Project Information

Bid Title

Cherokee Road Culvert Replacement Project ROW Acquisition Services

Issuing Agency

City of Hendersonville

Location

Tennessee

Published Date

Feb 20, 2026

Closing Date

Mar 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0006

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0006
Bid Title:	Cherokee Road Culvert Replacement Project ROW Acquisition Services
Category:	Request for Qualifications/Proposal
Status:	Open

Description: 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). CSP TIMELINE*: CSP posting: February 20, 2026 All questions must be received by: March 6, 2026 no later than 4:00 p.m. (CST) Addendum posted (if needed): March 13, 2026 Proposals due: March 20, 2026 no later than 2:00 p.m. (CST) CSP ranking period: March 23, 2026 - March 27, 2026 Proposal Selection: March 30, 2026 *Timeline is subject to change at the city’s discretion Please see full details and specifications in the attached file linked below. Publication Date/Time: 2/20/2026 12:00 PM Closing Date/Time: 3/20/2026 2:00 PM Contact Person: Todd Baun, Project Manager (615) 822-1016 tbaun@hvilletn.org Related Documents: CSP 26-0006 Cherokee Road Culvert Replacement Project ROW Acquisition Services (PDF)

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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

Commodity Codes

• NAICS 237310Highway, Street, and Bridge Construction

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