CCW PACKET

COUNCIL COMMITTEE OF THE WHOLE AGENDA JUNE 25, 2019 - 6:00 P.M. CITY HALL COUNCIL CHAMBERS, 15 LOOCKERMAN PLAZA, DOVER, DELAWARE PUBLIC COMMENTS ARE WELCOMED ON ANY ITEM AND WILL BE PERMITTED AT APPROPRIATE TIMES. WHEN POSSIBLE, PLEASE NOTIFY THE CITY CLERK (736-7008 OR E-MAIL AT CITYCLERK@DOVER.DE.US) SHOULD YOU WISH TO BE RECOGNIZED. SAFETY ADVISORY AND TRANSPORTATION COMMITTEE ADOPTION OF AGENDA 1. UPDATE - SAFETY ISSUES AT THE LIBRARY (COMMITTEE ACTION NOT REQUIRED) 2. QUARTERLY UPDATE - BICYCLE/PEDESTRIAN SUBCOMMITTEE (COMMITTEE ACTION NOT REQUIRED) 3. ADJOURNMENT OF SAFETY ADVISORY AND TRANSPORTATION COMMITTEE MEETING LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ADOPTION OF AGENDA 1. EVALUATION OF BIDS - PROPERTY REASSESSMENT (STAFF RECOMMENDATION: AWARDING THE PROPOSAL FOR REVALUATION SERVICES TO TYLER TECHNOLOGIES IN THE AMOUNT OF $104,550, PLUS ANY ADDITIONAL OVERAGE FEES) 2. ADJOURNMENT OF LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING ADJOURNMENT OF COUNCIL COMMITTEE OF THE WHOLE MEETING /TM S:\AGENDAS-MINUTES-PACKETS-PRESENTATIONS-ATT&EXH\COMMITTEE-AGENDAS\2019\06-25-2019 CCW AGENDA.WPD THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(E )(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING.

Bicycle & Pedestrian Subcommittee Members Gerry Pennington, Quarterly Update June 2019 Chair Chris Asay Jayce Lesniewski Dave Moses Bicycle Fix It Station at the Library Frances Riddle Andy Siegel While RCD had already showed their support by Dover Treasure Hunt Created in 2012 by the funding the Dover bicycle Lead by Fran Riddle a group of Safety Advisory & rack that now sits in front of local volunteers and Transportation the Library, they believe in organiza ons are pu ng to- Cyclists some mes need Committee. They have con nued community gether a one-of-a-kind Paddle, to do a li le repair work been tasked with improvements such as Sneakers and Treasures event on the road. Whether for Saturday, August 31, 2019. identifying gaps in the adding the Bike Fix It bicycle and pedestrian they are cycling for Sta on. Targe ng local families that network in Dover and transporta on needs or will be home for the weekend, identifying areas where recrea onal fun o en the On May 15, the unit was we plan to offer kayaking/ the city can work together need to do minor bike unveiled at the 7th Annual canoe with the Mayor’s Annual Rega a, guided with local partners to repairs arises. Having a Bike to Work Day bike historic walking tours to The improve the atmosphere Bike Fix It Sta on meets social. Mayor Chris ansen Green and Healthy Lifestyle for bicyclists & that need. and Councilman Sco Cole programs with Open Streets. pedestrians. were on hand to host the Something for everyone to The subcommi ee was unveiling and greet riders as enjoy!! pleased when Restoring they joined in the social Event Photos Going to be home Labor Day Central Dover came to event. weekend? Join us for this day them with a proposal for of family fun: Be sure to check it out (next gran ng a such a unit for August 31, 2019 to the bike rack & air pump Dover. 10 am ‐ 2 pm at the Dover Public Library). w w w . c i t y o f d o v e r . c o m / b ic y c l i s t s - a n d - p e de s t r i a n s Pedestrian Issues Heard! In 2018/19 members of the subcommi ee Mrs. Cyr provided telephone numbers, brought various sidewalk and crosswalk forms and the web address for all ci zens problems to the a en on of city officials. to report these kinds of problems. Truly fulfilling the principal focus of finding network gaps and issues. Crosswalk markings or lack thereof, sidewalks in disrepair or impassable due to vegeta on overgrowth. These items were brought to the a en on of the correct department for review and resolu on accordingly. Margery Cyr educated the subcommi ee with repor ng op ons currently offered by the city for these kinds of concerns/issues.

Page 2 July 2018 - June 2019 Bicycle and Pedestrian Plans Proudly, the into one document would safe and welcoming subcommi ee par cipated be a prudent and efficient community for cyclists and in assis ng the Dover/Kent County MPO and City of means of document produc on. Many of the pedestrians alike to share in the process of keeping Bike To Work Day Dover with the 2015 the items/issues apply to Dover a place where 2019 Bicycle Plan and the 2015 both cyclists and people want to live, work Pedestrian Plan. pedestrians and the areas and play! that need specific planning We can say that many of can be done with chapters the of the items listed in focusing on the bicycling each plan have been and pedestrian needs addressed. Now, we are individually within one ready to assist the KCMPO main document. and city as they embark on upda ng those plans. Be on the look out for upcoming public mee ngs It was agreed that and surveys on con nuing combining the two plans our strides to provide a Senator Bikeway The Senator Bikeway has The concept for the Future phases of the broken ground! DelDOT Senator Bikeway arose project will extend the has is spearheading this from the need for a pathway to Dover High multi-modal trail that will centrally placed east-west School at its west end and offer users a more relaxed bike route through Dover will cross over RT13 at its and safe passage for east- that is low-stress and safe east end. In total, the trail west travel through Dover. for riders of all ages and will be 3.5 miles long. abili es. Bike Rodeos Phase 1 begins at Saulsbury Road heading The City of Dover eastbound (north side of leadership and the Bicycle roadway) to West Street, and Pedestrian then to Cecil Street and Subcommittee have eventually connecting supported this project from Washington Street to enter the beginning. Silver Lake Park. May National Bicycle Month The League of American hosted two (2) events to riders at the bike social Bicyclists has deemed bring awareness to held at the Library and the May as Na onal Bicycle cycling. Bike to Work Ride of Silence drew 40 Month. We hoisted our Day and Ride of Silence riders of all ages for the banner proudly across events were held on interna onal awareness event. Governor’s Avenue May 15. Bike to Work promo ng cycling. We day saw approximately 30 www.cityofdover.com/bicyclists-and-pedestrians

ACTION FORM PROCEEDING: Council Committee of the Whole (Leg & Fin) AGENDA ITEM NO.: DEPARTMENT OF ORIGIN: Tax Assessor DATE SUBMITTED: 6/25/19 PREPARED BY: City Assessor, Cheryl A. Bundek, AAS SUBJECT: Revaluation Services for the 2020 Assessment REFERENCE: N/A RELATED PROJECT:N/A APPROVALS: City Manager, Controller EXHIBITS: #1) Cost Proposal_Tyler #2) Cost Proposal_Pearson’s #3) Summary of costs. EXPENDITURE REQUIRED: $104,550 AMOUNT BUDGETED: $150,000 FUNDING SOURCE (Dept./Page in CIP & Budget): Assessor/Page 269 Acct #110-1300-513.30-31 (H.T.E.) OR Acct# 100-10-13-99-000-53031 (MUNIS) IMETABLE: Contract will be signed following Council approval. Project to begin immediately; ending by Spring 2020. RECOMMENDED ACTION: Staff recommends awarding the Proposal for Revaluation Services to Tyler Technologies in the amount of $104,550, plus any additional overage fees. (see Price and Billing Summary – attached) BACKGROUND AND ANALYSIS The purpose of this City-wide revaluation is to maintain value equity and uniformity of real property values in the City of Dover. This revaluation fulfills our obligation pursuant to Chapter 102, Section 102-1 of the City Code to have a reassessment conducted by an outside mass appraisal company for 2020. Specifically: Sec. 102-1. Valuation and assessment. Section 47 of the Charter provides that an impartial valuation and assessment of all real property within the city may be conducted by the city assessor or assessors. The council may also direct that in lieu of the assessment and valuation by the city assessor, a reassessment and revaluation may be done by the assessor or assessors or an outside mass appraisal company or a consortium of appraisers chosen by the council. Commencing with the year 2010 and every fifth year thereafter, unless otherwise directed, the revaluation and reassessment of all real property may be conducted, under the supervision of the assessor or in conjunction with the assessor, by an outside mass appraisal company or a consortium of appraisers chosen by the council. The mass appraisal company or consortium of appraisers shall be licensed to conduct business in the State of Delaware and the City of Dover and shall employ appraisers who are licensed by the Delaware Division of Professional Regulations. All property shall be valued as to its status; as of its ownership; as of its current market value as of the January 1 assessment date and shall reflect fair market value. A request for Proposal was advertised and sent to nine revaluation companies. Three of the proposals were returned as undeliverable. Tyler Technologies and Pearson’s Appraisal Service are the only vendors who have responded to our request

Out of the two proposals, we chose Tyler Technologies for the following reasons: 1. Overall Cost; Pearson’s proposal was more than double the cost of Tyler’s proposal. (see attached Summary) 2. We are currently utilizing the CAMA system needed for the revaluation that is a product of Tyler. 3. Tyler Technologies has done our past revaluations. The proposal by Tyler Technologies states that they will conduct a City-wide revaluation; wherein they will utilize our existing information. All properties have been visited by City of Dover Staff to reduce the cost of the City-wide revaluation; and all permits are current. Due to this effort, the Revaluation Company will not have fieldwork associated with this project; which is reflected in both the price and the duration of the proposed project. The City of Dover will be responsible for all printing and mailings; which reflects in the price of the project. The Revaluation Company will conduct informal hearings and five (5) days of support before the City of Dover Board of Assessment Appeals. Additional support beyond the five (5) days will cost additional money. A monthly Status Report, will be submitted to the Assessor’s Office from The Revaluation Company. The report will be submitted to the City Council via the Assessor’s Office Monthly Report, for your review. The original BID was for $125,300, which included their involvement with mailing and printing. After a cost analysis was completed, the cost of printing and mailing the documents ourselves was a cost savings of approximately $9,800. Additional monies were requested in the Assessor budget (110-1300-513.20-23 (H.T.E) or 100-10-13-99-000-52023 (MUNIS)) for the extra printing and mailing costs associated with this project of $15,200. We will request that the Revaluation Company provide at least five (5) days of support during the Formal Hearings with the Board of Assessment Appeals, as done in the past.

City of Dover, Delaware Revaluation Services for the 2020 Assessment RFP #19-0019TX lf:t) Appraisal & Tax Pricing Tyler will provide the services described in this proposal for a fee of ONE HUNDRED TWENTY-FIVE THOUSAND THREE HUNDRED DOLLARS ($125,300). Litigation support will be provided at a per diem rate of $850 . ..---..._ 0 e\!J: :®e 9 tyler. technologies Empowering people who Sl!l'VI! the public' April 18, 2019 Page 33

Bundek. Cheryl From: Bundek, Cheryl Sent: Tuesday, April 23, 2019 9:44 AM To: 'gus.tenhundfeld@tylertech.com' Subject: City of Dover 2020 Revaluation Importance: High Gus, I am reviewing the proposals for our upcoming revaluation. In the proposal you state that there is an alternative pricing schedule if the City would be interested in taking on the printing/mailing activities. I did not see that alternative pricing schedule. Could you please give me that alternative pricing schedule if we were to take on the mailings of the Data Mailer; Assessment Notice; and Informal Hearing results? Thank you in advance for your anticipated response. Cheryl A. Bundek, AAS City Assessor 302-736-7022 . 1

Bundek, Cheryl From: Miller, Paul <Paul.Miller@tylertech.com> Sent Tuesday, April 23, 2019 3:00 PM To: Bundek, Cheryl Subject Optional pricing Cheryl Below are the pricing options you asked about. Please let me know if you have any questions. Data Mailer Activities/Mailing/Assessment Notices - $17,500 Informal Hearings - $7,500 Hope all is well. Paul Sent from my Verizon, Samsung Galaxy smartphone 1

COST PROPOSAL FOR REVALUATION SERVICES Mr. Barry Wolfgang The City of Dover, Central Services Department 710 William Street Dover, DE 19904 Dear Mr. Wolfgang: Pearson Appraisal Service, Inc. proposes a cost of $24.00 per parcel to complete the 2020 revaluation. Any parcels over the estimated parcel count of 13,158 will be charged at the same rate of$24.00 per parcel. $24.00x13,158 = $315,792.00 Total -/Jcd-P~ Fred W. P~ C<H>wner Pearson Appraisal Servi~ Inc. 23000 Sussex Hwy, Ste. 193 Seaford, DE 19973 302-500-1970 April 16, 2019

Bundek. Cheryl From: Bundek, Cheryl Sent Tuesday, April 23, 2019 9:50 AM To: pearsonappraisal@gmail.com Subject: City of Dover 2020 Revaluation Importance: High Mr. Pearson, I am reviewing the proposals for our upcoming revaluation. Could you please give me an alternative pricing schedule if we were to take on the mailings of the Data Mailer; Assessment Notice; and Informal Hearing results? Thank you in advance for your anticipated response. Cheryl A. Bundek, AAS City Assessor 302-736-7022 1

'PEARSON'S APPR.-\ISAL SER\'ICE To: CherylA.Bundek, AAS City Assessor From: Fred W. Pearson, Co-Owner, Pearsons Appraisal Service, Inc. Date: April 26, 2019 Re: Postage Costs In response to your request for an alternative pricing schedule if the City of Dover were to take on the mailings of the Data Mailer; Assessment Notices; and Informal Hearing results notices, I can offer the following reductions: If the City prepares and mails the Data Mailers required in Section C. Valuation, 1. Data Mailer of the Request for Proposal, the proposed bid price is reduced by $14,000.00 If the City prepares and mails the Assessment Notices required in Section D. Assessment Notices of the Request for Proposal, the proposed bid price is reduced by $16,000.00 If the City prepares and mails the Value Change Notices required in Section E. Informal Public Hearings 4 .... " resulting value notice from informal appeals... " the proposed bid price is reduced by $ 5,000.00 Thank you for the opportunity to provide this additional information and I appreciate your patience in receiving this information. My personal email is pearsonfw@msn.com. Please let me know if I can provide any other information.

2020 Revaluation _Two Proposa Is Tyler Technologies Pearson Appraisal Service Inc OB,tion 1 012.tion 1 Proposal $ 125,300 Proposal $ 315,792 City handles printing/mailing -25,000 City Handles printing/mailing -35,000 5 Litigation Days (850/day) 4,250 5 Litigation Days (600/day) 3,000 Due to Tyler $ 104,550 Due to Pearson $ 283,792 Additional Costs : Additional Costs: Postage paid by City 11,500 Postage paid by City 11,500 Windswept (printing) ESTIMATE 1,100 Windswept (printing) ESTIMATE 1,100 Paper/Ink/Envelopes 2,600 Paper/Ink/Envelopes 2,600 Estimated Cost of 2020 Reval $ 119,750 Estimated Cost of 2020 Reval $ 298,992