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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 />hardships on claimants, referrals to /coordination with community service resources, public <br />housing, and public services. 4) Document current rent paid. 5) Verify income using pay stubs, tax <br />returns, and /or cash affidavit. 6) Assist with the reconciliation of FF &E ownership among owner <br />and tenant. 7) Create rent schedule (if authorized by City). 8) Search /document comparables for <br />claimant provide referrals with 3 sets of additional housing referrals every 4 -6 weeks; search for <br />available sites until at least one appropriate site has been found or determined that no such site <br />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 <br />comparable with authorization of City. 10) Deliver letter of eligibility to claimant and discuss <br />findings /impacts on occupant. Amend letter of eligibility one time if economics of the comparable <br />availability changes over course of assignment. 11) Prepare and deliver 90 -day notices to vacate <br />no later than 12 weeks after general info notices delivered. 12) Arrange for transportation to view <br />replacement sites and assist claimants with selection of a replacement site, with lease offers, <br />review of rental agreements, and with move bids or fixed moving payment. 12) Inspect selected <br />site to ensure decent, safe, and sanitary requirements. 13) Monitor replacement site escrow and <br />explain relocation process to agentlescrow officer. 14) Review /discuss claimants' moving plans, <br />build -out specifications, and personal property inventory; coordinate eligibility limitations in <br />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 <br />payments, and /or fixed payments. 17) Residential moves: secure /process an advance claim to <br />assist with move and second final claim incorporating moving costs and rental /purchase <br />differential payment once family has moved to site. Non - residential moves: secure /process moving <br />assistance, re- establishment, in -lieu, or settlement claims ensuring no item was duplicated in <br />acquisition process. 18) Claim will be signed by claimant, supported by appropriate back -up and <br />reviewed by OPC's project manager for recommendation before submitting to City for approval. <br />Each claim check will be delivered to claimant in person (as feasible) and a receipt of payment will <br />be secured. <br />Property Management Services. Pre - Possession: 1) Determine whether there are any vacant <br />units at time of acquisition; prepare /present Rent to Hold agreement to property owner; secure' <br />agreement (covering units vacant at start of negotiations). 2) Prepare /present Loss of Rent <br />agreement to property owners; secure" agreement (covering units vacated by relocation agents <br />prior to closing escrow). 3) Coordinate with relocation agent to capture and track vacate dates for <br />claim processing. Post Possession Interim: 1) Prepare /deliver rental agreements with project <br />objectives (if desired). 2) Collect /deliver monthly rent payments to City. 3) Prepare /deliver required <br />notices. 4) Manage emergency and unsafe condition repairs. 5) Contract on -going building /ground <br />maintenance. 6) Manage payment of vendor fees and utility bills. 7) Collect keys /verify <br />abandonment. 8) Provide monthly reporting to City. Post Possession: 1) Contract board -up, <br />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 <br />and demolition contractors. <br />Special Concerns <br />We will continue to build our working relationship with the City of Santa Ana, and provide regular <br />lines of communication to resolve any special concerns or issues that arise, reporting on any that <br />need immediate resolution. We prefer proactive approaches to project issues, and provide <br />thorough advanced planning to manage any project risks. <br />Page 9 <br />