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RFP No. 13-075 On -Call Right of Way Specialty Services <br />Specialty Area (A4) Acquisition, Relocation, and Property Management Services <br />Relocation Assistance Services —OPC Relocation Team. 1) Secure basic case information and set up/maintain <br />case file with documentation/diary throughout course of involvement with claimant. 2) Conduct initial in- <br />depth field interview; document rent, income, family size, names/ages of occupants; determine relocation <br />needs and special requirements; provide general info notices and brochures; and explain relocation process <br />and benefits. 3) Provide ongoing advisory assistance to minimize hardships on claimants, referrals <br />to/coordination with community service resources, public housing, and public services. 4) Document current <br />rent paid. 5) Verify income using pay stubs, tax returns, and/or cash affidavit. 6) Assist with the reconciliation <br />of FF&E ownership among owner and tenant. 7) Create rent schedule (if authorized by City). 8) <br />Search/document comparables for claimant provide referrals with 3 sets of additional housing referrals every <br />4-6 weeks; search for available sites until at least one appropriate site has been found or determined that no <br />such site exists. Provide evaluation form requesting feedback as to suitability of site referral; attempt to <br />secure response from claimant. 9) Prepare letter of eligibility based on most appropriate comparable with <br />authorization of City. 10) Deliver letter of eligibility to claimant and discuss findings/impacts on occupant. <br />Amend letter of eligibility one time if economics of the comparable availability changes over course of <br />assignment. 11) Prepare and deliver 90-day notices to vacate no later than 12 weeks after general info notices <br />delivered. 12) Arrange for transportation to view replacement sites and assist claimants with selection of a <br />replacement site, with lease offers, review of rental agreements, and with move bids or fixed moving <br />payment. 12) Inspect selected site to ensure decent, safe, and sanitary requirements. 13) Monitor <br />replacement site escrow and explain relocation process to agent/escrow officer. 14) Review/discuss <br />claimants' moving plans, build -out specifications, and personal property inventory; coordinate eligibility <br />limitations in advance of physical move. 15) Verify vacation of the displacement site; secure certificate of <br />abandonment. 16) Determine eligibility for proposed amount of relocation benefits including <br />actual/reasonable moving payments, rental/purchase differential payments, re-establishment payments, <br />and/or fixed payments. 17) Residential moves: secure/process an advance claim to assist with move and <br />second final claim incorporating moving costs and rental/purchase differential payment once family has <br />moved to site. Non-residential moves: secure/process moving assistance, re-establishment, in -lieu, or <br />settlement claims ensuring no item was duplicated in acquisition process. 18) Claim will be signed by claimant, <br />supported by appropriate back-up and reviewed by OPC's project manager for recommendation before <br />submitting to City for approval. Each claim check will be delivered to claimant in person (as feasible) and a <br />receipt of payment will be secured. <br />Property Management Services — OPC Property Services Team. Pre -Possession: 1) Determine whether there <br />are any vacant units at time of acquisition; prepare/present Rent to Hold agreement to property owner; <br />secure agreement (covering units vacant at start of negotiations). 2) Prepare/present Loss of Rent agreement <br />to property owners; secure agreement (covering units vacated by relocation agents prior to closing escrow). <br />3) Coordinate with relocation agent to capture and track vacate dates for claim processing. Post Possession <br />Interim: 1) Prepare/deliver rental agreements with project objectives (if desired). 2) Collect/deliver monthly <br />rent payments to City. 3) Prepare/deliver required notices. 4) Manage emergency and unsafe condition <br />repairs. 5) Contract on -going building/ground maintenance. 6) Manage payment of vendor fees and utility <br />bills. 7) Collect keys/verify abandonment. 8) Provide monthly reporting to City. Post Possession: 1) Contract <br />board -up, fencing, and security services as units become vacant. 2) Provide utility disconnection/meter <br />removal. 3) Provide asbestos and demolition cost estimates. 4) Coordinate asbestos abatement and <br />demolition contractors. <br />Page 18 <br />