OVERLAND, PACIFIC & CUTLER, INC (2).

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RFP No. 13-075 On -Call Right of Way Specialty Services Specialty Area (A4) Acquisition, Relocation, and Property Management Services Property Management OPC has provided the City of Santa Ana with Property Management on many projects. In general, our property management services fall under the following four categories: Lease Agreements. OPC will provide our own lease agreements or use those provided by the City for all new and carry-over tenants. Lease agreements will be fully executed, with originals kept on file with terms regularly reviewed and enforced to help protect the City. Marketing and Leasing. OPC will conduct market surveys and provide results to the City with recommendations. Decisions will be made to continue renting to current tenants, re -rent vacant properties where appropriate, or adhere to a "no re -rent' policy for relocation projects where vacated units will not be made available for re -occupancy, whatever is most advantageous to the City. Accounting. OPC will establish an expense account on behalf of the City, collect rents, deposits and other income, pay vendor invoices, utility bills, refunds, and other expenses, maintain records per generally accepted accounting practices, and provide regular reporting to the City for complete transparency. Property Monitoring, Maintenance, and Repairs. OPC will secure properties, regularly monitor them for illegal activity, and perform or arrange for required maintenance and repairs to help protect the City's assets. c. Sequential Activities The following outlines the sequential activities that would be undertaken to complete the tasks of Acquisition, Relocation, and Property Management, including who would perform them. Right of Way Project Management and Document Support — Mark La Bonte and Daniele Borbe. 1) Prepare comprehensive project planning worksheet to ensure all project elements are considered and work plan and City policies are clearly defined. 2) Comprehensive initial project planning, policy and budget analysis, and participation in meetings with public and official representatives. 3) Track/manage budgetary -related aspects related to Scope of Work. 4) Assist with development of administrative policies, procedures, and forms needed to carry -out initial program. 5) Ongoing consultation and project coordination with City, social service agencies, governmental entities, and project team. 6) Representation of City at public meetings, hearings, and litigation related matters. 7) Prepare tracking reports to monitor the completion of project milestones of the various disciplines involved on the project. 8) Prepare/present monthly written status report based on agreed -upon guidelines on information to be provided. Confer weekly with City verbally on status, problem areas, and progress. Participate in Project Development Team Meetings to report on acquisition progress. 9) Coordinate with federal and state oversight agencies such as Caltrans, etc. Title Investigation Services — City's Preferred Title Company + OPC Analysts. 1) Secure vesting deeds, property profile, and tax map for each property. 2) Secure preliminary title reports for each property (valid for a minimum of 6 months or until ownership change). 3) Secure copies of recorded back-up documents as needed. 4) Share preliminary title information with right of way engineer, surveyor, and appraisers for use on the project. 5) Prepare list of title exceptions to be cleared; confirm manner of disposition consistent with approved project plan. 6) Facilitate changes to preliminary title reports after preparation of the legal descriptions, if necessary for partial acquisition projects. Negotiate Right of Way Settlement/Prepare Acquisition Documents: OPC Acquisition Team. 1) Establish/maintain complete record file for each ownership in form acceptable to City. 2) Receive and analyze title info., approved appraisal reports, and legal descriptions in sufficient detail to negotiate with property owners and other parties. 3) Prepare offer letters, summary statements, and lists of compensable items of fixtures/equipment in accordance with state or federal regulations and approval of City. 4) Present written Page 16