Right-of-Way Consulting and Land Services RFP

RIGHT OF WAY CONSULTING AND LAND SERVICES

REQUEST FOR PROPOSAL (“RFP”)

1. Background

The Bedford County Public Service Authority is currently requesting proposals to provide consulting services regarding right of way acquirement for the Gross Point Waterline project. The BCPSA is seeking a qualified consultant to help deliver the required right-of-way for the completion of the project. Required services may include, but are not limited to: administration, appraisal services, negotiation services, condemnation support services, and property acquisition services.

2. Selection Process and Schedule

The selection of one or more firms will be made in accordance with the procedures outlined in § 2.2-4301 Sections 3.a, "Procurement of Professional Services” in the Code of Virginia (effective August 16, 2004). The following schedule is anticipated:

a. Release of RFP.................................................................................... September 18, 2007

b. Deadline for proposals.............................................. 2:00pm – Friday, September 28, 2007

c. Proposal Evaluation Completed.................................................................. October 1, 2007

d. Award of contract (tentative)....................................................... Tuesday, October 2, 2007

3. Scope of Work

The Consultant is to provide all or any part of the following Right of Way Consulting Services for acquisition and negotiation of approximately 40 easements by mid-December 2007:

A. Administration

BCPSA will prepare a preliminary property owner contact list. Consultant is responsible for verifying property owner contact information; adhering to BCPSA project schedule and providing any anticipated problems in meeting the schedule; participating in project review meetings; providing current status reports of all parcel and project activities; providing monthly summaries of project expenses including amounts authorized, amounts paid and forecasted; providing personnel available to answer questions; maintaining copies of all correspondence and contacts with property owners; and maintaining files of original documentation related to each property or property interest.

B. Appraisal Services

Professional property appraisals will be performed separately from this contract. Consultant for this contract will be responsible for determining value of temporary and permanent easements based on neighboring land values and land sales where donations of the easements cannot be obtained.

C. Negotiation Services

Analyzing preliminary title reports to determine potential title problems; preparing memorandums of agreement, instruments of conveyance, and other documents requested by the BCPSA; contacting each property owner or their representative to present the written offer in person where practical; maintaining follow up contacts and, upon acceptance of the BCPSA’s offer, securing the necessary instruments for closing; responding to property owner inquiries verbally and in writing within two business days; advising property owners on the administrative settlement process, transmitting to the BCPSA any written counter offers from property owners along with supporting documentation and recommendations; and preparing final offer letters. BCPSA will provide an introductory letter to the property owners to introduce the Right-of-Way agent and the BCPSA intentions for the project.

D. Condemnation Support Services

Providing two copies of complete property files to the BCPSA; participating in preparation meetings and pre-trial hearings; providing additional information as requested by the BCPSA Attorney.

E. Subproviders

Sub-providers shall not be used without prior approval by the BCPSA, and shall not be approved as the contact person for the property owners. If the respondent uses a sub-provider for any of the work required, the following shall be conditions of approval:

1) Sub-providers identified with their work to be performed.

2) The BCPSA will check the sub-provider’s background and make a determination to approve or reject the sub-provider.

3) The respondent shall be the only contact for the BCPSA and sub-providers. Respondent shall list a designated point of contact for all BCPSA and sub-provider inquiries.

4. Proposal Format Guidelines

Interested consultants are to provide the BCPSA with a thorough proposal using the following guidelines.

Proposal should be typed and should contain transmittal letter and resumes of key people. Each proposal will adhere to the following order and content of sections. Proposal should be concise with emphasis on responding to the RFP requirements and providing a complete and clear description of the offer. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the proposer’s response:

A. Vendor Application Form and Cover Letter Complete Appendix A, “New Vendor Application” and attach this form to the cover letter. A cover letter should summarize key elements of the proposal. An individual authorized to bind the consultant must sign the letter. The letter must stipulate that the proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of the consultant’s office located nearest to Bedford, Virginia, and the office from which the project will be managed.

B. Background and Project Summary Section: The Background and Project Summary Section should describe your understanding of the BCPSA, the work to be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP.

C. Methodology Section: Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include:

1) A plan of action describing project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.

3) Ability to meet schedule.

4) Detailed description of specific tasks you will require from BCPSA staff. Explain what the respective roles of BCPSA staff and your staff would be to complete the tasks specified in the Scope of Work.

D. Staffing: Provide a list of individual(s) who will be working on this project and indicate the functions that each will perform. Include a resume for each designated individual. Only one individual is to be designated as the property owner contact.

Upon award and during the contract period, if the consultant chooses to assign different personnel to the project, the Consultant must submit their names and qualifications including information listed above to the BCPSA for approval before they begin work.

E. Qualifications: The information requested in this section should describe the qualifications of the firm and key staff performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:

1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of work.

2) A summary of the your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal.

3) Provide at least three local references that received similar services from your firm. The BCPSA reserves the right to contact any of the organizations or individuals listed. Information provided shall include:

♦ Client Name
♦ Project Description
♦ Project start and end dates
♦ Client project manager name, telephone number, and e-mail address

F. Fee Proposal: Describe your firm's fee schedule for the Right of Way Consulting Services in the format shown below:

1) Description of Services

a. Administration, Property Value Estimation, and Negotiation Services

i. Fee schedule per property

ii. Total not to exceed cost

2) Condemnation Support Services (hourly basis)

5. Process for Submitting Proposals

A. Content of Proposal

The proposal must be submitted using the format as indicated in the proposal format guidelines.

B. Submittal of Proposal

The proposals must be submitted to the BCPSA at the address on the letterhead by the date shown in Section 2. Electronic submissions (including faxes) are not allowed. The proposals shall be directed to the attention of Rhonda English, PE – Engineering Manager.