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On -Call Right of Way Specialty Services for the RFP No.: 15-044 Review and Comment on Ac isatlonaslfs susuchch as b fer P'kgka e> Offer packages are the legal documents sent to property owners for the purpose of purchasing the required right-of-way for a proposed public project. Offer packages must include certain items required by law and in accordance with the City's purchase & sale contract. An important item in the offer package is the Appraisal Summary. The appraisal summary is prepared by the appraiser and provided to the City in digital format to be included in the offer package. The offer amount is the appraised value including any compensation for FF&E is applicable. CivilSource will review all offer packages to ensure the accuracy of the document and inclusion of all pertinent information. Other critical acquisition task item is the diary for each parcel. The acquisition agent must keep a diary of all correspondence with the property owners. The diary must accurately reflect all the communication between the agent and the property owner. CivilSource will also monitor the progress of the acquisition services conducted by the consultants. Review and Comment on Relocation Plan and Provide PerfotL CrceLlqLlqa_Sypport Relocation Plan is an important document prepared early in the process which sets the basis for the relocation needs of properties as a result of implementation of a public works project. Relocation plan must include a list of critical items as required by law. Personal interview of potential relocates, a description of the project including pertinent maps, project schedule and timelines, the total assessed value of displaces. Other items are the availability of residential housing resources, estimated relocation costs, eviction policies, grievances and the appeal process. This plan must be adopted by the City Council after review and approval by City staff. CivilSource will review the Relocation Plan for accuracy and monitor the progress of relocation efforts by each consultant. CivilSource will prepare a monthly report of all relocation cases from all the consultants and compile all in one circular for City review. Monitor N dations Don .Other Consultants As the Program Manager for the City's right-of-way services, CivilSource's most important role is to ensure the consultants' work are per the contract's work and schedule and the progress is made to achieve the goal of the project. Acquisition consultants are responsible for negotiating a successful settlement with property owners. Program manager will oversee and monitor the negotiation efforts very closely and identify milestones for critical dates. Any delay with respect to those will be discussed with the consultant and will be brought to the City's attention. Progress reports will be prepared and presented to the City for review and plan of action will be discussed. Review Relocation Claim and Monitor Status sof Relocation and Eviction Efforts Relocation consultants must work closely with acquisition agents to ensure a smooth transition for tenants when properties are acquired by the City. CivilSource will review and closely monitor these efforts and will alert the City of any potential eviction needed. All claims will be reviewed by CivilSource for accuracy and compliance with regulations. Claim forms will be reviewed for uniformity prior to submittal. Ere art aavrrumen( t±on Lorr Administrative Settlements Administrative settlements documents are required when the city & property owners reach a settlement which is different than the offer value. Sometimes other factors require a settlement which is in the best interest of the City. CivilSource will prepare the documents to be reviewed and approved by the City's project manager. Provide Condemnation Sago art CivilSource will provide support to the City in anticipation of condemnation of properties and during the proceedings as required by the City's Project manager and City Attorney's office. CivilSource will assist Pang I'IS