Easement Acquisition Services

The Town of Hilton Head Island is soliciting qualifications from firms to provide public easement acquisition services through a unit price contract for various municipal projects. The Request for Qualifications (RFQ 2025-18) seeks experienced contractors capable of comprehensive easement acquisition, including sending initial letters of intent, conducting property owner meetings, pursuing agreement negotiations, and documenting engagement efforts. Specific deliverables include obtaining property owner signatures, collecting W9 forms, submitting documentation to town staff, and providing weekly progress reports. Proposals are due by 5:00 PM EST on September 18, 2025, with a virtual public opening scheduled for 9:30 AM EST the following day. The evaluation criteria will focus on three key areas: previously completed projects (45%), personnel qualifications (30%), and current/projected workload (25%), with the potential for finalist interviews to impact final scoring. The contract will have an initial one-year term with options to renew for up to four additional one-year periods based on mutual agreement.

The procurement does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Contractors must maintain $1,000,000 in general and professional liability insurance and comply with the South Carolina Illegal Immigration Reform Act. The scope of work encompasses various municipal infrastructure projects, including drainage, roadway, lighting, and sidewalk work. While specific budget ranges are not explicitly stated, the unit price contract structure suggests flexibility in project scope and potential compensation. The pricing will be based on a per easement/deed lump sum, with provisions for potential hourly rate adjustments if the project scope significantly deviates from the standard approach. Contractors will be expected to provide their own basic office supplies, with no additional equipment provisions. The opportunity appears designed to establish a flexible, long-term partnership for easement acquisition services that can adapt to the Town of Hilton Head Island's evolving infrastructure needs.