DAWSON COUNTY GOVERNMENT

REQUEST FOR PROPOSALS

FOR

ON-CALL RIGHT OF WAY LAND ACQUISITION SERVICES

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

JULY 2, 2025, AT 10:30AM, EST

DAWSON COUNTY BOARD OF COMMISSIONERS

ATTENTION: PURCHASING MANAGER

25 JUSTICE WAY, SUITE 2223

DAWSONVILLE, GA 30534

RFP # 480-25

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE THE

STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE

OFFEROR.

ISSUE DATE: JUNE 10, 2025

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 2

DAWSON COUNTY BOARD OF COMMISSIONERS

ON CALL ENGINEERING DESIGN & PLAN

DEVELOPMENT SERVICES FOR ROAD IMPROVEMENTS

TABLE OF CONTENTS

PROPOSAL DOCUMENTS

Invitation to Bid………………………………………………………………………………..………………3

IFB Timetable ….…...…………………………………………………………………...……………….……3

General Overview.…..……………………………………………………………,,,,,,,,,,,,……...……………4

General Conditions…………………………………………………………,,,,,,,,,,,,,,………………….….….9

Scope of Work ……….……….…………..……….……………………………,,,,,,,,,,,,,,,…………..….…...10

Overview of Submitting Response…………………………………………………………………………...17

General Terms………………………………...………………………………,,,,,,,,,,,.,,……….…………….23

Vendor’s Checklist Form………..……………………………………………………………………………70

Vendor’s Information Form………………………………………………………….……………………….71

Vendor’s Price Proposal Form…….………………….…………………………………………………

Execution of Proposal Form………………………………………………………………….……….……

Drug Free Work Place Form………………………………………………………...……………………….76

Addenda Acknowledgement Form ………………………………………………….….……………………77

Certificate and Statement of Non-Collusion Form……..………………………………………….….…….78

Georgia Security and Immigration Compliance Act Affidavit………………………………….………….80

Equal Employment Opportunity Form……………………………………………………..……………..…83

Legal and Character Form……………………………………………………………………………………84

Local Small Business Initiative Affidavit Form……………………………………………………………..89

Sample Contract……………………………………………………………………………………………….90

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 3

DAWSON COUNTY, GEORGIA

Purchasing Department

25 Justice Way, Suite 2223

Dawsonville, Georgia 30534

Phone: 706-344-3500 x.42223; Email: mhawk@dawsoncounty.org

ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES

INVITATION

This is an invitation to submit a bid to Dawson County for On-Call Right of Way Land Acquisition

Services, indicated herein. Details are listed under Section II. Sealed bids will be received by the office of the Purchasing Manager at 25 Justice Way, Suite #2322, Dawsonville, GA 30454.

Instructions for preparation and submission of a bid/proposal are contained in this packet. Electronic packets may be found at https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-

497e-943b-141544ec4bd4 Submissions must be typed or printed in ink. Prices submitted as a result of this invitation must include the Vendor Price Proposal Form and be returned in a sealed envelope or container marked, as Sealed Bid with the applicable Proposal Name and Proposal Number on the outside. The offer may not be considered unless so received. Proposals must be submitted no later than

10:30 a.m., July 2, 2025. Tentative award date is set for July 11, 2025.

There will not be a pre-proposal meeting held for this RFP. Proposers are encouraged to visit the areas at their own risk. All questions/comments that may arise from this invitation must be submitted in writing and emailed to the Purchasing Manager at mhawk@dawsoncounty.org no later than June 23, 2025, at 1:00 p.m. All questions and answers will be posted to the County website and the Georgia

Procurement Registry no later than June 26, 2025, at 1:00 p.m. Answers to question submitted that materially change the conditions and specifications of this invitation will be promulgated to the County website and the Georgia Procurement Registry. Any discussions or documents will be considered non-binding unless incorporated and publicized in an addendum.

Dawson County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin and handicap or veteran status.

This policy ensures all segments of the business community have access to supplying the goods and services need by Dawson County. Dawson County does not guarantee a minimum/maximum value for this contract.

Sincerely, Melissa Hawk Purchasing Manager https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-141544ec4bd4 https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=1bac094c-9726-497e-943b-141544ec4bd4 mailto:mhawk@dawsoncounty.org

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 4

DAWSON COUNTY, GEORGIA

REQUEST FOR PROPOSALS

FOR

ON CALL RIGHT OF WAY LAND ACQUISITION SERVICES

SECTION I – GENERAL OVERVIEW

A. INFORMATION TO PROPOSERS

1. BID SUBMISSION

The Proposers shall package and seal its submittal so that they will not be damaged in mailing. Technical and Cost/Fee Proposals are to be packaged and sealed separately.

One (1) original and three (3) copies of the technical proposal and one (1) original price proposal must be received by, JULY 2, 2025 AT 10:30AM, EASTERN

STANDARD TIME. Technical and price proposals must be submitted in a separate sealed envelope stating on the outside, the proposer's name, address, the solicitation number #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES.

If the price is referenced in the technical proposal, the submission must be disqualified and will not be considered for award. The complete submittal (price and technical) must contain the proposer’s name, address and the solicitation number #480-25

ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES be delivered to:

Dawson County Board of Commissioners

Attention: Purchasing Manager

25 Justice Way, Suite 2322

Dawsonville, GA 30534

Hand Delivery

Hand delivered copies may be brought to the above address between the hours of

8:00AM and 5:00PM EST, Monday through Friday, excluding Holidays. For a complete listing of Holidays, please visit www.dawsoncounty.org. If a sealed bid is delivered after 10:25 a.m., on the day of the opening, deliver the package to the

Purchasing Manager, in the Administration Training Room, Suite #2204, Dawsonville, GA 30534. No submission will be accepted after 10:30 a.m., on the date listed above, at which time all company names of offers received will be publicly read aloud.

GPS Location

Some GPS systems cannot locate the above-named address. Proposers may search the following address if trying to visit the Dawson County Government Center: 25 Tucker

Avenue, Dawsonville, GA 30534. Tucker Avenue is located on the East side of the

Government Center. Upon arrival, please continue one block West on Shoal Creek Road to Justice Way. Parking for the Government Center is available off of Justice http://www.dawsoncounty.org/

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 5

Way. Proposers should verify address is in Dawson County and not a surrounding community.

Coordinates: 34°25’23.08”N 34°25’23.08N 84°07’12.05

Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

The Submittal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the proposer.

3. CONTACT PERSON

Proposers are encouraged to contact Melissa Hawk, Purchasing Manager at email mhawk@dawsoncounty.org to clarify any part of the RFP requirements. All questions that arise prior to the DEADLINE FOR QUESTIONS due date shall be directed to the contact person in writing via email. Any unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the disqualification of the proposer's submittal.

Proposers may not contact any elected official or other county employee to discuss the bid process or bid opportunities except: 1) through the Purchasing Manager named herein, or 2) as provided by existing work agreement(s). This policy shall be strictly enforced and the County reserves the right to reject the submittal of any proposer violating this provision.

4. ADDITIONAL INFORMATION/ADDENDA

Dawson County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date posted on the county’s website under the bid information. Proposers should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. Proposers are advised to check the website for addenda before submitting their proposals.

Proposers must acknowledge any issued addenda by including Attachment B-

Addenda Acknowledgement with the submittal. Proposals which fail to acknowledge the proposer’s receipt of any addendum will result in the rejection of the offer if the addendum contains information which substantively changes the

Owner’s requirements

5. LATE SUBMITTAL AND LATE MODIFICATIONS

Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. Dawson County Government assumes mailto:dsimpson@dawsoncounty.org

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 6 no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation.

6. REJECTION OF PROPOSALS/CANCELLATION

Dawson County Government reserves the right to reject any and all submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Dawson County.

Dawson County reserves the right to cancel this RFP at any time.

7. MIMINUM RFP ACCEPTANCE PERIOD

Submittals shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of submittals.

8. NON-COLLUSION AFFIDAVIT

By submitting a response to this RFP, the proposer represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the proposer has not in any manner sought by collusion to secure to that proposer any advantage over any other proposer.

By submitting a proposal, the proposer represents and warrants that no official or employee of Dawson County Government has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

9. COST INCURRED BY PROPOSERS

All expenses involved with the preparation and submission of the RFP to the Dawson

County Board of Commissioners, or any work performed in connection therewith is the responsibility of the proposer(s).

10. RFP OPENING

Only the names of the firms responding to this RFP will be read aloud publicly due to the fact that the proposals will be subject to an evaluation review for accurate qualifications.

A list of names of firms responding to the RFP may be obtained from the county’s website www.dawsoncounty.org, after the RFP due date and time stated herein. A copy of the final evaluation tabulation to the RFP will be posted to the website after the RFP has been awarded, along with the awarded Contractor’s name and date of award.

11. OPEN RECORDS

Proposers are reminded that under Georgia law, all opened documents fall under the open records act and are subject to inspection by the public. Proposers are reminded that documents and information in the possession of Dawson County will be treated as confidential/proprietary information only to the extent permitted by the Georgia Open

Records Act, and will be exempt from disclosure to a third party only to the extent http://www.dawsoncounty.org/

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 7 permitted by the Georgia Open Records Act. Should you believe that your Proposal contains any trade secrets you must include an affidavit, at time of proposal submission that states that specific portions of the proposal contain trade secrets as defined by

Georgia law (Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia).

Furthermore, the affidavit must be detailed, citing specifically (citing paragraphs, articles, provisions, pages, etc.) the portions of the proposal containing any trade secrets.

Accordingly, proprietary information and/or data cannot be withheld from public inspection.

12. TAXES

Dawson County Government is tax exempt. No sales tax will be charged on any products or services. Dawson County cannot exempt any other person/proposer from applicable sales taxes that may be required of them in relations to this project.

Selected proposer will be provided with Dawson County’s Sales and Use Tax

Certificate of Exemption number upon request.

13. PROPOSER INFORMATION

All submissions shall include a completed proposer information form, current copy of business license and current W-9. Failure to provide this information could result in the disqualification of the proposer from submitting a proposal.

14. INSURANCE

Selected proposer will be required to provide Dawson County with a Certificate of

Insurance for liability and workman’s compensation insurance before work can begin on this County project and be effective for the duration of the work as described in the

Contract Documents, including authorized change orders, plus any period of guarantee as required in the general warranty.

General liability insurance should be at least one million dollars ($1,000,000) combined single limit per occurrence. Automobile insurance should be at least five hundred thousand dollars ($500,000) combined single limit per accident for bodily injury or property damage; Workman’s Compensation insurance should be as required by the State of Georgia; and Professional Liability insurance should be at least one million dollars ($1,000,000).

The insurance certificate must name Dawson County Government its officers, employees and agents as an additional insured for the contracted project and the proper endorsements must accompany the certificate of insurance.

15. BONDS

If required under SECTION H of this document any combination of the following bonds may be requested by Dawson County. A five percent (5%) bid bond, a one hundred percent (100%) payment bond, and a one hundred percent (100%) performance bond. All bonds would be payable to Dawson County Board of

Commissioners. Failure to submit appropriate bonding will result in automatic

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 8 rejection of bid. Bonding company must be authorized to do business in Georgia by the Georgia Insurance Commission, listed in the Department of Treasury’s publication of companies holding certificates of authority as acceptable surety on Federal bonds and as acceptable reinsuring companies, and have an A.M. Best rating.

16. ANTI-DISCRIMINATION

Dawson County, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C.

2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in

Federally-assisted programs of the Department of Transportation issued pursuant to such

Act, hereby notifies all proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit proposals in response to this Request for Proposal and will not be discriminated against on the grounds of race, color, national origin, sex, handicap/disability in consideration of an award.

By submitting their proposals, all proposals certify to Dawson County that they will conform to the provisions of the Federal Civil Rights Act of 1964.

In every contract of over $10,000 the provisions in Sections1 and 2 below apply:

1. During the performance of this contract, the CONSULTANT agrees as follows:

a. The CONSULTANT will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the CONSULTANT. The CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The CONSULTANT, in all solicitations or advertisements for employees placed by or on behalf of the CONSULTANT, will state that such

CONSULTANT is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The CONSULTANT will include the provisions of Section 1 above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each Sub-contractor or proposer.

Proposers may request this Request for Proposal in another language by contacting

Purchasing Manager Melissa Hawk at p) 706-344-3501, f) 706-531-2728 or via email at mhawk@dawsoncounty.org. All bid submissions must be returned in English.

17. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

mailto:dsimpson@dawsoncounty.org

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 9

Proposers submitting a Qualification package in response to this RFP must provide the following information in the package to indicate compliance with the Georgia Security and Immigration Compliance Act. The form is provided for completion.

A. A statement that indicates the CONSULTANT will conduct itself in compliance with O.C.G.A. §13-10-91 and Rule 300-10-.02 in the execution of the contract.

B. By completing the affidavit that is provided with this solicitation, the proposer is attesting to the following:

a. The affiant has registered with and is authorized to use the federal work authorization program;

b. The user identification number and date of authorization for the affiant;

c. The affiant is using and will continue to use the federal work authorization program throughout the contract period;

d. Any employee, CONSULTANT, or Sub-contractor of such

CONSULTANT or Sub-contractor shall also be required to satisfy the requirements set forth in this paragraph; and

e. Upon contracting with a new Sub-contractor, a CONSULTANT or

Sub-contractor shall notify Dawson County and shall deliver a completed Sub-contractor Affidavit to Dawson County within five

(5) working days of entering into a contract or agreement of hire with the Sub-contractor before the new Sub-contractor begins any work.

C. Failure to provide the completed and notarized affidavit with the

CONSULTANT’s proposal will result in immediate disqualification as required by the Georgia Security and Immigration Compliance Act.

SECTION II – GENERAL CONDITIONS

A. PURPOSE

Dawson County Purchasing Department is soliciting sealed proposals from qualified individuals/firms who specialize in land acquisition related projects. The intent of this

RFP is to create a pool of qualified consultants to provide on call/as needed services to support the Public Works Department. The projects requiring these services will be transportation projects through the public works department of Dawson County and may include local, State, or Federal funding. The anticipated size of the program is approximately $68 Million in engineering, right of way, and construction. The type of projects may include bridge, roadway, intersection, and pedestrian improvements.

Individuals/firms must provide all equipment, materials and labor to complete the scope of work. Details are listed herein and include herein. The County does not guarantee a minimum/maximum value for this contract. Dawson County will not incur any costs as a result of preparation of a response for this RFP.

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 10

B. CONTRACT PERIOD

The term of a contract awarded as a result of this RFP shall be from contract execution until

December 31, 2025. The contract may be renewed according to the terms stated herein for four (4) additional one (1) year periods to begin on January 1st and expire on December 31st each optional renewal terms.

The contract shall terminate absolutely and without further obligation at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under this contract. The County does not guarantee a minimum value for this contract.

If, at any time, the County determines it is in its best interest to discontinue use of these services the County reserves the right to cancel this Agreement by giving thirty (30) days advance written notice.

The pricing for the 2025 calendar year shall remain as bid for the entire year and throughout each optional renewal year. Pricing increases may be addressed no later than thirty (30) days before each optional renewal year but, may not be granted. No request will be granted for more than 3% CPI. If contractors wish to increase pricing above this limit, the contract will be cancelled and a solicitation reissued for services.

C. BACKGROUND

The Dawson County sits in northeast Georgia and covers 214 square miles and 49 linear miles of lake shore. The 2020 census reported 31,732 residents live within Dawson

County. Separated by four (4) voting and school districts Dawson County’s population is centralized near the GA Hwy 400 corridor and thins out from the area.

Dawson County is experiencing a fast-paced growth of both commercial and residential structures. The Public Works staff desires to stay ahead of possible infrastructure issues that will most likely arise with this growth.

D. SCOPE OF WORK

The County intends to enter into a professional services contract agreement with the selected consultant and execute task orders in accordance with the professional services agreement for specific work and services related to various projects. No baseline amount of work is guaranteed with this contract. The County seeks a project team that includes a

Project Manager that will coordinate all aspects of the right of way process and an

Acquisition Manager that will handle the actual acquisitions. These positions may be combined if available and qualified. The County Attorney will provide the title services and closings. Further details of services will be included with each task order. The scope items below are the basis for task orders and the cost proposal submitted with the proposal will be used to determine the fees for task orders.

General Conditions

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 11

A. The Consultant shall attend periodic meetings with the County and/or the

County’s Program Management firm regarding the status of the right of way acquisition tasks.

B. The performance of all right of way services will be in full compliance with

Title 49 Code of Federal Regulations, Part 24, Title 23 Code of Federal Regulations, Part 710, the Federal Uniform Act, all State Laws addressed in Georgia Code 22 and

32, in accordance with the GDOT’s Right of Way Manual of policies and procedures.

C. Fees for acquisition/negotiation to be determined from rates in agreement and based on type of interest in property.

Pre-Acquisition

Any pre-acquisition activities may include, but are not limited to the following:

Coordination Services:

A. This includes all pre-acquisition and acquisition coordination with the County

B. Coordination may include but not limited to review plans, coordinate plan revisions, review titles, attend meetings, prepare property management forms, prepare status reports, and meet with appraisers to ride the project.

Coordination of Title Services and Reports:

A. Consultant will coordinate with the County Attorney for title services.

Consultant will provide all applicable project and parcel information and request for updates to title as needed. The County Attorney will provide the actual title services and reports.

Negotiation

Negotiation services are for the acquisition of right of way and easements. The services to be performed by the Consultant at the rates in the agreement for type of interest and includes, but is not limited to the following:

Negotiation Package:

A. Upon receipt of approved appraisals or cost estimate from the County, the

Consultant shall prepare negotiation packages for owners to include the following:

1. Brochure entitled “What Happens When Your Property Is Needed for a

Transportation Facility”

2. Receipt for Brochure

3. Offer Letter

4. Option & Plats

5. Statement of Estimated Values

6. Letter of Availability of Incidental Payments

7. Copies of plans with right-of-way and easements highlighted

Negotiation Activity:

A. The Consultant should make all offers to purchase the required right of way and/or easements along with any other required payments to owners, tenants, or other parties having an approved monetary interest. All offers and benefits will be explained

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 12 in detail and negotiation activities will be conducted in accordance with federal guidelines. Negotiation Activity shall include the following:

1. All owners should be contacted in person, if possible, at a time and place convenient to the owner. There shall be personal contacts with each owner, in an attempt to secure a property settlement through negotiations, unless it is clearly apparent that continued negotiations would be unproductive.

The County will determine when the acquisition manager will perform a final last contact in an unsuccessful negotiation based on the negotiation records.

2. The Consultant shall provide and explain to owner’s appropriate right of way plan sheet(s), cross-sections, driveway profiles and other construction information as requested by owners.

3. The Consultant will NOT provide owners with appraisals under any circumstance unless the County gives permission.

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

5. If a settlement is reached at the offer amount, the Consultant will submit an option to the County for approval. If a counteroffer is submitted by a property owner, Consultant will provide the necessary written justification for all approved settlements to designated official with the County. Under no circumstances will the Consultant have the authority to accept a settlement on behalf of the County, either monetarily or contractually.

6. Once an approved option is obtained, Consultants must submit approved option along with all required supporting documentation to the

County.

7. If a negotiated settlement cannot be reached, the Consultant shall turn the file over to the County for further action.

B. The Consultant shall prepare and maintain a legible negotiation record on each property interest on which negotiation was attempted. The record should include the following:

1. Dates of negotiation or contact

2. Place of contact

3. Persons present

4. Offers made

5. Explanation of Right of Way and Construction plans

6. Counteroffers and recommendations regarding those counteroffers

7. Reasons why settlements could not be reached (if required)

8. Feedback and concerns from the property owner

9. Description of title problems and how they were solved (if required)

10. Signature of the negotiator for settled interests

11. Any other data pertinent to the negotiations

12. All related correspondence and reports in connection with and incidental to the parcel

Individual Parcel Files:

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 13

A. The Consultant shall prepare and maintain individual parcel files which includes the following:

1. Title reports

2. Appraisal reports / Approved cost estimates

3. Copies of all negotiation records

4. All required forms executed by property owners

5. Copies of all correspondence

B. Files shall be available at any time for inspection by the County. All such information is the property of the County and shall be immediately delivered to the

County upon request. Any information and/or knowledge gained from the appraisals, the acquisition and relocation on this project shall be kept confidential and not publicly disclosed without prior written authorization by the County.

Closings:

Consultant will coordinate with the County Attorney on parcel closings. The County

Attorney will perform closings. Consultant may be asked to attend closings if needed.

Consultant will provide the County Attorney with documents for closing of each parcel on the appropriate instruments/forms including:

1. Right-of-Way Deed/Permanent Easement/Temporary Easement/

Driveway Easement

2. Settlement and Disbursement Statement

3. IRS 1099-S Form

4. Owner’s Affidavit

5. Final Title Certificate

6. Lien Releases

Condemnations:

Consultant will coordinate with the County staff and County Attorney on parcel condemnations.

A. The County will negotiate rates if needed to authorize the tasks of coordination and petition preparation.

Required Administrative Services:

The required administrative services may include, but are not limited to the following:

A. When a Task Order request has been made by the County, the consultant will present its offer and ensure that the offer is inclusive of all labor, materials, specialties and accessory costs associated with the proper delivery of the work.

B. All consultants are to perform all work in a professional manner. Consultants will accept the choice of the County for the Task Order assignment to an individual on call consultant.

Assignment of Work:

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 14

Task order contracts are an indefinite quantity/indefinite delivery engagement.

A. Should more than one contractor be selected and all contractors have the same capabilities, the County will assign or rotate work in a manner most beneficial to all as much as possible.

B. Distribution of assignments may be as follows;

Order based on the last Task Order issued

Workload

Type of Work

C. No work shall commence until the contract receives a written confirmation in the form of a Purchase Order.

D. Failure of a consultant to perform assigned work in the time agreed upon may result in termination of the award or suspension of any additional assignments.

Submitting Individual Cost Offers Per Project:

A. When requested by the Public Works Director, the consultant will provide cost proposals for each project as designated by the County. The proposals will be typically itemized unless otherwise instructed. Itemization includes, but is not limited to, unit pricing for each element of the work, descriptions and hourly rates for the assigned personnel as submitted as a response to this RFP.

B. Cost proposals will be submitted as directed by the County and failure to do so in a timely basis may disqualify the work’s cost proposal. Such forfeiture of opportunities may result in the County requesting additional participation of other approved contractors or the removal of the forfeiting party from work assignments.

County Responsibilities:

If only one consultant receives communication and the price is more than anticipated by the County, the County may contact other on-call consultants for the same project to compare pricing.

The County will contact the consultant when pricing for a project is needed. When requested by authorized by the Public Works Director, Consultant will provide cost proposals for each project as designated by the County.

The County will issue a Task Order Purchase Order for the work to be performed to the chosen on-call consultants. All Task Orders shall be comprehensive, accompanied by a respective purchase order and include at minimum the following items:

Definite Scope of Work

Definite Time of Performance

A cost proposal from the successful on call consultant

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 15

A Task Order Sum

Any applicable special conditions to the work

The work will be monitored by a combination of the County staff and the TSPLOST

Program Management consultant.

The County retains exclusive owner rights to request additional offers from any and all on call consultants; to solicit public bids or limited quotes form any pool of its choice. Such rights may be exercised for any and all public work at any time and for any value of work.

Minimum Proposer’s Qualifications:

• Licensing and Certification:

o Accredited Land Consultant or related certifications o Professional Land Surveyor License o Real Estate Broker License is a plus

Minimum Proposer’s Experience:

• 3 – 5 years’ experience of performing general real estate/land acquisition services for government entities

• 3 – 5 years’ experience in preparing title reports

Notice of Award

The Consultant agrees that in the case of failure on his part to execute the said contract and the bonds (if required) within fifteen (15) consecutive calendar days of receipt of a written Notice of Award from the County, the check or bid bond (if required) accompanying this bid, and the monies payable thereon shall be paid into the funds off the

Owner as liquidated damages (if determined pliable by the County) for such failure, otherwise, the check or bid bond accompanying this proposal shall be returned to the undersigned.

Notice to Proceed

The Consultant shall begin work as agreed upon and specified on the Notice to Proceed from the County and shall meet the agreed upon benchmarks throughout the project.

Weather days

All weather days are to be approved in writing by the Public Works Director and/or the

County Manager.

Retainage

The Consultant shall be paid for work performed based upon satisfactory inspections and completion of the agreed upon draw schedule. Consultant’s fee will be paid on a Net 30 basis with no retainage being held.

Liquidated Damages

The County and the Consultant recognize that time is of the essence with this project. The

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 16

County and the Consultant also recognize the delays, expense, and difficulties involved in proving in a legal or arbitration preceding the actual loss suffered by the County if the work is not completed within the agreed upon time. Accordingly, instead of requiring any such proof, the County and the Consultant will agree that as liquidated damages for delay

(but not as a penalty), the Consultant shall pay to the County One Hundred and 00/100

($100.00) Dollars for each and every calendar day that expires after agreed upon date of completion. Liquidated damages may not apply to each plan review. The Public Works

Director will review each project on a case-by-case basis and may adjust the required completion timeframe if determined it is warranted.

When the County reasonably believes that completion will be inexcusably delayed, the

County shall be entitled, but not required, to withhold from any amounts otherwise due the

Consultant an amount then believed by the County to be adequate to recover liquidated damages applicable to such delays. If and when the Consultant overcomes the delay in achieving completion, or any part there, for which the County has withheld payment, the

County shall promptly release to the Consultant those funds withheld, but no longer applicable, as liquidated damages.

Invoicing

1. Dawson County is Net 30. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment less than 30 days, however.

2. Proposers shall invoice per project, including a detailed list of services provided and only after work has been performed (in arrears).

3. All invoices will be paid in the year in which services are provided.

4. Proposer to provide contact information for dedicated team member to provide billing inquires. More information is included in the Statement of Qualifications portion of this RFP.

5. Invoices should be sent via mail or email to:

Accounts Payable

25 Justice Way, 2220

Dawsonville, GA 30534 cmcmillon@dawsoncounty.org

Pricing

1. Submissions must use returned on the Proposer’s Price Proposal Form as provided within this RFP.

2. If submitting an alternate, use the form provided clearly labeled as alternate. Make additional copies as needed. Failure to comply may result in disqualification.

Administration

The project will be administered by the Dawson County Board of Commissioners with the

Public Works Director being the main point of contact for all questions related to scope of mailto:cmcmillon@dawsoncounty.org

RFP #480-25 ON-CALL RIGHT OF WAY LAND ACQUISTION SERVICES Page 17 work issues during the term of the contract. Any contract issues will be directed to the

Dawson County Purchasing Manager during the term of the contract.

Permits and Licensing

1. Proof of Licensing: Consultant shall submit proof of professional license, insurance and business license at time of submittal as it relates to the Scope of Work defined herein. The business license will be the current license your business operates, if you are out of county, this will not be a Dawson County business license.

2. The successful proposer must hold a valid Business License at time of proposal and a copy must be filed with the Purchasing Manager at time of proposal.

C. QUALIFICATIONS

This section identifies all information which must be submitted in each proposal. The

County is not interested in elaborate submissions. Concise presentation of pertinent information and organization of the submittal is imperative. The County prefers a well-planned, straightforward business presentation with brief explanations.

Tab A - Company Background and Structure

The Proposer will provide a general history and description of its company including, but not limited to, the number of years in business and number of employees. Include the legal form of the business organization, the state in which incorporated (if corporation), the types of business ventures in which the organization is involved, and the office location that will be the point of contact during the term of any resulting contract.

The proposal must provide the following:

• Length of time the Proposer has been providing general real estate/land acquisition services to local governments.

• Demonstrate the Proposer’s experience working with projects equal to this scope of work of this RFP.

• Description of the Proposer’s organization, financial resources, staffing levels, and any other evidence of its ability to successfully complete the project.

• The proposer must certify that there are no circumstances, which will cause a conflict of interest in performing the services required.

• Statement listing any and all differences between your proposal and the work specified in the RFP.

• The proposer must demonstrate it is duly authorized to conduct business in the

State of Georgia.

Tab B - Company Experience

The proposer shall submit at least three (3), but no more than five (5), projects as examples of the CONSULTANT’s past experience in performing and managing right of way land acquisition projects, comparable in scope and complexity to the scope of work.

The case studies shall describe projects completed within the past five (5) years. Examples showing public-sector projects are preferable. The examples must include the degree of involvement of the team assigned to each project.

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Projects of similar scope and complexity may include any of the following:

• State/Local Government facilities projects

• Private sector projects

• Any combination of the above

Tab C - Identification of all Contracted Personnel

The Awarded CONSULTANT’s employees shall wear proper identification for all employees working in the County on the contract. At a minimum, photo identification badges will be require for each person along with employee’s personal data and the awarded CONSULTANT’s name. Such identification must be clearly displayed on the outside clothing of all the awarded CONSULTANT’s employees during field work and readily visible at all times when working on the Dawson County project. Vehicles used by the awarded CONSULTANT shall be clearly marked to identify the company and the nature of their business. Please state how this will be met during the project.

Tab D - Qualifications of Key Team Members

Identify and include qualifications of key staff who would be assigned to work on the scope within this RFP. Include an organizational chart that depicts how the staff would be structured to perform details herein. Proposers must have qualified and trained staff to successfully complete the contract requirements. At a minimum, the organizational chart shall identify the responsibilities, structure, and lines of authority between and among the

CONSULTANT, the Design Consultant and any Sub-contractor entities required to be named. The Proposer shall take appropriate and meaningful disciplinary measures against those who violate the terms of this provision.

The information shall be brief and include the following:

• Identification, qualifications and experience of all persons to be assigned to the

County project site and team organization; and the assignments of responsibilities and level of experience by site position.

• Identification and qualifications of any key team members and any subcontract consultants, including resumes of individual or the firm, as applicable. Resumes shall include the name and address of the contracting entity that is familiar with the work of each team member.

• The County requires that the assigned engineer has at least five (5) years of practical experience fulfilling the scope of work of the same size project. The project manager will be assigned to Dawson County for the duration of the project.

• The County requires that an assigned project manager have at least five (5) years of practical experience involving project management for various sized projects.

• All personnel assigned to the project will be subject to the approval of the County and will be removed from this project by the Consultant upon written recommendation of the County’s contract contact. Additionally, the Consultant shall notify the County’s contract contact in writing of all changes in supervision or key personnel. The notice shall include the reason for the change and provide a plan for immediate replacement.

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• Attach all applicable Georgia Licenses within this tab held by consultant and/or

Consultant’s employees.

Tab E - Approach to Scope of Work

Referencing the Scope of Work in Section D, provide a detailed approach to fulfill the requirements of this RFP. At a minimum, proposals must address:

• A description of the individual/firm’s organizational approach to the project.

• This portion of the Proposal shall state how the CONSULTANT/firm proposes to achieve the required outcomes through goals, objectives, policies and programs. It shall also indicate how the final projects will be organized, formatted and presented.

• A description of the individual/firm’s understanding of the scope and challenges of the project; The CONSULTANT’s approach to the scope, including how methods used by the consultant impact project cost, project delivery dates, and other matters.

• The approach shall also illustrate how the CONSULTANT/firm will successfully maintain an effective line of communication throughout the process.

• Address all tasks in the scope of work, providing detailed information on all work tasks required to complete the project within the performance period. Include a statement of understanding of work involved, particularly regarding the level of effort required for any portion of the Plan and its update.

• Workforce plan for the project by phases, identifying the trades, types or percentages of work to be performed by the CONSULTANT/firm’s own forces as compared to the trades, types or percentages work to be subcontracted to others.

• Approach to management of staff to include sub-consultants.

• Identification of code compliance concerns, special inspection issues, and plan for interaction with code officials.

• Plan for achieving timely project close out.

• Submit an example of a project schedule including projected start date and durations, assuming the NTP will be released sixty (60) calendar days after the proposal due date, any anticipated challenges, and any innovative approaches for a typical intersection improvement project.

The County welcomes innovating suggestions and recommendations from individual/firms that will ensure a successful service approach.

Tab F - References

Proposers must submit at least three (3) references for persons that the individual/firm will assign, to include all sub-contractors, to complete the Scope of Work listed herein. Ideally, references should be government entities within Georgia should be included. The following information for each reference shall be listed:

• Name of government entity

• Address

• Contact person with title

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• Phone number of contact person

• Email (highly recommended and preferred method)

• Dates of service

• Range of services

Tab G - Financial Stability

Provide financial information that would allow proposal evaluators to ascertain the financial stability of the Proposer.

• If a public company, include a recap of the most recent audited financial report.

• If a private company, provide a recap of the most recent internal financial statement and a letter, on the financial institution’s letterhead, stating financial stability.

Tab H - Business Litigation

Disclose any involvement by the individual/firm or any officer or principle in any material business litigation within the last five (5) years. The disclosure will include an explanation, as well as the current status and/or disposition of the case.

Tab I – Required Solicitation Forms

Proposers are to complete and attach all forms listed on the Proposer’s Checklist and include in Tab J. This direction excludes the Price Proposal Form. Price shall not be included in any of the Technical submittal. This will be cause for disqualification and considered non-responsive bid.

Financial Proposal

Proposers are to use the Proposer’s Price Proposal Form provided within this RFP. All costs to the Dawson County Government must be included on the Price Proposal Form that the individual/firm will incur to complete all tasks associated with this on-call contract. Price shall not be included in any of the Technical submittal. This will be cause for disqualification and considered a non-responsive bid. This form must be sealed separate from the technical proposal and list the company name, address, RFP# and name on the outside of the envelope. The Vendor’s Price Proposal Sheet states that all costs incurred by the Proposer must be included in the Price. The Proposer should review each item description, determine what staff would be needed to complete this work, add the hourly rates together, and divide by the number of staff involved to reach the hourly rate for the entire item description in the first column. The second column is to be used to determine the number of hours by all staff that is needed to complete the entire item description.

D. EVALUATION PROCESS

Proposals will be reviewed by the Review Committee for quality and completeness. These proposals will then be scored in each of the following categories using the maximum point values listed in chart below.

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Proposals will be reviewed and evaluated by the review committee to determine whether the Respondent has met the criteria described in this RFP.

Presentations

The top-ranking individual/firms may be invited to conduct oral interviews. If required, these presentations will be scheduled in advance and limited in time. Presentations will be conducted in Dawson County at a location to be determined. Independent scores compiled, during this phase of the evaluation by the RFP evaluators, will supersede the technical scores previously published for the Proposers selected to make an oral presentation.

Dawson County shall be the sole judge of the provider’s ability to meet the requirements set forth. Their decision in determining responsible and responsive provider(s) will be final. Dawson County reserves the right to act in its best interest in this determinations process, to waive all technicalities, and to select the most responsible and responsive provider.

G. PROCEDURES AND MISCELLANEOUS ITEMS

1. All questions shall be submitted in writing via email and directed to the Dawson

County Purchasing Manager. All answers shall be communicated in the form of an addendum and posted on the County’s website under the bid information; all individuals/firms responding to this RFP should check the website before responding to this RFP.

2. All respondents to this RFP shall indemnify and hold harmless the Dawson County

Board of Commissioners, and any of their officers and employees from all suits and claims alleged to be a result of this RFP. The issuance of this RFP constitutes only an invitation to present a proposal. The Dawson County Board of Commissioners reserves the right to determine, at its sole discretion, whether any aspect of a respondent's submittal meets the criteria in this RFP. The Dawson County Board of

Commissioners also reserves the right to seek clarifications, to negotiate with any proposer submitting a response, to reject any or all responses with or without cause, and to modify the procurement process and schedule.