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Epic Land Solutions, Inc. Proposal for City of Santa Ana — On -Call Right of Way Coordinator Acquisition/Negotiation Services EPIC is responsible for the entire acquisition process. Property acquisition requires that EPIC negotiate with property owners or appointed representatives for the purchase of property rights in good faith. The property acquisition process is performed in close coordination with the City and in accordance with the Uniform Act whenever necessary. We expect to provide the following services and high degree of care for every acquisition negotiation: I. Offer Package Preparation: First, an Offer Package template is submitted to the City for quality review and approval. EPIC then prepares the Offer Package for each parcel based on the City - approved Just Compensation. Offer Packages may include an Offer Letter, Summary Statement of Just Compensation (appraisal summary), Acknowledgment Receipt, legal descriptions, plat maps, grant deeds and easements, Purchase Agreement and Title VI brochure. Caltrans projects require that a copy of the formal summary appraisal report be provided to the owner with the first written offer. ► Immediate Engagement with Owners: EPIC assigns one agent to be the primary point of contact for each property owner. As soon as possible, the agent present the written Offer Package to the impacted property owner or their authorized representative. Early interaction with the property owner saves time in negotiations after the offer is made. Agents will take the necessary time to advise property owners with detailed explanation of the property interest being acquired, the proposed construction detail as it affects the property, as well as the entire acquisition process. Agents will answer any questions or concerns the owners may have. ► Good Faith Negotiation: EPIC is aware of the sensitive nature of unwanted acquisitions from the point of view of affected property owners. For the remainder of the negotiation schedule will maintain close communication with property owners to establish a positive rapport and working relationship with the property owner to build trust and create an atmosphere in which successful negotiations can occur. Agents will make as many contacts with each owner as the City believes necessary to acquire the property or secure an easement. ► Reasonable Offer Timeline: Property owners are given reasonable time to consider the City's offer and present material relevant to value determination (generally a minimum of 30 days or three contacts). P. Tenant Consideration: Early in the process, EPIC will ascertain if property owners have tenants leasing their property. EPIC understands the relationship between a property owner and a tenant and the need to address all tenant concerns. At the owner's or tenant's request, EPIC will meet with the tenant to discuss the project and ways that the impact to the tenant can be mitigated. It. Diary Entries: Each contact with property owners and tenants is documented (including the date, place and names) and maintained in the parcel file throughout the negotiation process. P. Purchase Agreement Amendments: To minimize the impact of project on affected persons and help address and alleviate some of the owner and tenant concerns, EPIC can suggest amendments or special provisions to agreement language. EPIC will work closely with the City and the impacted property owner/tenants to determine which concessions can be made without adversely impacting the project construction and project costs. I. Recommendations and Counter -Offers: Review and consider counter-offers, make recommendations and obtain City approval before accepting the owner's counter offer or making a second counter offer. ► Innovative Final -Stage Negotiation: EPIC developed Summit Meetings as a highly successful approach to resolve issues and assist in avoiding eminent domain/ condemnation proceedings. EPIC sets up a meeting with all individuals who have project information and decision -making authority. Although the meeting can last several hours, we are usually able to reach agreement on all issues. ► Fair Settlement: It is one of EPIC's highest priorities to negotiate a fair, mutually agreeable Epic Land Solutions, Inc. I Creating Land Solutions for the Public Good Page 8 of 20