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City of Santa Ana Public Works Agency Response to RFP for General Right of Way Services 12. Determine eligibility of each business and the proposed amount of relocation benefits, including actual and reasonable moving payments, re-establishment payments, or the "in -lieu" payment and deliver Entitlement Letter. 13. Prepare all necessary claim forms, secure claimant's signatures on claim forms, and submit claim forms to City for processing and payment. When checks are available, personally deliver checks to displacee, whenever possible. 14. Maintain files on each displacee, provide City with monthly status reports, as required, and submit completed files to City when displacee has received final payment. 15. Provide project management services to coordinate and meet with City staff to discuss progress and schedule as needed. Property Management Since its formation approximately 12 years ago, Paragon has provided property management services to public and private sector clients. Projects have ranged from interim property management of properties acquired by public agencies through the period of final disposition. Interim Property Management Management of the properties as they are acquired for the Project is an integral part of the acquisition process. The tone set by the property management program will potentially impact displacees and will impact neighbors and the rest of the community. Paragon understands the importance of this role and is prepared to manage all acquired properties until the properties are cleared and released for construction. All of our work will conform to the City's policies and procedures as well as federal, state and local regulations. Paragon's property managers will be in continuous communication with acquisition, relocation, and title/escrow personnel, as well as our property management sub -consultants to assure a successful transition of responsibilities. In addition, and in conjunction with relocation assistance personnel, Paragon's property managers will communicate and coordinate with those displacees still in occupancy when title transfers, as well as any tenants the City permits to occupy properties. We also will coordinate with governmental authorities, as required, regarding safety and maintenance issues, and with neighbors as necessary to enhance the Project's image within the community. Property Management Plan Paragon will develop a Property Management Plan (PMP) for each Project. The Plan will include all elements required to guide the property management tasks/issues during the course of the Project. It will include policies and procedures relating to coordination with the other members of our team, with displacees still in possession of leasehold interests, with neighbors, with sub -consultants and other City consultants, and with governmental authorities. The PMP will delineate the requirements and procedures necessary to takeover and secure the property at close of escrow and to maintain the property prior to and after demolition. It will also outline the process for environmental testing and abatement prior to demolition of structures and define the role of sub -consultant contractors. It will define the property inspection schedule and record keeping requirements for all properties. The procedures for leasing or E