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Municipal-Wide Revaluation of Real Property
BID #: 24
ISSUED: 4/22/2025
DUE: 5/14/2025
VALUE: TBD
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Executive Summary
The Borough of New Providence is seeking proposals from New Jersey Approved Revaluation Firms to conduct a municipal-wide revaluation of all real property within the borough. The primary goal is to prepare and execute a complete program for the revaluation of all properties within the municipal boundaries. Revaluation Firms submitting proposals must be on the State of New Jersey’s Approved Revaluation Firm List. Proposals should be submitted to the Borough Clerk’s Office, 360 Elkwood Avenue, New Providence, NJ 07974 by 10am on Wednesday, May 14, 2025.
The RFP outlines specific requirements for the proposals, including the submission of a list of municipalities where revaluations have been performed, resumes of key personnel, a proposed project schedule, and disclosure of any conflicts of interest. The RFP also specifies qualifications for principals and employees of the appraisal firm, conditions to be met by the Borough, and a schedule of work required. Furthermore, the RFP specifies procedures to be followed during the course of the revaluation project and performance standards for the valuation of the property. The selected respondent will be required to execute the Borough's form contract, which includes indemnification, insurance, termination, and licensing provisions.
Respondents should submit a cost proposal that includes proposed retainer, services for the retainer, if services will be provided at a flat rate, if all or any services will be billed through hourly rates and a statement of the established rate(s). A complete listing of hourly charges for members of the firm shall be provided. The BORO does not provide payment for reimbursement for travel expenses. Proposals will be reviewed based on the relevance and extent of proposals, experience, reputation and training of personnel to be assigned, knowledge of the Borough, relevance of similar engagements performed, completeness of the proposal, and reasonableness of cost.
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Bid Postings • Municipal-Wide Revaluation of Real Property Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Government Services Community How Do I... Search Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Municipal-Wide Revaluation of Real Property Category: Request for Proposal Status: Closed Description: The Borough of New Providence is seeking proposals from New Jersey Approved Revaluation Firms to conduct the revaluation of all real property within. RFP’s should be submitted to the Borough Clerk’s Office, 360 Elkwood Avenue, New Providence, NJ 07974 by 10am on Wednesday, May 14, 2025. RFP For Re-Valuation Services Publication Date/Time: 4/22/2025 11:00 AM Closing Date/Time: 5/14/2025 10:00 AM Contact Person: Borough Clerk's Office clerk@newprov.us 908-665-1400 x0 Return To Main Bid Postings Page Live Edit Forms & Documents Garbage / Recycling Online Business & Payments Community Activities Contact Us Notify Me® Public Notices Facebook Instagram Contact Us 360 Elkwood Avenue New Providence, NJ 07974 Phone: 908-665-1400 Fax: 908-665-9272 Regular Hours: Monday through Friday 8:30 AM to 4:30 PM Summer Hours: Friday before Memorial Day - Labor Day Monday through Thursday 8:30 AM - 4:30 PM Friday 8:30 AM - 1:00 PM Quick Links Smart 911 Links & Resources Property Information FAQs Calendar Film Ready /QuickLinks.aspx Helpful Links Home Site Map Contact Us (Directory) Accessibility Disclaimer Terms of Use & Privacy Policy /QuickLinks.aspx Government Websites by CivicPlus® Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow
Document Text
--- Document: RFP For Re-Valuation Services ---
BOROUGH OF NEW PROVIDENCE
REQUEST FOR PROPOSAL
FOR MUNICIPAL-WIDE
REVALUATION OF ALL REAL PROPERTY
ISSUE DATE: April 22, 2025
SUBMISSION DEADLINE: May 14, 2025
ADDRESS ALL PROPOSALS TO:
OFFICE OF THE BOROUGH CLERK
Municipal Building
360 Elkwood Avenue
NEW PROVIDENCE, NEW JERSEY 07974
GENERAL INFORMATION & SUMMARY
ORGANIZATION REQUESTING PROPOSALS
BOROUGH OF NEW PROVIDENCE
360 ELKWOOD AVENUE
NEW PROVIDENCE, NEW JERSEY 07974
CONTACT PERSON
BERNADETTE CUCCARO, ADMINISTRATOR
908-665-1400
BRYAN FLYNN, ASSESSOR
908-665-8271
PURPOSE OF REQUEST
In order to undertake the Revaluation of all real property in the BOROUGH OF NEW PROVIDENCE
(‘Boro’), the Boro is soliciting through the “Fair and Open Process” and in accordance with the New Jersey
Local Unit Pay-to-Play Law, N.J.S.A. 19:44A-20.5, et seq., a response to the Request for Proposal from
qualified interested person(s) and or firm(s) capable of providing professional Revaluation services, for
the project entitled “New Providence Boro Municipal-Wide Revaluation.” The person(s) and/or firm(s)
primary goal will be to prepare and execute a complete program for the Revaluation of all properties within
the municipal boundaries of the Boro.
Through the Request for Proposal (“RFP”) process specifically described herein, person(s) and/or
firm(s) (“Company”) interested in performing and assisting the Assessor with the provision of such services
must prepare and timely submit a sealed Proposal in accordance with the procedures and schedule set forth in
this RFP. Revaluation Firms submitting proposals must be on the State of New Jersey’s Approved Revaluation
Firm List.
DEFINED TERMS
The following definitions shall apply to and are used in this Request for Proposals:
"BORO" - refers to the BOROUGH OF NEW PROVIDENCE.
"Proposal" - refers to the complete responses to this RFP submitted by the Respondents.
"Qualified Respondent" - refers to a Respondent who (in the sole and absolute discretion of the BORO)
has satisfied the Proposal criteria set forth in this RFP.
"RFP" - refers to this Request for Proposals, including any amendments thereof or supplements thereto.
"Respondent" or "Respondents" - refers to the interested persons and/or firm(s) that submit a Proposal.
CONTRACT FORM
If selected, a respondent shall be required to execute the BORO's form contract, which includes,
among other things, indemnification, insurance, termination, and licensing provisions. A complete copy of a
draft BORO form contract is available upon request.
It is also agreed and understood that the acceptance of the final payment by a vendor shall be
considered a release in full of all claims against the BORO arising out of, or by reason of, the work done, and
materials furnished under the contract.
REQUIREMENTS OF THE PROPOSALS
FOR PROFESSIONAL SERVICES
1.
BOROUGH OF NEW PROVIDENCE FACTS AND FIGURES – The BOROUGH OF NEW
PROVIDENCE is a legal, governmental entity. The BORO was incorporated in 1899 and operates under
N.J.S.A 40A:60-1, et seq., the borough form of government. The BORO is governed by a mayor and borough
council. The Borough Council sets policy, adopts the operating and capital budgets for the BORO, enacts
ordinances and sets the direction of how the BOROUGH OF NEW PROVIDENCE will provide government
services. The Mayor is elected and is the chief executive. The Borough Administrator carries out the policies
adopted by the Mayor and Borough Council.
The BORO's population is approximately 13,650 and it consists of approximately 4 square miles of
area. The BORO provides a full range of municipal services.
The last Revaluation was 1998, and the current Equalization Ratio is 39.17%. A breakdown of the
BORO’s ratable base is provided in the enclosed ‘Proposal Form.’
The BORO's operating budget is approximately $25 million.
2.
NATURE/ SCOPE OF SERVICES – The BORO hereby solicits Proposals from Respondents who
have expertise in providing professional Revaluation services. Respondents must demonstrate that they satisfy
all professional requirements and will have the continuing capabilities to perform these services.
3.
SUBMISSION REQUIREMENTS – The RFP Proposal Form lists the breakdown of the BORO’s
ratables and exempt properties. This list is attached in an effort to only assist the Firms with submitting
uniform proposals. All proposals shall illustrate the costs for additional (new) line items that may be created
due to approved sub-divisions that occur during the process of Revaluation.
In addition to the forms elsewhere in these specifications that need to be completed and submitted, the
following is additional information that also needs to be submitted with the proposal:
A. A list of municipalities in New Jersey and outside the state where Revaluations have been performed
by the Firm for the past five years. For each community list the number of tax appeals filed to the
County Board of Taxation, and the number of tax appeals filed to the Tax Court, for the three (3) year
period subsequent to completion of the Revaluation. For each list, state the number of appeals
resulting in a sustained or upheld assessment, and the number of appeals resulting in a reduced
assessment by adverse judgment, settlement, or otherwise.
B. The names and addresses of the Firm’s officers and the number of years each officer has been engaged
in real property valuation. Please include copies of their resumes which shall include their past
employers and their job titles and responsibilities.
C. Resumes of any key personnel to be involved in the Revaluation.
D. A list of the employees expected to be assigned to the BORO Revaluation project and their
qualifications.
E. A statement of whether any litigation involving the Firm’s performance or Revaluation contract has
occurred during the past five years and, if so, explain in detail the nature of such litigation and the
results thereof.
F. The names and addresses of the Firm’s parent corporation and subsidiaries, if any.
G. Proposed project schedule.
H. Conflicts of interest, if any.
4.
QUALIFICATIONS OF PRINCIPALS AND EMPLOYEES OF THE APPRAISAL FIRM
A.
Personnel assigned to perform the various tasks for the BORO’s Revaluation will be full-time and
experienced in their designated tasks. The personnel who will be responsible for developing the
final values for each of the property classes are required to have at least the following certifications:
Class 2 & Class 2 Vacant Land – Certified Tax Assessor (CTA)
Class 4, Class 4 Vacant Land & Class 15 – State Certified General Real Estate Appraiser License
and Certified Tax Assessor (CTA)
B.
The Firm shall designate one of its principals to act as the Firm’s representative in connection with
the Revaluation program. This representative shall be fully responsible to the Municipal Assessor
for the completion of all work pursuant to this contract and the manner in which it is performed.
C.
The principals and employees of the Firm engaged in the Revaluation program undertaken pursuant
to the Agreement shall possess the following minimum qualifications:
1.
Principal Appraisers. The principal appraisers in charge of the mass appraisal work shall
have not less than ten (10) years of practical experience involving diverse commercial,
industrial, apartment and residential properties. Five (5) years of this experience shall
have been in the mass appraisal field and shall have occurred within the past seven (7)
years. The principal Class 4 appraiser and those who have controlling interest in the Firm
shall be State Certified Real Estate Appraisers and shall have at least ten (10) years of
full time, practical and extensive appraisal experience in the valuation of the four
classifications of real property.
2.
Supervisors. The supervisor(s) in direct charge of the work in the field shall have had
not less than five (5) years of industrial, apartment and residential properties experience
in the field of Revaluation. Three (3) years of this experience shall have been in the mass
appraisal field and shall have occurred within the past five (5) years.
3.
Field Inspectors. All field personnel involved in the inspection of properties for prime
data to be entered on property record cards shall have not less than one (1) year of
experience in the mass appraisal field. All field personnel shall be twenty-one (21) years
of age or older, be graduates of secondary school, and be thoroughly trained in all phases
of their work.
4.
Training required. All employees other than supervisory personnel engaged in work on
the Revaluation project shall have received at least 150 hours of in-service training
pertaining to their particular phase of work and shall be generally aware of the other
phases of the Revaluation project prior to commencing actual work on said project.
D.
Classification of all properties in the Revaluation project and final determination of all land values
shall be done by personnel who possess qualifications at least equal to those of supervisors.
E.
With the proposal submission, the Firm shall submit to the Municipal Assessor resumes of all
personnel and employees who will be performing work on the Revaluation project, establishing
possession of the required qualifications by all such personnel.
F.
Any requested change in personnel by the Firm during the term of the Agreement and/or the course
of the Revaluation project shall be submitted in writing to and approved by the Municipal Assessor
before the change shall be effectuated.
G.
The Municipal Assessor may require the Firm to remove any employee or agent of the Firm from
work on the Revaluation program, if in the sole opinion of the Assessor, that person is incompetent
or negligent in the performance of his duties or is guilty of misconduct or improper behavior. Such
employee or agent of the Firm shall not perform any further work in connection with the Revaluation
project without the prior written approval of the Assessor.
5.
CONDITIONS TO BE MET BY THE BORO
The Municipality shall furnish the Firm with the following, except it is understood that no original documents
shall leave Municipality premises:
A.
An up-to-date tax map approved by the State and deemed suitable for Revaluation use shall be made
available prior to the commencement of this contract. It shall be the duty of the Firm to ascertain
from time-to-time during the course of the work whether there have been any new subdivisions or
other tax map changes. In the event that any tax map changes should occur, it is then the obligation
of the Firm to utilize such information for Revaluation use. In the event that such changes are
brought to the attention of the Firm at any time prior to the completion of this Revaluation, it is the
Firm’s duty and obligation to utilize such information to compute the appropriate assessments at no
additional charge.
B.
Such deed abstracts and SR1-A forms as are on file in the Assessor’s office. The Firm shall not
remove such deed abstracts or SR1-A forms from the Assessor’s office but shall have access to said
documents during regular Municipal business hours. Existing property record cards shall only be
provided to the Firm upon written presentation of reasons for their use in the Revaluation project
satisfactory to the Assessor.
C.
Official records as may be on file with various Municipal offices and are necessary to assist the Firm
with its performance of the Revaluation project. Such records may not be removed from the
Municipal departments and offices by and in which they are maintained but shall be accessible to
the Firm during regular Municipal business hours.
D.
Letters of introduction to property owners to facilitate access by the Firm’s representatives to
property to be appraised.
E.
The mailing addresses of all owners of property in the Municipality to enable the Firm to maintain
a current mailing list.
F.
A copy of the current Land Use Ordinance which includes zoning regulations and a zoning map as
well as any amendments to the ordinance adopted, and variance applications made during the course
of the Revaluation project.
G.
Two (2) copies of an up-to-date tax map and (4) copies of a reduced tax map (11 x 17).
6.
SCHEDULE OF WORK REQUIRED
A.
Commencement and Completion Dates. The Firm shall commence work within two weeks after
approval of the Agreement by the Director of the Division of Taxation and execution on behalf of
the Boro.
B.
Phases of Work to be Performed According to Schedule. There shall be a schedule of Work for
completion of various aspects of the Revaluation project, to be established in accordance with the
following provisions.
a. Written Schedule of Work Required. Immediately upon execution of the Agreement on
behalf of the Municipality, a principal of the Firm shall meet with Mayor and Administrator
to establish a written Schedule of Work for the performance of the Revaluation project. Said
Schedule of Work shall be annexed hereto and made a part of the Agreement for this project.
The Schedule of Work shall include a payment schedule based upon the various facets of the
work.
b. Specific Dates to be Established. The Schedule of Work shall establish commencement and
completion dates for all significant aspects and phases of the work. It shall include, but not
be limited to, the establishment of the dates by which the following specific aspects of the
work shall be commenced and completed:
i.
Mailing of initial explanatory letter and brochure to property owners;
ii.
Public education program;
iii.
Office work;
iv.
Mailing of notices to property owners regarding property inspections;
v.
Field work, including building inspections and measurements;
vi.
Photography (both front and rear pictures);
vii.
Data gathering and analysis for income approach to valuation (where relevant
as determined by the Assessor and the Firm);
viii.
Data gathering and analysis for establishment of land values and market data
approach to valuation (where relevant as determined by the Assessor and the
Firm);
ix.
Mailing of notices to property owners regarding informal review sessions;
x.
Informal review sessions with interested property owners at Town Hall, during
business and evening hours, upon request;
xi.
Revision of property appraisals after completion of informal review sessions;
xii.
Delivery of Revaluation list for computer changes;
xiii.
Final delivery of all materials required to be furnished to the Assessor as
required by the Agreement.
C.
Schedule to be Followed. The Firm shall adhere to the Schedule of Work and the completion dates
established for the various phases of the work with time being of the essence. In the event that the
Firm shall fail to strictly adhere to the Schedule of Work and completion dates established, the
Municipality shall deem that the Firm is in violation of the Agreement. Notwithstanding the
foregoing, the Firm shall not be held liable for any damages caused by strike, war, catastrophes, or
acts of God which might stop or delay the progress of work. In the event of any such occurrence,
the Firm shall be allowed a reasonable amount of additional time to complete the scheduled work so
stopped or delayed.
D.
Assessor to Determine Compliance with Schedule. The Assessor shall ascertain from time to time
that the Schedule of Work is being met. The Assessor shall also determine that the aspects and
phases of the work completed in accordance with the Schedule are of good quality and meet the
performance standards established below.
7.
PROCEDURES REQUIRED TO BE FOLLOWED BY THE FIRM DURING THE COURSE
OF THE REVALUATION PROJECT
A.
Review of Work Progress. The Firm shall cooperate with the Municipal Assessor, who is hereby
designated as New Providence’s representative, for purposes of determining compliance by the Firm
with the performance standards established herein.
a. Inspection of Work by the Assessor. The Firm shall permit the Assessor to inspect any
aspect of the work in progress at all stages of completion, to the end that objectives of the
Agreement may be achieved.
b. Written Monthly Progress Reports. The Firm shall submit written monthly reports to the
Assessor and, if necessary, to the County Board of Taxation, detailing the progress of the
work. The monthly progress reports shall indicate the current status of the work and
compare that completed work with the established Schedule of Work. An explanation to
the Assessor shall be included where the progress of the work does not meet the timetable
established by the Schedule of Work.
c. Requested Information to be Provided by the Firm. A principal or Supervisor of the
Firm shall meet and confer with the Assessor and provide him with such information in
addition to the monthly progress reports that he may request, whenever he deems it
necessary to enable him to fully discharge his duties under the Agreement and as the
Municipal Assessor.
d. Spot Checks. During the course of the field inspection phase of the Revaluation project,
the Assessor and the Firm shall conduct spot checks in the field to verify that required
procedures have been followed.
e. Monthly Job Meetings. The Firm shall attend monthly job meetings as may be convened
by the Assessor.
B.
Use of Municipal Records. An accurate record of all official municipal records reviewed,
considered and used by the Firm shall be kept by the Firm and delivered to the Assessor upon
completion of the Revaluation project.
C.
Public Education Program. The Firm shall complete all work in such a manner as to maintain the
best possible relations with the citizens and property owners of the Municipality. In cooperation
with the Assessor, the Firm shall plan and conduct a suitable program of public education through
the local press and other media, and through meetings with citizens and property owner groups both
before and during the Revaluation project. Said public education program shall be a means of
establishing understanding and support for the Revaluation project and sound assessment
administration. The Firm shall be responsible for carrying out the public education program at its
own expense. There shall be no publicity releases by the Firm without the prior review and approval
by the Assessor. The Firm shall provide with their proposal examples of successful public outreach
programs that the Firm has conducted with previous Municipalities. At a minimum, the public
education program shall inform citizens and property owners of the following:
a. That the Firm shall direct to each property owner a letter explaining that the municipality
has been ordered by the Union County Board of Taxation and the Director of the Division
of Taxation to conduct a Revaluation of all real property in the district for tax purposes. It
shall explain the basic purpose of the Revaluation project and how it shall be carried out.
Said letter shall be prepared and sent first class mail by the Firm at its own cost and expense
after the BORO approves the content of the letter.
b. That the Firm has been authorized by the municipality to make a fair and thorough
examination and valuation of every property within the Municipal to affect the Revaluation.
c. That every field representative of the Firm will be wearing or carrying identification, and
that no occupant of any property should hesitate to ask to examine such identification.
d. That the owners are requested to prepare the occupants of their properties other than
themselves for the inspections required to be made.
e. That in addition to measuring exterior building dimensions, representatives of the Firm shall
be making thorough interior inspections of all buildings.
f. That there will be a time and place established for informal review of Revaluation values
before final adoption of assessments by the Assessor.
g. That the object of the Firm and the Revaluation project is to value each property as fairly
as possible to assure the most equitable distribution of the property tax burden possible.
D.
Field Inspections. A careful and complete field inspection shall be made of all properties in the
Municipality, including exempt properties and the interior and exterior of all principal buildings and
structures. All buildings and structures in the process of being constructed or altered during the
course of the Revaluation project shall also be inspected. In such case, the Firm shall determine the
percentage of completion and the appraised value of said property as of the first October following
the appraisal. Each required inspection shall be undertaken and completed in compliance with the
following:
a. Recording of Data. All information and measurements which are necessary to determine
the full and fair value of each property shall be taken and recorded.
b. Photo Identification. The Firm shall supply each of its field representatives with a
photograph identification card and shall get written approval from all its employees who
will be working in the municipality for a standard State and Federal background check.
Standard State and Federal background check shall mean a police check acceptable to the
Chief of Police of the Township of Scotch Plains. Field inspectors shall be provided with
photo identification cards by the Firm, which shall be conspicuously displayed at the time
of inspection. Field inspectors shall show every courtesy to the occupants of the properties
inspected.
c. Inspection Procedure. No less than three attempts shall be made to gain entrance to each
property. At the time of the first unsuccessful attempt to gain entry, a card shall be left at
the property indicating a date when a second attempt will be made. The card shall include
a phone number and address to permit the property owner or occupant to contact the Firm
to make other arrangements, if necessary. If the second attempt to gain entry is
unsuccessful, a written notice shall be left advising that an assessment will be estimated
unless a mutually convenient arrangement is made for a third visit to the property. No field
inspector shall enter a property if there is a minor alone in the premises. The Township of
Scotch Plains Police Department shall be notified prior to all inspections.
d. Time of Inspections. Inspections shall be scheduled during reasonable hours, including
evenings and Saturdays. If necessary, the Assessor shall assist the Firm in making special
arrangements for an inspection. The Township of Scotch Plains Police Department shall be
notified prior to all inspections.
e. Inability to Gain Entry to Property. If the property owner or occupant fails to respond
to the written notice left after the second unsuccessful inspection attempt to gain entrance
to a property, the Firm shall notify the Assessor in writing of failure to gain entry. If an
owner or occupant refuses to grant entry or to provide necessary information to the field
inspector, the Assessor shall be immediately notified in writing.
f. Written List of Non-Entries. A list of all non-entries and/or refusals and reasons for same
shall be provided to the Assessor prior to the establishment of values. In no case shall a
value be estimated by the Firm without the prior knowledge and consent of the Assessor.
g. Signature of Owner or Occupant. Upon each inspection, the date of the inspection and
the signature of the owner or occupant shall be affixed to the inspection card, verifying that
the building was measured and the interior thoroughly inspected.
h. Discovery of Omitted Properties. The Firm shall notify the Assessor of any properties
discovered during the course of the inspections that are not on the 2025 tax lists. Such
notification shall be provided in sufficient time to permit the Assessor to lawfully place an
added/omitted assessment on the property.
i. Inspector of Work by Assessor. The Assessor shall be responsible for ascertaining during
the course of the performance of the contract that the work is progressing properly and is of
good quality. The Firm shall permit inspection of its work in progress at all stages by the
Assessor and shall furnish information with respect thereto as may be required by the
Assessor.
j. Further Inspection Attempts may be Required by the Assessor. If the Assessor is not
satisfied that the field inspectors of the Firm have made reasonable efforts to examine the
interiors of buildings or if the Assessor believes that less than 95% of the buildings have
received an interior inspection, the Assessor shall have the authority to require the Firm to
make further inspections.
E.
Final Field Inspection Review. Upon completion of field inspections by the Firm, a final field
inspection and review of all land and building computations shall be made by a Supervisor of the
Firm. The final field inspection and review shall be made property-by-property to eliminate any
mechanical errors in computations and to insure uniformity in the classification of buildings and
structures by the field staff. Depreciation shall be verified for obsolescence, design, lack of utility,
local disadvantage, and any other peculiar factors affecting market value. Any known or apparent
changes in the values or conditions of individual properties from the time of the first inspection shall
be noted and accounted for in the final value conclusion. All property record cards shall be checked
in the field for accuracy of description, classification of property, depreciation, obsolescence and
conversion factors. The cards shall also be checked for accuracy of computations and final appraised
values.
F.
Taxpayer Review. Upon the completion of preliminary appraisals by the Firm, a written notice
approved by the Assessor as to form shall be sent first class mail to each property owner setting forth
the valuation and advising how and when informal taxpayer review hearings shall be scheduled and
held and where to call for an appointment. Said letter shall be sent by the Firm at its own cost and
expense.
a. Firm to Schedule Appointments. The scheduling of all appointments for informal
taxpayer review hearings shall be handled by the Firm. Each hearing shall be conducted by
a knowledgeable and qualified member of the Firm appraisal staff. Appointments shall be
scheduled during evening hours and Saturdays as necessary to accommodate all interested
taxpayers to participate in the review process.
b. Firm to Devote Sufficient Resources. The Firm shall devote sufficient personnel
resources to the handling of the informal taxpayer review process so as to enable all
interested local taxpayers to be heard. The Municipality shall provide the location and space
for the review hearings without expense to the appraisal Firm. The Firm shall hold informal
review sessions on evenings and Saturdays as may be necessary to accommodate all
taxpayers who may wish to fully review and discuss the appraised values of their respective
properties. An individual discussion shall be afforded each taxpayer attending a review
session. All reviews shall be completed by December of the year preceding the year of the
implementation of the Revaluation project.
c. Written Record of Review Hearings to be Kept by Firm. A written record of each
taxpayer review hearing and the outcome of such hearing shall be provided to the Assessor
within ten (10) days of the completion of the hearings in a form approved by the Assessor,
including owners’ comments, objections, and other relevant data. Such written record shall
include any revisions to the appraised value suggested by the Firm as a result of the hearing.
In addition, each property owner who attends a hearing shall be notified in writing from the
Firm as to the outcome of such hearing, but only after reviewing any proposed changes with
the Assessor. Such notification shall be sent first class mail within fourteen (14) days of
the hearing. Where deemed necessary, follow-up field inspections shall be conducted by
the Firm.
d. Notice of Final Valuation to be Provided by Firm. After consultation with the Assessor,
the Firm shall notify each taxpayer who participated in the review process of the results of
the hearing, including any revisions to their property valuation. Such written notification
shall be provided by the Firm within four (4) weeks of the conclusion of all taxpayer review
hearings.
8.
PERFORMANCE STANDARDS FOR THE VALUATION OF THE PROPERTY BY THE
FIRM
A. Three Approaches to Value Required. All real property shall be appraised on the basis of full and
fair value, including land, buildings, and other improvements in accordance with N.J.S.A. 54:4-1, et
seq. and 54:4-23 et seq. In determining the full and fair value of each property, the Firm shall use the
Market Data Approach to valuation, the Cost Approach to valuation, and the Income Approach to
valuation as may be appropriate. All valuations and the choice of the appropriate valuation approach
shall meet with the Assessor’s approval. Lot sizes shall be verified by utilizing the tax map, tax book,
deeds, available surveys, subdivision maps and site plans. Discrepancies shall be brought to the
attention of the Municipal Engineer for approval and input.
B. Exempt Properties. All exempt properties shall have a property record card prepared containing all
the information which would otherwise be required. The full and fair value shall be determined and
shall be indicated on the property record card as if it were taxable.
C. Income Approach to Valuation. The Firm shall consider as “income-producing” all properties of
the type typically bought and sold in the marketplace primarily on the basis of the ability to yield net
income. The Firm shall submit to each income-producing property a timely “Income & Expense”
request in a form approved and signed by the Assessor, pursuant to and in compliance with the
requirements of N.J.S.A. 54:4-34. In addition, the Firm shall analyze the local marketplace to derive
capitalization rates, rentals and expenses in order to arrive at a supportable indication of value. Upon
receipt and analysis of income and expense information from either source, the income approach to
valuation shall be performed on all income-producing properties in accordance with generally
accepted standards of practice. The capitalization procedure performed shall be set forth on the
property record card. All supporting data relevant to the capitalization procedure shall be submitted
with the property record card. The income approach to valuation shall be reconciled with the other
approaches to valuation.
D. Cost Approach to Valuation. The most recent edition of the Real Property Appraisal Manual for
New Jersey Assessors shall be used as the basis for the application of the cost approach to value to
residential property. Either the Marshal and Swift manual or the Microsystems CAMA Program
manual shall be used as the basis for the application of the cost approach to value to Class 4
(commercial and industrial and apartment) properties. The Firm shall provide a copy of the current
Marshall and Swift manual or the Microsystems CAMA Program manual to the Assessor at no charge
to the Municipality. The use of the Marshall and Swift manual or the Microsystems CAMA Program
valuation manual shall be approved by the Director of the Division of Taxation. Qualified Farmland
shall be given two valuations: the first as a qualified farm and the second based on the highest and best
use of the property.
E. Market Data Approach to Valuation. The Firm shall collect and analyze local sales that occurred
during the previous three (3) years in its application of the market data approach to valuation. The
Firm shall prepare a sample format that will be used in the application of this approach to value. The
sales analysis shall include, but not be limited to, the following market factors:
i. Address and neighborhood;
ii. Zoning;
iii. Quality classification;
iv. Living area;
v. Year built;
vi. Lot size;
vii. Number of bathrooms and fixtures therein;
viii. Number of bedrooms;
ix. Garage facilities;
x. Existence and type of heating and air conditioning systems;
xi. Number of fireplaces;
xii. Interior and exterior condition;
xiii. Decks and porches;
xiv. Location and traffic flow;
xv. Interior and exterior obsolescence.
F. Land Valuation. The Firm shall determine basic unit values for each neighborhood by a land
abstraction method of site valuation and by analysis of vacant lot sales. The valuation unit used (per
square foot, acre, site, etc.) for each neighborhood and class of property shall be approved by the
Assessor.
1. Land Valuation Formulas to be Provided. The Firm shall furnish land valuation formulas
and tables which meet the particular requirements of the Municipality for the computation of the
value of regularly and irregularly shaped plots or lots, lots which are of greater or lesser depth
and/or width than the standard lot on which unit prices are based, corner lots, and lots which are
subject to external influence. Firm shall calculate base foot unit, site, square foot or acreage values
for each block and lot.
2. Consultation with the Assessor. After examining each lot and parcel in the field and after
considering all factors affecting value, the Firm shall consult with the Assessor to aid in the review
of land values prior to final determination and establishment of the value. It is understood that the
purpose of these consultations is to review the data gathered by the Firm and the conclusions of
the Firm based upon analysis of this data.
3. Supporting Data to be Supplied. For future reference and use, the detailed data developed
and used by the Firm to arrive at the units of land value, and which serve to substantiate these
values, shall be supplied to the Assessor.
4. Land Value and Sales Data Maps. Following the formulation of land valuations, the Firm
shall prepare land value maps for the entire Township showing unit values for all land. The
boundaries of homogenous neighborhoods shall be shown. The required information shall be
noted on a map, or maps supplied by the Municipality, in a manner approved by the Assessor. The
Firm shall deliver two copies of the map or maps to the Assessor upon completion of the
Revaluation project.
All underlying data used to derive the unit values shown on the maps shall be prepared for and
submitted to the Assessor in a manual for his review along with those maps. Adjustments for lot
sizes above and below zoning requirements, and for any other reasons, will be made and listed in
the manual.
A color-coded sales data map shall be furnished to the Assessor upon the completion of the
gathering of data by the Firm for use in the market data approach to valuation. This map shall
include all sales used in order to arrive at values. The land value and sales data maps will become
the property of the Assessor upon acceptance of the Revaluation.
9.
PROPERTY RECORD CARDS
A. The Firm shall include real property identification material on properly labeled individual property
record cards similar in form and content to those illustrated in the most recent Real Property Appraisal
Manual for New Jersey Assessors. Distinct property record cards for each of the four classifications
of real property shall be provided by the Firm. The format of the cards is to be approved by the
Assessor, prior to the Municipalities signing of the Contract.
B. Each property record card shall contain, at a minimum, the following information:
i. A scaled sketch of the exterior building dimensions as actually
located on a plot plan of the lot;
ii. Notations of significant building components as ascertained from both
an interior and exterior inspection;
iii. The values of each lot and building, including such items as age, type
of construction, condition, area or cubic contents, depreciation and
obsolescence allowances, additions and deductions, reconstruction
costs, appraised value, recent sales prices, rental data, and all other
pertinent information pertaining to the valuation of the property.
Precise reasons for functional and economic obsolescence allowances
shall be noted on the Property Record Card.
iv. A description of the improvements by component parts (such as
foundation, basement area, walls, insulation, roof, floors and floor
coverings, ceiling, interior finish, heating and cooling systems,
plumbing fixtures, etc.), including the type and quality of
construction, interior and exterior conditions, actual and effective age,
and indicated depreciation and obsolescence;
v. Separate valuations of yard improvements and fixed machinery and
equipment that is considered to be real property;
vi. Identification and quantification of all depreciation factors applied to
land values (such as grade, topography, location, wetlands, access,
etc.);
vii. The name of the individual making the inspection and the date of each
inspection;
viii. The signature and name of the owner or occupant present during the
interior inspection. If not, the card shall contain a notation by the field
representative as to whether an actual inspection was made, if entry
was refused, or whether the information on the card reflects estimates
by the field representative.
C. Provide color digital photographs on a colorized CD of the improvements on each lot. The photograph
shall be taken from the most advantageous position in order to show the front and rear and the most
unusual side of the building(s). Pictures are to be reviewed by the Assessor.
10.
COMPUTER-ASSISTED MASS APPRAISAL SYSTEM
A. The BORO shall be utilizing a Computer-Assisted Mass Appraisal System (CAMA) provided by
MICROSYSTEMS. The Firm is obligated to either utilize the program which is currently in existence
in the Assessor’s office or contract with MICROSYSTEMS to utilize the program on their own
computers and provide the municipality with the updated files at the end of the program.
B. The program used by the Firm must be compatible with the program provided by MICROSYSTEMS,
and will consist of the following:
a. The Real Property Appraisal Manual for New Jersey Assessors, Third Edition, Volumes I and
II, for the purpose of computer-generated property record cards.
b. The System will have segmented area control of homogenous neighborhoods.
c. The Firm will transfer completed property record card data to the Municipality at the
completion of the Revaluation. This Municipal base data shall be in a mechanized format on
magnetic tape with record layouts and field descriptions for all data elements.
d. The System will also be capable of producing the Added Assessment valuations.
e. The System shall have the ability to retrieve and present online a selected number of
comparable properties based upon the neighborhood, block and lot, and address being entered
into the system.
f. Property characteristics and values shall be up to date on both the computer file and the
physical property record card at least thirty (30) days prior to informal hearings.
g. Property record cards consistent with the new manual shall be printed by computer.
h. The system shall maintain computerized property files for instant retrieval and update of any
property record.
i. The System will perform all necessary calculations of the NJ State Version III Manual
(Residential & Commercial).
j. The System shall track Sales history, Assessment History, and Building Permits for each
property with no specific limitation on the number of Sales or Building Permits per line item.
k. The System shall draw buildings, sketches and automatically calculate areas.
l. The System shall automatically enter the floor areas into the NJ State Residential Cost
Approach.
m. The System shall have powerful query and update ability. Records can be searched based on
any practical criteria such as Owner, Address, Style, Neighborhood, Sales, and many others.
n. The System shall be completely table driven.
o. The System shall contain the following reporting and printing features:
Compares Old/New Assessments
Market Analysis
Added Assessments
Tax Roll list & Street Index
Recap Old/New Taxes
Mailing & File Folder Labels
Notification Forms
Property Class Totals (SR3A)
Sales Ratio & Coefficient
Change Forms
Enlarged Sketch PRC
Style/Neighborhood Analysis
No Cost Data Property Record Card
p. The System shall also include the following:
Commercial Income Approach
Commercial Cost Approach (NJ Manual)
Comparable Sales Analysis
MOD IV & Tax Collector Interface
Added Assessments
“What if” Calculations
q. At contract completion, the Firm will provide the Municipality with a completed database,
which the Municipality will have the capability to maintain. In order to ensure same, the Firm
will train designated personnel in the Assessor’s Office along with the computer agency
whether it be the Municipality’s data center, or a firm now engaged to produce the respective
Assessor’s records. Upon completion of the job, the Municipality shall receive software
programs and documentation necessary for maintaining the computerized Revaluation system.
C. The digital pictures shall be integrated as part of the hardware and software. The Municipality shall be
supplied with a disk(s) containing the color pictures showing them in block and lot order for all
properties. It shall be in a format that can be easily downloaded in the Municipalities computers. The
Assessor shall have the capability of updating and/or adding digital pictures on the computer-generated
property record cards to accurately show new construction and/or additions to existing structures.
11.
DEFENSE OF APPEALS; OTHER EXPERT TESTIMONY
The Firm shall furnish, without additional charge, a qualified expert from the Firm’s staff who is
knowledgeable with regard to the challenged assessments to appear with the Municipal Attorney at all
hearings before the County Board of Taxation for the tax year and two subsequent years.
The provisions of this Article shall not relieve the Municipality of its obligation to provide legal
counsel in connection with any appeal proceeding.
The obligation of the Firm shall be limited to appraised values determined by the Firm and used
uniformly as a basis for assessments.
With respect to any appeal to the Tax Court of New Jersey, in the tax year and two (2) subsequent
years, the Municipality may pay for an expert witness from the Firm or outside the Firm for services in
connection with assistance in preparation for trial, preparation of appraisals, negotiation, re-inspection and
consultations. The Firm shall provide a qualified appraiser as the expert on non-residential property appeals
in the Tax Court. The Firm shall offer an expert at the hourly rates provided in its Proposal.
11.
COST PROPOSAL – Respondents should submit a cost proposal that would include any proposed
retainer, the services to be provided for the retainer, if services will be provided at a flat rate, if all or any
services will be billed through hourly rates and a statement of the established rate(s). A complete listing of
hourly charges for members of the firm shall be provided. The BORO does not provide payment for
reimbursement for travel expenses.
REVALUATION OF ALL REAL PROPERTY SITUATED IN
THE BOROUGH OF NEW PROVIDENCE
PROPOSAL FORM
(PAGE 1 OF 3)
The undersigned declares that s/he has carefully examined this entire RFP document and that s/he will provide
all the necessary labor, tools and equipment, and all else necessary therefore and incidental thereto for the
items of proposal, complete and in place, for the prices hereinafter quoted. All prices shall include direct and
indirect pricing, including but not limited to, all necessary equipment, materials, labor, permit fees and travel
expenses to conduct each requirement under this contract. All sums shall remain fixed for the term of the
contract. The Borough of New Providence is exempt from paying NJ State sales tax.
Class
Description
# of Parcels
Total AV
Equalized AV
Unit Price
Total
1
Vacant Land
82
8,901,400
22,725,045
$
$
2
Residential (4 Family or Less)
3758
1,163,136,200
2,969,456,727
$
$
3A
Farm Regular
0
0
0
$
$
3B
Farm Qualified
0
0
0
$
$
4A
Commercial
124
201,044,100
513,260,403
$
$
4B
Industrial
27
52,250,600
133,394,435
$
$
4C
Apartment
14
56,386,100
143,952,259
$
$
5A
Class 1 Railroad
4
0
0
$
$
5B
Class 2 Railroad
0
0
0
$
$
6A
Telephone
1
2,000,350
5,106,842
$
$
15A
Exempt Public School
4
34,886,800
89,065,101
$
$
15B
Exempt Other School
1
5,735,900
14,643,605
$
$
15C
Exempt Public Property
93
40,196,600
102,620,883
$
$
15D
Exempt Charitable
17
21,267,900
54,296,400
$
$
15E
Exempt Cemeteries
1
125,100
319,377
$
$
15F
Exempt Miscellaneous
80
3,864,000
9,864,692
$
$
Grand Total
4205
1,589,795,050
4,058,705,770
$
$
WRITE Grand Total in WORDS: ______________________________________________________
Note: Do Not Detach This Proposal from the Specifications
PROPOSAL FORM
(PAGE 2 OF 3)
Please provide a detailed cost breakdown (including titles of staff members, hourly rates, and
administrative expenses), and anticipated time of completion for the work on a separate sheet and
attach to this form. Hourly rates for potential expert witnesses shall also be provided. The
Proposal Form and your cost breakdown will constitute one document. Failure to provide a cost
breakdown may result in disqualification.
THE UNDERSIGNED, as vendor, declares that the only person or parties interested in this
proposal as principals are as named below, that this proposal is in all respects fair and without
collusion or fraud; that s/he has carefully examined all documentation provided; and that s/he
proposes and agrees that, if this proposal is accepted, s/he will enter into a Contract with the BORO
to provide all the necessary materials, equipment, and labor specified in the proposal in the manner
and time specified, and according to the requirements of the BORO as therein set forth, and that
s/he will take as full compensation for furnishing and delivering all materials, equipment and labor
called for under these specifications complete in every detail for REVALUATION OF ALL REAL
PROPERTY SITUATED IN THE BOROUGH OF NEW PROVIDENCE the price listed above
(Grand Total).
The successful vendor whose quote is accepted will be held responsible for any loss or error arising
from his/her failure or misunderstanding of the requirements listed in the specifications.
The undersigned hereby acknowledges that the following information and/or documents are
completed and contained within the proposal:
♦
Statement of Individual(s) Owning 10% or More of Stock or Interest in the Bidder’s Business
Entity completed form (failure to submit this form with the proposal will result in rejection
of the vendor’s proposal).
The Bidder is [ ] an individual; [ ] any form of Corporation; [ ] any form of Partnership; [ ] an
LLC (check one). If a Corporation, Partnership or LLC, give exact name of Firm and also full
name of Officer or Partner authorized to sign for it.
PROPOSAL FORM
(PAGE 3 OF 3)
It is understood and agreed that all prices quoted are firm and not subject to any increase during
the life of the contract.
By_______________________________________
Authorized Signature and Title
_________________________________________
Type Name of Authorized Signature
Company Name
______________________________________________
Vendor's Business Address
______________________________________________
______________________________________________
Telephone Number
( ) _______________________________________
Fax Number
( ) _______________________________________
Date __________________
13.
EVALUATION – The BORO has structured a procurement process that seeks to obtain
the desired results described herein, while establishing a competitive process to assure that each
person and/or firm is provided an equal opportunity to submit a Proposal in response to the RFP.
The BORO will select the most advantageous proposal(s), if any and as determined in its sole and
absolute discretion, based on all of the evaluation factors set forth at the end of this RFP. The
BORO will make the award(s), if any, that is in the best interest of the BORO.
Proposals will be reviewed and evaluated by the BORO and its engineering, legal and/or
financial advisors (collectively, the "Review Team"). The Proposals will be reviewed to determine
if the Respondent has met the minimum professional, administrative and financial areas and other
requirements described in this RFP. Each Respondent must satisfy the objectives and requirements
detailed in this RFP. The successful Respondent shall be determined by an evaluation of the total
content of the Proposal submitted. Under no circumstances will a member of the Review Team
review responses to an RFP for an appointment for which he/she or his/her firm submitted a
response. Based upon the totality of the information contained in the Proposal, including
information about the reputation and experience of each Respondent, the BORO will (in its sole
and absolute discretion) determine which Respondents are qualified from a professional,
administrative and financial perspective. Each Respondent who meets the requirements of the RFP
(determined in the sole and absolute discretion of the BORO) will be designated as a Qualified
Respondent and may then be given an opportunity to provide services to the BORO.
The RFP process commences with the issuance of this RFP. It is anticipated that certain
Qualified Respondents will be selected to begin providing services to the BORO as soon as June
1, 2025. There can be no assurance, however, that any Qualified Respondent will be selected.
All communications concerning this RFP, or the RFP process shall be directed, in writing,
to the BORO's designated contact person:
Bernadette Cuccaro, Borough Administrator
BOROUGH OF NEW PROVIDENCE
Elkwood Avenue, New Providence, New Jersey 07974
14.
RESERVATION OF RIGHTS – The BORO reserves the right to:
a.
Not select any of the proposals;
b.
Select only portions of a particular Respondent's proposal for further consideration
(however, Respondents may specify portions of a proposal that they consider
"bundled");
c.
To supplement, amend or otherwise modify the RFP through issuance of addenda
to all prospective Respondents who have received a copy of this RFP;
d.
To change or alter the schedule for any events called for in this RFP upon the
issuance of notice to all prospective Respondents who have received a copy of this
RFP;
e.
To conduct investigations of any or all of the Respondents, as the BORO deems
necessary or convenient, to clarify the information provided as part of the Proposal
and to request additional information to support the information included in any
Proposal;
and
f.
To suspend or terminate the procurement process described in this RFP at any time
(in its sole and absolute discretion). If terminated, the BORO may determine to
commence a new procurement process or exercise any other rights provided under
applicable law without any obligation to the Respondents.
The BORO shall be under no obligation to complete all or any portion of the procurement
process described in this RFP.
The BORO shall not be obligated to explain the results of the evaluation process to any
person or entity, including, without limitation, any Respondent.
The BORO may require Respondents to demonstrate any services described in their
proposal prior to award.
12.
LIMITATIONS – This RFP is not an offer, order or contract and should not be regarded
as such, nor shall any obligation or liability be imposed on the BORO by issuance of this RFP.
The BORO reserves the right at the BORO's sole discretion to refuse any submission. This RFP
does not constitute a Request for Proposal ("RFP") and does not commit the BORO to issue an
RFP.
13.
USE OF INFORMATION – Any specifications, drawings, sketches, models, samples,
data, computer programs, documentation, technical or business information and the like
("Information") furnished or disclosed by the BORO to the Respondent in connection with this
RFP shall remain the property of the BORO. When in tangible form, all copies of such Information
shall be returned to the BORO upon request. Unless such Information was previously known to
the Respondent, free of any obligation to keep it confidential, or has been or is subsequently made
public by the BORO or a third party, it shall be held in confidence by the Respondent, shall be
used only for the purposes of this RFP, and may not be used for other purposes except upon such
terms and conditions as may be mutually agreed upon in writing.
14.
GENERAL TERMS AND CONDITIONS –
A.
The BORO reserves the right to reject any Proposal in whole or in part or to waive
any informalities in a Proposal, and, unless otherwise specified by the respondent,
to accept any item, items or services in the proposals should it be deemed in the
best interest of the BORO to do so.
B.
In case of the failure by a successful Respondent to perform, the BORO may
procure the articles or services from other sources, deduct the cost of the
replacement from money due to the Respondent under the contract and hold the
Respondent responsible for any excess cost occasioned thereby.
C.
The Respondent shall maintain sufficient insurance to protect against all claims
under Workmen's Compensation, General, Professional and Automobile Liability.
D.
Each Proposal must be signed by the person authorized to do so.
E.
An original and one copy of the Proposals shall be hand delivered or mailed
consistent with the provisions of the legal notice to respondents. The BORO
assumes no responsibility for Proposals received after the designated date and time
and will return late Proposals unopened. Proposals will not be accepted by
facsimile. Proposals shall be in a sealed envelope, marked "Proposal for Municipal-
Wide Revaluation of All Real Property." To be considered, proposals shall be
delivered to or received by the Borough Clerk’s Office, 360 Elkwood Avenue, New
Providence, NJ 07974 no later than 10 a.m. on May 14, 2025.
F.
Respondents are required to comply with the requirements of N.J.S.A. 10:5-31 et
seq. See attached Exhibit A.
G.
By submission of a Proposal, the Respondent certifies that the service to be
furnished will not infringe upon any valid patent, trademark or copyright and a
successful Respondent shall, at its expense, defend any and all actions or suits
charging such infringement, and will save the BORO harmless in any case of any
such infringement.
H.
No Respondent shall influence, or attempt to influence, or cause to be influenced,
any BORO officer or employee to use his/her official capacity in any manner which
might tend to impair the objectivity or independence of judgment of said officer or
employee.
I.
No Respondent shall cause or influence, or attempt to cause or influence, any
BORO officer or employee to use his/her official capacity to secure unwarranted
privileges or advantages for the respondent or any other person.
J.
Should any difference arise between the contracting parties as to the meaning or
intent of these instructions or specifications, the Borough Council’s decision shall
be final and conclusive.
K.
All costs incurred by the Respondent in connection with responding to this RFP
shall be borne solely by the Respondent. The BOROUGH OF NEW
PROVIDENCE shall not be responsible for any expenditure of monies or other
expenses incurred by the Respondent.
L.
The checklist, affidavits, notices and the like presented at the end of this RFP are a
part of this RFP and shall be completed and submitted as part of a Proposal.
M.
All Proposals shall become the property of the BORO and will not be returned.
N.
All Proposals will be made available to the public at the appropriate time, as
determined by the BORO (in the exercise of its sole and absolute discretion) and in
accordance with law.
O.
The BORO may request Respondents to send representatives to the BORO for
interviews with less than 24 hours advance notice.
P.
Neither the BORO nor their respective staffs, consultants or advisors (including,
but not limited to, the Review Team) shall be liable for any claims or damages
resulting from the solicitation or preparation of the Proposal, nor will there be any
reimbursement to Respondents for the cost of preparing and submitting a Proposal
or for participating in this procurement process.
Q.
If awarded a contract, your company/firm shall be required to comply with the
requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27
END OF GENERAL INSTRUCTIONS
BASIS OF AWARD
A contract, if any, shall be awarded based upon the following factors:
EVALUATION FACTORS
A.
Relevance and extent of Proposals, experience, reputation and training of
personnel to be assigned
B.
Knowledge of the BOROUGH OF NEW PROVIDENCE and the subject matter
to be addressed under this engagement
C.
Relevance and extent of similar engagements performed
D.
Proposal contains all required information
E.
Reasonableness of cost proposal
PROPOSAL CHECKLIST
THIS CHECKLIST MUST BE COMPLETED, INITIALED, SIGNED AND SUBMITTED
WITH YOUR PROPOSAL. A PROPOSAL SUBMITTED WITHOUT THE
FOLLOWING DOCUMENTS IS CAUSE FOR REFUSAL.
INITIAL BELOW
A.
An original and one copy of the Proposals
_________
B. Emailed Proposals in a Portable
Document Format (pdf.) _________
C.
Non-Collusion Affidavit properly notarized
_________
D.
Owners Disclosure Statement, properly notarized, listing
the names of all persons owning ten (10%) percent or more
of the proposing entity
_________
E.
Authorized signatures on all forms
_________
F.
Business Registration Certificate(s)
_________
G.
Disclosure Statement
_________
H.
Affirmative Action Statement
_________
I.
Business Entity Disclosure Form (attached)
_________
J.
Prohibited Activities Russia-Belarus & Iran Form (attached)
_________
Note: N.J.S.A 52:32-44 provides that the BORO shall not enter into a contract for goods or services
unless the other party to the contract provides a copy of its business registration certificate and the
business registration certificate of any subcontractors at the time that it submits its proposal. The
contracting party must also collect the state use tax where applicable.
THE UNDERSIGNED HEREBY ACKNOWLEDGES
THE ABOVE LISTED REQUIREMENTS
NAME OF RESPONDENT:
___________________________________________________________________________________
Person, Firm or Corporation
___________________________________________________________________________________
BY: (NAME)
(TITLE)
APPENDIX A
AMERICANS WITH DISABILITIES ACT OF 1990
Equal Opportunity for Individuals with Disability
The contractor and the Board of Education (hereafter "owner") do hereby agree that the provisions
of Title 11 of the Americans With Disabilities Act of 1990 (the "Act") (42 U.S.C. S121 01 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 there unto, are made a part of this contract. In providing any aid, benefit, or
service on behalf of the owner 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 owner in any action or administrative proceeding
commenced pursuant to this Act. The contractor shall indemnify, protect, and save harmless the
owner, 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 owner's grievance procedure, the contractor agrees to abide by any decision of the
owner which is rendered pursuant to said grievance procedure. If any action or administrative
proceeding results in an award of damages against the owner, or if the owner 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 owner 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 owner or any of its agents, servants, and
employees, the owner shall expeditiously forward or have forwarded to the contractor every
demand, complaint, notice, summons, pleading, or other process received by the owner or its
representatives.
It is expressly agreed and understood that any approval by the owner 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 owner pursuant to this
paragraph.
It is further agreed and understood that the owner 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
contractor's obligations assumed in this Agreement, nor shall they be construed to relieve the
contractor from any liability, nor preclude the owner from taking any other actions available to it
under any other provisions of the Agreement or otherwise at law.
Appendix B
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127)
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 ensure that equal
employment opportunity is afforded to such applicants in recruitment and employment, 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
equal employment opportunity 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 will send to each labor union, with which it has a collective bargaining
agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the
contractor's commitments under this chapter 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 meet targeted county employment goals
established in accordance with N.J.A.C. l7:27-5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but
not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does
not discriminate on the basis of age, race, 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 targeted 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, race, 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; or
• Employee Information Report Form AA-302 (electronically provided by the Division
and distributed to the public agency through the Division’s website at: http://
www.state.nj.us/treasury/contract_compliance/.
The contractor and its subcontractors shall furnish such reports or other documents to the Division of
Purchase & Property, CCAU, EEO Monitoring Program 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 Division of Purchase & Property, CCAU, EEO Monitoring
Program for conducting a compliance investigation pursuant to N.J.A.C. 17:27-1.1 et seq.
NON-COLLUSION AFFIDAVIT
STATE OF NEW JERSEY )
) ss:
COUNTY OF __________ )
I, ______________________ of the City of _______________________ in the County of
____________________ and the State of ______________________ of full age, being duly sworn
according to the law on my oath depose and say that:
I am ________________________ of the firm of __________________________, the
Respondent submitting the Proposal, and that I executed the said Proposal with full authority so to
do; and that said Respondent has not, directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding
in connection with the Proposal; and that all statements contained in said Proposal and in this
Affidavit are true and correct, and made with full knowledge that the State of New Jersey relies
upon the truth of the statements contained in said Proposal and in the statements contained in this
Affidavit in awarding any contract for the named services.
I further warrant that no person or selling agency has been employed or retained to solicit or secure
such contract upon an agreement or understanding for a commission, percentage, brokerage or
contingent fee, except bona fide employees or bona fide established commercial or selling agencies
maintained by
________________________________________ (N.J.S.A. 52:34-15)
________________________________________
(Also type or print name of Affiant under signature)
Subscribed and sworn to before me this ____
day of _______________, 20__.
___________________________________
A Notary Public of ______________
My Commission Expires: ________________
OWNER DISCLOSURE INFORMATION
Set forth below are the names and addresses of all owners of 10% or more of the proposing
business entity.
Name: ____________________________
Name: ____________________________
Address: __________________________
Address: __________________________
__________________________
__________________________
Name: ____________________________
Name: ____________________________
Address: __________________________
Address: __________________________
__________________________
__________________________
Name: ____________________________
Name: ____________________________
Address: __________________________
Address: __________________________
__________________________
__________________________
Name: ____________________________
Name: ____________________________
Address: __________________________
Address: __________________________
__________________________
__________________________
___________________________
NAME OF BUSINESS ENTITY
__________________________________________________________________________
SIGNATURE
TITLE
_________________________________
Notary Public of
My Commission Expires: _____________, 20___.
DISCLOSURE STATEMENT
(To be submitted with Proposal)
(a)
Is or was anyone in your firm or company or a member of his/her immediate family a member of the BORO governing
body within the last calendar year? If yes, then provide the name of the individual below and his/her relationship.
Yes____
No____
_______________________
__________________
________________
Name
Position
Relationship
(b)
Has any principal/partner of your firm been convicted of an indictable offense? If yes, please provide further
explanation and copies of any relevant documents.
Yes____
No____
_______________________
__________________
________________
Name
Position
Relationship
(c)
Has any individual who would provide service under this contract ever been sanctioned by the appropriate licensing
board?
Yes____
No____
_______________________
__________________
________________
Name
Position
Term
Reason for censure:
(d)
Has the firm been found liable for professional malpractice in the last 5 years?
Yes____
No____
Reason for Action:
(e)
Has any member of your firm ever been barred from doing business with any state, BORO or municipal government?
If yes, please provide further written explanation including date and copies of relevant documentation.
Yes____
No____
_______________________
__________________
________________
Name
State, County or
Date
Municipality
(f)
Has your firm sued the BOROUGH OF NEW PROVIDENCE in the past five (5) years? If yes, please identify the
matter/case and provide further written explanation including date and copies of relevant documents.
Yes____
No____
__________________________________________
________________
Name
Date
By___________________________________
Title______________________________
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR NON-FAIR AND OPEN CONTRACTS
Required Pursuant To N.J.S.A. 19:44A-20.8
Part I – Vendor Affirmation
The undersigned, being authorized and knowledgeable of the circumstances, does hereby certify that:
has not made and will not make any reportable contributions pursuant to N.J.S.A. 19:44A-1 et seq. that, pursuant to P.L.
2023, c. 30, would bar the award of this contract in the one year period preceding January 1, 2025 to any of the following
named candidate committee or joint candidates committee representing the elected officials of the Borough of New
Providence as defined pursuant to N.J.S.A. 19:44A-3 (q) and (r).
Mayor Allen Morgan
Councilperson Nadine Geoffroy
Councilperson Diane Bilicska
Councilperson Alex Kogan
Councilperson Matthew Cumiskey
Councilperson Lisa McKnight
Councilperson Kathleen Dolan
Part II – Ownership Disclosure Certification
I certify that the list below contains the names and home addresses of all owners holding 10% or more of the issued
and outstanding stock of the undersigned.
Check the box that represents the type of business entity:
Partnership
Corporation
Sole Proprietorship
Subchapter S Corporation
Limited Partnership
Limited Liability Corporation
Limited Liability Partnership Limited Liability Company
Name of Stock or Shareholder
Home Address
Part 3 – Signature and Attestation:
The undersigned is fully aware that if I have misrepresented in whole or part this affirmation and certification, I and/or
the business entity, will be liable for any penalty permitted under law.
Name of Business Entity:___________________________________________
Signed:________________________________ Title:__________________________________
Print Name:____________________________ Date:__________________________________
Subscribed and sworn before me this ___ day of
___________, 2 _____.
My Commission expires:
_________________________________
(Affiant)
____________________________
(Print name & title of affiant) (Corporate Seal)
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR NON-FAIR AND OPEN CONTRACTS
Required Pursuant To N.J.S.A. 19:44A-20.8
The following is statutory text related to the terms and citations used in the Business Entity Disclosure
Certification form.
“Local Unit Pay-To-Play Law” (P.L. 2004, c.19, as amended by P.L. 2005, c.51)
19:44A-20.6
Certain
contributions
deemed
as
contributions
by
business
entity.
5. When a business entity is a natural person, a contribution by that person's spouse or child, residing
therewith, shall be deemed to be a contribution by the business entity. When a business entity is other
than a natural person, a contribution by any person or other business entity having an interest therein shall
be deemed to be a contribution by the business entity.
19:44A-20.7 Definitions relative to certain campaign contributions.
6. As used in sections 2 through 12 of this act:
“business entity" means any natural or legal person, business corporation, professional services
corporation, limited liability company, partnership, limited partnership, business trust, association or any
other legal commercial entity organized under the laws of this State or of any other state or foreign
jurisdiction;
“interest" means the ownership or control of more than 10% of the profits or assets of a business entity or
10% of the stock in the case of a business entity that is a corporation for profit, as appropriate;
Temporary and Executing
12. Nothing contained in this act shall be construed as affecting the eligibility of any business entity to
perform a public contract because that entity made a contribution to any committee during the one-year
period immediately preceding the effective date of this act.
~~~~~~~~~~~~~~~~~~~~~
The New Jersey Campaign Contributions and Expenditures Reporting Act (N.J.S.A. 19:44A-1 et seq.)
19:44A-3 Definitions. In pertinent part…
q. The term "candidate committee" means a committee established pursuant to subsection a. of section 9
of P.L.1973, c.83 (C.19:44A-9) for the purpose of receiving contributions and making expenditures.
r. the term "joint candidates committee" means a committee established pursuant to subsection a. of section
9 of P.L.1973, c.83 (C.19:44A-9) by at least two candidates for the same elective public offices in the same
election in a legislative district, county, municipality or school district, but not more candidates than the total
number of the same elective public offices to be filled in that election, for the purpose of receiving
contributions and making expenditures. For the purpose of this subsection: …; the offices of member of
the board of chosen freeholders and county executive shall be deemed to be the same elective public
offices in a county; and the offices of mayor and member of the municipal governing body shall be deemed
to be the same elective public offices in a municipality.
19:44A-8 and 16 Contributions, expenditures, reports, requirements.
While the provisions of this section are too extensive to reprint here, the following is deemed to be the
pertinent part affecting amounts of contributions:
“The $200 limit established in this subsection shall remain as stated in this subsection without further
adjustment by the commission in the manner prescribed by section 22 of P.L.1993, c.65 (C.19:44A-7.2)
Borough of New Providence
Prohibited Russia-Belarus Activities & Iran Investment Activities
COMPANY, PERSON, OR ENTITY
PART 1: CERTIFICATION
COMPLETE PART 1 BY CHECKING ONE OF THE THREE BOXES BELOW
Pursuant to law, any person or entity that is a successful bidder or proposer, or otherwise
proposes to enter into or renew a contract, for goods or services must complete the certification
below prior to contract award to attest, under penalty of perjury, that neither the person or entity,
nor any parent entity, subsidiary, or affiliate, is identified on the Department of Treasury's
Russia-Belarus list or Chapter 25 list as a person or entity engaging in prohibited activities in
Russia, Belarus or Iran. Before a contract for goods or services can be amended or extended,
a person or entity must certify that neither the person or entity, nor any parent entity, subsidiary,
or affiliate, is identified on the Department of Treasury's Russia-Belarus list. Both lists are found
on Treasury’s website at the following web addresses:
https://www.nj.gov/treasury/administration/pdf/RussiaBelarusEntityList.pdf
www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf.
As applicable to the type of contract, the above-referenced lists must be reviewed prior to
completing the below certification.
A person or entity unable to make the certification must provide a detailed, accurate, and
precise description of the activities of the person or entity, or of a parent entity, subsidiary, or
affiliate, engaging in prohibited activities in Russia or Belarus and/or investment activities in
Iran. The person or entity must cease engaging in any prohibited activities and provide an
updated certification before the contract can be entered into.
If a vendor or contractor is found to be in violation of law, action may be taken as appropriate
and as may be provided by law, rule, or contract, including but not limited to imposing sanctions,
seeking compliance, recovering damages, declaring the party in default, and seeking debarment
or suspension of the party.
CONTRACT AWARDS AND RENEWALS
I certify, pursuant to law, that neither the person or entity listed above, nor any parent
entity, subsidiary, or affiliate appears on the N.J. Department of Treasury’s lists of entities
engaged in prohibited activities in Russia or Belarus pursuant to P.L. 2022, c. 3 or in investment
activities in Iran pursuant to P.L. 2012, c. 25 ("Chapter 25 List"). I further certify that I am the
person listed above, or I am an officer or representative of the entity listed above and am
authorized to make this certification on its behalf. (Skip Part 2 and sign and complete the
Certification below.)
CONTRACT AMENDMENTS AND EXTENSIONS
I certify, pursuant to law, that neither the person or entity listed above, nor any parent
entity, subsidiary, or affiliate is listed on the N.J. Department of the Treasury’s lists of entities
determined to be engaged in prohibited activities in Russia or Belarus pursuant to P.L. 2022, c.
3. I further certify that I am the person listed above, or I am an officer or representative of the
entity listed above and am authorized to make this certification on its behalf. (Skip Part 2 and
sign and complete the Certification below.)
Borough of New Providence
Prohibited Russia-Belarus Activities & Iran Investment Activities
IF UNABLE TO CERTIFY
I am unable to certify as above because the person or entity and/or a parent entity,
subsidiary, or affiliate is listed on the Department's Russia-Belarus list and/or Chapter 25 Iran
list. I will provide a detailed, accurate, and precise description of the activities as directed in Part
2 below, and sign and complete the Certification below. Failure to provide such will prevent the
award of the contract to the person or entity, and appropriate penalties, fines, and/or sanctions
will be assessed as provided by law.
PART 2: ADDITIONAL INFORMATION
PLEASE PROVIDE FURTHER INFORMATION RELATED TO PROHIBITED ACTIVITIES IN
RUSSIA OR BELARUS AND/OR INVESTMENT ACTIVITIES IN IRAN.
You must provide a detailed, accurate, and precise description of the activities of the person or
entity, or of a parent entity, subsidiary, or affiliate, engaging in prohibited activities in Russia or
Belarus and/or investment activities in Iran in the space below and, if needed, on additional
sheets provided by you.
PART 3: CERTIFICATION OF TRUE AND COMPLETE INFORMATION
I, being duly sworn upon my oath, hereby represent and state that the foregoing information
and any attachments there, to the best of my knowledge, are true and complete. I attest that I
am authorized to execute this certification on behalf of the above-referenced person or entity.
I acknowledge that the Borough of New Providence is relying on the information contained
herein and hereby acknowledge that I am under a continuing obligation from the date of this
certification through the completion of any contracts with the Borough of New Providence to
notify the Borough of New Providence in writing of any changes to the answers of information
contained herein.
I acknowledge that I am aware that it is a criminal offense to make a false statement or
misrepresentation in this certification. If I do so, I recognize that I am subject to criminal
prosecution under the law and that it will also constitute a material breach of my agreement(s)
with the Borough of New Providence and that the Borough of New Providence at its option may
declare any contract(s) resulting from this certification void and unenforceable.
Name of Company, Entity
Full Name (Print)
Title
Signature
Date
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Contacts
Bernadette Cuccaro
Borough Administrator · BOROUGH OF NEW PROVIDENCE
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Timeline
First Discovered
Mar 19, 2026
Last Info Update
Apr 30, 2026
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