ROW Turnkey RFP Document PI 0007692 0020052 V.pdf

RFP Addendum 001

RFP Number: 48401-DOT0003153 RFP Title: Right of Way Turnkey Acquisition Services - PI 0007692 and 0020052

Issuing Officer: Spencer Lord RFP Initially Posted to Internet: See GPR

Email Address: slord@dot.ga.gov Date: 12/06/2024

Note: In the event of a conflict between previously released information and the information contained herein, the latter shall control.

This addendum is issued for the entire RFP packet. Bidders must use the documents and information provided in this revised RFP packet in their response.

Exhibit II – Menu of Services has been updated and posted.

The end date of the RFP has been extended to 12/20/2024 at 5:00 PM.

A signed acknowledgment of this addendum (this page) should be attached to your response to the above solicitation.

Consultant’s Name

Signature

Printed Name and Title

RFP 48401-DOT0003153

Georgia Department of Transportation

Request for Proposals

To Provide

Right of Way Acquisition Services

RFP 48401-DOT0003153

RFP Closing Date: 12/20/2024 Issuing Officer: Spencer Lord, slord@dot.ga.gov

Georgia Department of Transportation One Georgia Center

600 West Peachtree Street, NW Atlanta, Georgia 30308

Date Posted: 12/06/2024 mailto:slord@dot.ga.gov

Request for Proposal RFP, Right of Way Acquisition Services

I. GENERAL PROJECT INFORMATION

A. Overview

The Georgia Department of Transportation (GDOT) is issuing this Request for Proposal (RFP) seeking qualified teams for Right of Way (ROW) Acquisition services for SR 92 FROM E PAULDING MIDDLE SCHOOL TO OLD BURNT HICKORY ROAD - 0007692, 0020052. Acquisition services in this RFP includes Right of Way (ROW) Project Management, Preliminary ROW Cost Estimation, Pre-Acquisition, Acquisition, Negotiate through Closing, Valuation Services, and Relocation Assistance.

This RFP seeks to obtain technical and cost proposals from such qualified teams. 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. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT

From the advertisement date of the solicitation through contract award and the selection is announced, Consultants are not allowed to communicate about this solicitation or scope with any staff of GDOT, including the 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, GDOT reserves the right to reject the submittal of the offending Consultant.

C. DBE GOAL

The Georgia Department of Transportation Board has adopted a ten percent (10%) overall annual goal for DBE participation on all federally funded projects. This goal is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by prime contracting, sub-contracting, joint-venture or mentor/ protégé relationship.

Georgia Department of Transportation will monitor and assess each consultant services submittals for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan.

For more information on the GDOT DBE Program please contact:

Georgia Department of Transportation Equal Opportunity Division One Georgia Center, 7th Floor 600 West Peachtree Street, NW Atlanta, Georgia 30308 Phone: (404) 631-1972

D. HISTORY AND APPROACH

Right of Way acquisition services have previously been procured by issuance of an Invitation to Bid (ITB).

Invitations to Bid have been posted to the Georgia Procurement Registry giving all prequalified consultants the opportunity to bid on specific acquisition projects. After GDOT received bids the lowest bid was awarded the acquisition project via Purchase Order.

A prequalified list of appraisers in appropriate categories is maintained by GDOT. Bids have been secured from an emailing of bid opportunities to that list, as well as posting to the Georgia Procurement Registry. It is the intent of this solicitation to take the next step in the evolution of right of way solicitations due to the success of the present program and the need to further streamline the process.

The next step in the Right of Way Acquisition solicitation process anticipates contracting with pre-qualified teams via a Multi-Phase Project Specific contract. Consultants will submit pricing through the Cost Proposal which will form a menu of services which GDOT Team Managers will use to issue work, thereby shortening and streamlining the procurement process. The anticipated process would be:

1. GDOT determining project specifications and acquisition needs.

2. Right of Way Project Manager assembles Team/Service Providers.

3. GDOT hold scoping meeting with Right of Way Project Manager, Acquisition Team, and Project Reviewer.

4. Define detailed cost through Task Order.

5. Request and execution of Task Order.

6. Issue Notice to Proceed (NTP).

E. Contract Term and Type

GDOT anticipates one Open Agency Contract to be awarded and will be in force until the project is completed.

GDOT intends to immediately engage the successful Consultant for discussion of services.

F. Contract Amount

The Open Agency Contract has no minimum or maximum guaranteed amounts. The compensation to the Consultant shall be subject to the terms and conditions of the agreement. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, and equipment necessary to complete the work specified in EXHIBIT I, SCOPE OF SERVICES and within each Project Phase Purchase Order. The cost of such services shall be paid in accordance with each Project Phase Purchase Order.

II. SCOPE OF SERVICES

Consultants shall provide Right of Way Acquisition services to GDOT as defined in EXHIBIT I, SCOPE OF

SERVICES.

III. 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.

SCHEDULE Date Time

a. Posting date of RFP to the Georgia Procurement

Registry (GPR) 11/27/2024 ---------

b. Deadline for finalist submission of written questions and requests for clarification 12/4/2024 5:00 PM

c. Q&A Posted to the GPR 12/6/2024 5:00 PM

d. Deadline for submission of Technical/Fee Proposals 12/11/2024 5:00 PM

IV. SELECTION CRITERIA AND PROPOSAL FORMAT

A. Minimum Requirements – Pass/Fail Requirements

The requirements in this section will be used to determine if Consultants are responsive (meaning all of the minimum requirements have been met).

1. Requirements for Prime Consultant

The contract will be awarded to a Prime Consultant. Prime Consultant is defined as the firm or entity submitting the proposal and the firm or entity with whom GDOT will contract. The Team consists of the Prime Consultant and its sub-consultants, who are considered team members. The Prime Consultant must employ or be the Right of Way Project Manager. The Right of Way Project Manager could be the Prime Consultant of the master agreement. If the Right of Way Project Manager is not the Prime Consultant, the Right of Way Project Manager must be an employee of the Prime Consultant and the individual must be on the GDOT Pre-qualified list to provide Right of Way Acquisition Services. The Right of Way Project Manager will be the single point of contact for all Acquisition Services 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 Prime Consultant. This process should provide efficiencies in procurement of services, contract management, and payment for services. If the Right of Way Project Manager is not the Prime Consultant, and employment with the Prime Consultant is terminated; no later than thirty (30) days from termination of employment of Right of Way Project Manager, the Prime Consultant must submit in writing to GDOT a replacement Right of Way Project Manager name, along with the replacement’s qualifications/experience, which must meet or exceed the qualifications and experience, as determined by GDOT, of the previous Right of Way Project Manager. If an acceptable replacement Right of Way Project Manager cannot be identified, the contract with the Prime Consultant may be terminated.

Team members are the pre-qualified acquisition service providers listed as representatives to complete acquisition assignments as assigned by the Right of Way Project Manager.

Requirement to Satisfy Minimum Requirements:

a. Provide Prime Consultants Name and Address.

b. Provide name, address and contact information of Right of Way Project Manager and a statement certifying the individual is an employee of the Prime Consultant (see EXHIBIT III, Certification Form).

2. Requirements for Right of Way Service Classes

a. The Department requires the Prime Consultant appoint team members who will fill the following disciplines:

1) Right of Way Project Manager.

2) Pre-Acquisition Agent(s).

3) Relocation Benefit Package Preparer(s).

4) Acquisition Manager(s).

5) Negotiation Agent(s).

6) Relocation Negotiation Agent(s).

7) Appraiser(s).

8) Cost-to-Cure Agent(s).

9) Trade Fixtures Agent(s).

10) Sign Estimator(s).

11) Detailed Cost Estimator(s).

Team members must be chosen from the Department’s Right of Way Services Prequalification list and be pre-qualified in the specific disciplines listed above as of the date of your submission. No Team member shall perform more than two (2) of the above disciplines on this contract except the Relocation Negotiation

Agent(s), who may perform two (2) other services of the above for a total of up to three (3) services.

Additionally, Relocation Benefit Package Preparer(s) cannot perform the services of a Relocation Negotiation Agent(s).

b. Requirement to Satisfy Minimum Requirements:

1) Provide name(s), address and contact information of each individual proposed to fill each role.

NOTE: The Department is not mandating a minimum or maximum number of individuals required for each role as that will be evaluated in the proposal. However, this requirement will be met by providing a single individual for each if that will be the proposed solution.

2) Provide Right of Way Service Class Certificate for each individual proposed and as identified below:

a. The Right of Way Project Manager MUST be prequalified by GDOT as listed below:

Number Right of Way Services D-1 R/W Project Manager

b. The Team (either the Right of Way Project Manager and/or one or more of their Sub-consultant team members) MUST be prequalified by GDOT as listed below:

Number Right of Way Services A-2 Relocation Benefit Package Preparation C-1 Appraisal Report C-3 Cost-to-Cure Report C-4 Trade Fixture Report C-5 Sign Appraisal C-9 Detailed Cost Estimator D-2 Pre-Acquisition Agent D-3 Acquisition Manager D-4 Negotiate thru Closing D-5 Relocation Negotiations Agent

B. Staffing Plan – 300 Points

1. Qualifications of Proposed Team Members, including the Right of Way Project Manager and the team members. The proposed team must demonstrate the appropriate level of experience and qualifications to deliver the project.

2. Team Makeup and Size, including the number of team members proposed for each service class and why that number is the appropriate number of team members to deliver within the project schedule.

3. Project Management, including the team structure and demonstrate how the structure provides for the appropriate level of accountability and management to deliver the project.

C. Schedule Adherence – 300 Points

1. Breakdown of Parcels and Let Date, describing possible approaches to meeting the schedule date and challenges/concerns associated with schedule adherence.

2. Work/Delivery Plan, describing how work will be tracked and mitigation strategies for maintaining schedule adherence.

3. Team Commitments, describing team member’s commitments to other projects during the duration of this project and how processes/procedures will ensure adequate availability of resources at the appropriate time for this project.

D. Management Approach– 100 Points

1. Quality Control/Quality Assurance of Deliverables, describing the processes/procedures that will be in place during this project to ensure the highest level of quality is obtained for each deliverable.

2. Cash Flow, including the processes/procedures that will be in place for this project to ensure cash is on hand to pay sub-consultants within 10 days of the Prime consultant receiving payment from the Department.

3. Workload Management, describing the processes/procedures that will be in place to manage uncertain workload and staffing needs during the duration of this project to ensure adequate availability of resources to deliver the project on-time.

E. Cost Evaluation – 300 Points

Cost proposals will be opened only upon completion of the scoring of technical proposals by the Selection Committee. For the purposes of evaluation only, the individual fees quoted along with their corresponding weightings for each of the pricing areas will be totaled. Each fee proposal, as defined in Exhibit II, for each Consultant, will be assigned a pro-rated score based on Section F.2 (Final Evaluation, Cost Score).

F. Final Evaluation

1. Technical Score: The technical score will be a sum of the scores from Section IV. B. Staffing Plan, Section IV. C. Schedule Adherence, and Section IV. D. Management Approach sections.

2. Cost Score: All cost proposals, as defined in Exhibit II, deemed to be acceptable will receive a prorated score calculated using the following formula:

Pre-Acquisition:

R1/L1 x 60 = Z1

Where: R1 = Cumulative fee figure score of all projects under the Pre-Acquisition portion of the proposal with the lowest fees.

L1 = Cumulative Fee figure of the Pre-Acquisition portion of the proposal being scored.

Z1 = Assigned points for the Pre-Acquisition portion of the fee proposal being scored.

Acquisition:

R2/L2 x 120 = Z2

Where: R2 = Cumulative fee figure score of all projects under the Acquisition portion of the proposal with the lowest fees.

L2 = Cumulative Fee figure of the Acquisition portion of the proposal being scored.

Z2 = Assigned points for the Acquisition portion of the fee proposal being scored.

Valuation:

R3/L3 x 120 = Z3

Where: R3 = Cumulative fee figure score of all projects under the Valuation portion of the proposal with the lowest fees.

L3 = Cumulative Fee figure of the Valuation portion of the proposal being scored.

Z3 = Assigned points for the Valuation portion of the fee proposal being scored.

Total points assigned for the fee evaluation = Z1 + Z2 + Z3

G. Basis for Award

The resulting Cost proposal scores will be added to the corresponding technical score to identify the apparent successful offeror(s). The Department may enter into negotiations with the apparent awardees, may ask the apparent awardees to provide a best and final offer or may conduct interviews if deemed advantageous to the Department. If an agreement cannot be reached with the apparent awardees, the next highest-scoring firm(s) will be invited to either enter into negotiations, provide a best and final offer or interview with the Department as deemed advantageous to the Department.

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:

Spencer B Lord, Contracts Manager

E-mail: SLord@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 III – 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 SLord@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

Submittals must be typed on standard (8½” x 11”) paper. The pages of the submittals must be numbered.

Responses are limited to the page counts indicated using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Each Proposal shall be prepared simply and economically. Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

A table of contents must be included to identify each major section. Responses are limited to the page requirements outlined in Attachment 1 Submittal Formats for RFP or less using a minimum of an 11-point font. Any, exhibits, affidavits, or other enclosure information called for may be included in an appendix and will not count toward the page limit. Submittals that include proposals of more than one firm shall not exceed the page limit. Such submittals shall be prepared with careful consideration to the limit.

Technical Proposals shall not include any fee proposal information. Consultants who include fee proposal information in their technical proposal will be disqualified from further consideration.

To expedite the review of submittals, it is essential that Consultants follow the format and instructions outlined below.

The content of all Technical Proposals must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information.

For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the Department to ensure compliance with the page limitations.

A. Cover page – Each project/contract submittal must have a separate cover page for each copy of each submittal for each project/contract and each must list the RFP, RFP Title, proposing firm’s full legal name and the specific project contract being submitted on.

mailto:SLord@dot.ga.gov mailto:SLord@dot.ga.gov

B. Administrative Requirements

It is required to submit the information below for each copy of each submittal. This is general information and will not be scored but may be used to determine eligibility for selection. Under Administrative Requirements section, only submit the information requested; additional information will be subject to disqualification of your firm.

1. Basic company information:

a. Company name.

b. Company headquarter address.

c. Contact information - Name and all contact information (telephone number(s) and e-mail address) of primary proposing contact (this will be the individual with whom the Department will direct all communications).

d. Company website (if available).

e. Georgia addresses - Identify and provide addresses for the offices located in the State of Georgia.

f. Staff - List the number and disciplines of staff members employed in each office in the State of Georgia.

g. Ownership - Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the Offeror a sole proprietorship, partnership, corporation, limited liability Corporation, or other structure?

2. Right of Way Project Manager Information:

a. Name.

b. Address.

c. Contact information – telephone number(s) and e-mail address) of primary proposing contact.

3. Certification Form - Complete the Certification Form (Exhibit “III” enclosed with RFP), and provide a notarized original within the firm’s Statement of Qualifications. This is to be submitted for the Prime ONLY.

4. Georgia Security and Immigration Compliance Act Affidavit – Complete the form (Exhibit “IV” enclosed with RFP), and provide a notarized original within the firm’s Statement of Qualifications. This is to be submitted for the Prime ONLY.

5. Addenda - Signed cover page of any Addenda issued for the Prime ONLY.

C. Staffing Plan

1. Qualifications of Proposed Team Members. Provide qualifications and experience, in narrative form of all Team Members including customary information, such as education, experience, relevant projects (including client names, project location, services provided, etc.). In addition, describe why each team member is the best fit to ensure successful delivery of the Right of Way services required to deliver this project and how the qualifications are relevant to this project.

2. Team Makeup and Size. Provide a narrative discussion as to why the number of team members proposed is the optimal number for each role specific to this project. Also discuss why the mix of team members proposed will ensure that the project is delivered successfully in accordance with the stated schedule.

3. Project Management. Provide a narrative discussion that details the organizational structure and how the structure of the team will function, including how this structure will lead to the efficient management of the overall project. Also discuss how the individual team members will report and be accountable for their individual deliverables. An organization chart can be included for illustration purposes.

D. Schedule Adherence

1. Breakdown of Parcels and Let Date

The total number of parcels to be acquired between the two projects is TBD. The proposed let date is TBD.

All Right of Way Service activities must be completed no later than 11 weeks prior to the let date. With this schedule in mind, provide a narrative discussion which details the challenges your firm believes are associated with this project that could pose problems with schedule adherence.

2. Work/Delivery Plan

Considering the project schedule provided above in section C.1, provide a narrative discussion which details how the project challenges your team identified will be mitigated. Also, discuss how your team proposes to deliver each of the required Right of Way service class areas and why this approach is the best fit to ensure schedule adherence.

3. Team Commitments

It is understood that all teams will have individuals who have other work ongoing. However, the Department is concerned that proposed team members have sufficient availability to work on this project and meet all schedule requirements. Provide a narrative discussion which details your team’s current and known future commitments and how these commitments will be managed by the leadership team and each team member’s responsibilities to ensure that all Right of Way Service activities on this project are met in accordance with the schedule.

E. Management Approach

1. Quality Control/Quality Assurance of Deliverables

Provide a narrative discussion detailing your team’s proposed quality control/quality assurance procedures which will ensure that all deliverables meet expectations and will avoid re-work.

2. Cash Flow

Considering that your team will potentially consist of many different sub-consultants working on various tasks throughout the term of the resulting agreement, provide a narrative discussion which details your teams approach to ensuring sufficient cash flow. The Department is particularly interested in knowing how the team will bill correctly and quickly and how payments will be transferred to all sub-consultants within 10 days of the Prime receiving payment from the Department for the services provided and billed, as required by the Agreement.

3. Workload Management

Considering that most, if not all team members proposed will have other commitments in addition to this project, provide a narrative discussion containing information on your team’s management approach, including technical approach to managing uncertain workload and staffing needs. Narrative discussion should focus on how work will be assigned to the sub-consultants proposed and how any outside commitments of any team member which might hinder delivery of this project will be addressed.

F. Right of Way Pre-Qualification Certificate(s):

Prime Consultants are defined as the firm submitting the Statement of Qualifications and the firm with whom GDOT will contract. The Team is defined as the Prime Consultant and their sub-consultants, who are considered team members. Prime Consultants and their sub-consultant team members must meet the prequalification discipline requirements listed in Section IV. A. b. 2) a. and 2) b In regards to the required prequalification disciplines, respondents should submit the Right of Way Pre-Qualification Certificate(s) for the Right of Way Project Manager and other Team members that satisfy the prequalification discipline requirements listed in Section IV.A. b. 2) a. and 20) b.. If a team member’s prequalification will expire prior to the due date of the SOQs, documentation must be provided which shows that the firm has submitted its application for prequalification prior to the SOQ due date. The team must maintain its prequalification certification in order to be considered eligible for award if selected.

The Technical Proposal is limited to the page requirements outlined in Attachment 1 Submittal Formats for RFP 484-051520 or less using a minimum of an 11-point font. Submittals exceeding the page limitations will be disqualified from further consideration.

Technical Proposals shall not include any fee proposal information and may lead to disqualification.

VII. INSTRUCTIONS FOR PREPARING FEE PROPOSALS

Fee proposals shall be submitted along with the technical proposal but in a separate electronic submittal. The Fee proposal shall consist of an excel spreadsheet (see Exhibit II Menu of Services) containing the pricing information and a PDF containing the Price Acknowledgement Form. The Fee proposal shall not include any technical proposal information. Consultants which include technical proposal information in their fee proposal may be disqualified from further consideration. Exhibit II, shall be utilized for submission of all fee proposals.

VIII. SUBMITTAL OF TECHNICAL AND FEE PROPOSALS

A. Technical Proposal – Electronic Proposal Submittal

There is one (1) electronic proposal submittal required. Proposal must include all completed and signed exhibits in their entirety and all completed and signed addenda, if applicable. The completed and signed proposal 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 Spencer Lord at slord@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 III.

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

Upon successful receipt of the electronic submittal, the system will send a receipt confirmation e-mail to the sender. Proposals must be received by GDOT prior to the deadline indicated in the Schedule of Events (Section III of RFP).

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

All expenses for preparing and submitting responses are the sole cost of the Consultant submitting the response. GDOT is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of GDOT. 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.

B. Cost Proposal – Electronic Proposal Submittal

There is one (1) electronic submittal, containing two (2) documents, required for the fee proposal. The first document in the submittal will consist of the Menu of Services which includes the contact information and proposed fee for each menu item. The Menu of Services submittal must be completed in its entirety and must be submitted as an EXCEL document attached to an e-mail. The second document in the submittal consists of a Price Acknowledgement Form that has been completed in its entirety and has been notarized. The Price Acknowledgement Form must be submitted as a PDF document attached to an e-mail.

The Cost Proposal documents must adhere to the naming convention for electronic records as follows: “Cost Proposal” followed by 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 Spencer Lord at slord@dot.ga.gov for confirmation of your submission.

Cost Proposals must be received by GDOT prior to the deadline indicated in the Schedule of Events (Section III of RFP).

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

All expenses for preparing and submitting cost proposals are the sole cost of the Consultant submitting the response. GDOT is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of GDOT. 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.

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.

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 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 to 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 firm propose and maintain status as the Right of Way Acquisition Services provider with the remaining firms participating as sub-providers.

E. Small and Minority Business Enterprise

It is the policy of the State of Georgia that small businesses, female-owned businesses and minority businesses have a fair and equal opportunity to participate in the State purchasing process. Therefore, the Department encourages all small businesses, female-owned businesses and minority-owned businesses to compete for contracts to provide services, and encourages consultant to solicit female-owned businesses and minority-owned businesses in procuring sub-providers and suppliers. This desire on the part of the Department is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Department supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. Consultants and sub-providers who utilize qualified minority sub-providers may qualify for a Georgia state income tax credits for qualified payments made to minority sub-providers-. See Official Code of Georgia Annotated (O.C.G.A.) Section 48-7-38.

F. 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.

G. 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

Scope of Services

Description: Right of Way Acquisition Services Project Number: CSSTP-0007-00(692) PI Number: 0007692, 0020052 County: 0007692 – Paulding; 0020052 – Cobb, Paulding Description: SR 92 FROM E PAULDING MIDDLE SCHOOL TO OLD BURNT HICKORY ROAD - 0007692, 0020052

Priority PI Number Parcels Displacements NTP to ROW

Certification 0007692 156 4 0020052 90 12

Scope of Work:

A. General

The purpose of this solicitation is to establish a Multi-Phase Project Specific Contract 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 Office of Program Delivery. The services to be provided under this contract include, but are not limited to Pre-Acquisition, Acquisition, Negotiation through Closing, Relocation Negotiation, Relocation Benefits Package Services, and Appraisal Services. All services classes listed in Section IV.A.2.b. (above) may or may not be used during the duration of the project.

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 Right of Way Project Manager with negotiating real estate.

The Right of Way Project Manager 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 Right of Way Project Manager. This process should provide efficiencies in Procurement of Services, Contract Management, and Payment for services.

B. Pre-Acquisition Services:

The Consultant shall:

PHASE I:

1. Prepare the project Right of Way Detailed Cost Estimate using the Department’s Cost Estimate Form. Submit the

Estimate to the PMC. The Cost Estimate is to be submitted within twenty-one (21) days after written Notice to Proceed.

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

PHASE II:

1. Obtain and review the Conceptual Plan layout and meet with the Project GEC to assist in developing Preliminary

Right of Way plans and discuss any concerns applicable to project.

2. Attend all required meetings relevant to the project.

3. Request and meet with the PMC and Project GEC to review the projects scope and design, as well as establish protocol for subsequent project activities.

4. 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.

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

6. Upon receipt of the completed Project Inspection Checklist from Review Appraiser, assign, prepare and submit completed specialty/appraisal reports.

7. Request topo and any other noticeable required plan revisions to designer, 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 PMC, who will assist in determining boundaries or limits of required demolition and removal easements.

8. Furnish and enter 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.

9. 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 PMC.

10. Prepare and submit a Property Management Inventory List to the PMC after riding project with the Outdoor Advertising Sign Specialist to determine illegal signs not requiring sign valuation reports.

11. Prepare and submit appropriate inspection forms (PM-1’s) for all significant buildings/structures/improvements located within the required Right of Way acquisition area to the PMC within 45 days from receiving initial right of way plans.

12. Schedule the Property Owners Meeting and mail notices to all owners informing them of the time, date, and location of the meeting. Attend and coordinate all activities involving the meeting. Relocation interviews may be conducted at this meeting.

PHASE III:

1. Meet with the assigned project attorney and review the Right of Way plans. Request Owner Verification forms, Preliminary Title reports, and set the schedule of completion of the documents. Monitor the progress and completion of the attorney’s work.

2. Furnish copies of the Owner Verification forms and Preliminary title reports to the assigned appraiser(s) once they are received.

3. Attend meetings with property owners and PMC to discuss the potential of acquisitions in advance of GEPA.

4. Submit plan revision requests to the PMC. 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.

5. Prepare Relocation Benefits Packages, according to GDOT Relocation Package Preparation guidelines and submit to the PMC.

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

PHASE IV:

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

a. Receipt and dispersal of all Owner Verification Forms and Preliminary Titles.

b. Receipt of, return of, and re-submittal of and dispersal of appraisal and/or specialty reports.

c. Completion of and submission of any and all project reports.

d. 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.

C. Acquisition Services:

The Consultant shall:

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

a. GDOT Right of Way Brochure.

b. Receipt for Brochure.

c. Owner’s Receipt of Plans & Explanation Acknowledgement Form.

d. Letter of Offer.

e. Option and Plats.

f. Summary Statement Basis for Just and Adequate Compensation Form.

g. Letter of Availability of Incidental Payments.

h. 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 PMC for approval.

2. 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.

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

4. 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.

5. 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.

6. 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”.

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

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

9. Prepare and maintain 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 PMC. 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.

10. 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.

11. Recommend counter-offer settlements for the Department’s approval or rejection and provide the necessary written justification for all approved settlements to the PMC.

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

13. Maintain a copy of all approved options separately, which must be furnished to the PMC at the end of the contract.

14. Prepare closing documents including deed “legal description” exhibits, colored plat exhibits, owner contact information, and any other documents required by the Department. Furnish said documents to the project attorney or closing representative.

15. 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.

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

17. In the event of a Total Acquisition, after the parcel closing, send to the PMC the following:

a. 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.

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

18. Transmit final closed file including Recorded Deed and executed Final Title to the PMC.

19. 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 PMC the desire to send a 10- day Appeal Letter.

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

21. Submit the fully documented parcel file to the PMC for condemnation preparation.

22. Provide the PMC with three (3) executed Appraiser Affidavits.

23. Secure and submit to the PMC the service addresses of all the parties to be named in the condemnation petition, including tenants, with or without a recorded lease.

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

25. Submit check request, with attached copy of Appraiser Affidavit to the PMC. All checks for condemnation will be made payable to the appropriate County Clerk of Superior Court.

26.