HomeMy WebLinkAboutOVERLAND, PACIFIC & CUTLER 2
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City ot Santa Ana
Clerk of the Council
AGREEMENT TERMINATION
Please complete this form when the attached agreement is no longer in effect,1'rn't ~4&Y 121M -
Return form to the Clerk of the Council Office (M-30). LUJv I.H It 9: 40
Call 647-5237 if you have any questions. CITY, "\~.
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The agreement with
Overland, Pacific & Cutler, Inc. (Previously Overland Resources)
No.
A-2001-029
was completed on 4/30/02
and final payment has been made.
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Department:
Design Engineering - ROW
Phone/Ext. :
Signature:
5067 - Kent Jorgensen/Cindy
Gomez
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Date:
4/29/08
Revised 07-23-07
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A-2001-0 29
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CONSULTANT AGREEMENT fj
THIS AGREEMENT, made and entered into this )",J., day of uJlIJdJ~ ,2001 by
and between Pacific Relocation Consultants, a California corporation (hereinafter' onsultant"),
and the City of Santa Ana, a charter city and municipal corporation organized and existing under
the Constitution and laws of the State of California (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of
real estate relocation services, loss of goodwill valuation, building demolition, property
management and asbestos testing, abatement and removal.
B, Consultant represents that Consultant is able and willing to provide such services to the
City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform those services as set forth in Exhibit A to this Agreement.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services,
the rates and charges identified in Exhibit A. The total sum to be expended under this
Agreement, shall not exceed $250,000.00 during the term ofthis Agreement.
b. Payment by City shall be made within thirty (30) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures, Payment need not
be made for work which fails to meet the standards of performance set forth in the Recitals
which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above and terminate on April
30,2002, unless terminated earlier in accordance with Section 12, below. The term of this
Agreement may be extended upon a writing executed by the Executive Director of Public Works
and the City Attorney.
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4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer-employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which
Consultant performs the services which are the subject matter of this Agreement; however, the
services to be provided by Consultant shall be provided in a manner consistent with all
applicable standards and regulations governing such services. Consultant shall pay all salaries and
wages, employer's social security taxes, unemployment insurance and similar taxes relating to
employees and shall be responsible for all applicable withholding taxes.
5. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as
described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents, volunteers and
representatives as additional insured(s) and shall include, but not be limited to protection against
claims arising from bodily and personal injury, including death resulting therefrom and damage
to property, resulting from any act or occurrence arising out of Consultant's operations in the
performance of this Agreement, including, without limitation, acts involving vehicles. The
amounts of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property damage, in the total
amount of $1 ,000,000 per occurrence. Consultant shall supply City with a fully executed
additional insured endorsement in substantially the form attached hereto as Exhibit B upon
execution of this Agreement and shall be approved in form by the City Attorney.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non-owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300
of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against
liability for worker's compensation or to undertake self-insurance. Prior to commencing the
performance of the work under this Agreement, Consultant agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit of not less
than $1,000,000 per claim.
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e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
(i) Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
f. If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has been procured
and is in force and paid for, the City shall have the right, at the City's election, to forthwith
terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its
time and materials expended prior to notification of termination. Consultant waives the right to
receive compensation and agrees to indemnify the City for any work performed prior to approval
of insurance by the City.
6. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability: (I) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims
for personal injury, including health, and claims for property damage, which may arise from the
direct or indirect operations ofthe Consultant or its contractors, subcontractors, agents,
employees, or other persons acting on their behalf which relates to the services described in
section I of this Agreement; and (2) from any claim that personal injury, damages, just
compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects
arising from this Agreement. This indemnity and hold harmless agreement applies to all claims
for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to
have been suffered, by reason of the events referred to in this Section or by reason of the terms
of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold
harmless, and pay all costs for the defense of the City, including fees and costs for special
counsel to be selected by the City, regarding any action by a third party challenging the validity
of this Agreement, or asserting that personal injury, damages, just compensation, restitution,
judicial or equitable relief due to personal or property rights arises by reason of the terms of, or
effects arising from this Agreement. City may make all reasonable decisions with respect to its
representation in any legal proceeding.
7. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees
that it shall not use or disclose such information except in the performance of this Agreement,
and further agrees to exercise the same degree of care it uses to protect its own information of
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like importance, but in no event less than reasonable care. "Confidential Information" shall
include all nonpublic information. Confidential information includes not only written
information, but also information transferred orally, visually, electronically, or by other means.
Confidential information disclosed to either party by any subsidiary and/or agent of the other
party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure
shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is,
through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful
possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation oflaw; or ( e) is independently developed by the Consultant without
reference to information disclosed by the City.
8. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under
this Agreement.
9. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person or
mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
telefacsimile (714) 647-6956
With courtesy copies to:
Executive Director of Public Works
City of Santa Ana
20 Civic Center Plaza (M-36)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647-5635
and,
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City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
telefacsirnile (714) 647-6515
To Consultant:
Pacific Relocation Consultants
100 West Broadway, Suite 300
Long Beach, California 90802-4432
Telefacsimile (562) 495-0889
Attn: Steve Oliver
A party may change its address by giving notice in writing to the other party. Thereafter,
any notice, tender, demand, delivery, or other communication shall be addressed and transmitted
to the new address. If sent by mail, any notice, tender, demand, delivery, or other
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by telefacsimile, any notice, tender, demand, delivery, or
other communication shall be effective or deemed to have been given twenty-four (24) hours
after the time set forth on the transmission report issued by the transmitting facsimile machine,
addressed as set forth above. For purposes of calculating these time frames, weekends, federal,
state, County or City holidays shall be excluded.
10. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the
terms of this Agreement shall prevail. This Agreement may not be modified except by written
instrument signed by the City and by an authorized representative of Consultant. The parties
agree that any terms or conditions of any purchase order or other instrument that are inconsistent
with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor
the City. Each party to this Agreement acknowledges that no representations, inducements,
promises or agreements, orally or otherwise, have been made by any party, or anyone acting on
behalf of any party, which are not embodied herein.
11. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shaH be considered null and void. Nothing in this Agreement
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shall be construed to limit the City's ability to have any of the services which are the subject to
this Agreement performed by City personnel or by other consultants retained by City,
12. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination, In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of termination,
subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver
to the City all work product completed as of such date, and in such case such work product shall be
the property of the City unless prohibited by law, and Consultant consents to the City's use thereof
for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals ofthis Agreement.
13. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities. Consultant affirms that it is an equal opportunity employer
and shall comply with all applicable federal, state and local laws and regulations.
14. JURISDICTION - VENUE
This Agreement and all questions relating to its validity, interpretation, performance, and
enforcement shall be government and construed in accordance with the laws of the State of
California. This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any ofthe clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may
be brought or arise out of, in connection with or by reason of this Agreement.
15. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Consultant shall notify the City
immediately and in writing of her inability to obtain or maintain such permits, licenses,
approvals, waivers, and exemptions. Said inability shall be cause for termination of this
Agreement.
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16. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the terms of this Agreement, and shall
indemnifY City fully, including reasonable costs and attorney's fees, for any injuries or damages to
City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST:
CITY OF SANTA ANA
r
IGUEL A. PULIDO
Mayor
A CIA E. HEALY
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Attorney
By: ;JfLAA..---c-t;V ~l, 0 v ()4-/
Laura Sheedy /
Deputy City Attorney
APPROVED AS TO CONTENT:
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DAVID N. REAM
City Manager
STEVE LIVER
Vice-Pre ident
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Employer ID # or Individual SS #
REeo ENDED, FOR ;~VAL:
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JAMES ROSS
Executive Director
Public Works Agency
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PACIFIC
RELOCATION
, CONSULTANTS
ioo WEST BROADWAY
SUITE 300
LONG BEACH
;ALIFORNlA 90802-4432
TEL (562) 590.8564
FAX (562) 495-0889
OTHER OFFICES
OAKLAND
PALM SPRINGS
SACRAMENTO
SAN DIEGO
(800) 40Q-RELO
www.pacrelo.com
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January 3, 2001
James G. Ross
Executive Director
City of Santa Ana
Public Works Agency
20 Civic Center Plaza M-36, 1 st Floor
Santa Ana, CA 92701
A TTN: Souri Amirani
RE: Request For Proposal For Relocation Services
Dear Ms. Amirani:
Pacific Relocation Consultants is pleased to submit its proposal to provide relocation
services to the City of Santa Ana's Public Works Agency on an as-needed basis as a result
of the acquisition and disposition ofreal property. We believe we have the necessary
qualifications, experience and professional staffing to satisfy the needs of the Agency for
any of the various projects which may be undertaken.
We have reviewed the Agencies Request For Proposal (RFP) and declare that we
thoroughly understand and can comply with the listed Scope of Work and Statement of
Work for Relocation Services. We also declare the below signer represents that Pacific
Relocation Consultants, a Sub-Chapter 's' California Corporation, is interested in this
proposal as a principal and is named hereto; that this proposal is made without collusion
with any other person, persons, company or parties submitting a proposal; that this
proposal is in all respects fair and in good faith without collusion or fraud; and, the below
signer of this proposal has full authority to bind Pacific Relocation Consultants.
In addition to the components requested in the RFP, we have included a summary of our
company qualifications, an affirmative action statement and assurances relating to
required insurance and agreement requirements. We look forward to working with the
Agency and appreciate your consideration during the selection process for these services.
If you have any questions, please do not hesitate to contact Mark La Bonte or me.
Respectfully submitted,
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PACIFIC RELOCATION CONSULTANTS
PROPOSAL FOR PROVIDING
RELOCATION ASSISTANCE CONSULTING SERVICES
TABLE OF CONTENTS ' " ',,"';:1J,'<'"'""'i?!1'~~
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I. QUALIFICATIONS STATEMENT ........................ 3
A. Summary Of Qualifications . . , . . . . . . . , . . . . . . . . . . . .. 3
B. Introduction. . . . . . . , . , , . . . . . . . . . . . . . . . . . . . . . . . .. 4
C. Offices And Resources ..... . . . . . . . . . . . . . . . . . . . . .. 5
II. PROJECT UNDERSTANDING/APPROACH. . . . . . . . . . . . . . .. 6
A. Project Understanding . . . . . . . . . . . . . . . . . . .. . . . . . . .. 6
B. Project Approach. . . . .. . . . . . . . . . . . . . . . . . . . . . . . . .. 6
III. PROJ ECT TEAM .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 10
A. Key Personnel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 10
B. Time Availability .......................... .:'. . .. 11
C. Organization chart. . . . . . . . . . . . . . . . . . . .. . . . . .,,:. . .. 12
IV. PROJECT EXPERIENCE....................'......... 13
V. AFFIRMATIVE ACTION STATEMENT. . . .. ..... .. . .. . . .. 15
VI. ASSURANCES. . .. . .. ... . . . ... .. . . . .. ..... . .. .. . ... 16
APPENDIX
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A. Summary Of Qualifications
",.. EXPERIENCE/EXPERTISE ...
. Principals and senior staff with more than 100 years of
combined project management experience.
. Complete familiarity with state and federal relocation and
inspection guidelines including FHWA, FAA, HUD, CDBG
and HOME programs.
. Over 1,000 successful redevelopment, housing and
transportation projects, involving both eminent domain and
voluntary relocations, .
. Consistent on-time, on-budget performance in both large
and small scale residential tenant, homeowner,'
commercial, industrial and mobile home park cases.
. Services provided to over 200 Redevelopment Agencies,
Cities, School Districts, Housing Authorities, Transportation
Authorities, other public agencies and private sector clients.
. Active member of the California - Redevelopment
Association (CRA), National Association of Housing and
Redevelopment Officials (NAHRO), Coalition for Adequate
School Housing (CASH), California Contract Cities
Association. Key role in recent amendment of California
relocation guidelines,
. Active members of
Association (IRWA).
relocation instructors,
the International Right of Way
Staff includes IRWA-certified
.. REPRESENT A TION ...
. Client representation before the public, Project Area
Committees, Agency Boards, Appeals Boards, Planning
Commissions and City Councils.
. Liaison with California Department of Housing and
Community Development, United States Department of
Housing and Urban Development and other relocation
oversight agencies, in order to assure compliance with
applicable rules and regulations.
. Support in eminent domain litigation and expert witness
testimony,
. Staff training for public agencies and post-relocation audit
representation.
... SERVICES ....
. Personal, on-site project administration, providing required
interviews and noticing, replacement referrals, claim
preparation, move monitoring, inspections, file maintenance .
and continuous advisory assistance.
. Extensive field research to assure adequate and most cost-
effective replacement site referrals. ,
. Comprehensive initial project planning and analysis to
minimize potential legal, financial . and administrative
difficulties. . -
. Preparation of Relocation and Replacement Housing Plans,
Relocation Rules & Regulations, Relocation Cost Estimates
and Tenant Surveys.
. Management of temporary tenant moves for housing
rehabilitation projects,
. Long-term tracking of Last Resort Housing cases.
. Public Housing & Section 8 Housing Quality-Standards
inspection services.
. Interim,. and long-term property management.
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. Turnkey project administration, including coordination of
appraisal, acquisition, demolition, e-nvironmental testing and
remediation services.
... RESOURCES ...
. Dedicated full-time staff and management.
. Skilled, long-term, bilingual and multi-ethnic staff of over 45
able to effectively manage complex residential and
commercial cases among all popUlation groups in all
settings.
. Project site offices for large projects and toll free numbers
to minimize displacees hardship.
. Computerized case management and tracking to manage
case loads and provide effective reporting for client review.
. Access to the latest on-line relocation resources.
. Referral lists of specialized vendors, contractors and real
estate agents.
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CITY OF SANTA ANA REQUEST FOR PROPOSAL - RELOCATION SERVICES
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B. Introduction
Pacific Relocation Consultants, incorporated in 1980, is a relocation consulting .firm
providing all facets of relocation assistance and property management to public and private
sector clients. Pacific Relocation Consultants have successfully handled tens ofthousands
of displacements in projects ranging from a single residential tenant displacement to large
projects involving over five hundred residential and commercial relocations. Our
involvement ensures a timely, well-coordinated and sensitively handled relocationprogram.
Our experience and our highly trained bilingual staff produce prompt results. Our staff has
extensive project management experience and is well versed in the dynamic changes
affecting federal and state relocation laws, regulations, and guidelines. This knowledge
translates into timely schedules, manageable costs, and few probl~ms.
The firm's. principal partners are David Stadler, Barry McDaniel, and Steven Oliver.
Messrs. Stadler, McDaniel and Oliver have over fifty years of combined experience in the
. field of relocation. The company presently has over 45 professional relocation staff
members, property management personnel, and computer, administrative and secretarial
personnel. A strong project management team with years of relocation experience provide
the "hands-on" daily management of each relocation program. . Each Project Manager has
the support of Relocation Specialists that provide the specific experience necessary to
. effectively deal with the complexities of each relocation project. In-house, state-of-the-art
computer systems enhance the project managers' and relocation specialists' ability to track
cases and provide effective report options for management review.
In addition to the detailed relocation planning and assistance services p'rovided, Pacific
Relocation Consultants continuously works with and understands"the necessary
components provided by affiliatEi'd companies in the areas of acquisition of real property,
appraisal of real property and fixtures and equipment, valuation of business goodwill, and
legal and other related services. We understand the importance of working together as a
team towards the City's goal of successfully completing their project.
The firm belongs to the Community Redevelopment Association (CRA). The principals
have served as relocation experts for the CRA, as well as serving on the California State
Housing and Community Development Department's Task Force to update state relocation
guidelines. In addition, the firm is a member of the National Association of Housing and
Redevelopment Officials (NAHRO), the Coalition for Adequate School Housing (CASH),
California Contract Cities Association, the International Right of Way Association (IRWA),
and the Municipal Management Assistants of Northern and Southern California (MMANC
and MMASC).
PAGE 4
CITY OF SA<'ITA ANA REQUEST FOR PROPOSAL - RELOCATION SERVICES
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C. Offices And Resources
Pacific Relocation Consultants has four permanent offices to serve our clients. For larger
projects, we may establish additional site offices to serve the local displacees. In addition,
to ease the financial burden to those that are being displaced, we provide toll-free calling
(800 service) to claimants to reach our offices from project sites throughout California.
SOUTHERN CALIFORNIA
Los Anaeles Area !
100 West Broadway, Suite ~OO
Long Beach, California 908 2
TEL (562) 590-8564
FAX (562) 495-0889
NORTHERN CALIFORNIA
San Dieao Area
371 8th Avenue, Suite A
San Diego, CA 92101
TEL (619) 702-0001
FAX (619) 702-0021
Bav Area
7901 Oakport Street, Suite 4800
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Oakland, California 94621
TEL (510) 638-3081
FAX (510) 638-0750
Sacramento Area
2941 Sunrise Blvd., Suite 245
Rancho Cordova, CA 95742
EL (916) 853-1290
EAX (916) 853-1394
Pacific Relocation Consultants, through its offices, provides a full range of ~upport facilities
and services including: -,
1. Fully networked computer system, including specially designed relocation
software packages developed by Pacific Relocation Consultants for
management of all residential and business cases. Status reports are
available for tracking claims, time schedules and individual case profiles.
2. Full time administrativepersonnel, including receptionist, secretary, computer
specialist and accounts receivable/payable personnel.
3. Fifteen Spanish speaking relocation consultants and two Spanish speaking
administrative personnel.
4. Full complement of office equipment, including high-speed copy and
facsimile machines and binding equipment.
PAGES
CITY OF SANTA ANA REQUEST FOR PROPOSAL - RELOCATION SERVICES
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A. Project Understanding
The Request For Proposal is requesting professional right of way services on an as-
needed basis. The RFP has requested separate proposals for services broken down as:
1. General Right of Way Services - including appraisal, acquisition and other services; and
2. Relocation Services - including relocation, property/asset management, and other
services. This Proposal is only responding to the Relocation Services component.
The only suggestion or concern that we could make regarding tile proposed proposal
format that the City should be aware of is to make sure each project be a coordinated team
effort from the beginning of any project and continue throughout its term. Coordinated in
that all team members (City staff, attorneys, appraisers, acquisition and relocation
consultants) are brought together during the planning stages of a project to discuss issues
relating to the project - timing, workloads, political issues, work tasks, policies,
strategies...and continue to meet throughout the project.
B. Project Approach
In addition to the Scope and Statement of Work tasks listed in the RFP, Pacific Relocation
Consultants' approach would not only contain additional scope of work items listed below
but also have as its basis an overriding goal to complete our work in a timely and
technically correct manner, as well as treating people and businesses Impacted by the
project in a respectable and equitable manner. "
Success in any relocation assignment is contingent upon communicating technical data
to people who can be fearful, angry, and may possess limited knowledge of the complex
process affecting their livelihoods and/or families. It is imperative that we address the
displacee's concerns equitably while attaining the goals of the City's project. The benefits
of this approach are cost effectiveness, reduction in project delays, a decrease in court
actions, and an increase in the public's confidence in the City. We are going to do more
than technically comply with the rules, we are going to solve problems.
The following are scope of work tasks we feel are necessary for the successful completion
of a public project and are intended to include all the Work Elements listed in the RFP:
Project Management
. Advise and assist the City in the development and implementation of any
administrative policies and procedures necessary for the creation of an
effective relocation program.
CITY OF SANTA ANA REQUEST FOR PROPOSAL - RELOCATION SERVICES
PAGE 6
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. Prepare City Guidelines and Procedures for Relocation Assistance, for
compliance with Federal and State regulations.
. Represent the City in meetings with citizen groups, Project Area
Committee's, before Standing Committees, and the City Council.
. Coordinate relocation activities with City, acquisition agents and other project
personnel. Attend regular coordination meetings, provide monthly status
reports on the disposition of relocation/property management activities and
update of master schedule of all approved work assignments and tasks.
. Prepare estimates, cost studies and other reports as requested by the City
Relocation Plan
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. Attempt to interview all residential and business occupants and deliver
approved Relocation Assistance Brochure.
. Conduct survey and analysis of replacement availability and available
business sites.
. Review for incorporation into the plan the City's relocation policies and
procedure, sources of funding, time requirements and other pertinent
information.
. Correlate and analyze data.
. Prepare draft report of findings and analyses and submit to .City for review
and comment.
. Finalize Plan and distribute to public for comment.
Residential Relocations
Phase 1
. Maintain current and accurate files and records of all contacts with
displacees.
. Review offer documents, prepare relocation documents to be used in initial
interview, set up meeting with occupant to be displaced.
. Within 60 days of offer to purchase, conduct personal, on-site interviews of
prospective displacees to ascertain relocation housing needs and special
requirements; provide Relocation Assistance Informational Brochure; and
inform displacee of available relocation assistance services and benefits and
explain relocation process.
Phase 2
. Prepare a replacement housing valuation to establish replacement housing
eligibility benefit amount and submit for City approval.
. Prepare and distribute replacement housing/down payment assistance
entitlement notices to each individual displaced household.
. Provide an adequate number of written referrals to available, comparable,
decent, safe and sanitary replacement housing units.
CITY OF SANTA A:-<A REQUEST FOR PROPOSAL - RELOCATION SERVICES
PAGE 7
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Phase 3
> Prepare and distribute Notices of Displacement, gO-Day Notices to Vacate,
and other notices, as may be required.
> Assist displacees in locating replacement housing and provide
transportation, when necessary, to inspect replacement dwellings.
> Refer displacees to public housing and other public services that may be
available including, but not limited to, Section 8 housing.
> Provide advisory assistance to displacees including referrals to community
service resources.
> Provide displacees with on-going advisory services to minimize hardship,
including but not limited to working with apartment managers, landlords, real
estate agents, escrow and loan officers to assist qisplacees in securing
replacement housing.
Task 4
> Inspect replacement dwellings to determine compliance with "decent,safe
and sanitary" requirements and monitor move, as necessary.
> Prepare all applicable benefit claim forms, secure claimant's signatures on
claim forms, and submit claim forms to City for approval, processing and.
payment.
> Monitor the actual move to replacement site, as necessary.
> Inspect displaced unit, have displacee sign Abandonment Statement, and
collect keys to vacated unit. .
> Deliver benefit checks and other appropriate payments to claimants.
> Close case file and transmit to client
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Business Relocations
Phase 1
> Maintain current and accurate files and records of all contacts with business
displacees.
> Review offer documents, prepare relocation documents to be used in initial
interview, set up meeting with business to be displaced.
> Within 60 days of offer to purchase, conduct personal, on-site interviews of
prospective displacees to ascertain relocation needs and requirements;
provide Relocation Assistance Informational Brochure; and inform and
advise displacee of specific available services and benefits, including but not
limited to actual and reasonable moving payments, re-establishment
payments, and fixed payments.
Phase 2
> Prepare and distribute Business Notice of Eligibility letters to each individual
displaced business.
> Prepare and distribute Notices of Displacement, gO-Day Notices to Vacate,
CITY OF SANTA ANA REQUEST FOR PROPOSAL - RELOCATION SERVICES
PAGE 8
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and other notices, as may be required.
. Search for and assist displacees in locating available and suitable
replacement sites.
. Provide continuous advisory assistance to displacees that includes, but is not
limited to, additional meetings, a list of qualified movers, contractors and
other appropriate service providers.
. Assist the displacee with the preparation of a scope-of-services moving,
other contractor services, and an inventory of personal property.
. Coordinate with City staff/consultants with regard to real property and fixture
and equipment issues as they relate to the relocation process.
. Assist displacee to obtain appropriate moving estimates and other relevant
bids.
Phase 3
. Review all bids and estimates for reasonableness, monitor moves as
necessary and make recommendations for payment.
. Prepare all applicable benefit claim forms, secure claimant's signatures on
claim forms, and submit claim forms to City for processing and payment. .
. Deliver benefit checks and other appropriate payments to claimants.
. Inspect displaced unit, have displacee sign Abandonment Statement, and
collect keys to vacated unit.
. Close case file and transmit to client
Pre-Construction Property Management
. Prepare,deliver and have executed rental agreements t,illored to project
objectives. .
. Collect monthly rent payments.
. Provide monthly rent collection and unit abandonment verification.
. Prepare and deliver 3D-Day notices, if necessary.
. Provide utility disconnection and meter removal, if necessary.
. Provide emergency and unsafe condition repairs.
. Contract, supervise and coordinate building and ground maintenance as
needed.
. Contract, supervise and coordinate board-up and other security services as
units become vacant.
. Contract, supervise and coordinate for asbestos testing, abatement and
demolition
CITY OF SANTA ANA REQUEST FOR PROPOSAL - RELCCA nON SERVICES
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PACIFIC
RELOCATION
CONSULTANTS
100 WEST BROADWAY
SUITE 300
LONG BEACH
CALIFORNIA 90802.4432
TEL (562) 590-B564
FAX (562) 495.0869
OTHER OFFICES
OAKLAND
PALM SPRINGS
SACRAMENTO
SAN DIEGO
(BOO) 400.RELO
www.pacrelo.com
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January 3, 2001
James G. Ross
Executive Director
City of Santa Ana
Public Works Agency
20 Civic Center Plaza M-36, I" Floor
Santa Ana, CA 92701
ATTN:
Souri Amirani
RE:
Request For Proposal For Relocation Services
Comprehensive Fce Schedule
Dear Ms. Amirani:
Pacific Relocation Consultants provides the most comprehensive relocation assistance
available, at a cost-effective level. We understand that our clients need both our expertise
and our cost-saving capabilities. We can fashion compensation arrangements to meet the
procedural requirements of our clients. Maximum, not-to-exceed project amounts can be
determined after the specific scope of work for the project is identified. All compensation
fees discussed below shall remain in effect for one year from the execution of the contract
and any fee or rate increases shall not exceed 5% per year.
RELOCATION ASSISTANCE SERVICES
Activities associated with the relocation of residential tenants, homeowners and
businesses located within the project site, and in accordance with our Project Approach
listed in our proposal, are generally compensated at the following per-case rates:
Residential Tenants or Owner-Occupants
Mobile Home Park Displacements
Business/Commercial Displacements
Industrial Displacements
$ 1,750.00/case
$ 2,OOO.OO/case
$ 2,750.00/min. per case *
$ 3,SOO.OO/min. per case *
* compensation depends upon the complexity of the case,
to be determined after the site inspection.
Last Resort Housing Processing.
If the administration of Last Resort Housing is required for the project, it shall be
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provided for a fee as described below.
Flat fee of S400.00 payable upon processing of first LRH claim
The above rates and fees assume that negotiations for real property interests or eminent
domain are pursued by the City within six months of the date of the first written offer and
90-Day Notices To Vacate will be issued immediately upon the City taking title to the
property.
PRC may elect to be compensated monthly for the relocation services rendered based on
the hourly rate schedule provided below, however, in no event will the total hourly
compensation exceed the maximum project compensation based on the appropriate
per-case rates. Additional cases identified during the implementation of the project,
delayed acquisition scheduled identified above, and lor substantial changes in the required
scope ofthe project may cause the revision of the project maximum.
PROJECT MANAGEMENT AND RELOCATION CONSULTATION
General relocation consultation and Project Management, as described in our Project
Approach listed in our proposal, shall be billed in accordance with the following current .
hourly rate schedule (legal representation at 150% of the rates):
Corporate Officer/Regional Manager
Senior Associate
Relocation Specialist
Technical Support
~dministra tive/Secretarial
SllO.OOlhour
$ 90.00/hour
$ 75.001hour
S 50.001hour
$ 35.001hour
RELOCATION PLAN PREPARATION
If the preparation of a Relocation Plan is required for the project, it shall be prepared and
submitted for a lump-sum fee as described below:
Model Relocation Plan
(15 household units or less)
Full Relocation Plan
(16 units or more)
Lump sum fee of S2,500.00 per plan
Lump sum fee of $225.00 per occupied
unit
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PROPERTY.MANAGEMENT SERVICES
Property management services associated with renting units will be billed at the following
fees:
Administrative Set-up fee per residentlbusiness
(one time per occupant)
Property Management Escrow Account Set-Up Fee
(fixed fee, if required)
Monthly Management Fee
(per occupied unit per month for rent collection,
noticing, reporting, tenant calls for service, etc.)
580.00
S300.00
S70.00
Other Property Management services (i.e. utility disconnection & removal, board-up and
other security issues, asbestos abatement and demolition) will be provided at the
following hourly rate schedule:
Corporate Officer/Regional Manager
Property Manager
Property Management Specialist
Technical Support
Ad minis tra tive/Secretarial
SllO.OOlhour
$90.00Ihour
$75.00Ihour
$50.00lhour
S35.001hour
except for the subcontracted services which will be provided at the following schedule:
Cost of the Contractor'slHandyman's invoice
and/or wages plus Fifteen (15) percent, not to exceed S500
Please find attached Attachment B from the RFP and accompanying documents as
instructed.
If you have any questions, please do not hesitate to contact Mark La Bonte or me.
LOCATION CONSULTANTS
v
Vice-
Attachment (3 Pages)
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ATTACHMENT "8"
CONSULTANT RATE COMPARISON FORM
RELOCATION SERVICES
RELOCATION
The following cost breakdown is for complete Relocation Assistance Services for 2
Business and 3 Residential Cases identified in the Consultant Rate Comparison Form.
The identified phases can be found in our proposal under our Project Approach.
~ Phase 1 Phase 2 Phase 3 Phase 4 TOTAL
COST
Personn .
Corporate 1 . 2 2 1 $660.00
Officer
$110.00
Senior -.. _.~- .10 36 15 0 $5,490.00
~ Associate-. --~
$90.00
Relocation 11 19 14 20 $4,800.00
Specialist
$75.00 , --
Admin. 2 3 3 2 $350.00
$35.00 ,
Total Hours 24 60 34 23 $11,300.00
ATTACHMENT "B" CONSULTANT RATE COMPARISON FORM
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PROPERTY MANAGEMENT
The following cost breakdown is for board-up/fencing and asbestos abatement demolition
coordination for 2 Business and 3 Residential Cases identified in the Consultant Rate
Comparison Form. Costs assume each uniUproperty is handled separately. Also, costs
do not include contractor costs; these fees to be bid.
~ Board-Up/ Asbestos TOTAL
Fencing Abatement COST
Perso el &
Demolition
Corporate 1 1 $~20.00
. Officer
$110.00
Property 38 70 $9,720.00
Manager
$90.00
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Admin. 3 3 $210.00
$35.00 .
Total Hours 42 74 $10,150.00
In summary, the requested fee schedule is as follows:
Description of Consultant Services
Relocation Assistance $11,300.00
Board-up/Fencing $3,635.00
Asbestos Abatement & Demolition $6,515.00
TOTAL $21,450.00
ATTACHMENT "B" CONSULTANT RATE COMPARISON FORM PAGE 2
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SCHEDULE
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The following is a schedule depicting the time required to perform the necessary tasks for
relocation assistance services, board-up/fencing and asbestos abatement demolition
coordination for 2 Business and 3 Residential Cases identified in the Consultant Rate
Comparison Form,
Tasks
Initial Project Start Up
Relocation Assistance
Phase1
Phase 2
Phase 3
Phase 4
Property Mclnagem_e_nt
Board-up/Fencing
Asbestos Abatement & Demolition
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ATTACHMENT "B" CONSULTANT RATE COMPARISON FORM
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EXHIBIT B
ADDITIONAL INSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy
# relating to the following:
I. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its
officers, employees, agents, volunteers and representatives are named as additional insureds
("additional insureds") with regard to liability and defense of suits arising from the operations
and uses performed by or on behalf of the named insured.
2. With respect to claims arising out ofthe operations and uses performed by or on
behalf of the named insured, such insurance as is afforded by this policy is primary and is not
additional to or contributing with any other insurance carried by or for the benefit of the
additional insureds.
3. This insurance applies separately to each insured against whom claim is made or
suit is brought except with respect to the company's limits of liability. The inclusion of any
person or organization as an insured shall not affect any right which such person or organization
would have as a claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be cancelled, or
materially reduced in coverage or limits except after thirty (30) days written notice has been
given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701.
(Completion ofthe following, including countersignature, is required to make this endorsement
effective.)
Effective
Policy #
Issued to
, this endorsement form as a part of
Named Insured
Countersigned by
Authorized Representative
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