Item 15 - Agreements for On-Call Right-of-Way Coordination Services

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SCOPE OF SERVICES AND SCHEDULE Personal Property Inventory. Review the certified personal property inventory after the consultant finishes a site inspection and reviews the fee and FF&E appraisal. Review, verify and approve the compilation of a certified personal property inventory. This inventory should be signed by the business owner and relocation agent. Upon City concurrence, this information is used to obtain commercial moving bids. Replacement Site and Moving Assistance. Review the consultant's referral of replacement sites, moving bid estimates, moving options, selection of mover and planning of moves. Ensure that all items in the inventory are addressed in the move. If items are not moved or not included in moving bid (items which require mitigation or cannot be moved to replacement site due to zoning, housing codes or other restrictions, etc.), be sure that the consultant prepares Abandonment Certification and deducts reasonable moving costs, if necessary. Review Eligible Re -Establishment Expenses. Review expenses (e.g., improvements to the property, advertisements, unused license fees, increased operating costs, etc.) necessary and eligible as re-establishment expenses (not to exceed $25,000). Inspect the replacement property, cost estimates, verify the previous two years' expenses and income and project the next two years to assess whether increased operating costs will exist. Based on the decisions of the displacee and program guidelines, determine or verify eligibility for reimbursement. Ensure all items in the estimate are actually re-established. Abandoned Property. If the displacee decides not to relocate some personal property, verify that a bona fide attempt has been made to sell the items. Review the determination of eligibility for direct loss payment and compute the amount of payment. Notify of any items to be abandoned and ensure those items are not included in the moving cost estimate. Be sure Abandonment Certification is properly prepared with the displacee's signature along with a waiver to all rights in abandoned property. Site -Search Expenses. Ensure reasonable site -search expenses do not to exceed $1,000 under Title 25 compliance or $2,500 for federally funded projects. City/Business Owner Liaison. Provide liaison duties between the City and business owners. Contact Documentation. Thoroughly document all contact with the business owner and/or their representative, indicating attendees, time and place of meetings. Documentation includes thorough diaries and copies of all correspondence and emails. Diaries are updated immediately after each contact, if possible, and retained in the permanent acquisition file. tscrow L;ooraination Monitor Escrows. Coordinate with title companies and open escrows on all purchases. Monitor escrows, review all escrow documents, request funds from the City and ensure that the City receives title insurance policies in the amount of the purchase cost of the land and improvements and clear title to all properties acquired. Interwest will also provide multilingual (Spanish) services, as needed, for an efficient closing. Partial Acquisitions. Special attention will be paid to partial acquisitions due to the difficultly in obtaining partial release documents in a timely manner. At the City's request, Interwest will complete the entire escrow and work directly with the title company to obtain the necessary title policy. condemnation SiinDort Condemnation Assistance. Prepare necessary condemnation reports or paperwork for unsuccessful negotiations and provide pre -condemnation assistance and testimony for the City legal counsel. This includes: obtaining and reviewing litigation guarantees; listing the names and mailing addresses of the appropriate fee, leasehold and tenant owners; completing a summary sheet with recommendations for title issues; and making copies of the parcel file. Interwest also provides expert testimony services for appraisal, acquisition and relocation issues. PAGE 15 1 ON -CALL RIGHT OF WAY COORDINATOR