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