Administrative Services/Procurement

Central Office/Right of Way and Utilities Division

On-Call Right of Way & Utilities Services

2-Step IFB #161230

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B. SMALL BUSINESS SUBCONTRACTING PLAN: A Small Business Subcontracting Plan (SBSP) is required for the bid to be considered responsive if the Bidder is not certified as a small business by the Department of

Small Business and Supplier Diversity at the time of bid closing. Submit the SBSP on the included Attachment and provide plan value as a percentage not dollar value. See instructions under I. PURPOSE and Special Term and Condition: SBSP, Evidence of Compliance and Subcontractor Reporting.

C. SUBCONTRACTOR APPROVAL REQUEST

D. BIDDER DATA SHEET

E. PROPRIETARY AND CONFIDENTIAL INFORMATION

F. NORMAL AND EMERGENCY CONTACTS

Issue Date: September 18, 2026 2-STEP INVITATION FOR BIDS 2-STEP IFB# 161230

Title: On-Call Right of Way & Utilities Services

Commodity Code: 94615

Location Where Work Will Be Performed: VDOT Statewide

Issuing Agency: Commonwealth of Virginia

Virginia Department of Transportation (VDOT)

Contract Officer: Precious Walters

Email: precious.walters@vdot.virginia.gov

NOTE TO BIDDERS

2-Step Invitation for Bids: Bids will be evaluated in a Two-Step process. Refer to Solicitation Section X - 2-Step Competitive Sealed

Bid Process and XI - Evaluation and Award Criteria for more information on the process.

Pre-bid Conference: An Optional Virtual Pre-Bid Conference will be held at 10:00 AM (EST) on Monday, September 28, 2026.

Refer to Solicitation Section VI. for instructions on how to participate.

Solicitation Closing Date and Time: 9:00AM EST on Tuesday, October 13, 2026. Refer to Solicitation Section IX.1 for

Instructions to Bidders.

Virtual Public Bid Opening Date and Time: 9:30AM EST on Tuesday, October 13, 2026. Refer to Solicitation Section IX.2 for instructions on how to participate.

REMINDERS

1. Be sure to read and follow all instructions in the solicitation. Make certain bid pricing is not unbalanced.

2. Ensure all bid documents are completed, and attachments are uploaded with the bid submission. Bid documents and attachments include, but may not be limited to:

A. STATE CORPORATION COMMISSION FORM

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2

4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in

General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:precious.walters@vdot.virginia.gov

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Administrative Services Division

2-Step Invitation for Bids IFB # 161230

On-Call Right of Way & Utilities Services

TABLE OF CONTENTS PAGE #

I. Definitions and Acronyms 3

II. Purpose 4

III. Questions Regarding This 2-Step Invitation for Bid 4

IV. Specifications 4

V. Pre-Bid Conference 16

VI. Method Of Payment 16

VII. Invoicing 16

VIII. Bidder’s Instructions 17

IX. 2-Step Competitive Sealed Bid Process 18

X. Evaluation and Award Criteria 21

XI. General Terms and Conditions 22

XII. Special Terms and Conditions 28

ATTACHMENTS

A. State Corporation Commission Form

B. Small Business Subcontracting Plan (SBSP)

C. Subcontractor Approval Request

D. Bidder Data Sheet

E. Proprietary and Confidential Information Summary Form

F. Normal and Emergency Contacts

G. CII/SSI Policy Guide

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I. DEFINITIONS:

Whenever used in this solicitation or in the contract documents, the following terms have the meanings indicated, which are applicable to both the singular and plural and the male and female gender thereof:

1. Bidder: A person who submits a bid in response to a 2-Step IFB. Each technical proposal submission is referred to as a

“Bidder”.

2. Contract: An agreement enforceable by law, between two or more competent parties, to do or not to do something, not prohibited by law, for consideration. When used in this solicitation, an agreement executed by VDOT and the Bidder selected to be the Contractor to provide the goods or services described in this 2-Step IFB.

3. Contractor: An individual or firm that has entered into an agreement to provide goods or services to the Commonwealth of

Virginia. The Bidder awarded the Contract to supply goods or services described in this solicitation is referred to as a

“Contractor”.

4. Department: The Virginia Department of Transportation, an agency of the Commonwealth of Virginia, is referred to as

“Department” or “VDOT.”

5. May or Should: Identifies items that are highly desirable, although their absence will not have a large impact on the suitability of a Bidder’s technical proposal.

6. Must or Shall: Identifies requirements that are expected to be fulfilled, and their absence will have a major negative impact on the suitability of the proposed solution.

7. Notice to Proceed: A written notice given by the Owner to the Contractor fixing the date on which the contract time will commence for the Contractor to begin the prosecution of the work in accordance with the requirements of the Contract documents.

8. Owner: The Commonwealth of Virginia, i.e., an agency, institution, or department, with whom the Contractor has entered into a Contract and for whom the work or services is to be provided.

9. Representative: The VDOT Contract Administrator or designee who will manage all facets of the Contract to assure the

Contractor’s total performance is in accordance with the contractual commitments and the obligations of the Contractor under the terms and conditions of the Contract.

10. Subcontractor: Any entity that has a contract to supply labor or materials to the Contractor to whom the Contract was awarded or to any other subcontractor in the performance of the work provided for in the Contract.

11. Technical Proposal: A submittal in response to the VDOT request for such technical proposals under Section XI of this

2-Step IFB, including supplements, if any.

ACRONYMS:

Code of Federal Regulations CFR

Department of Small Business and Supplier Diversity DSBSD

District Right of Way Manager RW MANAGER

Freedom of Information Act FOIA

Furniture Fixtures and Equipment FF&E

Property Management PM

Request for Consultant Proposals RCP

Request for Proposal RFP

Right of Way ROW

Right of Way and Utilities Management System RUMS

Small, Women-owned, and Minority-owned business SWAM

State Corporation Commission SCC

Technical Field Review TFR

Utility Field Inspection UFI

Virginia Department of Transportation VDOT

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II. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting sealed technical proposals and bids from qualified firms to provide Consultant On-Call services and perform right of way services to include acquisitions, appraisals, relocation, title examinations, utilities and property management to attain the necessary land rights and clear parcels on behalf of the Virginia Department of Transportation (VDOT), in accordance with State and Federal laws, rules, regulations, policies and procedures.

PERIOD OF CONTRACT: For two (2) years from date of award, with three (3) optional 2-year renewals.

Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting

Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting the “I Plan To Complete All Work” box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier

Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program.

If the Bidder is not a DSBSD-certified small business, the “I Plan To Use Subcontractors” box must be selected and the

Bidder shall identify on the SBSP attachment the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods.

III. QUESTIONS REGARDING THIS 2-STEP INVITATION FOR BID:

Any questions regarding this 2-step invitation for bid shall be addressed to Precious Walters at mailto:precious.walters@vdot.virginia.gov. The subject line header should state the following: Questions on 2-Step IFB #

161230. The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters raised. Provide questions no later than 2:00 PM EST on Wednesday, September 30, 2026. VDOT cannot guarantee a response to questions received after the above date and time. No questions will be addressed orally.

To ensure timely and adequate consideration of technical proposals, Bidders are to limit all contact, whether verbal or written, pertaining to this 2-Step IFB to the designated Contract Officer for the duration of this 2-Step IFB.

IV. SPECIFICATIONS:

A. The Contractor shall perform On-Call Right of Way & Utilities Services as set forth herein and provide final reports with respect to each assigned parcel, accompanied by all necessary documentation for the voluntary acquisition or commencement of eminent domain proceedings to acquire parcels to the Department. The Contractor shall provide competent, qualified personnel to perform On-Call Right of Way & Utilities services to include, but not be limited to the following:

1. Appraisal Services

2. Review Appraisal Services

3. Relocation Services

4. Utility Services

5. Property Management Services

6. Title Examination Services

7. Acquisition Services

8. Project Management Services

B. The Contractor shall perform all services for the assigned properties in accordance with the terms and conditions of the contract and the following applicable standards:

1. Department’s Right of Way and Utilities Manual of Instructions (Right of Way & Utilities Manual of Instructions).

mailto:arthur.vandenesse@vdot.virginia.gov https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/right-of-way-manual-of-instructions/

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2. Department’s Utility Manual of Instructions (VDOT Utility Manual of Instructions)

3. The Uniform Relocation Assistance and Real Property Acquisition for Federal and Federally Assisted Programs, as amended (Uniform Relocation Assistance and Real Property Acquisition for Federal and Federally Assisted Programs, as amended).

4. The Code of Virginia (Code of Virginia)

5. The Virginia Administrative Code (Virginia Administrative Code).

6. VDOT’s Right of Way and Utilities Management System (herein referred to as “RUMS” ).

C. Project Management Services - The Contractor shall designate a Project Manager for acquisition services, appraisal services, property management services, relocation services, review appraisal services, title examination services, and utility services, as required. The Project Manager shall be responsible for overseeing the work performed under this contract and maintain authority to commit, bind and/or accept risk on behalf of the Contractor. Specific anticipated services performed by the Project Manager(s) shall include but not be limited to:

1. Ensure all tasks are processed in the order outlined on the Project Priority List.

2. Confirm adequate staffing and assignment of experienced personnel to sufficiently address the needs and complexity of work associated with the specific parcels as outlined on the Project Priority List.

3. Identify all concerns, possible problems, and provide recommendations on matters to the District Right of Way (RW

Manager) Manager and/or State Appraisal Manager (the “VDOT Appraisal Manager”), or the Regional Right of Way

Utility Manager.

4. Ensure all work performed by the Contractor’s personnel is in compliance with State and Federal regulations as noted in this solicitation, (Section IV.B Specifications).

5. Provide bi-weekly reports to the RW Manager or their designee.

6. Perform additional projects as assigned.

D. Appraisal Services – The Contractor shall provide licensed personnel to perform all appraisal and/or appraisal reviews in accordance with VDOT’s Prequalified Appraisers List (Link: VDOT PreQualified Appraisers List).

1. The Contractor shall ensure personnel performing appraisal services are licensed at the appropriate level in accordance with the licensing requirements set out in Section 406 of Title 54.1 of the Code of Virginia (1950) as amended, and regulations adopted pursuant thereto.

2. The Contractor shall ensure all appraisals are prepared as specified in accordance with Chapter 4 of the Right of Way

(ROW) Manual, the requirements of 49 CFR, Part 24., Uniform Standards of Professional Appraisal Practice

(USPAP), as well as applicable laws in the Code of Virginia.

3. The Contractor’s Appraiser and/or Review Appraiser, when applicable, shall conduct a detailed inspection of the properties and provide such investigations and studies as necessary to arrive at a sound conclusion for the preparation of acquisition appraisals, narrative appraisals, FF&E appraisals, sign estimates, billboard estimates, parking studies, appraisal updates, review appraisals, and/or review appraisal updates.

4. The Contractor’s Appraiser shall offer the Relocation Agent the opportunity to accompany the Appraiser during a property inspection for any parcel that involves the displacement of a residential or non-residential occupant.

5. The Contractor’s Appraiser shall submit completed, specified appraisal reports to the Review Appraiser by the

Department’s due date provided on the Project Priority List.

https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/right-of-way-manual-of-instructions/ file:///C:/Users/matthew.southall/Downloads/49%20CFR%20Part%2024%20(up%20to%20date%20as%20of%202-20-2026).pdf file:///C:/Users/matthew.southall/Downloads/49%20CFR%20Part%2024%20(up%20to%20date%20as%20of%202-20-2026).pdf https://law.lis.virginia.gov/vacode/ https://law.lis.virginia.gov/admincode/ https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/right-of-way-and-utilities/appraisers/

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6. The Contractor’s Appraiser shall have the capability to provide and include appraisals for furniture, fixtures and equipment (FF&E) that are not subject to relocation. The Appraiser shall communicate with the Relocation Program

Manager to determine if an FF&E is required on non-residential relocation parcels.

7. The Contractor shall receive approval from VDOT’s Appraisal Manager concerning any variation of these processes.

E. Appraiser:

1. The Contractor’s Appraiser shall be responsible for obtaining any estimates required for signs acquired or impacted by the acquisition and include the estimates in the appraisal report.

2. The Contractor’s Appraiser shall recognize and follow the appraisal principles and practices of the appraisal profession when estimating the value of all properties. The evaluation of such property shall be in accordance with judicially recognized methods of property evaluation in the Commonwealth of Virginia.

3. The Contractor’s Appraiser shall provide documentation and information necessary to enable the Review Appraiser with the ability to understand and follow up on the results obtained. The documentation shall be in accordance with the provisions of Chapter 4 of the ROW Manual, Uniform Standards of Professional Appraisal Practice (USPAP) and applicable laws in the Code of Virginia.

4. The Contractor’s Appraiser shall prepare and electronically deliver all completed appraisal reports to the Review

Appraiser upon completion of inspections, investigations and studies.

5. The Contractor’s Appraiser shall place all comparable sales on the VDOT Comparable Data Form and electronically submit the data to the Review Appraiser for approval ten (10) business days prior to submission of the appraisal. The

Appraiser shall attach all approved comparables, utilized in the appraisal, in the submitted appraisal.

6. The appraisal reports shall be based upon plans as furnished by the Department to include:

a. The route and project, indicating areas of land and interest therein to be acquired by the Department, and showing each parcel designated by a parcel number.

b. Copies of such plans will be furnished by the Department to the Contractor’s Appraiser.

c. The Contractor’s Appraiser shall make use of the parcel number for proper reference in the appraisal report.

d. The Contractor’s Appraiser shall complete a detailed study of the highway plans, including an on-site inspection for items such as property lines, site improvements, and acquisition area, to ensure correctness of the plans.

7. The Contractor’s Appraiser shall be responsible for the following additional services:

a. Estimating and completing any sign appraisals (billboards, outdoor advertising, or on-premises signs).

b. Furnishing parking impact estimates.

c. Determining the fair market values of properties with contaminated soil

d. Providing any update to any appraisal type, as determined by VDOT.

e. On-premise signs must include the market value, relocation costs and salvage value, if any.

f. The Appraiser must include support for cost to cure items, such as replacement of property pins, or enclosure fencing.

F. Review Appraiser:

1. The Contractor’s Review Appraiser shall complete an appraisal review of each submitted appraisal from the

Contractor/Appraiser.

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2. The Contractor’s Review Appraiser shall notify the Appraiser, upon completion of the review, that the appraisal has been reviewed and recommended for approval. If the appraisal requires additional information from the Appraiser, the Review

Appraiser will request the additional information, which is to be submitted by the Appraiser within five (5) business days of receipt of the request.

3. The Contractor’s Review Appraiser shall review any requested additional information and proceed with preparing a

Technical Field Review (TFR) with the recommendations of Appraiser or request additional information within five (5) business days after receipt thereof if applicable.

4. The Contractor’s Review Appraiser shall attach the approved TFR to the appraisal and upload into RUMS for the appropriate disposition by the VDOT Appraisal Manager, within three (3) business days of completion. The Appraiser shall enter all the plan and valuation information into RUMS for each parcel.

5. The Contractor’s Review Appraiser shall provide the following Review Appraisal Services:

a. Acquisition Appraisal Review

b. Narrative Appraisal (to include Yellow Book Appraisals) Review

c. FF&E Review

d. Sign Review

d. Billboard Review

e. Parking Study Review

f. Review Appraisal

G. Eminent Domain - Proceedings and Court Testimony:

1. The Contractor shall provide expert services, including expert testimony concerning the fair market value of the property and damages to the residue, as necessary to acquire title to all property, when requested.

2. The Contractor shall ensure that they or their subcontractor keep records of each appraisal as it may be involved in legal proceedings. VDOT will compensate the Contractor for such services as governed by the per-diem rates set forth in the

Rate Schedule.

3. The Contractor shall provide all pre-trial activities involved in acquiring the title to property when it is being obtained through eminent domain proceedings.

4. The Contractor shall appear as a witness on behalf of the Department when involved in legal proceedings connected to their performance under this contract, when requested.

H. Title Examination Services:

1. The Contractor shall perform the services described herein; as well as comply with Chapter 3 of the ROW Manual.

2. The Contractor shall complete title examinations in the order of the parcel priority list.

3. The Contractor shall provide the title examinations to VDOT at least thirty (30) calendar days prior to Right of Way

NTP, unless specified otherwise.

4. The Contractor shall provide a full title for any parcels with proposed fee or permanent acquisition.

5. The Contractor shall provide a current title for any parcels with only a temporary acquisition.

6. The Contractor shall provide the following services but shall not be limited to, one or more of the following tasks:

a. Performing a title examination:

1. The Contractor shall be responsible for conducting, at a minimum, a current owner title, or a full (minimum sixty-year) title examination in accordance with the proposed acquisition. The Contractor shall assume all risk associated with using prior title examinations or policies.

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2. The Contractor shall confirm that the title is certified by the Contractor’s Staff Counsel or Licensed Title

Insurance Agent and provide evidence of professional liability insurance within the submittal of the title examination, to the RW Manager. VDOT reserves the right to determine if the submitted professional liability insurance coverage is sufficient.

3. The Contractor shall provide comprehensive title examinations, unless specified otherwise in the Scope of

Work. The title examination shall include, but not be limited to:

• Parcel identification number

• Legal description

• Easements

• Current assessment value

• Current tax amount and status

• Deed(s)/chain of title

• Open mortgages

• Mortgage related documents

• List of documents found relating to partial rights to subject property during the time period searched

• Open recorded judgments

• Open recorded liens

• Recorded probate documents

• Recorded foreclosure filings

• Bankruptcy filings

• Recorded easements and/or restrictions

• All other properly recorded documents affecting the subject property

• Notation of discrepancies found within search related documents

• Leases

• Financing statements

• Proffers, zoning restrictions or Special Use Permits where there is an enforceable obligation on the owner to convey property for public (or highway) use or where such a condition is about to become enforceable.

• Other information (divorce settlements, estates etc.)

b. Preparing and delivering a title report or title insurance commitment:

The Contractor shall provide a title report or commitment to include all encumbrances, such as outstanding mortgages, liens, covenants, restrictions, easements, and rights-of-way, applicable to the property and must identify any discrepancies about the property’s boundaries.

The Contractor shall furnish revised reports or commitments within three (3) business days after receipt of notice, and at no additional cost to the Department, when it is determined that such reports or commitments require clarification or revision of form, facts, reasonable conclusions, etc.

The Contractor’s title commitment must agree to issue an owner’s policy of title insurance in standard American

Land Title Association (“ALTA”) marketability of title format without exception to unfiled mechanics’ and material men’s liens.

The Contractor shall provide, and submit upon request, an insured closing letter from the title insurance company issuing the title insurance policy.

The Contractor shall remove through endorsement, any provision providing for binding arbitration.

The Contractor shall cooperate and assist with the Authorized User’s Surveyor when VDOT or an Authorized User is preparing or obtaining a survey. The Contractor shall confirm all exceptions for easements or other like encumbrances upon the property are specifically located on the survey provided by the Authorized User, if the location can be determined from the document.

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When an existing recorded survey is being relied upon for legal description, the Contractor shall determine, when reasonably discernible from the document, whether an exception for an easement or other like encumbrance affects the property.

The Contractor shall specifically recite in the commitment whether parcels are contiguous and shall clearly identify which parcels and if any exceptions are applicable.

The Contractor shall have the ability and authorization to make major underwriting decisions for the title insurance company providing insurance coverage, or at a minimum, have a thorough knowledge of underwriting when a variety of endorsements providing affirmative title insurance coverage is required.

The Contractor shall have the ability and authority to promptly negotiate special title insurance coverage with the underwriters for the title insurance company.

The Contractor shall have the ability, without limitations, to delete exceptions to title coverage typically contained on Schedule B of the standard ALTA owner’s policy. The exceptions include, but are not limited to, boundary discrepancies that would be identified by an accurate survey, easements not of record, parties in possession, etc.

c. Providing copies:

The Contractor shall provide digital, or paper copies of the deeds or other conveyance documents as shown and contained in the title report, and all documents that give rise to title exceptions, including a copy of any survey attached to the foregoing, to the RW Manager.

d. Furnishing legal descriptions:

The Contractor shall have the ability to assist in furnishing or revising legal descriptions based upon a new survey, or in the event that two or more parcels are to be consolidated in connection with the conveyance.

e. Issuing a title insurance policy:

The Contractor shall issue a standard ALTA owner’s title insurance policy (most current form) consistent with the commitment, which shall include deleting any exceptions noted in the commitment that are resolved or modified at or prior to closing.

The Contractor shall remove, through endorsements, any provisions providing for binding arbitration.

The Contractor shall issue a separate policy if non-contiguous parcels are being acquired.

f. Title Updates:

The Contractor shall provide title updates when the date of the title report is more than sixty (60) calendar days prior to the date of the initial offer. The Contractor shall also provide an updated full title report if negotiations result in a refusal.

g. The Contractor shall be responsible for the following Title Examination Services to include but not limited to:

1. Current Title Report

2. Full Title Report (minimum 60-year Title)

3. Title Update(s)

I. Acquisition Services:

1. The Contractor shall provide acquisition services and basic administrative reports (BARs), as well as any necessary BAR updates, in accordance with Chapters 3, 4, and 5 of the ROW Manual.

2. The Contractor’s negotiator shall be knowledgeable concerning all elements related to the acquisition and shall be confident and in agreement with the fairness of the offer amount and process.

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The negotiation function extends beyond the delivery of the offer package. It is the Contractor’s responsibility to fully inform the commercial, residential, or Special Client (Federal or State Entity, Authority, Railroad, or Dominion Energy) landowner in person, of the nature of the project, the construction schedule, the effects of the project on remaining property, and the process for transfer of title and payment. If the landowner resides out of state, the offer package may be mailed, with prior approval from the RW Manager.

The Contractor shall facilitate and answer all property owners’ questions and provide a response to the landowner, and all objections and concerns must be identified and handled respectfully and resolved or acknowledged within three (3) business days. The Contractor shall notify the landowner of the resolution within three (3) business days of receipt. The

Contractor shall document this correspondence in RUMS within three (3) business days. The Contractor shall ensure legality and sufficiency of the transfer of needed property rights and that data appearing on documents is accurate and complete.

3. The Contractor’s negotiator shall conduct negotiations until an impasse or voluntary conveyance has been reached, as determined acceptable by VDOT.

4. The Contractor shall provide acquisition services but shall not be limited to, one or more of the following:

a. Negotiations:

VDOT will provide, via electronic repository, title reports to the Contractor within seven (7) business days of the

Notice to Proceed.

Prior to making the offer, the Contractor shall confirm that there are no changes on the title report. The Contractor shall request a title update if there are changes to the title report. At VDOT’s discretion, a title update shall be provided within ten (10) business days of the request from the Contractor.

The Contractor shall identify any third-party interests in the title report to be included with the bona fide offer and obtain confirmation from the RW Manager.

The Contractor shall conduct negotiations on each parcel based upon valuations that have been approved by the

Department and upon approved right of way plans, as submitted to the Contractor.

The Contractor shall submit the “Offer Package” for each parcel to the RW Manager for review at least ten (10) business days prior to the offer due date on the parcel priority list, and prior to making the offer to the landowner.

The “Offer Package” shall include all documents in accordance with Section IV.B.

The Contractor shall complete any corrections to the "Offer Package” and resubmit to the RW Manager within three (3) business days, as determined and required by the RW Manager.

The Contractor shall obtain written approval from the RW Manager before a settlement above the approved valuation amount is offered or accepted. The Contractor shall provide supporting documentation and justification to the RW Manager concerning the amount of the settlement being submitted for approval.

The Contractor shall negotiate parcels in order of priority and accordance to the parcel priority list provided. Any variation of the sequencing must have the prior approval of the RW Manager. The Contractor shall input all forms, approvals and justifications into RUMS.

The Contractor shall develop a detailed study of the property in relation to the approved plans and the approved valuation; upon completion of the study, prepare the required documents (i.e. right of entry, landowner letters, etc.)

in proper form and in accordance with Chapter 5 of the ROW Manual.

The Contractor shall acquire or relocate all outdoor advertising signs in accordance with all applicable regulations under Section IV.B.

The Contractor’s negotiator shall contact the landowner explaining in detail the effects of the proposed acquisition of the landowner’s property. The negotiator shall make a bona fide offer, in person whenever

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Contractor shall contact the landowner weekly (at a minimum), until a voluntary conveyance or impasse has been reached. The Contractor shall record every interaction into RUMS under the Contacts Log for the associated work file. The Contractor shall provide complete and concise records of each interaction and the results and shall include emails and/or text messages as part of the records.

The Contractor shall be responsible for inputting all data into RUMS within three (3) business days or less, of contact with the landowners or VDOT.

Upon reaching an impasse, the RW Manager may request, and the Contractor shall send an impasse letter to the landowner within three (3) business days of the request. The Contractor shall request a Notice of Intent to File

Letter from the RW Manager and shall mail the signed Notice of Intent to File letter within three (3) business days of receipt. The Contractor shall also ensure that the date of the letter aligns with the date the letter is mailed.

The Contractor shall prepare an RW-24 Report (final report of negotiations) at the conclusion of negotiations. This report shall be prepared within five (5) business days of (a) the date the conveyance documents are signed by the landowner or (b) the date the impasse is determined by VDOT. The Contractor shall include this report with all data assembled in the Contacts Log for the associated work file in RUMS.

The Contractor shall submit the RW-24 Report to the RW Manager along with other documents required according to Section IV. B Specifications of this solicitation. The Contractor shall complete any corrections to the RW-24

Report and resubmit to the RW Manager within five (5) business days, as determined and required by the RW

Manager.

The Contractor shall submit the complete “Acceptance or Refusal Package” to the RW Manager for review within three (3) business days of the approved RW-24 Report. The RW Manager will complete the review process within five (5) business days from the date of the submission and will be prioritized in accordance with the priority schedule noted in the Project Priority List. The Contractor shall complete any corrections to the

“Acceptance or Refusal Package” and resubmit to the RW Manager within five (5) business days.

b. The Contractor shall be responsible for, but not limited to, providing acquisition services for the following parcels:

1. Commercial

2. Residential

3. Special Client

4. Unknown Owner

J. Relocation Services

1. The Contractor shall provide Relocation Assistance Services as required, in the order of the Parcel Priority List and in accordance with Section IV.B herein.

K. Relocation Assistance

1. The Contractor’s Relocation Agent shall assist the Appraiser in identifying and documenting what constitutes personal property versus real property in accordance with the applicable guidelines in accordance with Section IV. B.

2. The Contractor shall be responsible for the initial contact with all known involved “Displaced Persons” and explain the

Relocation program and benefits, as well as performing the Characteristics and Needs Form prior to, and in accordance with the offer due dates established in the Parcel Priority List. “Displaced Persons” refers to any individual, family, business, non-profit organization or farm, displaced by a project, to include persons required to move temporarily. All details and information from the initial contact and throughout the relocation process shall be entered in RUMS.

3. The Contractor shall provide a detailed search of the market to locate available decent, safe, and sanitary comparable housing and determine the appropriate replacement housing payment, if any, which shall be subject to RW Manager approval. The Contractor shall perform a decent, safe, and sanitary inspection of the available properties chosen as comparables, as well as the selected replacement dwelling of the displaced person.

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4. The Contractor shall be responsible for recommending and providing final determinations of all necessary moving claims for displaced persons and shall process all approved moving cost claims. The Contractor shall submit all moving claims with supporting documentation and justification for Contractor’s recommendation for approval or denial, of each claim.

The Contractor’s recommendation shall be supported by and documented with the related code upon submission to the

RW Manager for approval. The RW Manager will approve all appropriate moving expenses and claims prior to payment.

5. The Contractor shall be responsible for providing the necessary relocation advisory assistance to all displaced persons as set forth within the regulations sited in section IV.B of this solicitation.

6. All Rent by Agreement opportunities must be submitted to the RW Manager with justification for approval prior to discussing with the displaced person. If Rent by Agreement has been approved by the RW Manager, the relocation agent shall defer to the RW Manager for proper procedure.

L. Relocation Review

1. The Contractor shall submit all eligible relocation claims to the RW Manager for review and approval prior to payment.

2. The Department will complete the “Replacement Housing Payment” and/or “Moving Cost” review within five (5) business days from the date of receipt. The Department’s review of any and all relocation claims will be prioritized based upon the priority schedule for relocations set forth on the Parcel Priority List.

3. The Contractor shall complete any revisions or corrections to the relocation claims that are requested by the RW Manager.

The Contractor shall have five (5) business days to complete said corrections.

4. The Contractor shall provide the following Relocation Services, to include but not be limited to:

a. Nonresidential

b. Residential

c. Personal Property Only

d. Temporary Displacement

M. Utility Services:

1. The Contractor shall provide Utility Field Inspection Confirmation services and provide any and all information to the

Regional Utility Manager upon request, to include but not be limited to the following:

a. Conducting a utility inventory and identify existing utility facilities within or adjacent to the project limits,

b. Preparing preliminary utility relocation cost estimates and reports,

c. Reviewing proposed projects to determine the need for additional surveys, designations, or other utility-related investigations,

d. Coordinating with VDOT Location and Design during the preliminary design phase to identify and address potential utility conflicts and impacts for revisions and potential resolutions,

e. Reviewing utility location and evaluation for field inspection plans

f. Determining the need and location for test holes and providing recommendations to avoid potential utility conflicts with project design features. This includes identifying major facility impacts which may necessitate the need for proposing major project design changes,

g. Identify and provide preliminary utility easements on project plans for use in public information and involvement discussions,

h. Attending project field inspections as requested,

i. Providing general conceptual considerations that will minimize damage and interruptions to utilities and assist in eliminating utility conflicts and coordination problems with the project contractor's operations,

j. Determine the extent of utility involvement for each assigned project and perform utility coordination activities in accordance with the requirements of the VDOT Utility Manual,

k. Proceed with the utility field inspection process, upon receipt of the UFI plans from the RW Manager,

l. Conduct Utility Field Inspection within twenty (20) business days of Contractor accepting UFI plans,

m. Perform a utility conflict evaluation and develop preliminary cost responsibility determinations in regard to identified facilities utilizing the UT-9,

n. Complete a review of aerial and underground utility facilities, On-Call Right of Way & Utilities Services

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o. Establish target dates for utility coordination and relocation activities, providing these to the applicable project participants at the UFI

p. Review each utility owner’s conflict and involvement,

q. Identify ownership of all aerial and underground facilities correctly,

r. Review conflict determination with utility owners,

s. Review cost responsibility determination with utility owners,

t. Provide a completed UFI Confirmation package including a UT-9 to the RW Manager or designee within twenty

(20) business days after the date the UFI is held,

u. Discuss and determine proposed method of adjustment with utility owners,

v. Coordinate the utility owners’ design and schedule for utility relocation with the project construction sequence,

w. Coordinate utility easement plans and requests by utility owners,

x. Coordinate the submittal of utility easement instruments/agreements from the utility owners prior to right of way approval date of the project plans,

y. Prioritize utility easement acquisition requests based on project needs and critical time windows and restrictions, utility impacts, and the project schedule,

z. Coordinate and provide guidance accordingly relative to requirements for permits and/or certificates,

aa. Apply VDOT’s Policy on Placing Utility Facilities Underground in accordance with Section IV.B of this solicitation.

bb. Ensure staff are proficient utilizing design software BlueBeam Revu, Bentley MicroStation, and/or supplemental

PDF and CADD alternatives.

2. The Contractor shall provide the following Utility Authorization services and provide any and all information to the

Regional Utility Manager upon request, to include but not limited to:

a. Review the Plan & Estimate package(s) submitted by the Utility Company, in accordance with the Utilities

Relocation & Policies Procedures Manual, and upload to the project utility folder in ProjectWise.

b. Ensure all estimates and associated documents and information are provided and complete upon submission of the utility owner’s plan.

c. Review utility relocation design plan sheets to ensure all potential conflicts have been addressed.

d. Verify any changes to cost responsibility since UFI.

e. Review the utility relocation design plan sheets and utility estimate to ensure any betterment is credited appropriately.

f. Review the Narrative Statement to assure it is complete and accurate.

g. Review the work schedule to assure a coordinated effort by all utility owners is conducted to clear the project construction area.

h. Formulate Utility Special Provisions (they are provided in the Utility Manual of Instruction) when necessary for inclusion in the project contract documents to provide notification to utility facilities which remain within construction limits or require contractor coordination to on-going utility facility relocations during project construction.

i. Respond to utility owner in writing with copy to Utilities Relocation Manager or designee within two weeks of receipt of Plan and Estimate if additional information or corrections are needed.

j. Provide recommendations to the VDOT Regional Utilities Manager or designee for approval and authorization of utility companies' relocation Plans and Estimate.

k. Advise utility owners of right of way availability for their relocations, in writing with copy to Utilities Relocation

Manager or designee. Copies of signed utility easements should be provided as they are available.

l. Create a consolidated working set of plans that show all of the proposed utilities overlaid on one set of plans.

3. The Contractor shall provide the following Utility Inspection Services and provide any and all information to the

Regional Utility Manager upon request, to include but not be limited to:

a. Coordinate the utility relocation construction in accordance with the VDOT Utility Manual.

b. Hold Pre-Construction meeting with utility companies. This meeting shall be held within 30 days after right of way and easements are available for relocations.

c. Provide utility relocation construction inspection as assigned.

d. Complete daily inspection reports, documenting utility relocation progress, and submit to the RW Manager on a weekly basis.

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e. Review utility progress and final billings and make recommendations to the VDOT Regional Utilities Manager for approval of payment or identification of any errors/issues.

f. Prepare a set of as-built utility plans with all utilities consolidated in one plan set.

4. RUMS Management:

a. The Contractor shall update and keep current the RUMS utility information from task NTP to the point P&E packages are authorized.

b. The Contractor shall ensure staff are properly trained and proficient in using the RUMS management system.

The Contractor shall notify the RW Manager to request training; VDOT will provide the necessary training upon request, at no cost to the Contractor.

5. Utility Services included in this section consist of:

a. Utility Services – UFI Confirmation – Aerial Facilities – Primary Utility Provider

b. Utility Services – UFI Confirmation – Aerial Facilities – Joint Use Utility Provider

c. Utility Services – UFI Confirmation – Underground Facilities – Primary Utility Provider

d. Utility Services – UFI Confirmation – Underground Facilities – Joint Use Utility Provider

e. Utility Services – Utility Authorization– Aerial Facilities – Primary Utility Provider

f. Utility Services – Utility Authorization– Aerial Facilities – Joint Use Utility Provider

g. Utility Services – Utility Authorization– Underground Facilities – Primary Utility Provider

h. Utility Services – Utility Authorization– Underground Facilities – Joint Use Utility Provider

i. Utility Services – Utility Inspections– Aerial Facilities – Primary Utility Provider

j. Utility Services – Utility Inspections- Aerial Facilities – Joint Use Utility Provider

k. Utility Services – Utility Inspections– Underground Facilities – Primary Utility Provider

l. Utility Services – Utility Inspections- Underground Facilities – Joint Use Utility Provider

N. Property Management (PM) Services

1. The Contractor shall complete PM activities on acquired primary and/or appurtenant/supplemental structures, upon completion of the acquisition and upon vacating the property. The Contractor shall utilize the ROW Manual, and the

PM activities shall be in compliance with Chapter 7, Section 5 of the manual.

2. Property Management Activities Before Taking Possession – The Contractor’s Relocation Agent is responsible for identifying the utilities that serve the property and the individual(s) responsible for the utility accounts. If the property has tenant occupants and the landlord is responsible for any utility, the Contractor’s Relocation Agent shall identify the appropriate utility and provide notice to VDOT to coordinate the transfer of those utilities at the time of acquisition.

3. PM Activities Upon Taking Possession – The Contractor shall provide the following services after taking physical possession of property:

a. The Contractor shall obtain all keys that exist and are used to secure a building when taking physical possession of the property. The Contractor shall work with the RW Manager to obtain a means to access and ensure securing a building when keys are unobtainable.

b. The Contractor shall conduct a walkthrough of the building once acquired and complete a Building Data Report

(B-5) on each building.

c. The Contractor shall coordinate with the occupants or landlord to ensure the disconnection of utility services upon vacating the property. The Contract shall perform a walk through and verify that there are no active utility services on in the improvements and notify VDOT of any services that may still be active.

d. The Contractor shall identify any hazardous condition(s) or “attractive nuisances" on the property; notify and work with the RW Manager to remedy the condition(s).

e. The Contractor shall notify the RW Manager of the possession and request the property to be added to the mowing schedule as appropriate.

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f. The Contractor shall post No-Trespassing Signs in all buildings upon taking possession. Signs shall be posted on the inside at every entry point, where they cannot be seen from windows. The Contractor shall consult with the

RW Manager to determine if any sign should be posted on the exterior of the building. The Contractor shall notify the RW Manager within three (3) business days of the completion of the posting.

g. The Contractor shall provide notice of the acquisition to the local police department within three (3) business days of taking possession and notify the RW Manager within three (3) business days of providing notice to the local police department.

h. The Contractor shall identify all utilities providing service to the building/property that has been acquired. The

Contractor shall request and ensure utility line drops and meter removals by utility providers from all buildings and other improvements that have been designated a demolition number (D#) and that they have been scheduled for demolition or removal by owner, if the landowner retained the improvement. The Contractor shall also take appropriate action to initiate closure of any wells or septic systems being affected by the project.

i. The Contractor shall submit a request for asbestos inspection to the Department and is responsible for providing access to the building for those inspections. Prior to the asbestos inspection, the Contractor shall ensure that all utility connections have been disconnected and or/removed.

j. Upon completion of the items referenced above, the Contractor shall provide all keys, reports, notices and supporting documentation to the RW Manager within thirty (30) business days of the completion of those tasks.

k. Property Management services included in this section consist of:

1. Property Management Services – Primary Structure

2. Property Management Services – Appurtenant/Supplemental Structures

O. Computer Application and Software Requirements

1. The Contractor shall be required to supply and support its own computer equipment and software capable of accessing and utilizing RUMS. Minimal configuration requirements of the system are as follows: Operating System: Windows 11.

VDOT’s standard operating system is currently Windows 11 Enterprise.

2. The Contractor and any sub-contractors shall be required to complete Attachment G to obtain a Criminal History Records check administered prior to getting access to RUMS. These clearances are valid for five years and are not contract specific.

3. The Contractor shall be responsible to ensure their capability to access RUMS on their computer. RUMS works with various browsers, including Edge, Chrome and Firefox. Edge is the current default browser utilized at VDOT.

4. The Contractor shall be responsible to support its own hardware and software.