory Equal Opportunity Language
____
Exhibit B to Proposed Contract Mandatory ADA Language
____
EACH REQUIRED ITEM MUST BE INITIALED ON THIS FORM IN THE SPACE PROVIDED.
THIS CHECKLIST MUST BE SIGNED AND SUBMITTED WITH THE PROPOSAL PACKAGE.
______________________________________
COMPANY/APPLICANTS NAME
______________________________
AUTHORIZED SIGNATURE
______________________________________
DATE NAME (PRINT)
______________________________
TITLE
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PROPOSAL ACKNOWLEDGMENT FORM
The undersigned declares that they have carefully examined and fully understands the
Information for Applicants, Specifications and other documents herein referred to and agrees to
furnish and deliver all materials and to perform all work in accordance with the contract
documents provided by the Township for its Real Property Data and Verification Services
Program.
____________________________________
Applicants Name
____________________________________
Authorized Signature
____________________________________
Print Name
____________________________________
Title
____________________________________
Telephone
____________________________________
E-Mail Address
Witness or Attest:
______________________________________
Signature
______________________________________
Print Name
(If Corporation, affix Corporate Seal)
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DISCLOSURE OF OWNERSHIP
N.J.S.A. 52:25-24.0 (P.L. 1977, c.33)
Check One:
[ ] I certify that the list below contains the names and addresses of all stockholders
holding 10% or more of the issues and outstanding stock of the undersigned.
[ ] I certify that no one stockholder owns 10% or more of the issued and outstanding
stock of the undersigned.
LEGAL NAME OF APPLICANT:

_____________________________________________________
[
[
[
[
[
[
[
[
] Limited Partnership
] Subchapter S Corporation
] Limited Liability Company
] Partnership
] Corporation (Profit or Non-Profit)
] Sole Proprietorship
] Limited Liability Partnership
] Other ________________________________
Complete if the applicant/respondent is one of the three (3) types or corporations:
Date Incorporated: ___________________
Where Incorporated: ___________________
Business Address:
_____________________________________________________________________________
Street Address
City
State
Zip
_____________________________________________________________________________
Telephone Number
Fax Number
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Listed below are the names and addresses of all stockholders, partners or individuals who
own ten percent (10%) or more of its stock of any classes, or who own ten percent (10%) or
greater interest therein.
Full Name of Individual Address of Individual Share (%) Owned
1. ________________________________________________________________________
2. ________________________________________________________________________
3. ________________________________________________________________________
Notes:
1. Attach additional sheets in this format, if necessary.
2. If an organization is show as a greater than ten percent (10%) ownership, attach a similar
breakdown of their/its individual owners.
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AFFIDAVIT OF NON-COLLUSION
The undersigned, being duly worn according to law, deposes and says:
1. I reside at
____________________________________________________________________
2. The name of the within applicant is
____________________________________________________________________
3. I executed the said proposal on behalf of the applicant with full authority to do so.
4. The applicant has not directly or indirectly entered into any agreement, participated in any
collusion or otherwise taken any action in restraint of free competitive proposal in connection
with the contract.
5. All statements contained in this Proposal and in this Affidavit are true and correct and were
made with the full knowledge that the Township, its officers and employees, relies upon the truth
of the statements therein made in awarding the above-named contract.
6. I further warrant that no person or selling agency has been employed or retained to solicit or
service such contract upon an agreement or understanding for a commission, percentage,
brokerage or contingent fee, except bona fide employees of or bona fide established commercial
selling agencies maintained by the applicant.
Sworn and subscribed to:
Before me on this ____ day of __________________, 2016
____________________________________
Signature of Applicant
____________________________________
Print Name
______________________________________
Signature of Notary
______________________________________
Print Name
20
AFFIRMATIVE ACTION CERTIFICATION
P.L. 1975, C. 127 (N.J.A.C. 17:27)
If awarded a contract, all procurement and service contractors will be required to comply with
the requirements of P.L. 1975, C.127, (N.J.A.C. 17:27). Within seven (7) days after receipt of the
notification of intent to award the contract or receipt of the contract, whichever is sooner, the
contractor should present one of the following to the Purchasing Agent: (1) A photocopy of a
valid letter from the U.S. Department of Labor that the contractor has an existing federallyapproved or sanctioned Affirmative Action Plan (good for one year from the date of the letter);
OR (2) A photocopy of approved Certificate of Employee Information Report; OR (3) An
Affirmative Action Employee Information Report (Form AA302).
All successful construction contractors must submit within three days of the signing of the
contract an Initial Project Workforce Report (AA201) for any contract award that meets or
exceeds the Public Agency bid threshold (available upon request).
NO FIRM MAY BE ISSUED A CONTRACT UNLESS IT COMPLIES WITH THE AFFIRMATIVE ACTION
REGULATIONS OF P.L. 1975, C. 127.
The following questions must be answered by all applicants:
1. Do you have a federally-approved or sanctioned Affirmative Action Program?
YES _____ NO _____
If Yes, please submit a copy of such approval.
2. Do you have a Certificate of Employee Information Report Approval?
YES _____ NO _____
If yes, please submit a copy of such certificate.
The undersigned contractor certifies that he is aware of the commitment to comply with the
requirements of P.L. 1975, c.127 and agrees to furnish the required documentation pursuant to
the law. Note: A contractor s proposal must be rejected as non-responsive if a contractor fails to
comply with requirements of P.L. 1975, c.127, within the time frame.
________________________________ _________________________________
Applicants Name
Title
________________________________ _________________________________
Telephone
21
PRICING TERM SHEET
Please provide a cost proposal to the Township for the proposed data collection and verification
services to be gathered by way of internal inspections under the requirements of the 5-year
20% internal inspections program associated with t h e Annual Qualified Reassessment which
shall be the same as is required for revaluation firms under N.J.A.C. 18:12-4.8 as it pertains to
internal inspections and digital photography. At this time, only one (1) year of thi s five (5) year
inspection program has been completed , accordingly two inspection cycles shall take place in
2016, with one (1) cycle to take place in 2017, and one (1) in 2018.
Class 1
Vacant Land
$_____ per parcel
Class 2
$_____ per parcel
Class 3A
Farm Regular
$_____ per parcel
Class 3B
Farm Qualified
$_____ per parcel
Class 4A
Commercial
$_____ per parcel
Class 4B
Industrial
$_____ per parcel
Class 4C
$_____ per parcel
Class 1SA
Exempt Public School
$_____ per parcel
Class 1SC
Exempt Public
$_____ per parcel
Class 1SD
Exempt Charitable
$_____ per parcel
Class 1SE
Exempt Cemeteries
$_____ per parcel
Class 1SF
Exempt Miscellaneous
$_____ per parcel
TOTAL ESTIMATED COST FOR 80% OF LINE ITEMS

Initial Term to end on December 31, 2018
$_______________
22
The undersigned declares that they have carefully examined and fully understand the
specifications for the provision of the Real Property Data and Verification Services Program for
the Township and hereby agrees to furnish and deliver all materials and to perform all services in
accordance with the contract documents provided by the Township for the prices per parcel set
forth above during the duration of the contract if awarded in accordance herewith.
____________________________________
Applicants Name
____________________________________
____________________________________
Print Name
____________________________________
Title
____________________________________
Telephone
____________________________________
E-Mail Address
Witness or Attest:
______________________________________
Signature
______________________________________
Print Name
(If Corporation, affix Corporate Seal)
23
EXHIBIT A
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127) and N.J.A.C. 17:27
GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any
employee or applicant for employment because of age, race, creed, color, national origin,
ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability,
nationality or sex. Except with respect to affectional or sexual orientation and gender identity or
expression, the contractor will take affirmative action to ensure that such applicants are recruited
and employed, and that employees are treated during employment, without regard to their age,
race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation,
gender identity or expression, disability, nationality or sex. Such action shall include, but not be
limited to the following: employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The contractor agrees to post in conspicuous
places, available to employees and applicants for employment, notices to be provided by the
Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or
advertisements for employees placed by or on behalf of the contractor, state that all qualified
applicants will receive consideration for employment without regard to age, race, creed, color,
national origin, ancestry, marital status, affectional or sexual orientation, gender identity or
expression, disability, nationality or sex.
The contractor or subcontractor, where applicable, will send to each labor union or
representative or workers with which it has a collective bargaining agreement or other contract
or understanding, a notice, to be provided by the agency contracting officer advising the labor
union or workers' representative of the contractor's commitments under this act and shall post
copies of the notice in conspicuous places available to employees and applicants for employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations
promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and
supplemented from time to time and the Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to employ minority and
women workers consistent with the applicable county employment goals established in
accordance with N.J.A.C. l7:27-5.2, or a binding determination of the applicable county
employment goals determined by the Division, pursuant to N.J.A.C. 17:27-5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment
agencies including, but not limited to, employment agencies, placement bureaus, colleges,
24
universities, labor unions, that it does not discriminate on the basis of age, creed, color, national
origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex, and that it will discontinue the use of any recruitment agency which
engages in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary,
to assure that all personnel testing conforms with the principles of job-related testing, as
established by the statutes and court decisions of the State of New Jersey and as established by
applicable Federal law and applicable Federal court decisions.
In conforming with the applicable employment goals, the contractor or subcontractor
agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure
that all such actions are taken without regard to age, creed, color, national origin, ancestry,
marital status, affectional or sexual orientation, gender identity or expression, disability,
nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and
applicable Federal law and applicable Federal court decisions.
The contractor shall submit to the public agency, after notification of award but prior to
execution of a goods and services contract, one of the following three documents:
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302
The contractor and its subcontractors shall furnish such reports or other documents to the
Div. of Contract Compliance & EEO as may be requested by the office from time to time in order
to carry out the purposes of these regulations, and public agencies shall furnish such information
as may be requested by the Div. of Contract Compliance & EEO for conducting a compliance
investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27 .
25
EXHIBIT B
Americans with Disabilities Act Mandatory Language
Equal Opportunity for Individuals with Disabilities
The contractor and the Township of Middletown (hereinafter the Township) do hereby agree
that the provisions of Title II of the Americans with Disabilities Act of 1990 (the Act), 42 U.S.C.
12101 et seq., which prohibits discrimination on the basis of disability by public entities in all
services, programs, and activities provided or made available by public entities and the rules and
regulations promulgated pursuant thereunto, are made a part of this contract. In providing any
aid, benefit, or service on behalf of the Township pursuant to this contract, the contractor agrees
that the performance shall be in strict compliance with the Act. In the event that the contractor,
its agents, servants, employees or subcontractors violate or are alleged to have violated the Act
during the performance of this contract, the contractor shall defend the Township in any action
or administrative proceeding commenced pursuant to this Act. The contractor shall indemnify,
protect, and save harmless the Township, its agents, servants, and employees from and against
any and all suits, claims, losses, demands or damages of whatever kind or nature arising out of or
claimed to arise out of the alleged violation. The contractor shall, at its own expense, appear,
defend and pay any and all charges for legal services and any and all costs and other expenses
arising from such action or administrative proceeding or incurred in connection therewith. In any
and all complaints brought pursuant to the Townships grievance procedure, the contractor
agrees to abide by any decision of the Township which is rendered pursuant to said grievance
procedure. If any action or administrative proceeding results in an award of damages against the
Township or if the Township incurs any expense to cure a violation of the ADA which has been
brought pursuant to its grievance procedure, the contractor shall satisfy and discharge the same
at its own expense.
The Township shall, as soon as practicable after a claim has been made against it, give written
notice thereof to the contractor along with full and complete particulars of the claim. If any
action or administrative proceeding is brought against the Township or any of its agents, servants
and employees, the Township shall expeditiously forward or have forwarded to the contractor
every demand, complaint, notice, summons, pleading, or other process received by the Township
or its representatives.
It is expressly agreed and understood that any approval by the Township of the services provided
by the contractor pursuant to this contract will not relieve the contractor of the obligation to
comply with the Act and to defend, indemnify, protect, and save harmless the Township pursuant
to this paragraph.
It is further agreed and understood that the Township assumes no obligation to indemnify or
save harmless the contractor, its agents, servants, employees and subcontractors for any claim
which may arise out of their performance of this Agreement. Furthermore, the contractor
expressly understands and agrees that the provisions of this indemnification clause shall in no
way limit the contractors obligations assumed in this agreement, nor shall they be construed to
relieve the contractor from any liability, nor preclude the Township from taking any other actions
available to it under any other provisions of this agreement or otherwise at law.
26

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TOWNSHIP OF MIDDLETOWN

Real Property Data and

HEIDI BRUNT, RMC

d. Technological capabilities to acquire, enter, upload and transmit

Proposals must include information demonstrating the existence of insurance coverage

2016 Line Item Count

G. Commercial, Industrial and Apartment Data Collection

Primary Contact: ________________________________________________________

Company Name: _________________________________________________________

The following items are required submissions in this proposal package:

Checklist of Required Documents (sign below)

Proposal Acknowledgement Form

Affirmative Action Certification or Report

Applicant and Sub-Applicant Business Registration Certificate (s)

Pricing Term Sheet

Exhibit A to Proposed Contract Mandatory Equal Opportunity Language

Exhibit B to Proposed Contract Mandatory ADA Language

LEGAL NAME OF APPLICANT:

Complete if the applicant/respondent is one of the three (3) types or corporations:

Date Incorporated: ___________________

Where Incorporated: ___________________

Full Name of Individual Address of Individual Share (%) Owned

Before me on this ____ day of __________________, 2016

$_____ per parcel

Residential (4 family or less)

$_____ per parcel

$_____ per parcel

$_____ per parcel

$_____ per parcel

$_____ per parcel

$_____ per parcel

Exempt Public School

$_____ per parcel

$_____ per parcel

$_____ per parcel

$_____ per parcel

$_____ per parcel

TOTAL ESTIMATED COST FOR 80% OF LINE ITEMS

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Before me on this day of ______________, 2016