EXHIBIT A
DESCRIPTION OF SERVICES
(To be attached)
Exhibit A
SCOPE OF WORK
Relocation Planning
With input from the Housing Authority, we will determine who will attend a Project Kick-off Meeting, create a meeting agenda, and identify any deliverables needed for the meeting and post-meeting. We will use this meeting to establish the specific goals and objectives of the Relocation Program. This will help the team begin to define team roles and status reporting. The primary deliverables from this meeting will include a list of project requirements and other important details. The scope of work for Relocation Plan Preparation is as follows:
1. Interview occupants to determine relocation needs. Queries for household information such as number, ages and gender of occupants, income of the household, distance to employment and utilized neighborhood services, special needs of the household, etc.
2. Research the marketplace for available temporary or replacement housing and/or establish rent schedules for compiling project costs.
3. Compile statistics on available housing replacement sites.
4. Calculate potential project costs.
5. Present draft Relocation Plan to the Housing Authority.
6. Distribute plan to project participants and make it available for public inspection.
7. Make any needed revisions brought up during the public inspection period.
8. Participate in presentation meeting to adopt the Relocation Plan.
The Relocation Plan is required by most funding sources. It is critical to plan for, and understand, the housing needs of the tenants and the availability of housing near the project site, as well as the how the specific relocation- related needs of the tenants will be addressed. Challenges to tenant relocation and proposed mitigation measures should be identified early to avoid impacting the project schedule. Relocation costs are estimated and refined in the planning phase as we research costs associated with housing, moving and storage, transport;ation, special services, trash disposal, cleaning services, etc.
Permanent Residential Relocation Assistance
1. Secure basic case information and set up case file; maintain the necessary case documentation and contact diary throughout the course of our involvement with the claimant.
2. Issue General Information Notice and Notice of Displacement to all occupants, with proof of service, as required for permanent displacements.
3. Conduct an initial in-depth field interview with claimants. Information to be collected includes current rents, income, family size, names/ages of occupants, and determine relocation needs, preferences and special requirements.
4. Verify current rent with rental agreement, receipts or economic rent if needed.
5. Verify income using pay stubs, budget worksheets, tax returns, certification and/or cash affidavit as necessary.
Use rent-to-rent method if income cannot be verified.
6. Conduct a market survey and prepare a Comparable Housing Analysis for each household.
7. Determine eligibility for proposed amount of relocation benefits, including actual and reasonable moving payments, rental/purchase differential payments and fixed payments as applicable.
8. Prepare notice of eligibility based on the most appropriate comparable housing unit.
SCOPE OF WORK >. OVERLAND, PACIFIC & CUTI FR, L1C (OPC)
9. Deliver notice of eligibility and initial referrals to the claimant and provide four sets of additional housing referrals every two to four weeks as necessary.
10. Provide general notices and informational brochures, and explain relocation process, rights and benefits available.
11. Prepare and deliver 90-day notices to vacate with proof of service.
12. Provide on-going advisory assistance to minimize hardships on claimants, including referrals to and coordination with community service resources, public housing, and other public services as needed.
13. Arrange for transportation to view replacement sites if needed.
14. Assist Claimants with their selection of a replacement housing, with lease offers, with review of rental agreements and with move bids or fixed moving payment.
15. Review and discuss claimants' moving plans, and personal property inventory, and coordinate eligibility limitations in advance of physical move.
16. Secure and process an advance claim to assist with the move and a second final claim incorporating the moving costs and rental/purchase differential payment once family has moved to selected displacement site.
Each claim will be signed by the claimant, supported by appropriate back-up (schedules, receipts, etc. ) and will be reviewed by OPC's project manager for recommendation before submitting to client for approval. Each claim check will be delivered to claimant in person (as feasible) and a receipt of payment will be secured.
17. Inspect selected replacement housing to ensure it meets decent, safe, and sanitary requirements.
18. Verify vacation of the replacement dwelling and secure a certificate of abandonment.
Temporary Relocation Assistance
1. Conduct personal, on-site interviews of displacees to ascertain relocation needs and special requirements.
2. Inform displaced persons of available relocation assistance and explain relocation process.
3. Coordinate w/ translators, family members, friends, service providers and assistance agencies, as required.
4. Provide displacees with advisory assistance to minimize their hardship during their temporary displacement period.
5. Prepare/issue General Information Notice and Notice of Non-Displacement, MOU, 90-day notices, 30-day notices to vacate with proof of service, and Notice to Return with proof of service.
6. Determine eligibility for and proposed amount of temporary relocation benefits, if all temporary housing and move-related costs are not being paid directly by the displacing entity.
7. Identify and secure temporary housing option for the household.
8. Coordinate with property management team, moving company and tenants regarding temporary units moves in accordance with the Client's move plan and available temporary units.
9. Inspect temporary dwellings to determine if they meet "decent, safe, and sanitary" requirements.
10. Document tenants' choices with respect to extended temporary relocation or permanent relocation, if applicable.
11. Prepare all applicable benefit forms or agreements, obtain claimant's signatures and submit for processing and payment, and maintain documentation in the relocation files.
SCOPE OF WORK > OVFRI. AND, PACIFIC & CUTLFR, LLC (OPC)
12. Monitor the move to the temporary unit, as well as move back into the new Project unit, as necessary.
13. Deliver benefit checks and other appropriate payments to claimants.
14. Maintain necessary case documentation in compliance with applicable requirements.
15. Upload all file documents electronically for hard copy files to be returned to the Client.
Business/Commercial Relocation
OPC has moved businesses of all sizes since our inception in 1980. We have encountered a wide array of business relocations including retail, industrial, office, farm/agricultural, churches, cemeteries, non-profit organizations, and large manufacturing plants. Business moves can result in massive loss of business goodwill. Our relocation professionals go beyond minimum statutory requirements for advisory services to help relocated businesses survive. The Scope of Work for Business Relocation:
1. Send and confirm receipt of contact letter to the owner before beginning advisory services.
2. Interview and research to understand the business's financial structure, clientele, size, type and location of facilities, parking and zoning requirements, and licensing agreements to mitigate costly goodwill claims during relocations.
3. Coordinate with subject matter experts to provide relocation expertise that exceeds client expectations.
4. Plan, design, and coordinate complex industrial relocation moves.
5. Compile special studies and cost analyses, as needed.
6. Meet with the business owner in person to:
o Explain the relocation process.
o Interview the owner to understand the business operations and products/services. o Explain the likely timeline and Housing Authority's claims reimbursement policies. o Build trust with the business owner.
7. Take an inventory of moveable equipment and secure written confirmation from the business owner before obtaining moving bids or estimates.
8. Identify and resolve ownership of fixtures, equipment, and personal property early in the process.
9. Search for replacement sites and maintain constant contact with the business owner throughout the process.
10. Provide referrals to replacement sites.
11. Create a site feasibility grid for businesses that are difficult to move.
12. Utilize supply chain specialists, eminent domain legal counsel, and other experts to provide move planning, cost analysis, process manufacturing consulting.
13. Move the business while maintaining Housing Authority's project schedules and mitigating large goodwill claims to reduce legal and court costs.
SCOPE OF WORK > OVERLAND, PACIFIC & CUTLER, ILC (OPC)
EXHIBIT B
SCHEDULE OF COMPENSATION
(To be attached)
Exhibit B
OPC STANDARD HOURLY RATES
Management & Implementation
Senior Program Manager
Program Manager
Senior Project Manager / Quality Manager
Project Manager/Project Controls Manager
Senior Agent / Senior Analyst / Project Controls Analyst Agent / Analyst / Senior Land Specialist
Relocation Specialist/ Land Specialist
Trust Account Services
Trust Account Manager
Staff Accountant
Administrative
Administrative Assistant
$250.00
$200.00
$175.00
$160.00
$145.00
$130. 00
$115.00
$140.00
$125. 00
$100.00
HOURLY RATES > OVERLAND, PACIFIC St CUTLER, LLC (OPC)
BillingTerms and Conditions
Unless superseded by client-generated Billing Terms in an Agreement executed by OPC, the following terms shall apply to this Scope of Services.
OPC considers local travel/mileage, photocopying, first class postage, telephone, facsimile, and mobile communication charges a normal part of doing business and such costs are included in the stated hourly rates.
Out-of-pocket expenses including pre-approved travel and lodging, outside exhibit preparation, requested overnight courier or registered and/or certified mail (return receipt requested) charges, and specialty reproduction (unless otherwise specified) are in addition to the contract amount and will be charged at cost plus ten percent (+10%) for administration, coordination, and handling.
Subcontracted services, other than those listed above, will be invoiced at cost plus ten percent (+10%).
In the event OPC is required to peri'orm any act in relation to litigation arising out of any project with the Client (for example, expert consulting, responding to a complaint, or proceeding with discovery and trial), such services are not part of this contract, nor are they part of our normal fees. If required, these types of sen/ices will be invoiced at two (2) times the regular hourly rates.
In the event this contract extends twelve (12) months beyond the initial date of execution, the hourly rates and any remaining amount in the contract shall be adjusted upwardly by five percent (5%) per annum, compounded annually, on the anniversary date of this contract.
Written communication sen/ices in other languages would be an additional cost and would be billed separately based on quoted hourly rates by independent translation services. Verbal communication in Spanish, if necessary, will be included at no additional charge.
OPC will submit monthly invoices for the professional and trade services rendered based on the hourly rate schedule provided above. The client shall promptly pay the uncontested amount due within no more than thirty (30) days after receipt of invoice.
HOURLY RATES >. OVER1 AND, PACIFIC & CUTLER, LLC (OPC)