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Request for Proposals
Right-of-Way Acquisition and
Department of Public Works
307 W. Brighton Avenue
El Centra, Ca. 92243
Phone: (760) 337-4505
Terry Hagen, Director of Public Works/City Engineer
Table of Contents
I. Background 3
II. Project Description 3
III. Scope of Work 4
IV. General Requirements 6
V. Proposal Content and Information 6
VI. Selection Criteria 7
VII. Selection Process 7
VIII. Responsibilities of City of El Centro 8
IX. Requested Submittal 8
X. Sealed Fee Schedule 9
Appendix A - Sample Proposal Evaluation Form 10
Appendix B - Sample Agreement for Professional Services 11
CITY OF EL CENTRO
REQUEST FOR PROPOSALS
ON-CALL RIGHT-OF-WAY ACQUISITION AND APPRASIAL SERVICES
The City of El Centro, Department of Public Works, is requesting proposals from
qualified professionals to provide on-call right-of-way acquisition and appraisal services.
These services will be on an intermittent basis. In addition to providing general right-of-
way acquisition services, the Contractor may be required to retain an independent MAI
(or equivalently credentialed) appraiser to establish the fair market value of the property.
Qualified entities are invited to submit written proposals for consideration in accordance
with this request. These services will be conducted under a contract with the City of El
Centro, hereinafter referred to as "the City." The consultant entity is hereinafter referred
to as "the Consultant."
The contract will be regulated according to the provisions of all Federal, State and local
laws and ordinances that are applicable. This includes compliance with prevailing wage
rates and their payment in accordance with the California Labor Code.
II. Project Description
The Consultant shall provide all necessary right-of-way acquisition and appraisal services
to the City. It is the intention of the City to select and contract with more than one (1)
consultant for these services. The selected firm(s) will provide on-call right-of-way
acquisition services that include but are to limited to those listed Section III, "Scope of
Work." The City will assign work to any of the firms as is deemed necessary and
appropriate by the City. No subcontractors shall be utilized without prior authorization
by City. The term of the contract shall be for three (3) years from Council approval of
the contract with up to two (2) one (1) year extensions, to be exercised at the sole
discretion of the City, on an on-call/as needed basis in support of current capital
improvement, roadway and economic development projects.
Capital Project Descriptions:
> Utility easements and right-of-way for forty (40) acre water treatment plant
> Right-of-way acquisition for locally administered road improvement projects.
> Land acquisition for new municipal building construction (new library and
police station are planned).
> Land acquisition for expansion of municipal facilities.
Proposed Schedule of Events:
> Issue Request for Proposal
> Pre-proposal conference (non-mandatory)
> Proposal due
> Consultant selection
> City of El Centro awards contract
10/13 A13-0409 3
December 4, 2013
> Kick-off meeting 1 -2 weeks
III. Scope of Work
This scope of work is to provide on-call right-of-way acquisition and appraisal services to
the Public Works Department in accordance with all provisions within this RFP. These
services will be on an intermittent basis. The scope of work includes professional right-
of-way acquisition and appraisal for developed/undeveloped, vacant and/or unimproved,
residential and/or commercial properties. The Consultant shall produce appraisal reports
for full or partial acquisitions, easements, temporary construction easements, leased or
licensed properties and sale or disposition of excess/surplus properties. Meetings with
the client may or may not be required at the option of the City and will be determined on
a case-by-case basis. The selected firm(s) may assist the City with various right-of-way
acquisition and appraisal assignments including but not limited to:
Task I - Appraisal
A. The Contractor shall retain an experienced and independent MAI (or
equivalently credentialed) real property appraiser to prepare and appraisal of
the fair market value of the property. Payment for the appraisal will be based
on hourly rates shown in the Contractor's proposal and will be subject to a not
to exceed provision in the contract. Payment for the appraiser's litigation
support, if necessary, will be based on hourly rates shown in the Contractor's
proposal and will be subject to a not to exceed provision in the contract.
B. Pre-condemnation planning assistance.
C. Relocation assistance, business reestablishment, replacement housing and
D. Obtain and review property files, title reports and litigation guarantees from
E. If any legal issues exist during the course of the appraisal assignment, the
appraiser shall request a legal opinion. All legal opinions shall be rendered by
the City Attorney.
F. Preparation and review of all necessary legal documents for property
G. Prepare notices of public hearing for individual property owners regarding
resolutions of necessity.
H. Assist the City's staff in preparing staff report for resolution hearing.
I. Resolution of Necessity preparation and assistance with supporting evidence
and related documents to establish the City's right to take the property
necessary for the project (includes attending resolution hearing).
J. Provide assistance to legal counsel in preparation and filing of all legal
documents necessary to commence an eminent domain action(s) for the
K. Provide assistance to legal counsel in obtaining court order(s) for prejudgment
possession to allow project-related construction activities to commence
(within thirty (30) to ninety (90) days after commencement of the action).
L. Provide assistance to legal counsel in defending all challenges to City's right
to take and/or claims for project blight, severance damage or other legal
M. Provide assistance to legal counsel necessary to litigate individual cases to
settlement, final judgment and appeal, if necessary.
Task 2 - Acquisition:
A. The Contractor shall prepare grant deeds and temporary easements, prepare
and submit offers and negotiate right-of-way purchase/sale contracts to
acquire the property.
B. The Contractor shall provide litigation support if condemnation of the
property is necessary. Payment for acquisition services will be based on
hourly rates shown in the Contractor's proposal and will be subject to a not to
exceed provision in the contract. Payment for the Contractor's litigation
support, if necessary, will be based on hourly rates shown in the Contractor's
proposal and will be not be subject to a not to exceed provision in the contract.
The Contractor must submit separate cost proposals for each task. The City at its
sole discretion may award one (1) or both tasks to the Contractor. The Contractor shall
meet the timelines identified on the progress schedule of the Contractor's proposal. The
City will provide the Contractor with a final right-of-way map, preliminary title reports
and property descriptions. The Contractor shall work with the City's legal counsel.
The Contractor shall timely submit to the City copies of all correspondence, contracts,
appraisal and all other reports prepared in connection with the Project.
The appraisal report must comply with standards established by the Appraisal Institute
and the Uniform Standards of Professional Appraisal Practice.
All project services and deliverables must adhere to current Caltrans requirements for
project development of improvements on a facility included on the State highway system.
For projects not on the State highway system, deliverables shall be prepared in
accordance with applicable local and regional standards, policies and procedures. These
requirements include adherence to design standards, regulations, policies and procedures
for all work within State right-of-way at the time of project advertisement. Compliance
with current Federal Highway Administration requirements is also necessary for all work
on the interstate system.
Some projects may be subject to Part 26, Title 49, Code of Federal Regulations, entitled
"Participation by Disadvantaged Business Enterprises in Department of Transportation
Financial Assistance Programs ("Regulations"). The Regulations and the Caltrans DBE
program, which has been adopted by the Commission, are incorporated in their entirety
herein by this reference. Bidders are to be fully informed respecting the DBE
requirements, the Regulations and the Caltrans DBE program.
IV. General Requirements
Each firm shall meet the following requiremen