RFP - Appraisal Review Services 2026.pdf

REQUEST FOR PROPOSAL

Professional Services

Appraisal Review Services

Purchase Requisition Number 1-8920

Issued By Toledo Department of Transportation/Engineering and Construction Management

Date Issued

August 29, 2026

Response Submission Date and Time

September 15, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online at https://pbsystem.planetbids.com/portal/22576/portal-home

City of Toledo One Government Center

640 Jackson Street Toledo, Ohio 43604 https://pbsystem.planetbids.com/portal/22576/portal-home

Table of Contents

Introduction………………………………………...………………………

Background Information……………………………………………

Bid Information………………………………...………………………………… 3

Scope of Work ……………………...………………………………...…

Deliverables………………………………………………………………

Compensation …………………...…………………………………...………….. 4

Form of Response …………………………………………………….………… 4

Required Information………………………………………………………….. 5

Selection Process and Evaluation Criteria…

Introduction

The City of Toledo is in need of appraisal review services including project management for the timely delivery of appraisal review with recommendation of fair market value for individual various parcels for upcoming City projects that will require these right of way acquisition services. The contract will be a single not to exceed transaction, price determining contract, that will include itemized deliverables as set forth in the scope of services based upon the needs of a project designed for the City which will include the need for additional rights of way to proceed with construction.

The successful bidder with be expected to enter into a unity price determining contract, upon which purchase orders will be issued by the City when and as needed, and payment for all items under this contract will be tendered via a single direct deposit to the vendor, to be held in escrow until, and shall be distributed by the vendor, at closing.

Background Information

The City of Toledo, Department of Transportation, has issued this Request for Proposals (RFP). If there are any questions or comments related to this RFP, questions must be submitted through the Planet Bids website. The below listed individual is the contact person for this project:

Haylie Kennedy Real Estate Specialist Department of Transportation, Division of Engineering 600 Jefferson Avenue One Lake Erie Center, Suite 200 Toledo, Ohio 43604 Phone: (419) 450-9561

All proposals must be submitted electronically through the City of Toledo’s website as listed on the cover of this request. The City of Toledo cannot accept or consider any proposals after the deadline set forth on the cover of this request.

Scope of Work

The City of Toledo is seeking proposals from prequalified licensed appraisers and pre-qualified project managers who are prequalified for right of way acquisition services under ODOT’s list of RW Acquisition Services for Appraisal Review and Project management for appraisal review services. The services will be completed on City of Toledo or ODOT pre-approved forms unless otherwise determined, approved or directed by the City of Toledo.

Consultants should be familiar with the general, legal, and special fees, requirements, and/or documentation that may be required for the proposed services determined and based upon specific and individual project needs, as authorized. Further, consultants must be familiar with all local Ohio Revised codes, FHWA and/or ODOT policies and procedures for RW Acquisition services specifically to be determined for a project based upon individual scope of work and the needs of the generated City of Toledo project.

Deliverables

The selected consultant may be expected to provide the following deliverable items, as necessary and appropriate for project transactions:

• Appraisal Review Services which may include;

- Value Finding Format review

- Value Analysis review

- Appraisal before and after review

- Appraisal Scoping checklists

• Project Management for Appraisal Review Services.

Compensation

The applicant must provide an itemized quote for the services and deliverables, not to exceed $30,000, based upon the expected hours and scope of work, expected work to be completed, and all deliverables, including (1) a description of the type of activities to be undertaken, including Value Finding Format Review, Value Analysis Review, Appraisal Before and After Review, Appraisal Scoping Checklist Review, and Project Management for Appraisal Review Services; (2) a description of the fees to be charged for each activity; (3) the number of hours and/or “total fee” anticipated to be charged for each of the services and/or deliverables to be provided; and (4) any miscellaneous expenses, including production of documents, shall be included and estimated as may be applicable.

***It should be noted that this list is not intended to be all inclusive and other deliverable items may be required depending upon the type and complexity of the services to be performed.

Form of Response

A. Title Page

- List the RFP title

- The name of the firm

- The name, title, address, telephone number, and email address of the primary contact person.

B. Letter of Transmittal Provide a letter, expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost-effective manner. Responders shall indicate an anticipated timeframe to accomplish all objectives set forth in this scope of work. The firm must also commit to assigning to this scope of work professionals who have experience providing the appropriate financial, performance, and management services required.

C. Required Information The proposal must provide all of the information relevant to and specified for the real estate services set forth in the Request for Proposal.

D. Other

The proposal may contain any other pertinent information that the firm would like the City to consider.

E. Submission

Proposals for this project can only be accepted via e-bid though the City of Toledo’s PlanetBids portal. Bids prices shall be to two (2) decimal places (i.e. $0.00).

In order to be responsive, all proposals must have the following items included with submittal: Project Paperwork*, signed contract by the vendor*, child support affidavit*, Bureau of Worker’s Compensation Certificate, and Certificate of Insurance, naming the City of Toledo additionally insured and Title Insurance Underwriting proof/verification.

*Located on the “Documents” tab in PlanetBids

F. BID OPENING MEETING

There will be an optional bid opening meeting at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://toledo-oh-gov.zoom.us/j/86190576227?pwd=WVM1dkJRV3JXRXZTWlROYnhkNzNUZz09

Meeting ID: 861 9057 6227 Passcode: 781773 One tap mobile

+1408-961-3927,,86190576227#,,,,*781773# US

1855-758-1310,,86190576227#,,,,*781773# US Toll-free

Dial by your location

+1 408-961-3927 US

1 855-758-1310 US Toll-free Meeting ID: 861 9057 6227 Passcode: 781773

Bid results will be published to the PlanetBids website after this meeting.

Questions regarding the project must be submitted through the PlanetBids’ Q & A tab for the project manager to respond.

Required Information

I. Organization

a. Correct legal name, address, and general telephone number.

b. Brief historical sketch of the organization.

c. Number and location of offices.

d. Brief description of the organization of the firm, the number of employees, the locations at which it performs its activities and identities of the members of the board or directors (or owners of a partnership) and principal management (if not otherwise listed).

https://toledo-oh-gov.zoom.us/j/86190576227?pwd=WVM1dkJRV3JXRXZTWlROYnhkNzNUZz09

e. Enclose the portion of the employment manual committing the organization to employ and promote without consideration as to race, religion, national origin or sex.

f. Provide a statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

g. State whether you intend to engage, either as an employee or independent contractor, in performing the services contemplated by the proposal, any employee of the City, or any person who has been an officer or employee of the City, or any entity as to which such an officer or employee (i) is a partner, if the entity is a partnership, (ii) owns or controls more than five percent of the outstanding shares, if the entity is a corporation or (iii) owns, holds or controls more than five percent of the total indebtedness of such entity. If your response is in the affirmative, identify the person or persons and list the details of the activities contemplated to be secured from them.

II. Required Forms City forms must be filled out and attached to the proposal: Project Paperwork (Acknowledgment and Acceptance of Conditions Contract Specifications; EEO Form; MBE Good Faith and Goal Commitment; Toledo Municipal Income Tax Compliance; Public Utilities Compliance; Primary and Subcontractor Certificates and Debarment and Suspension Certificate); Professional Services Contract; Certificates of Insurance, listing the city of Toledo additionally insured/certificate holder; Current Worker’s Compensation Certificate; Court-Ordered Child Support Affidavit.

The following items will be required prior to awarding the contract: Independent Contractor PERS forms; and additional Insurance as Required.

LOCAL PREFERENCE

The description of and procedure to apply local preference to complainant bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

Selection Process and Evaluation Criteria

The review of each proposal will be based upon ten criteria. Zero to fifteen points will be awarded for each category per TMC 187.24. Each category will be assigned a rating factor, which will be multiplied by the points awarded. Award will be made to the proposal with the highest cumulative point total. That notwithstanding, the City reserves the right to reject any and all proposals for its convenience. The proposal should respond directly to each criterion. Those responses will be used to award points. The proposal should also provide the required information requested in the evaluation criteria.

Criterion #1 Background and related experience – Factor 15.

The proposal should include a review of the professional services background and experience of the firm and principal(s). It should include a history of the firm and https://toledo.oh.gov/ principal(s) and the number of employees. It should include a listing of previous experiences similar to the requested work.

Criterion #2 Location – Factor 5 The proposal should include the location of the primary office and whether or not a local office will be available. It should also include discussion on staff accessibility for the project.

This should also include the amount of work to be performed within the City of Toledo. It should also list the location of the home office inside the City of Toledo, as well as the primary office if located elsewhere. The location where the primary work will be done must be designated. If a portion of the work will be done at a location other than the primary location, designate the other location and the type of work to be done there. Note: A partial assessment of location points [no more than four (4)] can be given to those businesses which are located within a joint economic development zone of which the City of Toledo is a participant.

Criterion #3 Familiarity with local, state, and federal standards – Factor 5 The proposal should include a description of the firm or principal’s familiarity with all City of Toledo, State of Ohio, and applicable federal standards and requirements.

Criterion #4 Current work load – Factor 5 The proposal should describe the firm or principal’s current workload. This should include a listing of all major projects inside the City of Toledo and outside its boundary. Specific listing of any subcontracting work that the firm or principals have with another company or project should also be included in this section.

Criterion #5 Performance on previous projects – Factor 15 A specific listing of previous contracts with the City of Toledo or similar offices in the State of Ohio, State of Michigan or Federal Government should also be included. In this listing should be a summary of performance for each project relevant to timeliness, performance and any savings or benefits that were provided to the contractee. List the last ten (10) completed projects similar to the requested work.

Criterion #6 Understanding of the project – Factor 15 The provider shall completely describe in detail the services to be rendered to complete the project, including all alternative considerations and evaluations which may be prudent to undertake in order to effectively minimize the project budget and most satisfactorily achieve the project goal. Specific points of understanding should be listed to include the professional approach to the project with any related economic benefits which may impact efficiency and effectiveness.

Criterion #7 Schedule, staffing – Factor 10 This criterion shall have a project advancement schedule, including all tasks specifically listed for the project. Identify timeframes, review times, as well as timing for meetings with citizens and public meetings. List your key personnel who will work on this project and their qualifications and experience. Designate the person who will manage this project.

Designate your other personnel along with their experience and background who will also work on the project.

Criterion #8 Fee – Factor 15

The specifics of the fee shall be listed. The cost can be prepared in an hourly format to include a not-to-exceed figure.

Criterion #9 Disadvantaged Business Enterprise (DBE) Participation – Factor 10 Include a description of any joint ventures, partnerships or subcontracts with DBEs that are certified by the City of Toledo’s Office of Affirmative Action. The description should include the name of the company(s), the description of the work to be performed by the DBE and the amount and percentage of the contract that will be awarded by provider to DBEs.

Criterion #10 Other factors or attributes of your firm – Factor 5 The proposal should list any other factors or distinguishing characteristics of the firm that would provide benefit or advantage to the City.