PROPOSAL SUBMITTAL REQUIREMENTS

REQUEST FOR PROPOSALS

PROFESSIONAL UASFLA LAND APPRAISAL SERVICES

Southwest Regional Recreation Authority d/b/a Spearhead Trails

1. ISSUING AUTHORITY AND PURPOSE

The Southwest Regional Recreation Authority ("SRRA"), doing business as Spearhead Trails ("Spearhead Trails"), is soliciting sealed proposals from qualified professional appraisal firms and/or qualified individual appraisers to provide professional real property appraisal services in accordance with the Uniform Appraisal Standards for Federal Land Acquisitions (UASFLA), commonly referred to as the "Yellow Book."

SRRA is seeking qualified appraisal professionals capable of providing accurate, defensible, and timely real property valuations in support of SRRA's acquisition, development, expansion, operation, and maintenance of recreational trail systems and related facilities throughout Southwest Virginia.

Appraisal assignments may include, but are not limited to, the valuation of:

• Fee-simple property acquisitions;

• Permanent and temporary easements;

• Trail easements and rights-of-way;

• Access easements;

• Partial property acquisitions;

• Conservation or recreational easements;

• Property interests necessary for trail construction, expansion, maintenance, or relocation;

• Property interests necessary for trailheads, parking areas, visitor facilities, maintenance facilities, and other supporting infrastructure; and

• Other real property interests as may be required by SRRA.

Appraisals may be utilized in connection with acquisitions funded in whole or in part through federal, state, local, grant, or other public funding sources. Accordingly, selected appraisers shall be capable of complying with all applicable appraisal standards associated with such funding.

The procurement and resulting contract shall be administered in accordance with applicable provisions of the Virginia Public Procurement Act (VPPA), Code of Virginia § 2.2-4300 et seq., and other applicable federal, state, and local requirements.

2. SCOPE OF PROFESSIONAL SERVICES

The successful Offeror shall provide professional appraisal services to SRRA on an as-needed basis as directed by SRRA.

Services may include, but are not limited to:

1. Conducting inspections of properties and property interests identified by SRRA;

2. Reviewing deeds, plats, surveys, easements, rights-of-way, tax records, zoning information, GIS information, and other relevant property documentation;

3. Determining the appropriate Highest and Best Use of the subject property;

4. Researching and analyzing comparable sales and applicable real estate market conditions;

5. Preparing complete appraisal reports compliant with UASFLA requirements;

6. Performing Before-and-After valuations for partial acquisitions and easements when applicable;

7. Identifying and analyzing damages and/or benefits to remainder properties resulting from proposed acquisitions;

8. Valuing permanent easements, temporary construction easements, trail easements, access easements, and other property interests;

9. Coordinating with SRRA staff, surveyors, engineers, attorneys, consultants, grant administrators, property owners, and other parties as authorized by SRRA;

10. Responding to comments and requests for revisions resulting from appraisal review;

11. Providing supporting documentation and work files as required;

12. Participating in meetings or negotiations when requested by SRRA; and

13. Providing expert consultation or testimony related to appraisal assignments when specifically authorized by SRRA.

3. PROPOSAL SUBMITTAL REQUIREMENTS

Proposal Due Date

Sealed proposals will be received until:

Date: October 8, 2026

Time: 3:00 PM (Eastern Time)

Late proposals will not be accepted.

Proposal Delivery/Online Submittal:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. SRRA, and other state agencies and institutions have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the eVA system. There are transaction fees involved with the use of eVA.

These fees must be considered in the provision of quotes, bids, and price Bids offered to SRRA. Failure to register within the eVA system may result in the quote, bid, or Bid from your firm being rejected and the award made to another vendor who is registered in the eVA system. Registration in the eVA system is accomplished online. Your firm must provide the necessary information.

Please visit the eVA website portal at http://www.eva.virginia.gov/pages/evaregistrationbuyer-vendor.htm and register with eVA.

If your firm conducts business from multiple geographic locations, please register these locations in your initial registration. For registration and technical assistance, reference the eVA website at: https://eva.virginia.gov/, or call 866-289-7367 or 804-371-2525.

Proposals can also be delivered to:

Southwest Regional Recreation Authority Attn: James Marcum - Procurement Specialist 11325 Norton-Coeburn Road Coeburn, VA 24230

Questions should be sent to:

James Marcum – Procurement Specialist Email: Jmarcum@srra.org

If mailing in a proposal. The outside of the sealed envelope shall be clearly marked:

http://www.eva.virginia.gov/pages/evaregistrationbuyer-vendor.htm https://eva.virginia.gov/ mailto:Jmarcum@srra.org

RFP No. #71 Professional UASFLA Land Appraisal Services Proposal Due: October 8, 2026 at 3:00 PM (Eastern Time)

The Authority assumes no responsibility for proposals delivered to any location other than that specified herein. Electronic or facsimile proposals will not be accepted unless specifically authorized through a written addendum.

Offerors are solely responsible for ensuring proposals are received by SRRA prior to the established deadline.

Proposals received after the deadline may be rejected in accordance with applicable procurement requirements.

Offerors shall organize their proposals in the following format.

Tab 1 – Cover Letter

Provide a signed cover letter addressed to the Southwest Regional Recreation Authority d/b/a Spearhead Trails containing:

• Legal name of the Offeror;

• Business address;

• Primary contact person;

• Telephone number;

• Email address;

• Statement of the Offeror's interest in providing services to SRRA;

• Statement confirming the Offeror's ability and willingness to perform the requested services;

• Acknowledgment of all RFP addenda; and

• Signature of an individual authorized to bind the Offeror.

Tab 2 – Firm and Appraiser Qualifications

Provide information demonstrating the Offeror's professional qualifications, including:

• Firm history and background;

• Number of years providing professional appraisal services;

• Number of years providing UASFLA/Yellow Book appraisal services;

• Experience performing appraisals in Virginia;

• Experience in Southwest Virginia and/or rural Appalachian real estate markets, if applicable;

• Experience with recreational, conservation, trail, transportation, utility, and public infrastructure acquisitions;

• Current Virginia Certified General Real Estate Appraiser licensing information; and

• Other relevant professional certifications and qualifications.

Tab 3 – Project Team

Identify the personnel who would be assigned to SRRA projects, including, as applicable:

• Principal Appraiser;

• Project Manager;

• Supervisory Appraiser;

• Review Appraiser;

• Supporting Appraisers;

• Research personnel; and

• Subconsultants.

Provide a resume for each key individual identifying professional licenses, certifications, education, relevant experience, UASFLA experience, and proposed role.

Tab 4 – Relevant Experience

Provide information regarding at least five (5) comparable appraisal projects completed within the previous five (5) years.

Preference may be given to experience involving:

• UASFLA/Yellow Book appraisals;

• Federally funded acquisitions;

• Public agency acquisitions;

• Recreational trail projects;

• Transportation corridors;

• Easement acquisitions;

• Partial acquisitions;

• Conservation easements;

• Rural properties;

• Mountainous or timber properties; and

• Properties located within Southwest Virginia or comparable geographic markets.

For each project, identify:

• Client;

• Location;

• Description of project;

• Property type;

• Number of parcels/appraisals;

• Services performed;

• Completion date; and

• Client reference/contact.

Tab 5 – Technical Approach

Describe the Offeror's proposed methodology for completing appraisal assignments for

SRRA.

The response should address:

• Assignment initiation;

• Property inspections;

• Ownership and property research;

• Market research;

• Comparable sales selection;

• Highest and Best Use analysis;

• Valuation methodologies;

• Easement valuation;

• Partial acquisition valuation;

• Before-and-After analysis;

• Damages and benefits analysis;

• UASFLA compliance;

• Quality assurance/quality control;

• Internal appraisal review;

• Response to review appraisal comments;

• Coordination with SRRA;

• Project scheduling; and

• Final report delivery.

Tab 6 – Capacity and Availability

Describe the Offeror's ability to accept appraisal assignments from SRRA throughout the contract period.

Include:

• Number of appraisers available;

• Current workload;

• Ability to handle multiple simultaneous assignments;

• Typical turnaround time;

• Ability to accommodate expedited assignments; and

• Availability to attend meetings, site visits, negotiations, or hearings when requested.

Tab 7 – References

Provide at least three (3) professional references from governmental entities, public authorities, nonprofit organizations, or other clients for whom comparable appraisal services have been performed.

Provide:

• Organization;

• Contact person;

• Telephone number;

• Email address;

• Description of services; and

• Approximate dates services were performed.

4. UASFLA/YELLOW BOOK REQUIREMENTS

All appraisal reports identified by SRRA as requiring UASFLA compliance shall conform to the Uniform Appraisal Standards for Federal Land Acquisitions (UASFLA) in effect at the time the appraisal is performed.

The selected Offeror shall be responsible for understanding and complying with all UASFLA requirements applicable to each assignment.

Where applicable, appraisal services shall also comply with:

• Applicable Uniform Standards of Professional Appraisal Practice (USPAP) requirements;

• Applicable federal acquisition and grant requirements;

• Applicable Virginia laws and regulations governing real estate appraisal;

• Funding agency requirements; and

• Any additional appraisal instructions provided by SRRA for the individual assignment.

In the event that UASFLA requirements differ from other appraisal standards, the appraiser shall identify and address those differences as necessary to produce an appraisal acceptable for the intended federal or public acquisition purpose.

5. CONFLICT OF INTEREST AND INDEPENDENCE

The Offeror shall disclose any actual, potential, or perceived conflict of interest involving SRRA, its officers, employees, Board members, property owners, or properties anticipated to be included within the scope of the contract.

Appraisers performing services for SRRA shall maintain professional independence and shall provide impartial, objective, and unbiased opinions of value.

Compensation for appraisal services shall not be contingent upon:

• A predetermined property value;

• The amount of an acquisition offer;

• Successful acquisition of the property;

• The outcome of negotiations; or

• Any other result affecting the appraiser's independent opinion of value.

6. SWaM/DBE PARTICIPATION

SRRA encourages participation by Small, Women-owned, and Minority-owned (SWaM) businesses and Disadvantaged Business Enterprises (DBEs) to the extent applicable to this procurement and available funding sources.

Offerors should identify any SWaM- or DBE-certified businesses proposed as members of the project team or as subcontractors and describe the services they will perform.

Where participation goals or requirements are imposed by a federal or state funding agency, the successful Offeror shall comply with those requirements and document good-faith efforts as required.

7. INSURANCE REQUIREMENTS

The successful Offeror shall maintain insurance appropriate to the professional services being provided throughout the term of the contract, including, as applicable:

• Commercial General Liability;

• Automobile Liability;

• Workers' Compensation as required by Virginia law;

• Employers' Liability; and

• Professional Liability/Errors and Omissions coverage.

The successful Offeror shall provide certificates of insurance to SRRA prior to commencement of services and upon request during the contract period.

8. PROPOSAL EVALUATION

SRRA will evaluate proposals based upon the qualifications, experience, competence, and demonstrated ability of each Offeror to satisfactorily perform the required professional services.

Evaluation criteria may include:

Evaluation Criterion Maximum Points

UASFLA/Yellow Book Experience 20

Firm/Appraiser Qualifications and Relevant Experience 20

Qualifications of Proposed Project Team 20

Technical Approach and Understanding of Scope 20

Experience with Similar Public Land/Easement Acquisitions 5

Past Performance and References 5

SWaM/DBE Participation 5

Capacity, Availability, and Ability to Meet Schedule 5

TOTAL 100

SRRA reserves the right to verify information contained in proposals, contact references, request clarification or additional information, and conduct interviews with Offerors when deemed appropriate.

9. COMPETITIVE NEGOTIATION AND CONTRACT AWARD

To the extent this procurement constitutes professional services subject to competitive negotiation under the Virginia Public Procurement Act, SRRA shall conduct the procurement in accordance with applicable requirements of the VPPA.

SRRA shall evaluate Offerors based upon the qualifications and evaluation criteria established in this RFP and may conduct discussions or interviews with Offerors deemed fully qualified and suitable for the services requested.

Following evaluation and any interviews or discussions deemed necessary, SRRA shall rank qualified Offerors in order of preference.

SRRA shall then negotiate with the highest-ranked Offeror to establish the scope of services, contractual terms, and compensation that SRRA determines to be fair and reasonable.

Should SRRA determine that a satisfactory agreement cannot be reached with the highest-ranked Offeror, SRRA may terminate negotiations with that Offeror and proceed with negotiations with the next highest-ranked Offeror, continuing the process as permitted by applicable Virginia procurement law.

10. FEE PROPOSAL

If requested as part of this solicitation, any fee information shall be submitted separately from the technical qualifications proposal and in the manner specified by SRRA.

The outside of the sealed fee submission shall be clearly marked:

"FEE PROPOSAL – PROFESSIONAL UASFLA LAND APPRAISAL SERVICES – DO NOT

OPEN WITH TECHNICAL PROPOSAL."

SRRA intends that qualifications and professional competence be evaluated independently from fee information to the extent required by applicable Virginia procurement requirements.

11. CONTRACT TERM AND TASK ASSIGNMENTS

SRRA anticipates establishing a contract with the successful Offeror under which individual appraisal assignments may be issued on an as-needed basis.

SRRA does not guarantee a minimum number of appraisal assignments, parcels, hours, or dollar amount of work under the resulting contract.

Individual assignments may identify:

• Property owner;

• Parcel identification;

• Property location;

• Interest to be appraised;

• Acquisition area;

• Easement area;

• Applicable funding source;

• Required appraisal standard;

• Required completion date; and

• Specific deliverables.

No work shall commence on an individual assignment without authorization from SRRA.

12. OWNERSHIP AND CONFIDENTIALITY OF APPRAISAL DOCUMENTS

All final appraisal reports and other deliverables produced specifically for SRRA under the resulting contract shall be provided to SRRA and may be used by SRRA for the public purposes for which they were commissioned, subject to applicable contractual rights, professional standards, confidentiality requirements, public-records requirements, and law.

The successful Offeror shall maintain the confidentiality of appraisal information to the extent required by applicable professional standards and law and shall not release information concerning an SRRA appraisal assignment to unauthorized third parties without appropriate authorization.

13. RESERVATION OF RIGHTS

Southwest Regional Recreation Authority reserves the right, consistent with applicable law, to:

• Reject any or all proposals;

• Cancel this solicitation;

• Waive informalities or minor irregularities;

• Request clarification of proposals;

• Request additional documentation;

• Verify qualifications and references;

• Conduct interviews;

• Negotiate the scope of services and contractual provisions;

• Determine whether an Offeror is qualified and responsible;

• Terminate negotiations when an agreement cannot be reached;

• Make an award determined to be in the best interest of SRRA; and

• Take any other action permitted under applicable procurement law.

Issuance of this RFP does not obligate SRRA to award a contract or reimburse an Offeror for costs associated with preparation or submission of a proposal.

By submitting a proposal, the Offeror acknowledges that it has reviewed the requirements of this RFP and agrees, if selected, to negotiate in good faith and perform services in accordance with the resulting contract, applicable professional standards, and applicable federal and Virginia requirements.

Public Records

All proposals submitted shall become the property of the Authority. Records submitted in response to this solicitation shall be subject to the Virginia Freedom of Information Act (FOIA), except for information specifically exempted by law, including proprietary information properly identified pursuant to Code of Virginia § 2.2-4342(F).