1-S2025-013 On-Call Right-of-Way Services RFQ.pdf

City of Liberty Hill

Purchasing Department 926 Main St.

Liberty Hill, Texas 78642 https://www.libertyhilltx.gov/

Solicitation #S2025-013 Specification Number: 971-63, 918-89, 998-84

Request For Qualifications

On-Call Right-Of-Way Services

Responses Due: September 17, 2025 @ 2:00PM CST https://www.libertyhilltx.gov/

Part I

General

1. Purpose: The City of Liberty Hill (COLH), herein after “City”, is requesting a Statement of Qualifications (SOQ) from qualified land acquisition firms to provide On-Call Right-of-Way Services for various projects. This Request for Qualifications (RFQ) seeks to identify firms capable of delivering general land acquisition services, including but not limited to, title work, negotiations, and full acquisitions.

To qualify for selection, respondents must be a State Licensed Commercial Real Estate Broker certified by the Texas Real Estate Commission.

2. Definitions, Terms and Conditions: By submitting a response to this solicitation, the Respondent agrees that the City’s standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on the face of a purchase order. It is the sole responsibility of Respondents to stay apprised of changes. The City’s Definitions, Terms and Conditions can be obtained from the City’s webpage at:

https://www.libertyhilltx.gov/511/Purchasing

2.1. Any acceptance of additional terms and conditions attached to the response will not be considered unless the Respondent specifically references them in the front of the Solicitation Document. WARNING: Exception of additional terms and conditions may result in disqualification of the response.

3. Attachments: Attachments (A thru B) are herein made a part of this solicitation:

3.1. Attachment A: Reference Sheet

3.2. Attachment B: CIQ Form

4. Clarification: For questions or clarifications of specifications, you may contact:

Taylor Harkey, Purchasing Coordinator City of Liberty Hill Telephone: 737-340-8855 Tharkey@libertyhilltx.gov

The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or alterations accepted prior to solicitation opening without written approval of the City of Liberty Hill through the Purchasing Department.

5. Respondent Requirements: The opening of a solicitation shall not be construed as the City’s acceptance of such as qualified and responsive.

5.1. Respondents shall be firms, corporations, individuals or partnerships normally engaged in the provision or service described herein.

5.2. Because this RFQ is being conducted in compliance with Texas Government Code 2254, responding firms SHALL PROVIDE INFORMATION PERTAINING TO PRICING OR

COSTS IN A SEPARATE SEALED ENVELOPE LABELED “PRICE SHEET, DO NOT

OPEN”. This envelope will not be opened until AFTER COLH HAS RANKED THE FIRMS

BASED UPON EACH FIRM’S DEMONSTRATED COMPETENCE AND QUALIFICATIONS.

https://www.libertyhilltx.gov/511/Purchasing mailto:Tharkey@libertyhilltx.gov

5.3. City shall contract only with an experienced team member of the firm with direct expertise in the project type specified. City shall require that only the agreed-to and contracted team will work with and interact with City staff.

5.4. People and firms practicing in the State of Texas must possess proper licensing and registration in accordance with Texas laws.

6. Committee Review and Selection: An evaluation committee will review each response to determine the most highly qualified Respondent on the basis of demonstrated competence and qualifications using the following weighted criteria. A consensus score will be assigned to each response. A committee of City of Liberty Hill evaluators has been established to evaluate the Solicitation Responses.

Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their qualifications and ensure a mutual understanding of the services to be provided and the approach to be used.

Criteria Possible Points Relevant Qualifications and Experience: Provide detailed information on firm and team experience with providing Services as described.

• Respondent shall identify key project staff, task leaders and sub-consultants along with their respective field and expected services to the City for the Scope of Work on behalf of the firm. Information shall include education and professional registrations. Resumes shall be included for each of the individuals and sub-consultants referenced which demonstrate their qualifications to satisfy all the critical and service requirement areas. The City reserves the right to approve or disapprove all sub-consultants prior to any work being performed.

• Respondent shall provide a representative list of similar completed projects in the past 3-4 years with a scale and complexity similar to the project being considered by the City. The list shall include the location, City, services provided by your firm, term of services, project cost and an owner contact name, telephone and e-mail address. Include a brief overview of each project with, at a minimum, a short description of the services provided and methodology used for projects.

• Proof of licensure shall be required with submittal.

Available Resources and Location: Provide information on size, resources, and business history of the firm. Respondent must provide percentage of time allocation the proposed team has to dedicate to the project being considered by the City.

Methodology, Approach and Timeline: Respondent shall define the method and approach to be used. Respondent shall provide a timeline to complete the project as per the Scope of Work contained herein.

Interview: 25

References Acceptable/ Inacceptable

Total 100

The evaluation process may reveal additional information for consideration. The City reserves the right to modify, without notice, the evaluation structure and weighted criteria to accommodate these additional considerations to serve the best interest of the City.

7. Award: The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split awards, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City’s website at https://www.libertyhilltx.gov/bids.aspx.

https://www.libertyhilltx.gov/bids.aspx

7.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

7.2. Chapter 176, Texas Local Government Code requires that disclosures of certain relationships be made in relation to certain contracts with the City. Local government officers are the members of the City Council, the City Administrator, and other City employees or agents who exercise discretion in planning, recommending, selecting and contracting of a vendor. Please contact the City Secretary for a list of City employees and agents who may qualify as local government officers. Click here Chapter 176, Texas Local Government Code, to review this requirement.

7.2.1. A completed CIQ Form is required with each response.

https://www.ethics.state.tx.us/forms/conflict/

7.2.2. Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement or purchase order. The Form 1295 must be sent to the City.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

8. Agreement Term: The initial term of the resulting agreement shall be determined by the proposed and agreed upon project timeline.

8.1. The term “agreement” shall mean the executed contract awarded as a result of this solicitation and all exhibits thereto. At a minimum, the following documents will be incorporated into the agreement:

8.1.1. Solicitation document, attachments and exhibits;

8.1.2. Solicitation addendums, if applicable;

8.1.3. City’s Definitions, Terms and Conditions;

8.1.4. Successful Respondent’s submission.

8.2. If the Respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice to the Respondent of the deficiencies and the respondent shall have thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the Respondent written notice of termination and the reason for the termination.

8.3. If the agreement is terminated, for any reason, the respondent shall turn over all records, to include but not be limited to the following: drawings, plans and estimates, to the City within fifteen (15) working days after completion of duties contained in the agreement.

8.4. Late delivery penalties of $500/Day shall be assessed to the Successful Respondent for delays in delivery of final work products established by the resulting agreement. The city seeks timely delivery of all elements of the Scope of Work herein.

8.5. The initial term of the resulting agreement shall be five (2) consecutive twelve (12) month periods from the effective date. The agreement may be renewed for three (3) additional periods of time, not to exceed twelve (12) months each, provided both parties agree in writing prior to the expiration of the current term.

9. Acceptance: Acceptance inspection should not take more than thirty (30) working days. The successful Respondent will be notified within this time frame if the goods or services provided are not in full compliance with the specifications. If any agreement or purchase order is canceled for non-acceptance, the needed good or service may be purchased elsewhere and the successful Respondent may be charged full increase, if any, in cost and handling.

http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

10. Prompt Payment Policy: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Successful Respondent within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Successful Respondent may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event:

10.1. There is a bona fide dispute between the City and Successful Respondent concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or

10.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or

10.3. The is a bona fide dispute between the Successful Respondent and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or

10.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement.

11. Non-Appropriation: The resulting Agreement is a commitment of the City’s current revenues only.

It is understood and agreed that the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City’s budget for the fiscal year in question. The City may affect such termination by giving successful Respondent a written notice of termination at the end of its then current fiscal year.

12. Costs Incurred: Respondent shall acknowledge that the issuance of a solicitation shall in no way obligate the City to award a contract or to pay any costs associated with the preparation of a response to said solicitation. The costs in developing and submitting proposals, preparing for and participating in oral presentations or any other similar expenses incurred by a Respondent are the sole responsibility of the Respondent and shall not be reimbursed by the City.

Part II

Schedule

1. Solicitation Schedule: It is the City’s intention to comply with the following solicitation timeline:

Event Event Date*

RFQ Released https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities August 20, 2025

NON-MANDATORY pre-solicitation meeting August 27, 2025 @ 11:00AM CST Deadline for Vendor Questions Submitted to Bonfire September 3, 2025 @ 5:00PM

Questions and Answers to be posted on the Bonfire portal at https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities September 5, 2025 @ 5:00 pm

RFQ Opened (last day to submit Responses) September 17, 2025 Contract Award Target No later than October 30, 2025 Oral Presentation (if necessary) TBD

Services to begin upon execution of contract

*The City of Liberty Hill reserves the right to change the dates in the Schedule of Events above upon written notification to prospective Vendors through a posting on the City of Liberty Hill website. It is the responsibility of interested Vendors to check the City of Liberty Hill website for all updates and changes

All questions regarding the solicitation shall be submitted via email to tharkey@libertyhilltx.gov by 5:00 PM on the due date noted above.

A copy of all the questions submitted and the City’s response to the questions shall be posted on our Bonfire portal at: https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities

2. Pre-Solicitation Meeting: A NON-MANDATORY pre-solicitation meeting will be held to fully acquaint Respondents with the unique needs of the City. The pre-solicitation meeting will be conducted on:

TEAMS

Join the meeting now Meeting ID: 233 751 897 318 7 Passcode: Wn9iP7zc

2.1. The City considers this pre-solicitation meeting non-mandatory but highly encouraged.

Attendance will be taken at the meeting.

2.2. It is the responsibility of the Respondent to be familiar with the specifications herein and to ask any relevant questions they may have concerned to this solicitation.

3. Solicitation Updates: Respondents shall be responsible for monitoring the Bonfire portal at:

https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancelations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website.

https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities mailto:tharkey@libertyhilltx.gov https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc5OGZjNDYtNzcyYi00ZjJhLTlkNzMtMGE3MDRiMDJiZmU5%40thread.v2/0?context=%7b%22Tid%22%3a%2255e94e67-fded-4961-ad73-0102d435c9ed%22%2c%22Oid%22%3a%22800859c2-db6a-47fa-ad0d-2a32a080a2b0%22%7d

4. Response Due Date: Signed and sealed responses are due no later than September 17, 2025 2:00 PM CST, on the date above at https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities

BONFIRE INSTRUCTIONS TO RESPONDENTS

Solicitation Number (Bonfire Ref #): RFQ S2025-0013

Solicitation Name (Bonfire Project): Real Estate Broker and Related Services

Solicitation information can be found on the Liberty Hill Portal located at https://www.libertyhilltx.gov/bids.aspx

To respond to this solicitation, vendors must register through the Bonfire website. Step-by-step instructions are available at:

https://vendorsupport.gobonfire.com/hc/en-us/articles/6830871161239-Vendor-Registration

Bonfire provides a short video to guide the vendor through the registration and submission process at:

https://vendorsupport.gobonfire.com/hc/en-us/articles/6796500613655-Vendor-Registration-and- Submission-VIDEO-

General Bonfire Support is available at:

https://vendorsupport.gobonfire.com/hc/en-us/categories/6796320852247

City of Liberty Hill Contact Information:

Taylor Harkey CTCD, CTCM Email: Tharkey@libertyhilltx.gov Phone: 737-340-8855

4.1. Responses received after this time and date shall not be considered.

4.2. Facsimile or electronically transmitted responses will not be accepted.

4.3. Responses cannot be altered or amended after opening.

4.4. No response can be withdrawn after opening without written approval from the City for an acceptable reason.

4.5. The City will not be bound by any oral statement or offer made contrary to the written specifications.

5. Agreement Negotiations: In establishing an agreement as a result of the solicitation process, the City may:

5.1. Review all submittals and determine which Respondents are reasonable qualified for award of the agreement.

5.2. Determine the Respondent whose submittal is most advantageous to the City considering the evaluation criteria.

5.3. Attempt to negotiate with the most responsive, qualified Respondent an agreement at fair and reasonable terms, conditions and cost.

5.4. If negotiations are successful, enter into an agreement or issue a purchase order.

5.5. If not successful, formally end negotiations with that Respondent. The City may then:

5.5.1. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair and reasonable terms, conditions and cost with that Respondent.

https://libertyhilltx.bonfirehub.com/portal/?tab=openOpportunities https://www.libertyhilltx.gov/bids.aspx https://vendorsupport.gobonfire.com/hc/en-us/articles/6830871161239-Vendor-Registration https://vendorsupport.gobonfire.com/hc/en-us/articles/6796500613655-Vendor-Registration-and-Submission-VIDEO-https://vendorsupport.gobonfire.com/hc/en-us/articles/6796500613655-Vendor-Registration-and-Submission-VIDEO-https://vendorsupport.gobonfire.com/hc/en-us/categories/6796320852247 mailto:Tharkey@libertyhilltx.gov

5.5.2. The City shall continue this process until an agreement is entered into or all negotiations are terminated.

5.6. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most advantageous, or to waive any irregularities or informalities in the submittal received.

6. Post Award Meeting: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

6.1. Provide City contact(s) information for implementation of agreement.

6.2. Identify specific milestones, goals and strategies to meet objectives.

Part III

Specifications

1. SCOPE OF WORK: The scope of work goes here and all other specs/requests.

The right-of-way agent should facilitate the acquisition, management and documentation of ROW needed for City projects as well as ensure compliance with local, state and federal regulations.

The scope of services includes, but is not limited to:

1.1 Title/Curative Services

1.1.2 Confirm ownership and easement information.

1.1.3 Review preliminary title commitment or preliminary title search

1.2 Right of Entry

1.2.1 Prepare right-of-entry packets

1.2.2 Initiate contact with landowner

1.3 Negotiation and Acquisition Services

1.3.1 Prepare the initial offer letter and contact each property owner

1.3.2 Maintain a high level of professionalism as negotiations are done on behalf of the City and confidentiality.

1.3.3 Document control for all aspects of the negotiation process.

1.3.4 Review closing documents and facilitate execution of all necessary documents.

1.3.5 Public engagement, as needed

1.3.6 Adhere to all local, state and federal laws and regulations

1.3.7 Relocation assistance

1.4 Condemnation Support

1.4.1 Assist in the legal process of the condemnation process

1.4.2 Serve as an expert witness

1.5 Other

1.5.1 Attend project meetings and City Council meetings.

1.5.2 Provide document control on all ongoing acquisitions.

1.5.3 Coordinate and collaborate with the City’s team and appraiser and review appraisals for accuracy

Part IV

Response Requirements

1. Solicitation Submission Requirements: Submissions should be filed through Bonfire. IF you wish to mail or deliver a hard copy follow the following instructions: To achieve a uniform review process and obtain the maximum degree of comparability, the responses shall be organized in the manner specified below. Responses shall not exceed thirty-five (35) pages in length (excluding title page, index/table of contents, attachments, addendums, or work sample attachments (on flash drive) and dividers).

The Respondent shall submit one (1) original signed paper copy and three (3) copies, clearly identified as a “COPY” of its Response.

2. Title Page: Show the solicitation title and number, the name of your firm, address, email, telephone number(s) name of the Respondent's Project Administrator who may be contacted regarding the proposal, date, and Federal EIN.

2.1. The Federal Employers Identification number is the Federal EIN. To minimize identity theft, every company MUST have an Employers Identification Number (EIN) prior to award of a contract. For information on obtaining your EIN, you may contact the IRS at (800) 829-4933 or visit https://www.irs.gov/forms-pubs and complete the Form SS-4.

3. Letter of Transmittal: Identify the services for which solicitation has been prepared.

3.1. Briefly state your firms understanding for the services to be performed and make a positive commitment to provide the services as specified.

3.2. Provide the name(s) of the person(s) authorized to make representations for your firm, their titles, address, telephone numbers and e-mail address.

3.3. The letter of each solicitation shall be signed in permanent ink by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individuals(s) signing the solicitation shall be clearly shown immediately below the signature.

4. Table of Contents: Present a clear and comprehensive identification of the contents of your proposal by section/tab number and by page number.

5. Added Value: Respondent shall explain and propose any added value that their specified program provides.

6. Response Checklist: This Checklist is to assist the Respondent in ensuring that all information is included in their response. Respondents must refer to the appropriate section of the solicitation for detailed information on the following. Response pages must be numbered and contain an organized, paginated, table of contents corresponding to the Section and pages of the Response. Response shall include all of these elements or may be disqualified.

Tab Number

Requested Item Section or Attachment

1 Title Page (1 page) Part IV; Section 2

1 Letter of Transmittal (1 page) Part IV; Section 3

1 Table of Contents (1 page) Part IV; Section 4

2 Relevant Qualifications and Experience Part I; Section 6

3 Available Resources and Location Part I; Section 6

4 Methodology, Approach and Timeline Part I; Section 6

5 References Attachment A

5 CIQ Form Part I; Section 7.2.1

6 Added Value Part IV; Section 5

7 Terms & Conditions Issues Part I; Section 2

8 Proposer’s Contract and/or Terms and Conditions Part I; Section 2

9 Solicitation Addenda, if applicable Bonfire/ or the City of Liberty Hill Website

7. Confidentiality Of Content: All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act. Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.

7.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating “CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such.

7.2. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination.

ATTACHMENT A

RESPONDENT’S REFERENCE SHEET

PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE

SOLICITATION NUMBER: S2025-013 On-Call Right-of-Way Services

RESPONDENT’S NAME: DATE:

Provide the name, address, telephone number and E-MAIL of at least three (3) Municipal and/or Government agencies or firms of comparable size that have utilized similar service within the last two (2) years. City of Liberty Hill references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of submittal.

1. Company’s Name Name of Contact Title of Contact E-Mail Address Present Address City, State, Zip Code Telephone Number ( ) Fax Number: ( )

2. Company’s Name

Title of Contact E-Mail Address Present Address

3. Company’s Name

Title of Contact E-Mail Address Present Address

FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY

AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.

ATTACHMENT B