On-call real estate acquisition services for SNCO road, bridge, and sewer projects.

SHAWNEE COUNTY
REQUEST FOR
QUALIFICATIONS (RFQ)
Quotation Number: 022-26 Vendor Name: ______________________________
Date Issued: 05-04-2026 Address: ___________________________________
Closing Date: 05-29-2026, 2:00pm Phone Number:______________________________
THIS IS NOT AN ORDER
1. In communications, always refer to the above quotation number.
2. All prices and conditions must be shown. Additions or conditions not shown on this bid will not be
allowed.
3. Shawnee County reserve the right to accept or reject any part of, or all of, any bid or proposal.
4. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax.
5. Price quoted shall remain firm for ninety (90) days after bid closing date.
*SHAWNEE COUNTY HAS A NEW ELECTRONIC BID SYSTEM*
All vendors are required to create an online portal account (www.snco.us/purchasing) in order to receive
or submit bid requests.
ITEM AND DESCRIPTION
Shawnee County Board of County Commissioners has authorized the issuance of a "Request for
Qualifications" from qualified firms interested in providing Real Estate Acquisition Services for Shawnee
County Road, Bridge and Sewer Projects on and ON-CALL basis. On-Call Acquisition Services beginning
January 1, 2027 and extend through December 31, 2029. Thereafter, by mutual agreement of both parties,
three additional single-years (for a maximum of six years total) could extend the contract out to December
31, 2032.
SCOPE OF PROPOSED WORK
To provide Right-of-Way Acquisition Services for various Shawnee County Public Works Road, Bridge and Sewer
Projects on an ON-CALL basis. ON-CALL Acquisition Services beginning January 1, 2027 and extend through
December 31, 2029. Thereafter, by mutual agreement of both parties, three additional single-years (for a maximum
of six years total) could extend the contract out to December 31, 2032.
1. To perform all work necessary to acquire the title, permanent public right-of-way easements or temporary
easements to all tracts, parcels, and property rights required in accordance with the Kansas Department of
Transportation, Bureau of Right of Way acquisition manual, Federal and State laws, and any additional
written or verbal instructions given by the County.
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2. That the negotiators to be utilized by the firm shall be approved by the County prior to beginning actual
acquisition work.
3. To comply with the following provisions in regard to acquisition work:
A. The firm shall examine the certificates of title or title insurance commitments furnished by the
County and shall determine by his/her own investigation, at the appropriate county offices, the title
owner of record of the tracts to be acquired at the time of purchase. The firm shall provide the
County with sufficient documentation to clearly indicate accurate ownership and to explain any
discrepancies or deficiencies in the certificate of title or title insurance commitment provided by
the County. The firm shall obtain all mortgage releases and any other documents required to
secure a clear title to the tract.
B. On applicable project assignments, the firm shall inquire if the owner has received the Kansas
Department of Transportation Real Property Acquisition for Kansas Highways, Roads, Streets and
Bridges brochure, and if owner has not, the firm shall provide him/her with a copy of said brochure
and be prepared to discuss any and all items contained in said brochure.
C. The firm shall discuss the scope of the project with the owner and the date schedule for
construction letting.
D. The firm shall verify with the owner his/her ownership findings as a result of his/her research
identified in paragraph 3-A above. The firm shall assure himself and the County that there are no
additional liens, mortgages, court proceedings, or easements affecting the property.
E. The firm shall study all appraisals and be prepared to describe the general appraisal process
utilized by the County and be prepared to discuss and answer owner's questions regarding the offer
of just compensation. The firm shall not furnish the owner copies or any part of the County's
appraisal without prior approval of the County.
F. The firm shall prepare, discuss, and present the offer letter to the owner. The firm shall
specifically note the date and presentation of the offer letter in the Negotiation Report. All offers
shall be made in a timely manner and, at a minimum, within four (4) weeks from the contract begin
date, and well in advance of the contact end date.
G. The firm shall prepare and obtain appropriate signatures and necessary information on all purchase
documents including but not limited to purchase contracts, deeds, releases and disclaimers,
performance bonds, disposition of improvements forms, and W-9 forms.
H. The firm shall prepare appropriate condemnation documentation including but not limited to a
listing of the names and addresses of owners, tenants, and lienholders who have an interest in the
tract being submitted for condemnation.
I. The firm shall personally contact, if possible, all resident owners of the assigned tracts at a time
and place convenient to the owner. There shall be a sufficient number of personal contacts with
each owner, at a minimum of three, to either settle the tract or clearly indicate that an impasse has
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been reached and further contacts would be unproductive. The firm further agrees that non-
resident owners will be contacted at least twice by certified mail, return receipt requested.
In the event of failure to reach an agreement, the firm shall continue negotiations with the owner in
an effort to resolve outstanding differences. No unauthorized agreements or settlements in
amounts greater than the approved just compensation shall be offered without prior written
approval of the County. Just compensation will be determined by the County and will be
compensation which is fair to both the owner and public for the property and its market value.
Recommendations for settlements above the approved compensation shall be discussed and
reflected in the firm's negotiation report.
J. The firm shall acquire the tracts involving residences, business properties, or personal property
first. These tracts shall be negotiated prior to bare ground tracts. The firm agrees that these
activities are time of the essence activities.
K. The firm shall be aware of and report any relocations including personal property that may not be
identified in the appraisals that is located in the new right of way utilizing the appropriate forms
provided. Notification/reporting shall be provided immediately after an offer has been made and
again immediately after the tract has been acquired.
L. The firm shall prepare a negotiation report on each tract on which negotiation was attempted,
giving the date, place of contact, persons present, offers made, counter-offers and research results
and recommendations regarding those counter-offers, reasons why settlements could not be
reached, feedback and concerns from the property owner, description of title problems and how
they were solved, signature of the negotiator, and any other data pertinent to the negotiations.
M. The firm shall deliver to the County all deeds and/or easements immediately after signatures have
been obtained, unless the property owner prefers to have received the acquisition payment first. In
this case, the executed deed and/or easement may be turned in to the County along with the
accompanying purchase documents.
4. To keep and maintain individual tract files, including appraisal reports, purchase documents, and all related
correspondence and reports in connection with and incidental to the performance of this Agreement, and to
make said files available at any time for inspection by the County. All such information shall become the
property of the County under this Agreement and shall be immediately delivered to the County on a
continuous basis as tracts are acquired. The firm further agrees that all information gained regarding the
appraisals and the acquisitions on these projects shall be kept confidential.
5. To provide the County on a weekly basis a progress report in writing indicating the current status of all
acquisition activities. In addition, the firm shall attend progress meetings scheduled at prearranged times to
be held at 1515 NW Saline Street, Suite 200, Topeka, Kansas, to verbally report the acquisition work in
progress. The firm shall be ready and able to present a brief summary of the status of each tract at said
meetings and be prepared to identify and discuss any and all problems that may arise and recommend
solutions.
6. To complete all acquisition work and submit all required documentation by the contract due date(s):
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7. That if the acquisition services and related documentation are deficient in any respect and are not to the
satisfaction of the County, the firm shall immediately make the necessary corrections and/or furnish the
additional information or documentation required upon notification from the County or its authorized
representative. No additional payment will be paid to the firm for correcting these deficiencies.
8. To be available for pretrial conferences and to appear in court as an expert witness at the request of the
County, or upon court order, and to verify his/her negotiations.
9. That he/she has no direct or indirect, present or contemplated, or future interest in such properties or in any
way benefit from the acquisition of the properties to be acquired under this Agreement. The firm further
agrees that fees to be received under the terms of this Agreement will not be duplicated under any other
employment agreement or contractual relationship he/she may now have with the County.
CONTENT OF QUALIFICATIONS SUBMITTAL
Transmittal Letter. The transmittal letter is to serve only as the document covering the firms proposed
qualifications. This letter should provide the name, title, address and telephone number of the firms' official contact
person. This individual or his appointed representative shall have the authority to bind the firm and be available to
be contacted by telephone or attend interviews if deemed necessary by the selection committee.
Ability of the firm to provide acquisition services. The firm's qualification statement shall include a brief
description of similar services completed.
References. The firm shall include the names, addresses and telephone numbers of cities where similar services
have been provided.
Key Personnel and Organization. Personnel assigned to provide acquisition services shall be identified and their
qualifications provided. A resume indicating key relevant experience and knowledge of each person named must
be attached to the qualification statement.
Submittal and Selection Process. The Shawnee County Selection Committee will review all qualification
statements received and make a determination as to the best-qualified firm for each project.
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BID RESPONSE
Document Information: The bid portal will only allow one PDF document uploaded for a response. It
is your responsibility to make sure the uploaded file is the correct, complete and contains all required
information and signatures. The document file name should only contain spaces and letters or numbers,
please do not use special characters or dashes. The file can be changed until the bid close time.
Closing Date: Bids will be received until 2:00 p.m. CDT on the scheduled closing date. The online bid
portal will not accept any new bids after this time.
Signature of Bids: Each bid must show in the space provided the complete business or mailing address
of the bidder and must be signed by him/her with his/her usual signature.
Withdrawal of Bids: Bids already submitted may be withdrawn on the Electronic Bid System or upon
proper identification of bidder and provided request is received prior to time of closing. Negligence on
the part of the bidder in preparing the bid confers no right for the withdrawal after the time set for closing
of bids.
Submitting Multiple Bids: The online bid portal will only allow one file to be uploaded per bid, per
company. If you are submitting multiple bids, please complete the Multiple Bids Cover Page and attach
as the first page of your bid upload. The document can be found under Purchasing in the bid portal.
Register Your Company: If a mandatory pre bid meeting is listed, you must be registered in our bid
portal for us to record you as an attendee. If you are not marked as attended, the system will not allow
you to upload a bid response. To receive automatic updates on RFP subscribe to the bid types. If a RFP
has a mandatory pre bid meeting it will be clearly marked on the RFP and in the bid portal.
Please Submit Your Bids Early: In case you have problems getting your bid to upload and need
assistance, we suggest you submit before 1:30 pm. Please contact us at once if you have issues
uploading. Our system will not allow any bids to be uploaded after 2:00 pm. If your pricing changes,
you can replace your bid in the system any time before the 2:00 closing.
Bid Openings: All bids submitted before the specified bid closing time shall be opened and properly
recorded on the bid tabulation sheet. Subsequent to the bid opening, all bids shall be thoroughly
evaluated and a determination made as to their compliance with applicable specifications. The
appropriate County department head shall make this determination. Upon completion of the above
determination, an analysis of all bids submitted shall be prepared and formally presented to the Board of
County Commissioners for acceptance and approval of the lowest and/or best bid. The Board of County
Commissioners reserves the right to accept or reject any and/or all bids and to waive any irregularities or
informalities therein.
Notice to Successful Bidders: The successful bidder will be notified by email or telephone as soon as
possible after bids have been opened, tabulated, and analyzed.
Notice to Unsuccessful Bidders: Unsuccessful bidders will not be notified.
Submission of Questions: All questions must be submitted through the bid portal. Respondents are
encouraged to review all RFP documents prior to submitting questions. By submitting questions the
bidder acknowledges that they have reviewed the RFP in full and make reasonable efforts to locate
answer prior to submitting the question to the portal. The County reserves the right not to respond to
questions that are duplicate, irrelevant, or demonstrate that the respondent has not reviewed the RFP in
full.
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Disclosure of Proposal Content and Proprietary Information: All proposals become the property of
the Shawnee County. The Open Records Act (K.S.A. 45-215 et seq) of the State of Kansas requires
public information be placed in the public domain at the conclusion of the selection process, and be
available for examination by all interested parties. No proposals shall be disclosed until after a contract
award has been issued. Shawnee County reserves the right to destroy all proposals if the RFP is
withdrawn, a contract award is withdrawn, or in accordance with Kansas law. The online bid portal will
not accept late proposals.
How to include Proprietary Information in your proposal: Trade secrets or proprietary
information legally recognized as such and protected by law may be requested to be withheld if
clearly labeled "Proprietary" on each individual page and provided in a clearly marked and
separated with the Proprietary Divider page, section within the pdf file uploaded to the online bid
portal. Only one file is allowed to be uploaded to the bid portal. Pricing information is not
considered proprietary and the bidder's entire proposal response package will not be considered
proprietary.
Proprietary Divider Page: This document is available to be downloaded in the bid portal
underneath the Purchasing section.
All information requested to be handled as "Proprietary" shall be submitted in the separate
section from the main proposal and clearly labeled and section off by the divider page. The
bidder shall provide detailed written documentation justifying why this material should be
considered "Proprietary". Shawnee County reserves the right to accept, amend or deny such
requests for maintaining information as proprietary in accordance with Kansas law.
Shawnee County does not guarantee protection of any information which is not submitted as required.
DEMANDSTAR POSTINGS
Demandstar Website: Shawnee County open projects are posted on Demandstar as a secondary posting.
Demandstar tracks broadcast and plan holder data. Bids must be submitted through the Shawnee County
Bid Portal.
Shawnee County Bid Portal: When an open project is posted, Shawnee County is not able to track who
downloads project information off the bid portal website. Bids must be submitted through the Shawnee
County Bid Portal to be considered. All projects are posted on the County website, not all projects are
posted
TERMS AND CONDITIONS
In the event that goods or services delivered by the vendor are unsatisfactory and remain
unsatisfactory after a notice and an opportunity to correct the deficiencies, the County reserves
the right to purchase substitute goods or services from the other bidders.
Shawnee County reserves the right to negotiate separately with any vendor after the opening of
this RFQ when such action is considered in its best interest. Subsequent negotiations may be
conducted, but such negotiations will not constitute acceptance, rejection or a counteroffer on
the part of the County.
Shawnee County interprets the term "lowest responsible and best bidder" as requiring Shawnee
County to:
A. Choose between the kinds of materials, goods, wares, or services subject to the proposal, and
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B. Determine which proposal is most suitable for its intended use or purpose. Shawnee County can
consider among other factors such things as labor cost, service and parts availability and
maintenance costs of items upon which proposals are received. Shawnee County can determine
any differences or variations in the quality or character of the material, goods, wares or services
performed or provided by the respective vendors.
Shawnee County will award the bid. If the successful vendor refuses or fails to make deliveries
of the materials/services within the times specified in the RFQ, purchase order or contractual
agreement, Shawnee County may by written notice, terminate the contract OR purchase order.
The successful vendor will certify and warrant that goods, personal property, chattels, and
equipment sold and delivered are free and clear of any and all liens, or claims of liens, for
materials or services arising under, and by virtue of the provisions of K.S.A. 58-201, et seq., and
any other lien, right, or claim of any nature or kind whatsoever.
The vendor hereby certifies that he or she has carefully examined all of the documents for the
project, has carefully and thoroughly reviewed this RFQ, understands the nature and scope of the
work to be done; and that this proposal is based upon the terms, specifications, requirements and
conditions of the RFQ, and documents. The vendor further agrees that the performance time
specified is a reasonable time, having carefully considered the nature and scope for the project as
aforesaid.
Shawnee County will use discretion with regards to disclosure of proprietary information
contained in any response, but cannot guarantee the information will not be made public. As a
governmental entity, Shawnee County is subject to making records available for disclosure
pursuant to the Kansas Open Records Act. Any confidential or proprietary information should
be clearly marked.
Shawnee County reserves the right to enter into agreements subject to the provisions of the Cash
Basis Law (K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A.79-2935). Agreements shall
be construed and interpreted so as to ensure that the County shall at all times stay in conformity
with such laws, and as a condition of agreements the County reserves the right to unilaterally
sever, modify, or terminate agreement at any time if, in the opinion of its legal counsel, the
Agreement may be deemed to violate the terms of such law.
The vendor certifies that this proposal is submitted without collusion fraud, or misrepresentation
as to other vendors, so that all proposals for the project will result from free, open, and
competitive proposing among all vendors.
This RFQ, responses thereto and any contract documents will be governed by the law of the
State of Kansas. Any dispute arising out of the same will be litigated only within the courts of
the State of Kansas.
Vendor agrees that all data, documents, and information, regardless of form that is generated as
a result of this RFQ are the property of Shawnee County. The County shall not be liable to
reimburse any vendor for the costs of creating, compiling or delivering the same to the County.
By submission of a response, the proposer agrees that at the time of submittal, it: 1) has no
interest (including financial benefit, commission, finder's fee, or any other remuneration) and
will not acquire any interest, either direct or indirect, that would conflict in any manner or
degree with the performance of proposer's services, or 2) benefit from an award resulting in a
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"Conflict of Interest." A "Conflict of Interest" will include holding or retaining membership, or
employment, on a board, elected office, department, division, or bureau, or committee
sanctioned by and/or governed by the Board of Shawnee County Commissioners of the County
of Shawnee, Kansas. Proposers will identify any interests, and the individuals involved, on
separate paper with the response and will understand that the County may reject their proposal at
its sole discretion.
No gifts or gratuities of any kind shall be offered to any County employee at any time.
The Proposer certifies that this proposal is submitted without collusion, fraud, or
misrepresentation as to other Proposers, so that all proposals for the project will result from free,
open, and competitive proposing.
The County is exempt from the payment of Federal and excise taxes and from Kansas sales tax.
Vendor credit agreements are prohibited. Unless otherwise stated in this document, payment will be
made from vendor-submitted invoice(s) via ACH (automated clearinghouse network) transfer or
credit card, net 30 days. Shawnee County will not complete any credit application or agree to credit
terms supplied by vendor. Shawnee County prefers to pay its vendor invoices via electronic fund
transfers through ACH. To initiate payment of invoices vendors shall execute the County's standard
ACH Vendor Payment Authorization Agreement which will be provided upon being awarded the
RFP.
Attached is Shawnee County CPA (Contractual Provisions Agreement) which all vendors must be
agree to upon awarded contract.
Nondiscrimination: Shawnee County is committed to the concept of equal employment
opportunity. All bidders and contractors are expected to comply with the provisions of K.S.A.
44-1030 and 44-1031, copies of which are attached and shall be a part of this contract and other
applicable Federal and Kansas laws governing equal employment opportunity.
In accordance with K.S.A 44-1030, vendor hereby agrees to the following:
A. He or she will observe the provision of the Kansas Commission on Human Rights and will not
discriminate against any person in the performance of work under the present contract because
of race, religion, color, sex, national origin, ancestry, or physical disability.
B. In all solicitations or advertisements for employees, he or she will include the phrase, "Equal
Opportunity Employer", or a similar phrase to be approved by the Kansas Commission on
Human Rights.
C. If he or she fails to comply with the manner in which he or she will be deemed to have breached
the present contract, and it may be canceled, terminated, or suspended, in whole or in part, by
Shawnee County, Kansas.
D. If he or she is found guilty of a violation of the Kansas Act Against Human Rights under a
decision, or order of the Kansas Commission on Human Rights which has become final, he or
she will be deemed to have breached the present contract, and it may be canceled, terminated, or
suspended, in whole or in part, by Shawnee County, Kansas; and,
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E. He or she will include the provisions of subsections (a) through (d) inclusively of this paragraph
in every subcontract or purchase order so that such provision will be binding upon such
subcontractor of vendor.
Provisions of K.S.A. 44-1030 Statute:
Mandatory provisions applicable to contracts of the state and other political subdivisions;
cancellation, when; application to subcontract; non-application to certain contract. (a) Except as
provided by subsection (c) of this session, every contract for or on behalf of the state or any
county or municipality or other political subdivision of the state or any agency of or authority
created by any of the foregoing, for the construction, alteration or repair of any public building
or public work or for the acquisition of materials, equipment, supplies or services shall contain
provisions by which the contractor agrees that:
1. The contractor shall observe the provisions of the Kansas act against discrimination and shall not
discriminate against any person in the performance of work under the present contract because
of race, religion, color, sex physical handicap unrelated to such person's ability to engage in the
particular work, national origin or ancestry.
2. In all solicitations or advertisements for employees, the contractor shall include the phrase,
"equal opportunity employer," or a similar phrase to be approved by the commission.
3. If the contractor fails to comply with the manner in which the contractor reports to the
commission in accordance with the provisions of K.S.A. 44-1032, the contractor shall be
deemed to have breached the present contract and it may be cancelled, terminated or suspended,
whole or in part, by the contracting agency.
4. If the contractor is found guilty of a violation of the Kansas act against discrimination under a
decision or order of the commission which has become final, the contractor shall be deemed to
have breached the present contract and it may be cancelled, terminated or suspended, in whole or
in part, by the contracting agency.
5. The contractor shall include the provisions of paragraphs one (1) through four (4) inclusively of
this sub-section (a) in every subcontract or purchase order so that such provisions will be
binding upon such subcontractor or vendor. (b) The Kansas commission on civil rights shall not
be prevented hereby from requiring reports of contractors found to be not in compliance with the
Kansas act against discrimination. (c) The provisions of this section shall not apply to a contract
entered into by a contractor: (1) Who employs fewer than four (4) employees during the term of
such contract; or (2) Whose contracts with the governmental entity letting such contract
cumulatively total five thousand dollars ($5,000) or less during the fiscal year of such
governmental entity.
Provisions of K.S.A. 44-1031 Statute:
Same; personnel to be used in performing contracts; reports; non-application to certain
contractors. Every person, as defined in subsection (a) of K.S.A. 44-1002, who wishes to enter
into a contract which is covered by the provisions of K.S.A. 44-1030 shall upon request of the
commission, inform the commission in writing of the manner in which such person shall recruit
and screen personnel to be used in performing the contract. The report shall be made on forms
to be supplied by the commission. The provisions of K.S.A. 44-1030 and of this section shall
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not apply to any contractor who has already complied with the provisions of such sections by
reason of holding a contract with the federal government or a contract involving federal funds.
History: L.1972, ch.184, & 15; L. 1975, ch. 264, & 8; L. 1977, ch. 183, & 2; July 1.
All questions regarding this bid should be posted on the Shawnee County Online Bid System.
For problems with the online Electronic Bid System, please contact:
Shawnee County Audit Finance Department
e-mail: Auditfinance@snco.us phone: (785) 251 - 4039
The undersigned agrees with all terms and conditions stated above:
Signature _______________________________________________
Printed Name _______________________________________________
Title _______________________________________________
Email Address _______________________________________________
Phone Number _______________________________________________
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