Specifications include, but are not limited to: The City of Topeka is seeking Requests for Proposals (RFP) from qualified and experienced Firm(s) for as needed acquisition services to include but not limited to right of way easement acquisition and condemnation. A. Coordinating acquisition process with City’s Right of Way Agent to ensure compliance with City requirements and all other funding requirements. B. Working with the Right of Way Agent to determine needed easements and rights of way including desired widths and lengths of same, and whether temporary or permanent acquisition is required. C. Preparing a cost estimate for the services needed for that particular project as well as a projected timeline for acquisition. D. Contacting the property owner(s) by mail or phone to make an appointment to meet. E. Meeting with property owner(s) to discuss the proposed improvements or needed easements or rights of way asthey affect the property and to discuss any concerns. F. Discussing with Right of Way Agent any negotiations and/or property owner concerns. G. Preparing draft documents needed for the acquisition utilizing standard City language for the type of acquisition. H. Negotiating, securing, and notarizing property owner signature(s). I. Submitting documents to City for payments required to property owner (including obtaining W-9 from owner). J. Meeting, at a minimum, on a weekly basis with the City’s Right of Way Agent to review the progress of the project and expedite any necessary City actions. K. Furnishing a written weekly progress report outlining status of acquisition of each needed easement or right of way, a summary of any design changes requested by the owner, and discussion of any other challenges encountered. L. Obtaining necessary consents from, e.g., mortgage interest holders. M. Providing a log of communications, and copies of correspondence including letters and emails, for each parcel for projects receiving federal funding.
