RFP Released for Consultant Services

Request for Proposal
Consultant Services for
Toepperwein Road Project
October 2, 2017
Issued by:
City of Converse EDC
Representative:
Katherine E. Silvas,
Executive Director
ksilvas@converseedc.com
210-659-9163

1. Introduction & Background
The City of Converse Economic Development Corporation (Converse EDC), a Type B corporation, is in need of

Consultant Services to Ensure Compliance with
the Uniform Relocation Assistance and Real Property Acquisitions Policy Act of 1970,
as amended (“The Uniform Act”)
regarding the Toepperwein Road Project in Converse, Texas.

The Converse EDC is accepting proposals in response to this Request for Proposal (this “RFP”, or this “Request for Proposal”) in order to find a qualified source to provide qualified consulting services to assist in accomplishing compliance with The Uniform Act.

Since its creation in 2000, the Converse EDC has undertaken the acquisition of 37 parcels of land in Converse, Texas with the intent of relocating Toepperwein Road between Kitty Hawk and South Seguin. The City of Converse and the Converse EDC identified this relocation project as a major capital project as an effort to increase commercial traffic in the interior of Converse and provide an alternative route for traffic from Interstate 35 to I-10.

The Toepperwein Road Project will result in the relocation of Toepperwein from its current configuration to shift one block east and provide a major thoroughfare as a five-lane road, including a center turn lane, bike lanes and sidewalks. The anticipated project cost for the actual construction of the project has been estimated at more than $15 million.

As a result of the process, 37 properties were affected by the acquisitions for this project. The Converse EDC offered and negotiated compensation with the displaced property owners. However, an in-depth study of those acquisitions has revealed that none of those acquisitions were accomplished in accordance with the Uniform Act.

At the time, it was anticipated that the City of Converse and the Converse EDC expected to fund the construction of the project locally, i.e., without federal assistance. In order to apply for and use federal funds for this major project, the City of Converse and the Converse EDC recognize that the Toepperwein Road Project must comply with The Uniform Act.

Our goal with this Engagement is to:
1. Achieve Compliance with the Uniform Act for all affected parcels in a timely and cost-effective manner.
2. Identify and hire a qualified consultant or individual to effectively conduct and complete the appropriate process/processes to accomplish the scope of work outlined in the in-depth study conducted earlier this year. (See Attached Uniform Act Compliance Report dated June 12, 2017, prepared by Sendero Acquisitions)
3. Prepare sufficient documentation demonstrating to the appropriate federal and state and local entities of such compliance.
The objective of this Request for Proposal is to locate a source that will provide the best overall value to City of Converse EDC. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this Request for Proposal below.
2. Submission Guidelines & Requirements
The following submission guidelines & requirements apply to this Request for Proposal:
1. First and foremost, only qualified individuals or firms with prior experience on projects such as this should submit proposals in response to this Request for Proposal.
2. Bidders intent on submitting a proposal should so notify the representative identified on the cover page no later than October 13, 2017.
3. Bidders must list three projects that are substantially similar to this project as part of their response, including references for each.
4. A technical proposal must be provided that is not more than 10 pages. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.
5. A price proposal must be provided that is not more than one page. This price proposal should indicate the overall fixed price for the project as well as hourly rates and an estimated total number of hours, should City of Converse decide to award a contract on an hourly rate basis.
6. Proposals must be signed by a representative that is authorized to commit bidder’s company.
7. If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.
8. Please submit any questions in writing on or before October 24, 2017. Responses will be issued on October 27.
9. Proposals must be received by 5 p.m. October 31, 2017 to be considered.
10. Proposal must remain valid for a period of 90 days.
11. City of Converse anticipates selecting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these “down-selected” individuals or firms.
3. Project Description
The description of the project is as follows:

Consultant Services to Ensure Compliance with
the Uniform Relocation Assistance and Real Property Acquisitions Policy Act of 1970,
as amended (“The Uniform Act”)
regarding the Toepperwein Road Project in Converse, Texas.
Scope of the Project is as follows:
Successful Bidder shall carry out, conduct and complete a process whereby all curative measures necessary to ensure compliance with The Uniform Act regarding the Toepperwein Road Project.

The Successful Bidder will be responsible for all Curative Measures, including:
• Ensuring that all initial appraisals are performed for properties that were never appraised or which were appraised subsequent to the final offer.
• Ensuring that all appraisal reviews are conducted and approved by the City of Converse EDC.
• Ensuring that additional offers are made to the property owner or heirs if the new value exceeds the original payment.
• Ensuring that the new appraisal reports and appraisal reviews are based on historic sales (if available).
• Conducting all due diligence efforts to locate and contact property owners or their heirs.
• Conducting negotiations with the owners or heirs on any parcel where the value has increased above the original amount paid for each parcel.
• Document to the extent possible, the displacement dwelling’s characteristics, utilizing specific data from appraisal reports, photographs, etc.
• Compute replacement housing supplements.
• Determine if actual replacement dwelling would result in the payment of a replacement-housing payment.
• Determine if those displaced persons (who are living) are eligible for replacement-housing payments, or determine if the heirs are eligible if the deceased purchased or rented a dwelling that would qualify them for a replacement-housing payment.
• A complete listing of the parcels for the Toepperwein Road Project are listed on Attachment A.
The criteria set forth below should be met to achieve successful completion of the project, parcel by parcel:
1. Milestone 1 – 50% of total cost of relocation once displaced person is contacted, residential eligibility computations completed, approved by the EDC and offered to the displaced person.
2. Milestone 2 – 30% of total cost of relocation once payment (including moving expenses) are claimed and paid to the displaced person.
3. Milestone 3 – 20 % of total cost of relocation at the payment of the replacement-housing benefit and closing the file. (Final 20% would not be billed if no replacement benefit was due.)
6. Budget
City of Converse EDC’s budget for the project is $750,000 - $900,000.
This amount is to be inclusive of curative measures, i.e., administrative time and payment of relocation to the effected parties.

7. Evaluation Factors
1. Experience of similar project
2. Availability of resources/personnel
3. Reasonableness of fees
4. Responsiveness to the requirements set forth in this Request for Proposal
5. Relevant past performance/experience
6. Technical expertise/experience of bidder and bidder’s staff
Converse EDC reserves the right to award to the bidder that presents the best value to the Converse EDC as determined solely by the Converse EDC in its absolute discretion.

 

Request for Proposal

Consultant Services for

Toepperwein Road Project

October 2, 2017

Issued by:

City of Converse EDC

Representative:

Katherine E. Silvas,

Executive Director

ksilvas@converseedc.com

210-659-9163


 

1.       Introduction & Background

The City of Converse Economic Development Corporation (Converse EDC), a Type B corporation, is in need of

 

Consultant Services to Ensure Compliance with

the Uniform Relocation Assistance and Real Property Acquisitions Policy Act of 1970,

 as amended (“The Uniform Act”)

regarding the Toepperwein Road Project in Converse, Texas.

 

The Converse EDC is accepting proposals in response to this Request for Proposal (this “RFP”, or this “Request for Proposal”) in order to find a qualified source to provide qualified consulting services to assist in accomplishing compliance with The Uniform Act. 

 

Since its creation in 2000, the Converse EDC has undertaken the acquisition of 37 parcels of land in Converse, Texas with the intent of relocating Toepperwein Road between Kitty Hawk and South Seguin.  The City of Converse and the Converse EDC identified this relocation project as a major capital project as an effort to increase commercial traffic in the interior of Converse and provide an alternative route for traffic from Interstate 35 to I-10.  

 

The Toepperwein Road Project will result in the relocation of Toepperwein from its current configuration to shift one block east and provide a major thoroughfare as a five-lane road, including a center turn lane, bike lanes and sidewalks. The anticipated project cost for the actual construction of the project has been estimated at more than $15 million.

 

As a result of the process, 37 properties were affected by the acquisitions for this project.  The Converse EDC offered and negotiated compensation with the displaced property owners.  However, an in-depth study of those acquisitions has revealed that none of those acquisitions were accomplished in accordance with the Uniform Act. 

At the time, it was anticipated that the City of Converse and the Converse EDC expected to fund the construction of the project locally, i.e., without federal assistance.  In order to apply for and use federal funds for this major project, the City of Converse and the Converse EDC recognize that the Toepperwein Road Project must comply with The Uniform Act.

 

Our goal with this Engagement is to:

1.       Achieve Compliance with the Uniform Act for all affected parcels in a timely and cost-effective manner.

2.       Identify and hire a qualified consultant or individual to effectively conduct and complete the appropriate process/processes to accomplish the scope of work outlined in the in-depth study conducted earlier this year.  (See Attached Uniform Act Compliance Report dated June 12, 2017, prepared by Sendero Acquisitions)

3.       Prepare sufficient documentation demonstrating to the appropriate federal and state and local entities of such compliance.

The objective of this Request for Proposal is to locate a source that will provide the best overall value to City of Converse EDC. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this Request for Proposal below.

2.       Submission Guidelines & Requirements

The following submission guidelines & requirements apply to this Request for Proposal:

1.       First and foremost, only qualified individuals or firms with prior experience on projects such as this should submit proposals in response to this Request for Proposal.

2.       Bidders intent on submitting a proposal should so notify the representative identified on the cover page no later than October 13, 2017.

3.       Bidders must list three projects that are substantially similar to this project as part of their response, including references for each.

4.       A technical proposal must be provided that is not more than 10 pages. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.

5.       A price proposal must be provided that is not more than one page. This price proposal should indicate the overall fixed price for the project as well as hourly rates and an estimated total number of hours, should City of Converse decide to award a contract on an hourly rate basis.

6.       Proposals must be signed by a representative that is authorized to commit bidder’s company.

7.       If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.

8.       Please submit any questions in writing on or before October 24, 2017.  Responses will be issued on October 27.

9.       Proposals must be received by 5 p.m. October 31, 2017 to be considered.

10.   Proposal must remain valid for a period of 90 days.

11.   City of Converse anticipates selecting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these “down-selected” individuals or firms.

3.       Project Description

The description of the project is as follows:

 

Consultant Services to Ensure Compliance with

the Uniform Relocation Assistance and Real Property Acquisitions Policy Act of 1970,

 as amended (“The Uniform Act”)

regarding the Toepperwein Road Project in Converse, Texas.

Scope of the Project is as follows:

Successful Bidder shall carry out, conduct and complete a process whereby all curative measures necessary to ensure compliance with The Uniform Act regarding the Toepperwein Road Project.

 

 

The Successful Bidder will be responsible for all Curative Measures, including:

·         Ensuring that all initial appraisals are performed for properties that were never appraised or which were appraised subsequent to the final offer.

·         Ensuring that all appraisal reviews are conducted and approved by the City of Converse EDC.

·         Ensuring that additional offers are made to the property owner or heirs if the new value exceeds the original payment.

·         Ensuring that the new appraisal reports and appraisal reviews are based on historic sales (if available).

·         Conducting all due diligence efforts to locate and contact property owners or their heirs.

·         Conducting negotiations with the owners or heirs on any parcel where the value has increased above the original amount paid for each parcel.

·         Document to the extent possible, the displacement dwelling’s characteristics, utilizing specific data from appraisal reports, photographs, etc.

·         Compute replacement housing supplements.

·         Determine if actual replacement dwelling would result in the payment of a replacement-housing payment.

·         Determine if those displaced persons (who are living) are eligible for replacement-housing payments, or determine if the heirs are eligible if the deceased purchased or rented a dwelling that would qualify them for a replacement-housing payment.

·         A complete listing of the parcels for the Toepperwein Road Project are listed on Attachment A.

The criteria set forth below should be met to achieve successful completion of the project, parcel by parcel:

1.       Milestone 1 – 50% of total cost of relocation once displaced person is contacted, residential eligibility computations completed, approved by the EDC and offered to the displaced person.

2.       Milestone 2 – 30% of total cost of relocation once payment (including moving expenses) are claimed and paid to the displaced person.

3.       Milestone 3 – 20 % of total cost of relocation at the payment of the replacement-housing benefit and closing the file.  (Final 20% would not be billed if no replacement benefit was due.)

                6. Budget

                City of Converse EDC’s budget for the project is $750,000 - $900,000. 

This amount is to be inclusive of curative measures, i.e., administrative time and payment of relocation to the effected parties. 

 

 

 

                7. Evaluation Factors

1.       Experience of similar project

2.       Availability of resources/personnel

3.       Reasonableness of fees

4.       Responsiveness to the requirements set forth in this Request for Proposal

5.       Relevant past performance/experience

6.       Technical expertise/experience of bidder and bidder’s staff

Converse EDC reserves the right to award to the bidder that presents the best value to the Converse EDC as determined solely by the Converse EDC in its absolute discretion.