Project Information

Bid Title

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

Issuing Agency

Shawnee County

Location

Kansas

Published Date

May 4, 2026

Closing Date

May 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

022-26

Original Source

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Bid Documents

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Project Description

Request	Department	Description	Due Date
022-26	Public Works	On-call real estate acquisition services for SNCO road, bridge, and sewer projects.	5/29/2026 2:00 PM

Attachment Preview

SHAWNEE COUNTY

REQUEST FOR

QUALIFICATIONS (RFQ)

Quotation Number: 022-26

Date Issued:

05-04-2026

Closing Date:

05-29-2026, 2:00pm

Vendor Name: ______________________________

Address: ___________________________________

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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Commodity Codes

• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 237310Highway, Street, and Bridge Construction

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