Cherokee Road Culvert Replacement Project ROW Acquisition Services
| Agency: | City of Hendersonville |
|---|---|
| State: | Tennessee |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 20, 2026 |
| Due Date: | Mar 20, 2026 |
| Solicitation No: | 26-0006 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
26-0006
|
| Bid Title: |
Cherokee Road Culvert Replacement Project ROW Acquisition Services
|
| Category: | Request for Qualifications/Proposal |
| Status: | Open |
|
Attachment Preview
CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
PROJECT NAME:
Cherokee Road Culvert Replacement Project ROW Acquisition Services
CSP # 26-0006
WHO WE ARE:
The City of Hendersonville is a medium sized city in Sumner County, 17 miles from downtown Nashville.
The city’s population is approximately 65,000 and growing daily. Hendersonville is bounded by Old Hickory
Lake to the south and has over 20 miles of lakefront property. The Board of Mayor and Alderman guide the
city priorities and city departments, including police, fire, public works, parks, administrative services,
finance, building and codes, city court and planning.
WHY ARE WE ISSUING THIS REQUEST FOR PROPOSAL (RFP):
The City of Hendersonville is soliciting proposals from qualified consultants to provide Right-of-Way
(ROW) acquisition services for our Cherokee Road Culvert Replacement Project (CSP #26-0006). This
project is locally funded for construction and must be in compliance with the Uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970 (Uniform Act).
WHAT THE CITY EXPECTS IN THE PROPOSAL:
The City of Hendersonville is seeking professional services for Right-of-Way (ROW) acquisition to support
stormwater improvements along Cherokee Road. This project involves four (4) specific parcels requiring the
acquisition of four (4) temporary construction easements and two (2) permanent easements. Notably, two
(2) of the affected parcels are owned by Sumner County Schools, requiring the Consultant to facilitate
intergovernmental coordination and adhere to public school board approval processes. No relocation efforts
are anticipated.
The selected Consultant shall perform, or manage through qualified subconsultants, all essential tasks within
the ROW process. These responsibilities include conducting title research, performing appraisals or waiver
valuations, and preparing administrative offer summaries. For the private parcels, the Consultant will manage
standard negotiations and settlements; for the public parcels, the Consultant will facilitate the development
of Intergovernmental Agreements (IGA) or Memoranda of Understanding (MOU) in coordination with City
and School Board legal counsel.
The Consultant is responsible for the formal closing of all transactions, including the preparation of all
agreements, deeds, and legal instruments. Proposals should specifically address the strategy for coordinating
with Sumner County Schools, including considerations for student safety, construction scheduling, and
Board of Education meeting cycles. While the City does not anticipate the need for eminent domain, all
proposals must include provisions and procedures for condemnation support as a contingency option.
City of Hendersonville
Competitive Sealed Proposal Form
Revised 07/31/2023
Page 1 of 6
CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
PROJECT SCOPE & DETAILS:
The Consultant shall provide comprehensive professional services to acquire all necessary property rights for the
Cherokee Road Culvert Replacement Project. The scope is comprised of four (4) total parcels: two (2) privately held and
two (2) owned by Sumner County Schools. Total acquisitions consist of four (4) Temporary Construction Easements
(TCE) and two (2) Permanent Drainage Easements.
1. Valuation and Appraisal Services
Perform a minimum 40-year title search for each parcel to verify ownership and identify existing liens,
encumbrances, or competing easements.
For private parcels, prepare Appraisals or Waiver Valuations as appropriate under Tennessee Department
of Transportation (TDOT) and Uniform Act guidelines.
For school parcels, coordinate a "Value of Benefit" analysis if a nominal-cost transfer is proposed, ensuring
the School Board receives adequate justification for the transfer of public assets.
Provide a certified review of all appraisals by a qualified professional (not the original appraiser) to establish
the Just Compensation amount for City approval.
2. Intergovernmental & School Board Coordination
Serve as the primary point of contact between the City of Hendersonville and Sumner County Schools
administration.
Prepare presentation materials for the Sumner County Education Committee and/or the Full Board of
Education to explain project impacts, safety measures, and the necessity of the easements.
3. Negotiation and Acquisition
Delivery of written offers and a minimum of three (3) documented contacts with each private owner.
Prepare written justifications for any settlements exceeding the appraised value for Board of Mayor &
Aldermen approval.
Maintain a formal Negotiation Log for every parcel to ensure a clear "Paper Trail" for federal or state audits.
4. Closing and Certification
Instrument Preparation: Draft all legal documents, including Warranty Deeds, Easement Agreements, and
Memorandum of Understanding (MOU).
Closing Services: Manage the execution of documents, including notary services and coordination with
mortgage holders for partial releases.
Record all final instruments with the Sumner County Register of Deeds.
Provide a formal Right-of-Way Certification to the City, stating that all property rights have been legally
secured and the project is clear for construction bidding.
5. Condemnation Support (Contingency)
In the event that a voluntary agreement cannot be reached, the Consultant shall provide the City Attorney
with a complete “Condemnation Package,” including the final offer letter, negotiation log, and certified
appraisal, to support the initiation of eminent domain proceedings.
City of Hendersonville
Competitive Sealed Proposal Form
Revised 07/31/2023
Page 2 of 6
CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
REQUIRED DELIVERABLES FOR THIS PROJECT:
1. Cost Proposal & Financial Deliverables
Itemized Fee Schedule: A breakdown of costs per unit (e.g., price per title report, price per
appraisal) and hourly rates for project personnel.
Not-to-Exceed (NTE) Budget: A total maximum fee for professional services, including a sub-
total for reimbursable expenses (filing fees, etc.).
Litigation Rate Table: Specific hourly rates for expert witness testimony and deposition support
should condemnation (Eminent Domain) proceedings become necessary.
2. Pre-Acquisition & Title Deliverables
Title Reports: A 40-year title search for each of the four (4) parcels, identifying all legal owners
and encumbrances.
ROW Acquisition Table: A spreadsheet-style summary of each parcel, including the area of
permanent versus temporary takes, tax ID numbers, and owner names.
Property Maps: Plats or visual exhibits for each parcel showing the exact footprint of the
easements in relation to existing structures.
3. Valuation Deliverables
Full Narrative Appraisals: For any complex takes or private parcels where value exceeds $10,000.
Simplified Administrative Valuation Reports: For low-value temporary easements (common for
construction-only parcels).
Appraisal Reviews: A separate certification for each appraisal, signed by a Review Appraiser,
confirming that the value was determined in accordance with the Uniform Act.
4. Negotiation & School Board Deliverables
Negotiation Diary: A chronological log of every phone call, letter, and meeting for all four (4)
parcels to document "Good Faith" negotiations.
Board Briefing Exhibits: Presentation-ready briefing memos and visual exhibits for the Sumner
County Education Committee.
Administrative Settlement Memos: Written memos explaining the logic and justification behind
any payment that exceeds the initial appraised “Just Compensation.”
5. Legal & Closing Deliverables
Executed Instruments: Original, notarized Warranty Deeds, Permanent Drainage Easement
Agreements, and Temporary Construction Easement Agreements.
Intergovernmental Agreements (IGA/MOU): The final signed contracts between the City and
the School Board for the two (2) school parcels.
Recorded Documents: Copies of all instruments stamped with the Book and Page number from
the Sumner County Register of Deeds.
6. Final Certification
Project Closeout Statement: A formal statement from the consultant to the City certifying that
all necessary property rights have been legally acquired, all owners have been paid, and no
occupants remain to be relocated.
City of Hendersonville
Competitive Sealed Proposal Form
Revised 07/31/2023
Page 3 of 6
CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
EXPECTATIONS – PROJECT TIMELINE:
Sign Contract
Initiate Services
Closing and Recorded
April 3, 2026
April 8, 2026
October 15, 2026
SELECTION CRITERIA:
The city will evaluate the proposals and choose the best bid. The primary evaluation factors to be
considered are ability to meet or exceed the requirements of the request and the total cost.
Determination of meeting or exceeding the requirements of the proposal will, among other factors, be
based on experience, qualifications, familiarity with requested services, past performance, quality of
proposal, and proposed timeline.
Evaluation Criteria
Percentage
Approach to the Work - examines the proposed methodologies, project schedule, and risk
mitigation strategies.
25%
This includes the consultant’s familiarity with TDOT and FHWA standards, as well as
their practical application of the Uniform Act in a municipal setting.
Documented Experience - focuses on the consultant’s history with comparable ROW
acquisition projects.
20%
Evaluation will prioritize firms that have successfully managed similar easement
acquisitions and inter-agency transfers within the State of Tennessee.
Proposed Staffing - evaluates the qualifications of the specific individuals assigned to the
project, including any subcontractors such as surveyors or appraisers.
20%
The City will assess the team’s collective expertise and their immediate capacity to meet
the project's demands.
Performance and Project Controls - measures the consultant’s demonstrated ability to
perform high-quality work, control costs, and meet rigorous schedules.
15%
This category accounts for the consultant’s reliability in preparing documentation and
ensuring all project commitments are met without technical errors.
Cost Proposal - considers the clarity and reasonableness of the proposed fees.
The City will evaluate the transparency of the hourly rate schedules and the overall cost-
effectiveness of the professional services relative to the project scope.
TOTAL
20%
100%
City of Hendersonville
Competitive Sealed Proposal Form
Revised 07/31/2023
Page 4 of 6
CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
TITLE VI COMPLIANCE
It is the policy of the City of Hendersonville to ensure compliance with Title VI of the Civil Rights Act of
1964; 49 CFR, Part 21; related statutes and regulations to the end that no person shall be excluded from
participation in or denied benefits, or be subjected to discrimination under any program or activity
receiving federal financial assistance from the U.S. Department of Transportation, or otherwise, on the
grounds of race, color, sex, or national origin.
Upon receipt, all submittal information shall become property of the City of Hendersonville and public
record, without compensation to the responding firms, for disposition or usage by the City of
Hendersonville at its discretion.
CSP TIMELINE*:
CSP posting
February 20, 2026
All questions must be received by
March 6, 2026 no later than 4:00 p.m.
Addendum posted (if needed)
March 13, 2026
Proposals due
March 20, 2026 no later than 2:00 p.m.
CSP ranking period
March 23, 2026 – March 27, 2026
Proposal Selection
March 30, 2026
*Timeline is subject to change at the city’s discretion
INSURANCE REQUIREMENTS:
The city will immediately evaluate and select a potential candidate, based on the best bid. All bidders
submitting proposals must be willing and capable to immediately enter into a contract with the city and
perform services identified in proposal. The following insurance limits establish the minimum
requirements:
Worker’s Compensation: $1,000,000
Employer’s Liability:
Each accident:
Disease, policy limit
Disease, each employee:
$1,000,000
$1,000,000
$1,000,000
General Liability:
Each occurrence:
Aggregate:
$1,000,000
$2,000,000
Automobile Liability:
$1,000,000
Professional Liability: (For professional services only, e.g., engineering, and financial services)
Each claim:
$1,000,000
Aggregate:
$2,000,000
City of Hendersonville
Competitive Sealed Proposal Form
Revised 07/31/2023
Page 5 of 6
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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