Agenda Packet_2022-05-17 - Laserfiche WebLink

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UNDERSTANDING OF NEI The City seeks a qualified firm to provide on -call property management services on an as -needed basis, for various capital improvement projects. We understand that the City needs a firm to successfully coordinate and execute all property management tasks with the City and contractors, to meet schedules and achieve all project milestones and the City goals. It is our further understanding that Paragon's on -call property management services are needed during the transition from occupancy of the property/building to the demolition of structures. Work will be issued on a task order basis. Paragon will provide interim property management for properties acquired and to be used for the overall street improvement construction project. All activity will be carried out in a professional, cost effective, and timely manner consistent with applicable state and federal regulations, including Caltrans procedures. Services include but are not limited to: • Inspect all City -owned properties and confirm tenancy of occupants • Coordinate utility connections and disconnections • Prepare and facilitate short-term rental agreements • Perform rent collections • Provide late notices and eviction services • Coordinate property maintenance and security • Prepare and issue notices to vacate in accordance with state law • Coordinate of final asbestos and lead surveys • Monitor demolition of structures and removal of underground storage tanks or other environmental concerns Further, we understand that this area of Santa Ana has a large Hispanic population. Paragon has bilingual property managers who will ensure property owners and tenants understand the process and questions will be addressed in a timely manner. KEY COORDINATIOi Paragon's fully qualified, licensed & registered, and Caltrans-compliant property management team provides expertise on state and federally funded projects. Paragon is very familiar with the City of Santa Ana's approach to project execution. Our experience has allowed us to identify several key issues that would benefit the City's projects from a property management operational perspective. We recommend identifying property management matters during the acquisition and relocation efforts, and to begin developing mitigation strategies. Continued coordination with the acquisition and relocation consultant will allow for a more efficient, time - advantaged, and, overall, smoother transfer of City properties from the acquisition and relocation phase to the property management phase. Having participated in both the acquisition and relocation efforts with the City in both capacities, Paragon is focused on increasing the level of communication, understanding, and teamwork as the property management consultant. We believe there are worthwhile gains to be made in the process, specifically, in preparing for and administering site security and safety, as well as a strong management efforts in the various required elements of the property escrow and relocation communication. We see opportunities to reduce additional costs of security, maintenance and repairs, and overall time and attention devoted to keeping the site nuisance free, by planning ahead for specific problems that we have encountered in the past. LESSONS LEARNED = INCREASED UNDERSTANDING Paragon has gathered a great deal of valuable experience in providing property management to the City of Santa Ana over the years on previous projects, resulting in providing the City a far better level of performance and value. We take seriously every aspect of property management work, but place special emphasis on safety and security. Protecting the property, as well as any owners/tenants involved, is our priority. Paragon is 0 KR'icity Council Or- Aiv f11 fyrvf 9 3F1E916+71V21/'(1 i q