ON_CALL ROW SUPPORT SERVICES 6_23_26 FINAL.pdf

RFP 484-073126

Georgia Department of Transportation

Request for Proposals

To Provide

Comprehensive Right of Way Support Services for the Transportation Investment Act Program

RFP Closing Date: 07/31/2026

Issuing Officer: Treasury Young, tryoung@dot.ga.gov

Georgia Department of Transportation One Georgia Center

600 West Peachtree Street, NW Atlanta, Georgia 30308

Date Posted: 06/23/2026 mailto:tryoung@dot.ga.gov

Request for Proposal Comprehensive Right of Way Support Services for the TIA Program

I. GENERAL PROJECT INFORMATION

A. Overview

The Georgia Department of Transportation (GDOT) is issuing this Request for Proposal (RFP) seeking qualified firms to provide comprehensive services which are necessary to support the Transportation Investment Act (hereinafter referred to as TIA) program. These services awarded shall facilitate the acquisition and certification of parcels necessary for constructing TIA projects within the four approved special districts, as well as any special districts approved during the term of the resulting contracts. Services being awarded in this RFP include Pre-Acquisition, Acquisition, Relocation Negotiation, Relocation Benefits Package, Appraisal Services, and Specialty Reports.

This will be a multi-award RFP with no limit on the number of firms which may be awarded. It is intended to execute contracts with all firms which are Responsive and Responsible. This RFP will identify the required ROW Service Classes in which firms must be prequalified to provide services for each specific group of services. While possible, it is not expected that any one firm will meet the service class requirements for all services. This RFP is intended to obtain/verify qualifications of the firms (and any team members) and cost proposals from such qualified teams. The cost proposals obtained via this RFP will contain a range of the highest and lowest cost that the firm would charge for each service offered. As a result, no actual work will be awarded as a result of this RFP; however, awarded firms shall participate in a secondary quoting process once the needs for specific projects are identified. Project specific work will be awarded as a result of the quoting process to the firm which provides the lowest cost and can meet the schedule and is in good standing.

All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. GDOT reserves the right to modify existing provisions or include additional provisions, which are not addressed herein. GDOT reserves the right to reject any or all proposals, and to waive technicalities and informalities at its discretion.

B. TIA History and Purpose

Pursuant to O.C.G.A. § 48-8-240 et. seq., TIA provides a legal mechanism in which the special districts by a referendum may vote to impose a 1% sales tax to fund needed transportation improvements within their special districts. TIA established twelve (12) transportation special districts throughout Georgia that correspond to state designated Regional Commission (RC) boundaries. Additionally, the law established Regional Transportation Roundtables (RTR) consisting of elected officials from the counties and cities within each special district. An Executive Committee of five members, supplemented with three non-voting members of the Georgia General Assembly, is also required for each RTR. Each RTR was charged with approving a financially constrained draft investment list of transportation projects for their special district. The unique needs of the TIA program include meeting the expectations of each special district which has been established and includes delivering the projects on schedule and within the established budgets. The unique needs of the TIA program, including the approved special district locations, necessitate a focused pool of consultants which can be awarded support work via expedited business processes.

II. PROHIBITION AGAINST COLLUSIVE BIDDING

Respondents to this RFP and subsequent quoting events shall not submit a bid/quote that was made with a prior understanding agreement or connection with any corporation, firm, or individual submitting a proposals for the same project. The Respondent shall submit a bid that is fair and made without collusion of fraud. Collusive bidding is a violation of Georgia and Federal Law and such bidding can result in fines, prison sentences, and civil damage awards.

III. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT

From the date of advertisement of this solicitation until the successful respondents are selected and the award is officially announced, all firms are strictly prohibited from communicating in any way regarding this solicitation or the associated scope of work with any TIA personnel, GDOT staff, including the Commissioner and GDOT Board Members. This restriction applies to all potential respondents and will be strictly enforced.

All questions or requests for clarification regarding any aspect of this RFQ must be submitted in writing via email to:

Treasury Young tryoung@dot.ga.gov

Deadlines for the submission of questions are listed in the Schedule of Events section of this RFQ.

IV. SMALL BUSINESS AND DBE PARTICIPATION

The Georgia Department of Transportation Board (State Transportation Board) issued a Resolution in May of 2012 encouraging and promoting the participation of groups such as small businesses and DBE’s (including minority and women owned businesses, and veteran owned business) in projects funded by TIA.

Georgia Department of Transportation will monitor and assess each consultant services submittals for participation and/or good faith effort in promoting equity and opportunity in accordance with the Board Resolution.

V. CONTRACTING APPROACH

A. Existing Approach

Right of Way support services for the TIA program has been managed by the Department’s Program Manager for the TIA Program under its contract with the Department. Using the Department’s pre-qualified list of consultants in appropriate service categories (classes), the Right of Way Program/Project Manager (hereinafter referred to as the ROW P/PM) has sought bids for the range of services necessary to facilitate the acquisition and certification of parcels in order to construct TIA projects within the four approved special districts. Bids have been secured from an emailing of bid opportunities to the list. It is the intent of this solicitation to take the next step in the streamlining of procuring/purchasing ROW support services to further streamline the process.

B. Future Approach

The next step in the Right of Way Acquisition solicitation process anticipates contracting with pre-qualified teams via Open Agency contracts with no minimum or maximum amounts. There is no limit to the number of Open Agency contracts which may be awarded since these contracts will not carry work authorization (known as notice to proceed (or NTP)). The pricing submitted for each awarded consultants Cost Proposal shall form a menu of services with a minimum and maximum amount for each service that is offered by the Consultant.

The ROW P/PM shall identify needs for each TIA project requiring ROW purchases and will prepare a quote form which will be emailed to every consultant which is awarded a contract specific to the service classes required. Consultants desiring to perform the services shall respond with the completed quote form, including all required documents. It is required that the prices offered on the quote form fall within the range of prices offered by the consultant and which fall within the range of pricing stated in the respective contracts. The Department reserves the right to make awards in whole or in part if pricing offered falls out of the range within the winning firms contract. Once quotes are received, the ROW P/PM will review all quotes and the quote which provides the lowest cost shall be awarded, assuming they can meet the schedule and are in good standing. Once the consultant to be awarded is identified, the Department shall issue a NTP/PO which shall serve to notify the consultant to begin working and to be eligible for payment once work is completed.

VI. SCOPE OF SERVICES

Under the terms of the resulting contracts, the consultants shall provide the range of ROW support services necessary to acquire and certify the parcels needed for constructing TIA projects within the four approved special districts, as well as any special districts approved during the term of the resulting contracts. The consultants awarded the subsequent quote processes will report to the ROW P/PM for coordination and will be responsible for assembling any additional team members needed, managing workload, monitoring schedules and ensuring quality of deliverables to meet Department expectations and requirements.

The general Scope of Work required for each ROW service category is included in Exhibit IA and IIA. Compliance with all pertinent regulations (State/Federal/Local/Industry) is required. It is the responsibility of the respondent to obtain knowledge of rules and regulations relevant to the Scope of Work identified herein.

VII. SCHEDULE OF RFP EVENTS

The following Schedule of Events represents the Department’s best estimate of the schedule that will be followed.

All times indicated are Eastern Time zone. The Department reserves the right to adjust the schedule as deemed necessary.

Potential Respondents desiring to attend the Optional Virtual Pre-Bid Meeting should email Treasury Young (tryoung@dot.ga.gov) to receive the link to join the virtual pre-bid meeting.

IV. SELECTION INFORMATION

A. Selection Process and Award for Open Agency Contract(s)

Once the deadline for proposals has passed, all proposals will be opened and reviewed to determine all mandatory requirements and forms have been addressed correctly and completely. All proposals identified as complying with all mandatory requirements will be selected for contract award. Each successful firm will be notified in writing via email and will proceed with signing the Open Agency Contract electronically via DocuSign.

One contract will be signed with each consultant and will include all of the ROW service categories on which the consultant proposes and meets mandatory requirements. Once signed each of the contracts will be valid for a period of five years.

1. Requirement to Satisfy Minimum Requirements:

a. Provide Prime Consultants Name and Address.

b. Provide name, address and contact information of individual responsible a statement certifying the individual is an employee of the Prime Consultant (if the entity is a firm and not individual)(see EXHIBIT III, Certification Form).

c. Signed acknowledgment of awareness that the projects for which quotes will be sought will only be from the four approved TIA regions and any which are approved in the future.

SCHEDULE Date Time

a. Posting date of RFP to the Georgia Procurement Registry (GPR)

06/23/2026 ---------

b. Optional Virtual Pre-Bid Meeting 07/10/2026 10:00 AM

c. Deadline for submission of written questions and requests for clarification

07/15/2026 2:00 PM

d. Q&A Posted to the GPR 07/20/2026

e. Deadline for submission of Technical/Fee Proposals 07/31/2026 2:00 PM

2. Requirements for Right of Way Service Classes

Each Consultant proposing must be prequalified in the Right of Way Service class applicable to the specific support on which they are proposing and as identified in Exhibits IA and IIA. Consultants may propose on as many of the ROW service categories as desired as long as the prequalification requirements are met.

A list of currently prequalified vendors may be accessed on the Department’s website at the following URL: https://www.dot.ga.gov/GDOT/pages/Rightofway.aspx.

E. Cost Response(s)

Cost responses will be opened only upon completion of verification of compliance with mandatory requirements.

Respondents will be required to provide the cost proposal for all corresponding service categories on which they are bidding. The cost proposal format(s) must be prepared completely and are identified in Exhibits IB and IIB. Each cost proposal will include a list of services being sought for each ROW service category.

Respondents will be required to assign a range of pricing (minimum and maximum) for each service offered, and are not required to offer pricing on every service.

F. Basis for Award of Open Agency Contract

Each proposal which meets mandatory requirements as required in Exhibits IA and IIA. and Exhibits IB and IIB. will be awarded an open agency contract which will include all of the service categories (See Sample Contract – Attachment A).

G. Basis for Award of Service Category Quotations

After contract(s) are awarded and as needs are identified, quotations will be sought via email from consultants holding open agency contracts for the applicable service categories (See Sample Quotation – Attachment a and B). It is in the sole discretion of each consultant to determine desire to bid on each quotation. Not bidding on any quotation will have no adverse effect on the consultants ability to bid on future quotations during the five year term of the Open Agency contract. Each quotation will identify if responses for partial services to be provided will be considered. As a matter of efficiency, it is advantageous to require all services to be quoted upon in order for award to be considered. Quotations requiring a response for all services which are provided for partial services, may be disqualified. Quotation pricing will be evaluated to verify quotes fall within the pricing in the consultants’ open agency contract(s). Any quotation provided which falls outside of the pricing in the consultants’ open agency contract will be disqualified. In the event the quotation requires a single award, the consultant’s quotation which provides the lowest overall price will be identified as the apparent awardee. In the event the quotation allows multiple awards, the consultant’s quotation which provides the lowest price for each service will be identified as the apparent awardee. Apparent awardee(s) will be further evaluated to verify the consultant has agreed to meet the schedule for completion of services identified in the quotation. Apparent awardee(s) will also be evaluated to verify they remain in good standing with the Department and with the TIA program. Consultant quotations agreeing to meet the schedule, in good standing, and offering the lowest price (either in total or by service item), shall be awarded a purchase order which shall serve as the notice to proceed to complete the services.

H. Determination of Good Standing

The determination that a consultant is in good standing and eligible for award of quotations for ROW support services includes two considerations. Since each consultant is required to be prequalified in ROW service categories, any firm which fails to renew or whose prequalification is suspended due to poor performance will be disqualified from awarding of any quotes until the prequalification status is renewed/restored. Secondly, any contracted consultant which has received cure letters from the TIA office for delays or substandard quality of work will be disqualified from awarding of any quotes until delays have been remedied and/or quality concerns have been satisfactorily addressed.

https://www.dot.ga.gov/GDOT/pages/Rightofway.aspx

V. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION, AND EXTENSIONS

It is the responsibility of each Consultant to examine the entire RFP, seek clarification in writing, and review its submittals for accuracy before submitting. Once the submission deadline has passed, all submissions will be final.

The Department will not request clarification from any single individual Consultant regarding their submission, but reserves the right to ask, collectively, all parties that have submitted proposals for additional information. Questions about any aspect of the RFP, or the service, shall be submitted in writing (via e-mail) to:

Treasury Young, TIA Procurement Administrator

E-mail: tryoung@dot.ga.gov

The deadline for submission of questions relating to the RFP is the time and date shown in the Schedule of Event, Section VII – Schedule of RFP Events. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled and answered in writing, and issued to all Consultants via posting to the Georgia Procurement Registry (GPR). Any Consultant exceptions to the RFP requirements or requests for deadline extensions must also be communicated to the Department via email to tryoung@dot.ga.gov by the deadline to be properly considered. Any requests for proposal deadline extensions must include the reason(s) for such a request. The Department reserves the right to approve or reject such requests as the Department deems necessary.

VI. INSTRUCTIONS FOR PREPARING TECHNICAL PROPOSALS

Technical Proposal response format has been provided as Exhibits IA and IIA, which must be completed in their entirety in order to be considered responsive. Submittals must be typed on standard (8½” x 11”) paper.

The pages of the submittals must be numbered. Each exhibit will contain the information, including attachments, necessary to be considered responsive.

Responses are limited to completing the exhibits for each service category on which the consultant desires to bid, including providing the required attachments. The response exhibits should be prepared using a minimum of an 11-point font. Pages beyond what is required in the exhibits is not required or desired.

Technical Proposals shall not include any fee proposal information.

VII. INSTRUCTIONS FOR PREPARING COST RESPONSES

Cost responses formats have been provided as Exhibits IB and IIB. which must be completed in their entirety in order to be considered responsive. Submittals must be typed on standard (8½” x 11”) paper. The pages of the submittals must be numbered.

Responses are limited to completing the exhibits for each service category on which the consultant desires to bid, and providing a range of the cost (minimum and maximum) for each service offered. The response exhibits should be prepared using a minimum of an 11-point font. Pages beyond what is required in the exhibits is not required or desired.

Cost responses shall be submitted along with the technical proposal but in a separate electronic submittal. The cost response shall consist of an excel spreadsheet (see Exhibits IB and IIB) containing the pricing information and a PDF containing the Cost Response Acknowledgement.

VII.SUBMITTAL OF TECHNICAL AND FEE RANGE RESPONSES

The Department’s intention is to award Open Agency Contracts to all Respondents who meet the mandatory requirements in the Technical Response and provide the associated Fee Range Response for each Right of Way Support service for which Respondents desire to provide. Since all Respondents meeting requirements will be awarded Open Agency Contracts, there is one (1) electronic proposal submittal required. Responses must include the applicable and completed Technical and Fee Range Responses and signed exhibits in their entirety and all completed and signed addenda, if applicable. The completed and signed documents must be legible. Proposals must be submitted via the Solicitation Program as noted below.

PDF document must follow the naming convention for electronic records as follows: the proposing firm’s full legal name, RFP#, and RFP Title. To submit your proposal, use the following link:

https://solicitation.dot.ga.gov. To review the manual for submitting to the Solicitation program, go to the following link: https://dotauthoring.dot.ga.gov/GDOT/Pages/SolicitationTraining.aspx

Upon successful receipt of the electronic submittal, the system will send a receipt confirmation e-mail to the sender within one (1) hour. If this email is not received, email Treasury Young, tryoung@dot.ga.gov, for confirmation of your submission. Proposals must be received by the Department prior to the deadline indicated in the Schedule of Events in Section VII.

No Proposal submittals will be accepted after the time and date set for receipt.

IX. ADDITIONAL TERMS AND CONDITIONS

A. Restriction of Communication

From the issue date of this RFP solicitation until a successful Consultant is selected and the selection is announced, Consultants are not allowed to communicate for any reason with any members of the Selection Committee or the Department, including the Department’s Commissioner and Board Members, except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). For violation of this provision, the Department reserves the right to reject the proposal of the offending Consultant.

B. Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the party submitting the response.

The Department is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Department. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award. GDOT reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the State.

C. Award Conditions

This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal(s) is determined to be the best proposal, is not binding upon the Department and does not obligate the Department to procure or contract for any services. Neither the Department nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Department and a party containing such terms and conditions as are negotiated between those parties. The Department reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon review of responses, the Department will determine the party(s) and proposal that in the sole judgment of the Department is in the best interest of the Department (if any is so determined), with respect to the evaluation criteria stated herein. The Department then intends to conduct negotiations with such party(s) to determine if an acceptable contract may be reached.

Upon a Notice of Award the Consultant must provide the name of its insurance carrier, types and levels of coverage, and deductible amounts per claim.

D. Joint-Venture Proposals

GDOT does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two

(2) or more firms desire to “joint-venture,” it is strongly recommended that one prequalified consultant propose and maintain status as the Right of Way Support Services provider with the remaining firms (if applicable) participating as sub-providers.

E. Statement of Agreement

With submission of a proposal, the Consultant agrees that he/she has carefully examined the Request for Proposal, and the Consultant agrees that it is the Consultant’s responsibility to request clarification on any issues in any section of the Request for Proposal with which the Consultant disagrees or needs clarified. The Consultant also understands that failure to mention these items in the proposal will be interpreted to mean that the Consultant is in full agreement with the terms, conditions, specifications and requirements in the therein.

With submission of a proposal, the Consultant hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that Consultant has not directly or indirectly included or solicited any other Consultant to put in a false or insincere proposal; (c) that Consultant has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

F. Bid Substitutions, Alternates, Exceptions, and Extensions

No substitutions or alternates will be accepted for this bid. Any bidders submitting substitutions or alternates will be considered non-responsive and will not be considered for award.

EXHIBIT I-A

Comprehensive Right of Way Support Services for the Transportation Investment Act Program Technical Response Form

Acquisition Services

Description: Right of Way Acquisition Services

The Technical Responses must be submitted using the form and instructions below:

I. COMPANY BASIC INFORMATION

A. Cover page – There should be one cover page for each firm followed by one or multiple Exhibit A(s) consistent with the ROW service categories on which the Respondent is submitting. The cover page must indicate the response is for the Technical Response and must list the RFQ#, RFQ Title, proposing firm’s full legal name, and the specific service categories being submitted on to include the Description.

B. Addendum(s) - Signed cover page (Only) of any Addendum(s) issued.

C. Basic Company Information:

1. Company Name (provide full legal name with whom the contract will be executed:

2. Company Headquarters Address: Include the complete address of the company’s headquarters.

3. Primary Contact Information: Provide the name, telephone number(s), and email address of the individual who will serve as the main point of contact for this solicitation. This individual will receive all communications from the Department:

Company Name:

Attn:

Address:

City, State, Zip:

Phone #:

E-Mail:

II. MANDATORY REQUIREMENTS

A. Right of Way Pre-Qualification:

In order to be eligible to be considered for award the Consultant must be prequalified in one or more of the following Right of Way Service Classes:

1. D-1 Pre-Acquisition

2. D-3 Acquisition Manager

3. D-4A Negotiation Agent Trainee

4. D-4B Negotiation Agent 1

5. D-4C Negotiation Agent 2

6. D-4D Negotiation Agent 3

7. D5 Relocation Negotiation Agent

8. D6 Administrative Review Officer (Appeals)

9. A2 Relocation Package Prep

Respondent must provide evidence of prequalification in the required service class(es) by attaching the approved certification from the Office of Right of Way indicating that the Respondent holds the required service classes. The certificate should be attached behind this Exhibit I-A.

B. Scope of Services:

Awarded Respondents agree to perform Acquisition Services in accordance with the following scope of services for each project awarded through the secondary quoting process:

1. General

The purpose of this solicitation is to establish Open Agency Contracts for Right of Way Acquisition Services with a prequalified consultant interested in providing Right of Way Acquisition Services for the Georgia Department of Transportation’s TIA Program. The services to be provided under this contract include, but are not limited to Pre-Acquisition, Acquisition, appraisals, specialty reports, Negotiation through Closing, Administrative Review Officer, Relocation Negotiation, and Relocation Benefits Package Services. The Department reserves the right to modify existing provisions or include additional provisions, which are not addressed herein. The services shall be in accordance with the requirements of the project’s Scope of Work, the contract and the solicitation.

All parties named in the proposal shall adhere to all State and applicable Federal Laws, the Department’s Right of Way procedure manual, and any additional written instructions given by the Department. The Consultant shall comply with O.C.G.A. Title 43 Chapter 40.

The term, “Broker”, in this solicitation is defined as any person who, for another, and who, for a fee, commission, or any other valuable consideration or with the intent or expectation of receiving the same from another: Negotiates or attempts to negotiate, or assists in procuring prospects for the listing, sale, purchase, exchange, renting, lease, or option for any real estate or of the improvements thereon.

The term, “Agent”, is considered a “Salesperson” and is defined as any person, other than an associate broker, who acts on behalf of a real estate broker in performing any act authorized by this chapter to be performed by the broker. “Agent” hereinafter referred to as the “Negotiation through Closing Agent(s)” will assist the TIA Right of Way Program Management Consultant (ROW P/PM) with negotiating real estate.

The TIA Right of Way ROW P/PM will be the single point of contact for all Acquisition Services, will report to the GDOT Project Manager for coordination with the design firm, and will be responsible for assembling team/acquisition resources, assigning workload, managing workload, monitoring schedules and ensure quality of reports meet Department expectations and requirements. Accountability will lie solely with the TIA Right of Way ROW P/PM.

2. Pre-Acquisition Services:

The Consultant shall:

a. PHASE I:

1) Prepare the project Right of Way Detailed Cost Estimate using the Department’s Cost Estimate

Form. Submit the Estimate to the Right of Way ROW P/PM. The Cost Estimate is to be submitted within twenty-one (21) days after written Notice to Proceed as needed.

2) Request to the PM a review appraiser upon submission of the Cost Estimate.

b. PHASE II:

1) Attend all required meetings relevant to the project.

2) Request and meet with the ROW P/PM to review the projects scope and design, as well as establish protocol for subsequent project activities.

3) Obtain a copy of any property contamination reports and any Hazardous Waste reports. Reports must be available during completion of Right of Way Project Inspection Checklist.

4) Attend field review of the project with Review Appraiser to ensure accuracy of plans and assist in the completion of the Project Inspection Checklist.

5) Request topo and any other noticeable required plan revisions, including adding temporary construction easements for removal or demolition of any significant improvements such as, outdoor advertising billboard signs, canopy cutoffs, houses, buildings, or other major structures lying within, partially within, or off required acquisition area yet with extensions such as septic systems, wells, or other significant extensions lying within required Right of Way, and warranting the removal of building, house, or other major structure off required R/W acquisition area. Coordinate with the ROW P/PM, who will assist in determining boundaries or limits of required demolition and removal easements.

6) Furnish the following data for entry into the Department’s TPro system:

a) Names.

b) Addresses.

c) Parcel Numbers.

d) Identification of Relocation Parcels.

e) Appraisal Data.

f) Relevant comments.

7) Conduct Relocation Interviews with all displacees using appropriate forms. Submit interviews, pictures of improvements, building sketches showing dimensions, necessary moving estimates, and a copy of the appraisal to the ROW P/PM.

8) Prepare and submit a Property Management Inventory List to the ROW P/PM after riding project with the Outdoor Advertising Sign Specialist to determine illegal signs not requiring sign valuation reports.

9) Attend the Property Owners Meeting.

c. PHASE III:

1) Attend meetings with property owners and ROW P/PM to discuss the potential of acquisitions in advance of GEPA.

2) Submit plan revision requests to the ROW P/PM. Attach a copy of the Owner Verification Form if the attorney certifies that the plans, legal descriptions, and/or property owner’s name is in conflict.

3) Prepare Relocation Benefits Packages, according to GDOT Relocation Package Preparation guidelines and submit to the ROW P/PM.

4) Verify and update all data relative to right of way for the TPro system.

d. PHASE IV:

1) Monitor the project until all assigned pre-acquisition duties have been completed. These duties include:

a) Completion of and submission of any and all project reports.

b) Attendance at monthly Project Status Meetings, and up to two additional meetings per month.

2) Submit a monthly progress report template for comments and approval for use during the monthly project status meetings.

3. Acquisition Services:

The Consultant shall:

a. Prepare negotiation packages utilizing current GDOT forms, which shall include the following:

1) GDOT Right of Way Brochure.

2) Right of Way Acknowledgement Form.

3) Letter of Offer.

4) Option and Plats.

5) Summary Statement Basis for Just and Adequate Compensation Form.

6) Letter of Availability of Incidental Payments.

7) Acknowledgement of Access Control, when applicable.

The negotiation packages are to be prepared upon receipt of approved Appraisals. Relocation benefit packages will be prepared and submitted to ROW P/PM for approval.

b. Make all offers to purchase, and if applicable, all offers for relocation benefits along with any other payment required to owners, tenants or other parties having an approved tabulated monetary interest.

All offers and relocation benefits will be explained in detail and negotiation and relocation activities will be conducted in accordance with GDOT’s Right of Way Manual.

c. Make an effort to negotiate relocations, government properties, multi-owner properties, and improved parcels first.

d. Personally contact, if possible, all resident owners of the assigned parcels at a time and place convenient to the owner. There shall be a sufficient number of personal contacts with each owner, with a minimum of three (3), in an attempt to secure a property settlement through negotiations, unless it is clearly apparent that continued negotiations would be unproductive. Non-resident owners shall be contacted at least once by certified mail with a return receipt requested.

e. Prepare and maintain a Negotiation Record on each property interest on which negotiation was attempted, giving the date, place of contact, persons present, offers made, explanation of Right of Way and Construction plans, counter-offers and recommendations regarding those counter-offers, reasons why settlements could not be reached, feedback and concerns from the property owner, description of title problems and how they were solved, signature of the negotiator for settled interests, and any other data pertinent to the negotiations.

f. Provide and explain to owners the appropriate scaled Right of Way plan sheet(s), cross-sections, driveway profiles and other construction information, as requested by owners. All plan sheets are to be stamped as “Preliminary”.

g. The Right of Way Project Manager and/or Agent shall not provide owners with GDOT’s appraisals.

h. Review and confirm with owner the accuracy of all information stipulated in the Preliminary Title Report.

i. Submit electronic individual parcel files, including appraisal reports, copies of all negotiation and relocation documents, and all related correspondence and reports in connection with and incidental to the performance of this Agreement, and to make said files available at any time for inspection by the ROW P/PM. Negotiation and Relocation documentation are to be maintained in separate file folders.

All such information shall become the property of the Department under this Agreement and shall be immediately delivered to the Department on a continuous basis.

j. Keep all information and/or knowledge gained from appraisals, acquisition and relocation on the project confidential and not publicly disclosed without prior written authorization by the Department.

k. Recommend counter-offer settlements for the Department’s approval or rejection and provide the necessary written justification for all approved settlements to the ROW P/PM.

l. Submit all approved options with a Settlement & Disbursement Statement (S&D) to the ROW P/PM for closings. Funds must be made payable to the Attorney’s escrow account.

m. Submit electronic folder of options to GDOT separately, which must be furnished to the ROW P/PM at the end of the contract.

n. o. Assist the project attorney or closing representative in preparing and securing executed Quit Claim Deeds or releases, when necessary, to give the Department clear fee simple title or any other such interest in the property as the Department may require.

p. Assist the State's attorney or closing representative in closing, when necessary.

q. In the event of a Total Acquisition, after the parcel closing, send to the ROW P/PM the following:

1) An original reimbursement check made payable to the Department from the closing Attorney’s escrow account in the amount of the owner’s pro rata share of taxes.

2) A copy of the signed Settlement & Disbursement Statement documenting the Owner’s share of pro rata taxes withheld.

r. Transmit final electronic closed file including Recorded Deed and executed Final Title to the ROW

P/PM.

s. If a negotiated settlement cannot be reached, an Acquisition consultant must make a last contact in an attempt to reach a negotiated settlement. If the last contact is unsuccessful, request to the ROW P/PM the desire to send a 10- day Appeal Letter.

t. Once approval has been received, mail certified ten (10) day letter to the owner, with copy sent to the

ROW P/PM.

u. Submit the fully documented electronic parcel file to the ROW P/PM for condemnation preparation.

v. Provide the ROW P/PM with three (3) executed Appraiser Affidavits.

w. Secure and submit to the ROW P/PM the service addresses of all the parties to be named in the condemnation petition, including tenants, with or without a recorded lease.

x. Submit an updated Title Report and styling letter from the project attorney if the present report is over six (6) months old.

y. Submit check request, with attached copy of Appraiser Affidavit to the ROW P/PM. All checks for condemnation will be made payable SAAG of records escrow account.

z. Transmit the final condemnation file, including the conformed petition, to the ROW P/PM.

aa. Mail all required Notices to Vacate to displacees once title has been acquired with a copy furnished to the ROW P/PM.

bb. Provide assistance to displacees in matters involving Relocation.

cc. Inspect replacement housing to assure Decent, Safe and Sanitary (D.S.& S.) compliance.

dd. Submit to the ROW P/PM a sketch of the replacement house showing dimensions, photographs of all structures, copies of sales contracts (or leases), and good faith estimates.

ee. Obtain signatures of displacees on all appropriate relocation claim forms and submit executed claims with any supporting documentation to the ROW P/PM for payment.

ff. Attend closings of replacement housing and furnish relocation check to closing attorney.Submit to the

ROW P/PM all documented requests for In Lieu of benefits, Reestablishment benefits, and Search Payment benefits for prior approval by the Department.

gg. Inspect business replacement sites to verify the completion of site renovation if the cost of renovation was approved for Reestablishment benefits. Take pictures of the completed renovation to be submitted to the ROW P/PM.

hh. Provide the ROW P/PM with an accurate written Relocation Status Report and a Property Management Status Report each month.

ii. Inspect, secure and post acquired vacated buildings. Using the Department’s form, prepare and submit to the ROW P/PM the Notice of Final Vacancy Inspection & Demolition Authorization along with all property keys, if applicable.

jj. Notify and inform all utility service providers that each vacated building; structure has been vacated and arrange a time to meet on site with provider’s representative so that utility meters are pulled from service.

kk. Upon notice of demolition of acquired improvements, inspect site for compliance log activities, and retain all necessary clearance and closure reports to ensure all State and Federal Laws, policies, and Procedures are followed. If compliance is met, using the Department’s form, prepare and submit to the ROW P/PM the Improvement Clearance Report for bond reimbursement. If compliance is not met, the ROW P/PM is to be immediately notified of said non-compliance.

ll. Attend various meetings such as the Project Status meetings, Project Transition Meeting, and any other meeting which may be required by the Department, the GEC and/or ROW P/PM.

mm. Report the status of the project directly to the ROW P/PM on a bi-weekly basis.

nn. Submit a progress report template for comment and approval for use during monthly project status meetings. Verify and update all data relative to right of way for the TPro System.

oo. Perform Right of Way Project Manager tasks regarding Property Management if no relocation is involved with the parcel(s). Should parcel(s) involve the acquisition of an occupied improvement, this task will be considered and paid as a Relocation activity.

pp. Condemnation rate not to exceed 10% per project P.I. number phase, or leg, without obtaining reviews and written approval from the Department.

4. Payment:

a. Pre-Acquisition Scope of Services Payment - All invoices are to be documented with services completed. Invoices may only be submitted once a month.

b. Acquisition Scope of Services Payment - (Negotiation, Property Management, and Relocation) will be compensated at a flat rate per tabulated monetary interest and per displacee, as shown on the attached Menu of Services. All activities will be compensated at a flat rate per interest and per displacee, as shown on the attached Menu of Services.

c. Initiation of Negotiations will commence within two weeks from receiving the released appraisal report and Environmental Clearance.

d. The compensation for each item listed on the Task Order is paid in the following four stages:

1) The first payment at 20% per tabulated contract rate can be made following Negotiation activities which end after the completion of Stipulation No. 2 of Section C, Acquisition Services regarding the completion of the initial owner contact.

2) The second payment at 30% of the per tabulated contract rate can be made following Negotiation activities which will end after the completion of either Stipulation No.12 of Section C, Acquisition Services regarding approved options or Stipulation No. 21 of Section C, Acquisition Services, regarding condemnation preparation.

3) The third payment at 30% can be made once all property rights have been acquired and entered into TPro or acquired or by condemnation following the completion of Stipulation No. 27 of Section C, Acquisition Services.

4) The fourth payment of 20% can be made following the Negotiation activities which end after the completion of Stipulation No. 18 or 27 of Section C, Acquisition Services, which is the receipt by the Department of the completed and documented parcel file.

e. Payment for Acquisition activities involving Local Government donations, Driveway and/or Fence

Easement only parcels will be paid upon the closing of the parcel and the receipt by the Department of the complete fully documented parcel file, including final title reports.

f. Payment for Acquisition activities involving parcels owned by the State and/or Federal Government will be paid also upon the receipt by the Department of the final applicable closing documents, such as, Right of Entry (ROE), or Licensing Agreements, necessary to grant sufficient final title.

g. Without prior approval from the Department, on a parcel by parcel basis, all negotiation activities on each parcel will be concluded within ninety (90) calendar days, unless the Department authorizes a time extension for these activities on a parcel by parcel basis.

h. Relocation activities will commence on the date that the Right of Way Project Manager receives approval of the Relocation benefits package.

i. Relocation activities will cease and payment for these activities can be made following the receipt of the Final Vacancy Inspection & Demolition Authorization and the complete fully documented relocation file by the Department.

j. In the case of a Consequential Displacee not electing to move prior to the submittal of the project’s Certification Package to the Department, a 50% payment of the Relocation flat rate fee may be requested after the completion of Stipulation No. 44 of Section C, Acquisition Services, along with the receipt by the Department of the fully documented Relocation file. Should the Displacee elect to move after the submittal of the project Certification, the Department shall make the determination if either the Department or the Right of Way Acquisition Manager (Consultant) will conclude the remaining relocation coordination and assistance of the Displacee. If Right of Way Acquisition Manager services are necessary, the Right of Way Acquisition Manager (Consultant) may request the remainder 50% payment after the completion of Stipulation 38 of Section C, Acquisition Services, if applicable, and following the receipt of the fully documented Relocation file by the Department.

k. The Right of Way Project Manager’s tasks regarding Property Management as specified in Stipulation 38 of Section C, Acquisition Services, will be considered and paid as an Acquisition activity if no relocation is involved with the parcel. Should the parcel involve the acquisition of an occupied improvement, this task then will be considered and paid as a Relocation activity.

5. General Terms & Conditions:

a. The Consultant agrees, upon the Department’s acceptance, to provide for the Acquisition of Right of

Way and Relocation services and perform these services in accordance with State and Federal Laws, the Department’s procedure manual, Federal Regulations and particularly 23 CFR and 49 CFR, and any additional written or verbal instructions given by the Department.

b. Emphasis of this project contract will be placed on the Project’s Scheduled Certification Date. Timeline will be set to reflect all duties to be accomplished by said Let Date and will be used in Performance Management.

c. Should any individual designated to perform services under this scope of work be recommended for removal or leave for any reason, GDOT’s TIA Project Manager and GDOT’s TIA Right of Way Program Manager are to be notified immediately for concurrence and confirmation. Any replacement or additional personnel must be approved by the Department prior to beginning any work associated with this contract. The Consultant shall include a list indicating the names, duties, and business addresses of all individuals that will be performing work on the project. Failure to comply with this section may result in termination of the contract.

d. Conflict of Interest – The Consultant certifies that neither it nor any of its Sub-Consultants include persons who have an interest, direct or indirect in this proposed contract and who during his or her tenure are:

1) A present member or officer of GDOT, or any of the officer’s immediate family.

2) A GDOT employee who formulates policies or who influences decisions with respect to the project(s), or any member of the employee’s immediate family, or the employee’s partner.

3) Any public official, member of the local governing body, or State or local legislator who exercises functions or responsibilities with respect to the project(s) or GDOT.

6. Department’s Responsibilities:

The ROW P/PM on behalf of the Department shall:

a. Provide a liaison and advisor to the Right of Way Project Manager in right of way acquisition matters.

b. Approve all counter offers for approval or rejection when necessary.

c. Make available to the Right of Way Project manager all pertinent forms that are required under this contract and any necessary revisions to the forms thereafter during the life of this contract.

d. Identify as a priority all plan revisions requested by the Right of Way Project Manager.

e. Expedite the review of counter offer settlement recommendations and promptly process all check requests.

f. Provide the Right of Way Project Manager with electronic set of right of way plans and construction plans and provide any revised plan sheets thereafter.

g. Provide right of way staking showing the limits of the right of way acquisition. Staking is included in the separate procured General Engineering Consultant (GEC) contracts.

h. Provide a GDOT Review Appraiser, who will provide valuation review services on the project, including providing the Acquisition Agent with an approved 532 Release.

i. Review ROW Relocation Benefits packages.

j. Provide an appeals officer if necessary.

k. Assign Project Special Assistant Attorney General.

l. Provide the Right of Way Project Manager with a copy of the Preliminary Title Report of each assigned parcel.

EXHIBIT I-B

ACQUISITION

MENU OF SERVICES

EXHIBIT I-B must be completed by any Respondent providing a bid for the scope of work associated with

EXHIBIT I-A.

Date:

Proposing Firm:

Contact:

(Name) (Telephone) (E-mail)

Re: RFP

1. Unit Pricing

The range of pricing must be submitted for each item. Subsequent pricing submitted in response to quo0tation requests must fall within the range or prices for each item. Actual projects and quantities will not be known until work begins and needs are identified. The Department reserves the right to purchase any amount of the work necessary to deliver the TIA program under the resulting contract(s).

Description Unit Range – Low Range - High

PRE-ACQUISITION SERVICES

Phase I Each $ $ Phase II Each $ $ Phase III Each $ $ III. Relo. Benefits Package Prep

a. Residential Each $ $

b. Non-Residential Each $ $

Phase IV Each $ $

ACQUISITION SERVICES

Item A - Tabulated Monetary Interest: Owner Each $ $

Item B - Re-Tabulated/Authorized Offers (30% of quantity Item A; 25% of rate Item A)

Each $

Item C – Tabulated Monetary Interest: Other Each $ $

Item D – Re-Tabulated/Authorized Offers (30% of quantity Item C; 25% of rate Line C)

Each $

Item E – Local Government Donations Each $ $

Item F – Driveways and/or Fence Easements Each $ $

Item G – State/Federal Donations Each $ $

Item H – Relocation Displacement Each $ $

Item I – Revised/Authorized Offer (30% of quantity…