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HomeMy WebLinkAboutR25460 Ratify Relocation Services - RDAContract No. R25460 PALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: RATIFICATION OF PROFESSIONAL SERVICES AGREEMENT TO OBTAIN MISCELLANEOUS ACQUISITION AND RELOCATION SERVICES FOR REDEVELOPMENT AND PUBLIC IMPROVEMENTS PROJECTS SUBMITTED BY: LAURI AYLAIAN, REDEVELOPMENT MANAGER CONTRACTOR: OVERLAND PACIFIC & CUTLER, INC. 41-555 COOK ST., STE. 250 PALM DESERT, CA 92260 DATE: JULY 13, 2006 CONTENTS: APPROVED PROPOSAL DATED 21 JUNE 2006 Recommendation: By Minute Motion, that the Agency ratify an agreement in an amount not -to - exceed $10,000 with Overland Pacific & Cutler, Inc., for performing professional services associated with the acquisition of various commercial and residential properties, and the relocation of any occupants of those properties, associated with capital public improvement and redevelopment projects undertaken in the 2006-2007 fiscal year. Funds for this work are available in Account No. 850-4195-466-3092. Executive Summary By approval of staff recommendation, the Agency Board will ratify an agreement approved and executed by the Agency's Executive Director using a consultant approved by the Agency Board on 12 January 2006. The Consultant will assist with the acquisition of properties, and any related relocations associated with these acquisitions, for projects undertaken by the Redevelopment Agency in the current fiscal year. Discussion: The Redevelopment Agency routinely undertakes acquisition of properties, portions of properties, or easements across properties as they work to accomplish specific projects. The Agency occasionally prefers to use a third party to investigate and negotiate potential acquisitions. Staff Report Ratification of Overland Pacific & Cutler, Inc. Agreement for Acquisition/relocation Services for Redevelopment/Public Improvement Projects Page 2 of 2 July 13, 2006 The Agency has worked successfully with Overland Pacific & Cutler, Inc. in the past to investigate and acquire properties, and would like to do so during this fiscal year. Consequently, a proposal was requested and an agreement negotiated by staff for these services on an as -needed basis. The Executive Director has executed the agreement under the authority granted in Section 3.30.270 of the Palm Desert Municipal Code of Ordinances. The agreement is hereby presented to the Agency Board for ratification as is required by the cited section of the Municipal Code. Submitted by: Puri Ayl ian4;/ /, /4 Redevelopment Manager mh Approval: J in cCarthy, ACM a lopment Carlos L. Orteg , Executive Director Department Head: Dave Yrigoye Director o edevelopment/Housing Paul S. Gibson, Director of Finance # I, VERIFIED BY 1e6KJ1-9_ Original on file with City Clerk's Office GARDAWaria Hunt\WPDATAIAYLAIAN'STFRPTSt0713060verlandAgmred.doc phone: (760)776-1238, fax: June 21, 2006 Ms. Lauri Aylaian Redevelopment Manager Palm Desert Redevelopment Agency 73-510 Fred Waring Drive Palm Desert, CA 92260 Subject: "On -Call" Services Proposal — Miscellaneous Acquisition and Relocation Services Single -Family and Multi -Family Properties — Affordable Housing Program Dear Lauri, The Palm Desert Redevelopment Agency actively acquires property interests and necessitates the need for relocation services for economic and redevelopment projects. Staff at the City generally utilizes appraisal, acquisition and relocation consultants to supplement their relocation activities, right of way acquisition and coordination efforts. Usually there is project specific identification of the fees associated with an assignment; however, there are occasions when a public entity desires assistance that is limited to a few hours of the consultant's time. These occasions require an expeditious response without the burden of issuing a request for a proposal. These services are referred to as "on -call, as -needed". A purchase order for any amount deemed reasonable by the public entity is issued to the consultant, allowing the public entity the freedom of requesting services with a telephone call, fax or e-mail and eliminating superfluous paperwork. Overland, Pacific & Cutler, Inc. proposes to offer the Palm Desert Redevelopment Agency ("Agency") "on - call" services that include Property Acquisition and Right of Way Acquisition, Relocation Assistance, Title Curative Services, Cost Studies, Project Management/Coordination and/or other services that fall within our area of expertise. Overland, Pacific & Cutler, Inc. will estimate the number of hours needed to complete a given task for Agency approval and, as work is completed, will issue an invoice monthly based on our current fee schedule attached to this proposal. It is suggested that the initial "on -call" purchase order be issued in the amount of $10,000`. . In the event residential relocations are identified and/or business relocations that may have a more significant impact on the project, a relocation plan may have to be prepared. The fee for the relocation plan would be a separate fixed fee arranged and agreed to in advance. Overland, Pacific & Cutler, Inc. has assisted the Agency with right of way and relocation activities for some of its most important economic and redevelopment projects. We are familiar with the policies of the Agency and have established working relationships with many of the staff members for whom we would be working. Page 2 of 2 Ms. Lauri Aylaian "On -Call" Services Proposal June 21, 2006 We look forward to your continued support of our integrity, professionalism and dedication to the right of way profession. It is always a pleasure to be of assistance to the Palm Desert Redevelopment Agency. Sincerely, Overland, Pacific & Cutler, Inc. Bob Stoddard Acquisition Project Manager Proposal approved by: Date: Print name: Title: 2006 SCHEDULE OF HOURLY RATES OVERLAND, PACIFIC & CUTLER, INC. Corporate Officer/Regional Manager $175.00 per hour Regional Manager $135.00 per hour Sr. Project Manager $120.00 per hour Project Manager $110.00 per hour Senior Acquisition/Relocation Consultant $100.00 per hour Acquisition/Relocation Consultant/Analyst $85.00 per hour Real Estate Technician/Escrow Officer/Project Support $60.00 per hour Secretarial/Clerical $40.00 per hour The firm considers mileage, photocopying, postage, telephone, facsimile and cellular communication charges as a normal part of doing business. These charges are included in the stated hourly rates. Out- of-pocket expenses, including pre -approved travel and lodging, outside exhibit preparation, requested overnight courier charges, and specialty reproduction will be charged at cost plus 10% to cover administration, coordination and handling. Subcontracted services (other than those listed above) will be invoiced at cost plus 10%. Any consulting services or advise necessary for appeal, or to support litigation, such as depositions, pre- trial research and court testimony, are not part of our normal fees and shall be invoiced at two times our hourly rates.