Scope_&_Eval.docx

PIERCE COUNTY

REQUEST FOR PROPOSAL

RIGHT-OF-WAY ON CALL SERVICES

FOR

PIERCE COUNTY PUBLIC WORKS

EXPECTED TERM OF RESULTING AGREEMENT

The initial contract term shall be for one (1) year. The contract may be renewed for four (4) additional one-year terms or until project completion.

DESCRIPTION OF SERVICES

Pierce County is intending to award one or more contracts to qualified Consultants who are capable of providing right of way acquisition and relocation services on an on-call or as needed basis.

These services will include, but are not limited to, negotiating with property owners to acquire property rights, relocation services, appraisal and appraisal review services in conformance with federal, state, and agency standards. The consultant would be under the direction of a County Right-of-Way Agent or Supervisor.

The County does not guarantee utilization through any resultant contract. Funding for the work will be from a combination of County, State, and Federal sources. All work must comply with Federal Highway Administration and Washington State Department of Transportation (WSDOT) regulations including those in the WSDOT “Local Agency Guidelines” (LAG Manual).

The successful firm will negotiate towards a Service Agreement (SA) for these services and will follow all the guidelines listed in Chapter 31 – Using Consultants in the WSDOT Local Agency Guidelines manual. A copy of this manual can be found at: http://www.wsdot.wa.gov./LocalPrograms/LAG/

Initial Estimated Value of Resulting Contracts: $1,000,000.00

SCOPE OF WORK

The Consultant may be utilized for specific County projects, as determined by the County on a written authorization basis. In some cases, the County may elect to assign only specific portions of a project, or in other cases, the entire project including auxiliary associated work to the Consultant.

The County may award multiple contracts under multiple categories: All Services, All Services EXCEPT Relocation, and Relocation Only. The issuance of work assignments to individual consultants under the same category shall be based solely on what is in the best interest of the County. There is no guarantee of quantity or amount of purchase of services under this agreement.

Each consultant responding to this RFP shall be prepared to provide the following services in accordance with the Uniform Relocation Assistance and Real Property Acquisition Act (The Uniform Act) including, but not limited to:

A. Title Review

1. Review preliminary title commitments provided by the County for standard owner’s coverage, including each listed exception.

2. Review each title or easement coverage exception to determine which exceptions require removal, additional negotiations, or pose obstacles or delays to the acquisition process and make recommendations to the County.

3. Provide the County with a parcel summary memo that lists all ownerships, title exceptions, conflicting easements or other rights of record and comments or concerns for each parcel.

B. Preparation and Administration

1. Meet with the County to obtain background on the project, contracts, and preferences.

2. Prepare a variety of letters including but not limited to offer letters and acquisition documents on County standard forms in accordance with statutory requirements.

3. Prepare tracking and status documents, in a form satisfactory to the County (Actual Right of Way Cost Summary form to be provided by the County). Make verbal bi-weekly reports detailing the following information relative to each site to be acquired:

a. The number of contacts made in the preceding period.

b. The persons who were contacted.

c. Summary of the discussions.

d. The terms that were resolved or agreed to in principal.

e. The terms that are not resolved or agreed to in principal.

f. Recommendations by the Consultant for resolution of remaining issues.

g. Anticipated course of action by the Consultant in attempting to resolve remaining issues.

h. Copies of any documents under discussion in draft or final form.

4. The Consultant shall be available to meet in person with the County to discuss project progress and status.

5. No costs to be incurred for missing diary entries.

6. Charges for up to 2 revisions for document preparation. Additional revisions will not qualify for charges.

7. Only pre-approved personnel per project.

8. Charges are based on work performed not personal title/position.

9. Maintain records in accordance with statutory, regulatory and policy requirements.

10. Prepare parcel files, in a satisfactory format to the County, to include fair offer letters, documents, a standard diary form indicating all contacts with owner(s), and other items necessary for negotiations.

C. Appraisal and Appraisal Review

1. Hire appraiser and review appraiser sub-consultants.

2. Manage preparation of a ROW Funding Estimate by the appraiser, form to be provided by the County.

3. Manage appraisal, appraisal review, and administrative offer summary (AOS) waiver valuations process.

4. Coordinate appraisal, appraisal review, AOS delivery schedule.

5. Review appraisals, appraisal reviews, and AOS in preparation for signature by the County.

D. Acquisitions

1. Present offer in person whenever possible.

2. Negotiate with each property owner and/or their representatives in accordance with statutory and regulatory requirements.

3. Negotiate as necessary with lien holders and easement holders to remove title defects.

4. Maintain a current detailed diary on each parcel in accordance with WSDOT Right of Way Manual.

5. Acquisition agent will perform "good faith negotiations," as defined by The Uniform Act and make a sufficient number of contacts with each owner in an effort to secure the needed property rights.

6. Out-of-area owners will be contacted by telephone and by certified mail.

7. Forward all administrative settlements to the County for approval.

8. If negotiations reach an impasse, the consultant shall provide the County with written notification. The filing and cost of condemnation proceedings shall be the responsibility of the County.

9. Draft and delivery the 10-day impasse letter notice, subject to prior County approval.

E. Relocations

1. Review the relocation plan provided by the County, or prepare the relocation plan, in accordance with the Uniform Act and any statutory and regulatory requirements. Identify special needs of displaced persons and problematic relocations; provide suggested resolutions for each. Amend relocation plan as necessary based on further field investigation.

2. Research available replacement properties using all available resources, including local real estate brokers, multiple listing services, local newspapers and publications.

3. Work with the County to determine eligibility, calculate entitlements, and determine statutory options for relocations consistent with the relocation assistance plan and federal and state regulations.

4. Prepare relocation documents using WSDOT's generic relocation forms from the Real Estate Services website. All notices, entitlements, and other documents must be approved by the County before presenting to the displaced person.

5. Provide relocation assistance and advisory services, including all notices, assistance with searches for replacement sites, Decent, Safe, and Sanitary inspections, coordination with move planners, assistance with appeal procedures and forms, and managing the relocation process until the displaced person is appropriately relocated.

6. Prepare tracking and status reports in a format satisfactory to the County.

7. Prepare relocation parcel files to include required notices, diaries, moving cost estimates, claim forms, and other items necessary for relocations.

8. Maintain a standard diary form (separate from the acquisition diary) indicating all contacts with displaced persons and other persons involved in the relocation process in accordance with LAG Manual requirements, and other items necessary. Copies of all correspondence and any associated documents and/or maps are to be kept in the files.

9. Prepare and update a relocation schedule that outlines timeframes for various tasks including an estimated vacate date for each parcel.

10. Perform relocation in accordance with The Uniform Act, the WSDOT Right of Way Manual, the WSDOT LAG Manual, and/or any other applicable requirements.

11. For full property acquisitions, conduct a final walkthrough and collect keys from the property owner when payment is made.

F. Closing

1. Prior to sending file for closing, request date down on title report from the designated Title Company.

2. Obtain required County signatures on deeds and closing documents.

3. Follow established County procedure for closing parcels managed by Consultant.

4. Submit the necessary documents and instructions to the designated Title/Escrow Company.

5. Work with the Title Company to remove unacceptable exceptions and obtain title policies.

6. Review closing statements and obtain County signatures and approvals.

7. The County will perform all closings that do not require escrow, unless advised otherwise.

8. Deliver completed files and diaries in a form satisfactory to the County for necessary state and federal approvals within one month of closing.

G. Certification

1. Assure proper documentation for funding certification.

2. Provide certification advisory review services as necessary. This may include being available to the WSDOT auditor during their file review.

3. Meet with County and/or property owners as needed to discuss and assist in resolving any issues regarding the acquisition/relocation for the project.

4. Provide a closing report/punch list of any outstanding project or relocation claims and issues.

5. Complete WSDOT Parcel or Relocation Review Worksheets for each file.

PROPOSAL FEE:

The intended method of compensation will be based on Hourly Rates, please provide a list of fully burdened hourly rates by job classification for work to be provided as described in this RFP.

PROPOSAL REQUIREMENTS

Please provide the requested information for each category of work listed below:

1. Identify each category of work you would like the County to consider awarding to your firm:

· Category A: All services

· Category B: All services except relocation

· Category C: Relocation only

2. Working with Federal and State guidelines applicable to the acquisition of right-of-way for government agencies:

· Provide a list and brief description of up to three (3) projects your firm has completed within the last three (3) years that demonstrate your firm has the required expertise needed for these types of projects. Include the work/services provided on the projects, the number of parcels for each project, and the time it took to complete each project. Provide references for each project that can attest to your firm's ability to provide the required expertise/services needed for this project. Include the name, address, phone number, and primary contact for each reference.

3. Maintaining Records in accordance with statutory, regulatory, and local agency requirements:

· Provide a brief description of your firm’s experience maintaining records in accordance with statutory and regulatory agencies.

· Provide a brief description of your firm’s experience maintaining records in accordance with local agency specific requirements.

· Provide three (3) acquisition diaries for parcels your firm has worked on within the last three

(3) years.

4. Research and clearing title to real estate and/or reforming real estate escrow closing:

· Provide a brief explanation of your firm’s experience researching and clearing title for partial and full acquisitions.

· Provide a brief explanation of your firm’s experience performing real estate escrow closings or experience working with similar escrow companies.

5. Performing relocation services in accordance with the Uniform Relocation Assistance and Real Property Acquisition Act:

· Provide a list and brief description of up to three (3) projects that your firm has completed within the last three (3) years that demonstrate your firm has the required expertise needed for these types of projects. Include the work/services provided on the projects, the number of relocations for each project, and the time it took to complete the relocations. Provide references for each project that can attest to your firm's ability to provide the required expertise/services needed for this project. Include the name, address, phone number, and primary contact for each reference.

· Provide the total number of relocations your firm has worked on under the Uniform Relocation Assistance and Real Property Acquisition Act within the last five (5) years.

· Provide three (3) relocation diaries for parcels your firm has worked on within the last three

(3) years. If your firm has not worked on three (3) relocations during the last three (3) years, please instead provide diaries for the last three (3) relocations your firm has worked on.

6. Providing Support to agencies for Project Certification:

· Provide a list and brief description of up to three (3) projects that your firm has completed within the last three (3) years that demonstrate your firm has the required expertise needed for these types of projects. Include the work/services provided on the projects and the number of parcels for each project and the time it took to complete the certification. Provide references for each project that can attest to your firm's ability to provide the required expertise/services needed for this project. Include the name, address, phone number, and primary contact for each reference.

7. The experience of the firm in hiring and managing appraisal and appraisal review subconsultants.

· Provide a brief description of your firm’s experience hiring and managing appraisal and appraisal review subconsultants.

· Provide a list of current appraisal and appraisal review firms your firm has current contracts with.

· Provide a list of appraisal and appraisal review firms that are anticipated to be utilized for this contract.

SUBMITTAL CHECKLIST

For proposals to be considered the following should be included in your submittal:

Name, local address, email address and phone number of the firm making the proposal.

The names and number of years the firm has been in business under current or previous names or additional assumed business names.

Name and title of the person authorized to execute a contract on behalf of the firm.

The name and resume of each individual assigned to this project and the individual assigned to back-up the primary person in his/her absence. Resumes are limited to one-side of one-page each.

A proposal that includes all items requested in sections 1-7, under Proposal Requirements.

Your approach to the work outlined under Scope of work, to include overall qualifications of the firm, resources and commitment to provide timely services, compliance with requirements, innovative offerings, services offered, and any other related, relevant information.

A complete rate sheet listing job classification required to complete the work outlined in the RFP.

References listing customers with contracts for similar services or volume requirements.

If needed, any additional services or procedures of benefit to the County not specifically required by this Request for Proposal, which the Contractor offers to provide.

A statement outlining any proposed exceptions to the County’s requirements or requested clarifications to the requirements. Firms should understand, however, that the County is typically unwilling to change the terms of its standard Professional Services Agreement, and a Firm’s inability to agree to those terms may be a basis for the County instead negotiating with one or more other Firms.

Required Signature Page for Proposal and all Addendum(s) with a legally binding signature.

By submitting a proposal, the proposer agrees that all documents, reports, proposals, submittals, working papers, or other materials prepared by the Contractor pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not the property of the Contractor. The Contractor shall not copyright, or cause to be copyrighted, any portion of said items submitted to the County because of this solicitation.

EVALUATION CRITERIA

Matters relating to qualification to meet the County's needs will receive highest priority in evaluation. Matters relating to the means of meeting those needs described in the proposal will be considered secondary. Actual prices may be used to select successful offerors, and pricing methods and flexibility offered by a proposer for use in negotiation of a resulting contract may be considered in evaluation. After a proposal is selected, the County expects to negotiate the details of work to be performed based upon the proposal and the County's needs and appropriate pricing of selected tasks. If negotiations fail for any reason, including price, the County may choose to negotiate with others to obtain an appropriate contract for needed services.

Firms will be evaluated on the following criteria:

1. Proposal Presentation: The information is presented in a clear, logical manner and is well-organized. All required information was provided. 10 points possible, Scored for Category A, B & C

2. Qualifications: How the overall qualifications of the firm and key individuals meet the needs of the County. 15 points possible, Scored for Category A, B & C

3. Capacity and Availability: The vendor has the size, resources and commitment to provide timely services based on the County’s needs. 15 points possible, Scored for Category A, B & C

4. Approach to the Work: The vendor’s approach to work, including compliance with requirements, innovative offerings, services offered, and other related matters. 15 points possible, Scored for Category A, B & C

5. Past Performance with work Provide to the County or references from similar agencies. 5 points possible, Scored for Category A, B & C

6. The experience of the firm working with federal and state guidelines applicable to the acquisition of right-of-way for government agencies. 25 points possible, Scored for Category A & B

7. The experience of the firm maintaining records in accordance with statutory, regulatory and local agency requirements. 5 points possible, Scored for Category A, B & C

8. The experience of the firm researching and clearing title to real estate and/or performing real estate escrow closing. 5 points possible, Scored for Category A & B

9. The experience of the firm performing relocation services in accordance with the Uniform Relocation Assistance and Real Property Acquisition Act. 15 points possible, Scored for Category A & C

10. The experience of the firm providing support services for Project Certification. 5 points possible, Scored for Category A, B & C

11. The experience of the firm in hiring and managing appraisal and appraisal review subconsultants. 5 points possible, Scored for Category A & B

12. Pricing: Pricing is appropriate and in line with industry standards and firm experience. 5 points possible, Scored for Category A, B & C image1.jpeg