On-Call Right of Way Acquisition, Relocation and Appraisal Services

Location:	California
Posted:	Feb 3, 2025
Due:	Mar 6, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Request for Proposals

For

On-Call Right of Way Acquisition, Relocation and Appraisal Services

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 3:00 PM on Thursday, March 6, 2025

On-Call Right of Way Acquisition, Relocation and Appriasal Services RFP

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INTRODUCTION

The City of Elk Grove (City) is accepting proposals from qualified Consultants for assistance in a number

of disciplines related to the acquisition, relocation and appraisal of real property interests for a variety of

public improvement projects located throughout the City. Caltrans has qualified the City as a Level 2 Agency

for acquisitions and relocations. Due to the number of Capital Improvement Projects the City anticipates

contracting with Consultant(s) for the following services:

• Appraisal

• Appraisal Review

• Acquisition

• Relocation

• Escrow and Title Coordination

• Project Management

• Project Tracking and Clerical Services

The City will award contracts to the selected Consultants in accordance with the included terms and

conditions shown in this Request for Proposals (RFP). Prospective respondents are advised to read this

information over carefully prior to submitting a proposal.

BACKGROUND & PURPOSE

The City’s primary objective is to obtain Professional Services for Right-of-Way Acquisition, Relocation and

Appraisal Services from one or more qualified firms. A Consultant Contract (Exhibit B) will be provided to

the City Council for consideration. Upon City Council approval, a Consultant Contract will be executed

between the City and the selected Consultant(s). The Consultant Contract will allow the City to request the

services of retained Consultant(s) on an individual project basis, as the need arises. Staff may solicit an

informal proposal based on scope, understanding, and schedule of a project.

PROPOSAL SUBMITTAL INSTRUCTIONS

3.1 Guidelines for Proposal

The following guidelines are provided for standardizing the preparation and submission of proposals.

The intent is to assist respondents in the preparation of their submissions and to assist the City by

simplifying the review process providing standards for comparison of submissions.

Statements submitted in response to this RFP shall include a complete response to the requirements

in this section in the order presented. Statements shall be a straightforward delineation of the

respondent’s capability to satisfy the intent and requirements of this RFP and shall not contain

redundancies and conflicting statements.

Proposals shall be printed double sided, submitted on 8-1/2” x 11” recycled paper, with easy to read

font size and style. Pages shall be numbered, tabbed, and bound (spiral / comb / three ring binder).

Tabbed dividers shall separate and identify the response items described below.

One signed original, two (2) copies, and one USB Flash Drive copy of the proposal shall be submitted

to the Office of the City Clerk by 3:00 PM on Thursday, March 6, 2025. Proposal shall be submitted in

a sealed envelope clearly marked RFP for On-Call Right-of-Way Acquisition, Relocation and Appraisal

Services and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submittal:

As an alternative to written RFP’s, proposals may be submitted electronically in pdf format, and emailed

to Office of the City Clerk at cityclerk@elkgrovecity.org prior to the deadline stated above. Submittals

in pdf format must be fully ADA compliant. Large files may be sent using a cloud-based system.

system. Consultants shall be responsible for ensuring that proposals submitted electronically are

received by the City Clerk prior to the deadline. Proposals that are not received prior to the deadline

shall not be considered by the City, even if the late submission is due to a technical or other error,

including, without limitation, the City’s inability to open or access the electronic file. If the proposing

Consultant does not receive confirmation from the City Clerk that the proposal has been received,

Consultant should assume the transmission failed and either resubmit or arranged for another method

of delivery. Consultants are also encouraged to contact the City Clerk to confirm receipt of their proposal

prior to the deadline.

Questions regarding this RFP are to be directed by e-mail to: Ann Grava, Real Estate Program Manager

at AGrava@elkgrovecity.org. Such contact shall be for clarification purposes only. The City must

receive all questions no later than 3:00 PM Thursday, February 20, 2025. Material changes, if any, to

the scope of services or proposal procedures shall only be transmitted by written addendum and posted

to the City website. Addendums and answers to submitted questions will be available via the City of

Elk Grove website under “Notice” for the RFP announcement no later than Thursday, February 27,

2025.

Proposals shall not be accepted by fax.

Complete proposals shall contain the following information in the order listed:

a. Introductory Letter

The introductory letter shall be addressed to:

Ann Grava

Real Estate Program Manager

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

The letter shall include the Consultant’s name submitting the proposal, their mailing address,

telephone number, and contact name. The letter shall address the Consultant’s understanding

of this RFP and any other information the Consultant has gathered. Include a statement

discussing the Consultant’s interest and qualifications for this type of work. A principal of the

firm authorized to legally bind the firm shall sign the letter.

b. Table of Contents

The Consultant shall insert a comprehensive table of contents denoting sections c through j of

the proposal as indicated below.

c. Organization Chart

d. Qualifications and Experience

Describe the Consultant’s capability for undertaking and performing the work, including any

professional licenses and certificates held by the Consultant. Resumes for Key Personnel shall

be included. List types and locations of similar work performed by the Key Personnel in the last

five (5) years that best characterizes the quality and past performance. Include names and

current phone numbers for contact on work quality and performance. References may be

contacted as part of the selection Process.

e. Detailed Scope of Services

The scope of services must state the Consultant’s ability to meet each specification as outlined

in this document. The scope of services shall address the items of work as described in this

RFP. The scope of services shall be simple, easy to read and follow, and address and satisfy

the objectives and specifications as listed in the Scope of Services in this RFP.

f. Conflict of Interest

Any activities or relationships of the Consultant that might create a conflict of interest for the

Consultant or the City, and, if such activities or relationships exist, a description of the facts,

On-Call Right of Way Acquisition, Relocation and Appriasal Services RFP

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legal implications, and possible effects sufficient to permit the City to appreciate the significance

of the conflict and to grant any conflict waiver, if appropriate and necessary.

g. Consultant Contract

Attached to the RFP (Exhibit B) is a copy of the City’s standard Consultant Contract (Contract).

The City’s standard Contract may be modified, in the City’s sole discretion, to address the

specific provisions of this RFP and Consultants shall note that any specifications or other

requirements specific to this RFP shall be included in the Contract and Contract’s exhibits

following an award of the Contract. Please review the Contract carefully and note in your

proposal any exceptions or alterations to the Contract. Alterations or changes to the Contract

that are not in the Consultant’s response shall not be allowed after the selection of the

Consultant. This includes alterations, exceptions, or changes to the insurance and indemnity

provisions. By requiring these requests up front, the City can compare all respondents on an

equal basis. However, the City reserves the right, in its sole discretion, to accept or reject any

and all proposed changes to the City’s standard Contract. For reference, the insurance

amounts that appear in the attached Contract are summarized below.

h. Secretary of State

The Consultant shall confirm their understanding of the requirement to be registered with the

California Secretary of State as noted in the RFP language in Section 5.1 of the RFP.

i. Cost Proposal

This section shall include the cost for requested services outlined in Exhibit A: Scope of Work.

Consultants shall clearly describe and outline rates for the services to be provided for each

task. Cost estimate shall be submitted in a cost plus fixed fee format. Cost proposal shall

conform to Exhibit F – Sample Cost Proposal and should include the following detail for the

prime firm and all subconsultants listed in their proposal:

• Billable rates of each member of the Project team.

• Breakdown of direct costs, profit, indirect rate, and estimated reimbursable expenses.

Mark ups on sub consultants are not allowed. Upon completion of each task, the Consultant

shall notify the City and request payment for the products and services by submitting an invoice

and a brief description of work performed during the billing period. Upon receipt of the invoice,

the City will review in a timely manner the products and services noted, verify satisfactory

completion, and authorize payment. No cost increases shall be passed onto the City after the

proposal has been submitted. No attempt shall be made to tie any item or items contained in

this RFP with any other business with the City.

j. Federal Provisions

The proposing Consultant’s services may be federally funded, which necessitates compliance

with addition requirements. Special attention is directed to Local Assistance Procedures

Manual (LAPM) Exhibit 10-1, Notice to Proposers DBE Information (Exhibit C). Consultant shall

include in their proposal an acknowledgement and understanding of these provisions. All forms

and certificates are to be completed, signed, and inserted in this section in Consultants’

response to this RFP.

• Local Agency Proposer DBE Commitment (Consultant Contracts); (LAPM 10-

O1) (Exhibit C).

• DBE Information - Good Faith Effort (LAPM 15-H) (Exhibit D) – Required

only if DBE goal is not achieved. It is recommended that proposer prepare and

submit a GFE irrespective of meeting the DBE goal.

• Disclosure of Lobbying Activities (LAPM 10-Q) (Exhibit E).

The DBE goal is 20%. Consultants submitting a proposal must meet the DBE goal or

submit documentation of a Good Faith Effort.

Upon award and through completion of the project, the successful proposing Consultant shall

be required to follow applicable federal-aid requirements and shall complete and submit with

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the agreement the following forms at the time of award:

• Local Agency Proposer DBE Information (Consultant Contracts) (LAPM 10-02)

• Any other relevant forms required during the project, some of which may be

included such as the Consultant Annual Certification of Indirect Costs,

• Consultant shall demonstrate familiarity of providing services for federally funded

projects and

has a clear understanding of requirements/needs to facilitate the project through Caltrans

Local Assistance and Local Assistance Procedures Manual.

3.2 Late Proposals

Proposals arriving after the specified date and time shall not be considered, nor shall late proposals be

opened. Each Consultant assumes responsibility for timely submission of its proposal.

3.3 Withdrawal or Modifications of Proposals

Any proposal may be withdrawn or modified by a written request signed by the Consultant and received

by the City Clerk prior to the final time and date for the receipt of proposals. Once the deadline is past,

Consultants are obligated to fulfill the terms of their proposal.

3.4 Proposal Acceptance and Rejection

The City reserves the right to accept any proposal, to reject any and all proposals, and to call for new

proposals, or dispense with the proposal process in accordance with the Elk Grove Municipal Code.

3.5 Proposal Evaluation and Award

Evaluation will be made based on the criteria noted in the table below. A contract may be awarded to

the responsible Consultant(s) who best meets the City’s needs by demonstrating the competence and

professional qualifications necessary for the satisfactory performance of the required services, and

shall not necessarily be based on the lowest priced proposal, except as otherwise provided by law,

taking into consideration adherence to the included specifications. All Consultants that were not

selected by the City shall be notified in writing. Nothing herein shall obligate the City to award a contract

to any responding Consultant. Any contract awarded will be non-exclusive, and the City reserves the

right to seek services from other sources, in the City’s sole discretion.

Evaluation Criteria

Completeness of Response

Understanding of the work to be done and

knowledge of the Federal and State Uniform

Relocation and Real Property Acquisition

Policies Act

Ability to meet deadlines and provide

professional services in a timely manner

Rating

Score

(0-5)

Weight

Pass/Fail

20%

15%

Consultant Experience with Similar Kinds of

Work

Quality and experience of staff providing

services and their status of Professional

Certifications to meet the minimum

requirements to provide service

Cost Proposal

20%

References

TOTAL

100%

Staff will evaluate the merits of the proposals received in accordance with the evaluation factors stated

On-Call Right of Way Acquisition, Relocation and Appriasal Services RFP

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

type	name(s)	due date	notice	details	posted
RFP	On-Call Right of Way Acquisition, Relocation and Appraisal Services	Prior to 3:00 p.m. on 3/6/2025		View	2/3/2025

On-Call Right of Way Acquisition, Relocation and Appraisal Services

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