Covington+County+AL+Hunting+Lease+RFP_Final.pdf

Auburn University Request for Proposal

Hunting Land Lease

In Covington County, AL

Due: Thursday, July 18, 2023 at 10:30 AM CST

TABLE OF CONTENTS

Section I Request for Proposal

Section II Instructions to Proposers

Section III Form of Proposal

Section IV Bid Conditions

Section V Bid Form

Section V Evaluation Criteria

Section VI AU General Terms and Conditions

Attachment A Calendar of Events

Attachment B Hunting Lease Agreement

Attachment C Property Location Map

Attachment D Property Aerial Photo Map

Section I. Request for Proposal A. Expectations for the Auburn University Hunting Lease

Auburn University is seeking proposals for a 95-acre hunting lease of property owned by Auburn University located in Covington County, Alabama.

1) Lessor does hereby lease and let unto Lessee, for the rentals and term, and subject to the reservations and conditions hereinafter set forth in this lease and (more specifically) in “Attachment C” as “Lease Agreement”, the exclusive right and privilege to hunt, pursue, capture, shoot, kill and take away all legal types and species of game birds and game animals and for no other purpose on the following described tract or parcel of land situated in Coosa County, Alabama. Lessee to be able to gain access across other private lands as we do not have that access for hunting.

Those 95 acres belonging to Auburn University consisting of the North ½ of the NE ¼ of Section 20, Township 6 North, Range 15 East

AND: a tract of land on the North side of the NW ¼ of the NW ¼ of Section 21, Township 6 North, Range 15 East, described as follows: beginning at the Northwest corner of said forty and running thence East to the Northeast corner of said forty; thence South 140 yards, thence West to the section line; thence North 140 yards to the starting point.

All situated in Covington County, Alabama.

The property is located in Covington County and lies west of Bryant Road, approximately 18 miles northwest of Andalusia, Alabama.

This hunting lease is made subject to all valid and enforceable restrictive covenants and easements of record, and further, subject to all valid and enforceable zoning ordinances or regulations.

Proposal Overview and Definitions

• Proposals will be received until 10:30 AM CDT on the specified date.

• Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows:

o Auburn University will be referred to as “University” or “AU”.

o Commodity/Service Provider will be referred to as “Contractor” or “Supplier”.

o This document will be referred to as “RFP”.

Section II. Instructions to Proposers A. Proposal Response

• Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

• Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University, until the date and time stated.

• All bids are to be "F.O.B. Destination - Freight Prepaid and Allowed."

• Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the supplier, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS BID, THE BIDDER IS HEREBY CERTIFYING THAT THEY ARE IN FULL COMPLIANCE WITH ACT NO. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false. Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4). Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

• AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

• Proposers may withdraw proposals at any time prior to the time and date set for opening.

• The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

• No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Director of Procurement and Business Services and incomplete accordance with the University policies and procedures.

• The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information, but all records are subject to State of Alabama open records laws.

• Proposers submitting proposals which meet the selection criteria, and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

• The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract. Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation.

• The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

• The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

• Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

Section III. Form of Proposal A. Proposal Format

• Proposals should be submitted in Excel® and/or Adobe PDF® formatting only.

o If there is any information or required submittals, which due to size limitations cannot be incorporated following the preferred formatting, please note for the evaluator where the information can be found in the response.

B. Proposal Page

A completed “Bid Form” should be submitted containing all of the following information:

1) Completed and signed Lease Agreement, as per “Attachment B”

2) Contact name(s) and title(s) of the individual(s) responsible for the company’s proposal and negotiation during this RFP process.

Section IV. Bid Conditions A. Functional Requirements of Contract to be Awarded

i. Term

This Lease shall be for a term of Sixty (60) months, unless sooner terminated pursuant to provisions of this agreement hereinafter set forth. This agreement may be terminated on any anniversary date hereof by either party giving notice of such to the other no less than thirty (30) days prior to such termination, in which event Lessee shall be relieved of the obligation to pay further rental under the terms hereof and shall deliver immediate possession of the premises to Lessor. Upon the consent of both parties and provided that Lessee is not in breach of the terms of this agreement; the Lease may be extended for Sixty (60) additional months, under the same conditions.

a. Payment Terms Lessee shall pay Auburn University a minimum of $8.00 per acre on an annual basis for the property. Payment will be no less than $1,280 per year and shall be submitted to Auburn University no later than October 1, 2024. If the lessee is late with payment, Auburn University reserves the right to charge a late fee of 10%.

Section V. Bid Form

1) Submit bids in the following format indicating your total annual payment and the per acre rate as shown. 95 acres are included in the lease. Minimum annual bid is $8.00 per acre.

• $ 760.00 for the period October 1, 2024 through September 30, 2025 ($ 8.00 /acre);

• $ 760.00 for the period October 1, 2025 through September 30, 2026 ($ 8.00 /acre);

• $ 760.00 for the period October 1, 2026 through September 30, 2027 ($ 8.00 /acre);

• $ 760.00 for the period October 1, 2027 through September 30, 2028 ($ 8.00 /acre);

• $ 760.00 for the period October 1, 2028 through September 30, 2029 ($ 8.00 /acre);

2) Bids should also include the following information:

• Completed and signed Lease Agreement, as per “Attachment B”.

• Contact name:

• Mailing Address:

• City:

• State:

• Zip Code:

• Email Address:

• Phone Numbers:

Section VI. Evaluation Criteria

The objective of this process is to identify the Best Value suppliers that can serve the University well and provide attractive pricing. The University shall determine the award after evaluating each response on the following points. For the basis of award, each of the points will be considered in the listed order:

1) Pricing – 75%

2) Minimal interruption of AU operations 25%

Attachment A. Calendar of Events

Task Date

RFP Bid Issued Thursday, July 11, 2024

RFP Bid Opening Thursday, July 18, 2023

Attachment B. Lease Agreement

See attachment for details.

Attachment C. Property Location Map

See attachment for details.

Attachment D. Property Aerial Photo Map

See attachment for details.