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City of Santa Ana RFP 21-075 <br />Page A1-6 <br /> <br />Prepare relocation plans, relocation guidelines, relocation cost estimates, project area surveys <br />and other specialized reports. Consultant’s relocation services include, but are not limited to the <br />following: <br /> <br />General Relocation Services <br /> <br /> Prepare and maintain a schedule of major activities and milestones for relocation. Upon <br />City’s written approval of the estimated cost, initiate the assignment in a timely manner. <br /> Provide relocation advisory services. <br /> Meet personally with each displacee to ascertain the nature and scope of relocation <br />assistance required, to inform the displacees of their rights, and to explain the relocation <br />process. <br /> Prepare a weekly status report of relocation cases to be submitted to the City in a format <br />approved by the City. <br /> Document and log all contacts and activities. <br /> Prepare and distribute informational brochures and other required notices. <br /> Determine each displacee’s eligibility for relocation; prepare an estimated timeline and <br />list of benefits. All Notice of Eviction’s (NOE) must be reviewed by the City prior to <br />presentation to displacee. <br /> Prepare “Relocation Claim Package” in accordance with City approved format. <br /> Claim package must clearly identify the beneficiary of the claim (tenant or owner), benefit <br />calculations per Caltrans standards, assignment of benefit forms signed by all parties and <br />the consultant, W9 to match the name of the claimant as appears on the claim form. All <br />claims must include the (NOE). <br /> Relocation checks requested for pick up by consultant must be picked up by authorized <br />personnel from City with a signed receipt. <br /> Consultant must practice a system of “checks & balances” for delivery of relocation <br />checks to recipients. It is suggested that checks be delivered by a different agent involved <br />in negotiating with the claimant. <br /> Conduct appropriate searches for relocation replacement sites and provide relocation site <br />referrals to displacees <br /> Obtain moving bids and prepare estimate of benefits. <br /> Coordinate closely with Property Management consultant so that proper fencing, board <br />up, utility shut-off and testing of lead and asbestos can begin immediately upon vacancy <br />of the buildings. <br /> <br />Residential Relocation Services <br /> <br /> Prepare residential relocation claims and submit to the City for approval and payment <br /> Personally inspect replacement dwellings and/or buildings and sites to determine if they <br />are safe and meet sanitary regulatory requirements <br /> Coordinate the move with displace <br /> Prepare certification of abandonment and submit to the City <br />City Council 18 –27 11/16/2021