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RFP No. 15 -044 — On -Call Right of Way Specialty Services <br />Specialty Area (A4) Acquisition /Relocation /PM <br />proposal is made, OPC will evaluate its merits and make recommendations if it is felt that an <br />administrative adjustment or settlement is warranted based on the facts. Supplemental <br />negotiations may also include addressing any objection or question concerning the project the <br />owner has by conferring with the City's Project Manager. Negotiations will continue to the point of <br />acceptance or a determination that no acceptable settlement can be reached. (By way of <br />example, however, OPC carries a 95% settlement rate). <br />Settlement /Closings. Upon City approval of the appropriate documents, our negotiator will <br />request the opening of an escrow through our in -house escrow coordinator by submitting an <br />instruction letter and providing the purchase contract, requested title insurance coverage and <br />notarized Deed to the escrow coordinator. OPC will have the title company handle the escrow <br />activities — typically the same company that supplied the preliminary title reports. OPC will assist <br />with any due diligence requirements and resolve adverse title conditions preceding the close of <br />escrow and will coordinate payment of just compensation. The City of Santa Ana will be furnished <br />with copies of the recorded Deeds and title insurance policies following the close of escrow. In the <br />event that the property cannot be acquired by good -faith negotiations, OPC's assigned negotiator <br />or the Project Manager will assist the City with condemnation support by ordering updated <br />litigation guarantees, coordinating with the attorney and any other tasks necessary to take <br />possession. <br />During the course of the acquisition process, OPC will maintain a complete acquisition file of all <br />correspondence, offers and contacts with each property owner and the City. We will provide the <br />City with written status reports at the prescribed interval and confer with the City's Project <br />Manager as needed. OPC will maintain a current Acquisition Checklist showing each successfully <br />negotiated parcel and outline any special terms agreed to with a recommendation for City action. <br />Escrow Coordination. If by Negotiated Settlement, OPC will assist the escrow /title company <br />with the following. OPC will open escrow and coordinate execution of closing instructions <br />providing for title insurance coverage at the settlement amount. We will provide the escrow officer <br />with the fully executed acquisition contract and the notarized deed. OPC will review settlement <br />statements for accuracy and coordinate deposit of acquisition price and estimated closing costs <br />with escrow. After the closing, we will review the title insurance policy for accuracy. Finally we will <br />prepare and mail a letter to County Assessor requesting cancellation of taxes, if appropriate. <br />Relocation Services. The first task in the planning phase of a relocation project is the initial <br />meeting with the affected occupants to provide them with an overview of the relocation process. <br />During this meeting our agents will explain what they can expect from the relocation program, the <br />benefits they are eligible to receive, and the advisory assistance that will be provided. The last <br />task during the planning stage is the preparation of the Relocation Plan. The Relocation Plan will <br />determine the level of service needed for subsequent relocation assistance activities based on <br />the personal interviews conducted with all affected occupants. The Plan will thoroughly describe <br />the affected project occupants, identify the procedures and the program the City will follow, <br />identify the availability of comparable properties, and provide a relocation budget estimate. Once <br />the OPC relocation agent confirms that the contact letter was provided to the owner or tenant <br />(when offer was made), the relocation agent will begin to provide advisory services to any of the <br />potential displacees. We will meet with the tenant in person to explain the relocation process, the <br />likely timeline, and the claims- reimbursement policies of the City. One factor that differentiates us <br />from others is the level of effort we devote to our claimants. We believe in routine personal visits <br />with families being displaced and a lot of personal attention. This not only speeds up the process, <br />but builds goodwill in the agency using our service. <br />Page 6 <br />