HomeMy WebLinkAboutR30600 Relocation Implementation Services for the Adobe VillasPALM DESERT REDEVELOPMENT AGENCY
STAFF REPORT
REQUEST: APPROVAL OF A CONTRACT WITH OVERLAND, PACIFIC, AND
CUTLER, INC. (OPC) IN AN AMOUNT NOT- TO -EXCEED $30,000
FOR RELOCATION IMPLEMENTATION SERVICES FOR 45-330
OCOTILLO DRIVE, PALM DESERT
SUBMITTED BY: Jessica Gonzales, Management Analyst - Housing
CONSULTANT: Overland Pacific and Cutler, Inc.
41-555 Cook Street, Suite 250
Palm Desert, CA 92260
DATE: February 10, 2011
CONTENTS: Contract No. R- 30600
OPC Relocation Implementation Services Proposal
Aerial Map
Recommendation:
By Minute Motion, that the Agency Board:
1. Approve Contract No. R-30600 with OPC in an amount not -to -
exceed $30,000, including reimbursable costs, for the tenant
relocation implementation services for Adobe Villas located at 45-
330 Ocotillo Drive; and
2. Authorize Executive Director to finalize and execute the contract and
any documents necessary to perform the services needed to adopt
and implement the Relocation Plan and Replacement Housing Plan.
Funds are available in account number 850-4627-466-4001.
Executive Summary
Approval of this request will allow for the preparation and implementation of relocation
services for the Adobe Villas project located at 45-330 Ocotillo Drive. Whenever a
redevelopment project leads to permanent displacement of the existing tenants
California Redevelopment Law requires the preparation, adoption, and implementation
of a Relocation Plan for displaced residents. Staff is currently drafting the Relocation
and Replacement Housing Plan in accordance with redevelopment law but
recommends that OPC coordinate and implement the tenant relocation assistance
advisory program and the relocation needs analysis. This process includes meeting
individually with tenants for possible eligibility, examination of incomes, identification of
relocation needs and alternative housing locations, on -going advisory services,
calculations of benefits, proposals for moving costs, coordination of final payments,
inspections and relocation.
Staff Report
Approve Contract R- 30600
February 10, 2011
Page 2 of 3
Background
with OPC for Relocation Implementation Services
The Palm Desert Redevelopment Agency (Agency) acquired the 12-unit apartment
complex on September 2, 2008. The Redevelopment Agency's intention is to redevelop
the 0.5-acre apartment site to increase the availability of public parking in the City's core
commercial corridor.
Relocation Plan
Prior to redeveloping the site, California Redevelopment Law requires the preparation,
adoption, and implementation of a Relocation Plan for displaced residents. The
Relocation Plan describes the relocation assistance available to current and past
tenants. Agency staff will draft the Relocation Plan and work with OPC to coordinate
the tenant relocation assistance advisory program which includes, but is not limited to;
individual interviews and identification of all tenants needs and eligibility for relocation
benefits, calculation of benefits, preparation of individual relocation packages for eligible
persons, provide the tenants with on -going advisory services to minimize hardship,
provide written referrals to replacement housing, physically assist displacees in locating
replacement housing and coordination of final payments, inspections and relocation.
Replacement Housing Plan
As part of the Relocation Plan, the Agency must also meet the Replacement Housing
requirement which includes adopting a Replacement Housing Plan by resolution. The
Replacement Plan will identify housing units that will replace the units which are
removed as part of the redevelopment of the site.
Consultant Selection
Staff has identified OPC from the qualified consultants list. They are located at 41555
Cook Street, Suite 250, Palm Desert. Their location is beneficial because it makes for
easier access to the consultant by the tenants which is crucial in the tenant coordination
process. OPC will also assist the tenants with utility transfers, scheduling the physical
move, and provide 24-hour phone availability. The total cost of the contract will be
adjusted based on the actual total number of tenants relocated.
Conclusion
Once the Relocation Plan and the Replacement Plan are prepared, both plans will be
made available for public input and comment and then presented to the Agency Board
for approval.
Therefore, staff recommends that the Agency Board award a professional services
contract to OPC, in an amount not -to -exceed $30,000.00, including reimbursable costs,
for tenant relocation implementation services for 45-330 Ocotillo Drive known as the
Adobe Villas Apartments. Funds are available in account number 850-4627-466-4001.
G.\rda\HOUSING\RENTAL\Adobe Villas Apts\OPC Agrmnt\Ocotdlo Reloc-OPC Agmt Staff Report 02101.doc
Staff Report
Approve Contract R- 30600
February 10, 2011
Page 3of3
Fiscal Analysis
with OPC for Relocation Implementation Services
The fiscal impact to the Agency at this time is solely the cost of the recommended OPC
contract in the amount not -to -exceed $30,000.00. There will be additional costs for
relocation assistance that will be determined by the consultant's analysis and will be in
the form of a recommendation to be appropriated at the time the Relocation Plan is
presented for approval. The impact of the Project cannot be determined until relocation
of the residents is completed, contingent on the Agency Board approval of the
Relocation and Replacement Plan.
Submitted by:
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Jessi a onzales, M r�gement Analyst — Housing
Department Head:
. anet 000re, Director of Housing
Approval:
St
McCarthy, ACM Re lopment
h M Wohlmuth, E xx ive Director
Paul S. Gibson, Director of Finance
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41555 Cook Street, Suite 250, Palin D1
phone: (760)776-1238, fax:
January 25, 2011
Jessica Gonzales
City of Palm Desert, Redevelopment Agency/Housing
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Via E-Mail: jGonzales@cityofpalmdesert.org
RE: Relocation Services Proposal — 45-330 Ocotillo Drive, Palm Desert, CA
Dear Ms. Gonzales
Overland, Pacific & Cutler, Inc. (OPC) is pleased to submit this proposal to provide Relocation Services
for the relocation at 45-330 Ocotillo Drive Apartment Complex in Palm Desert, CA (Project). It is our
understanding that the Redevelopment Agency for the City of Palm Desert (City) has acquired this
property consisting of 12 residential units and will be involved with some of the aspects of the relocation
process such as the preparation of the Relocation Plan and the Replacement Housing Plan and the
relocation notices and informational material. Local redevelopment funds are anticipated to be used for
the Project with no federal funding anticipated. Therefore, all relocation services to be provided will
conform to State relocation law (California Government Code Section 7260 et seq.) and regulation
(California Code of Regulations, Title 25). The requested relocation services that will be provided are
listed in the attached Scope of Services section.
The following is our proposed fee to complete the requested services:
Relocation Implementation Services
Our fee to provide relocation assistance services for the residential households that may be permanently
displaced in compliance with state regulations, our project understanding, the attached Scope of Services
and the below assumptions and limiting conditions, is as follows :
kelocation implementation Services for 7 Units $19,250.00
or (& 2,750 per unit
Relocation Implementation Services for 3 Units $9,000.00
or less (a, 3,000 per unit
The cost of services varies dependent upon the total number of cases and the economies of scale realized.
OPC may submit monthly invoices for the relocation services tendered based on the hourly rate schedule
provided below.
Hourly Rate Schedule
OPC's current hourly rate schedule is identified below.
Senior Project Manager
Project Manager
Senior Acquisition / Relocation Consultant
Acquisition / Relocation Consultant / Analyst
Project Support
Administrative Support
Assumptions and Limiting Conditions
$140.00 per hour
$130.00 per hour
$115.00 per hour
$105.00 per hour
$ 73.00 per hour
$ 45.00 per hour
• Additional cases identified during the implementation of the Project, delays in the Project which
may result in housing research updates, uncooperative occupants or those being represented by
legal counsel or relocation representatives requiring extraordinary time considered to be more
than 30 hours for any individual case, substantial changes in the required scope of work are items
which may result in the revision of the proposed fee.
• Households that split during the relocation process requiring separate inspections and claim
processing will be billed at an additional $1,500.00 per case.
• Notices in English/Spanish will be provided by the client and delivered by OPC. Spanish
speaking relocation staff are included in the proposed fee.
• Any consulting services or advice necessary for an appeal, in to support litigation, are not part of
the estimated fee and shall be billed hourly at two times the hourly rates.
• In no event will OPC's total billing exceed the total estimated fee without prior authorization from
the client.
• Subcontracted services, if any, will be invoiced at cost plus ten percent (+10%).
• 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.
• Representation of City meetings with citizen groups and other entities, and/or the City Counsel or
other groups not related to the immediate household members is not part of the proposed fees.
• Any Additional Services requested are not part of the Project Fees Summary table below.
In consideration of the services performed by OPC, the City shall promptly pay the amount due within no
more than thirty (30) days after receipt of invoice. Upon completion of services, the remaining balance of
the project balance shall become immediately due and payable.
We appreciate the opportunity to submit this proposal to provide the requested services. If this meets with
your approval and you would like us to proceed with these services, please indicate your acceptance and
approval below and issue a purchase order. If you have any questions or require additional information,
please do not hesitate to contact me.
Respectfully submitted,
Overland, Pacific & Cutler Inc.
Patricia Zendejas-FeisUR/W-RAC
Project Manager
Attachment: Scope of Services
Accepted, Authorization to Proceed:
Authorized Agency Representative Signature
Authorized Agency Representative Name
Date:
SCOPES OF SERVICES
Relocation Assistance Program Implementation Services
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. Document rent, income, family size, nameslages of occupants and determine relocation needs,
preferences and special requirements; provide general information notices and brochure;
explain relocation process, rights and benefits available.
3. Provide advisory assistance to minimize hardships on claimants, including referrals to and
coordination with community service resources, public housing and other public services as
needed.
4. Document rent with rental agreement, receipts, or economic rent if needed.
5. Document/verify income using pay stubs, budget worksheets, tax returns, certification, and/or
cash affidavit as necessary. Use rent -to -rem method if income cannot be verified.
6. Search for and document comparables for each claimant: provide at least 3 initial referrals.
7. Prepare letter of eligibility based on most appropriate comparable or rent schedule, and seek
authorization of client. Deliver letter of eligibility to claimant, discuss findings and impacts to
occupants' particular needs. Deliver 90-day notices to vacate as prepared by the client.
8. Assist claimants with their selection of a replacement site, with lease offers, with review of
rental agreements, and with move bids or fixed moving payment.
9. Inspect selected site to ensure it meets decent, safe, and sanitary requirements.
10. Monitor the replacement site escrow and explain the relocation process to agent and escrow
officer as necessary.
11. Review and discuss claimants' moving plans, and coordinate eligibility limitations in advance
of physical move.
12. Determine eligibility for proposed amount of relocation benefits, including actual and
reasonable moving payments, rental/purchase differential payments, as applicable.
13. 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
14. Each claim will be signed by the claimant, supported by appropriate back-up (written bids,
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.
15. Verify vacation dates and coordinate with client staff for collection of keys and secure a
certificate of abandonment.
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