25F - AGMT - ON-CALL RIGHT-OF-WAY SRVS

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for the client and project delivery staff. HDR RES will keep logs on a computer that the RES manager can access at any time. On projects with multiple parcels and tight schedules, the RES manager will schedule regular weekly meetings to ensure that all efforts are coordinated and to receive more thorough reports on the project's progress. Throughout the project, staff members and the RES manager will meet regularly to discuss overall project scope, progress, billings and budget. Tracking System to Monitor Project Budget and /or Scope HDR RES has developed extensive tracking systems to meet the demands of its projects and to track HDR RES' performance against the required scope of work. HDR RES' manager will work closely with the client to develop a project scope and budget. Each separate contract or task is entered into an accounting system with an identifying number and budget. If desired, the agent can fully describe in writing the work performed. At the end of each pay period, entries are converted for payroll and tracking purposes. At the end of each monthly accounting period, a full accounting by task is delivered to the City. The invoice details the hours of work by type of work performed for each task and compares the amount billed to the amount budgeted for the task. At least monthly, the RES manager uses information received from the agents and the client to develop a status report to accompany the monthly invoice. HDR RES has advanced technical capabilities that allow the company to adapt its tracking systems to the preferred systems of its clients. Tracking documents are usually updated at least weekly, even if the client only requires them once per month. Tracking documents are designed for each client. Special Issues The basis for successful right of way delivery is a thorough understanding of the project and the significant issues that may delay the project. The main problematic issues are often clouds on titles and /or the relocation of utility facilities. By reviewing title reports early on, the clearance and elimination of clouds on titles can be coordinated appropriately with the affected property owners, the contracted title company and the City's legal counsel. Although the City may have on -call utility consultants, the consultants are not typically aware of the process necessary to obtain reimbursement for utility relocation costs and the proper procedures for preparing a Report of Investigation, the Notice to Relocate, or the Utility Agreement. HDR RES staff can provide those services. Managing properties with post - closing occupancy and partial acquisitions of improved business sites with reduced parking are additional challenges. HDR RES provides recommendations and procedures leading to successful resolution of complex property management issues. HDR RES staff will attend appraisal inspections, which provides a better understanding of the challenges faced with partial acquisitions and its impacts to existing businesses. The HDR RES team has a wealth of skills, experiences, and resources to perform the right of way services necessary to address the needs and requirements for these City projects and any other assignments to assist the City in meeting its goals. Innovative Concepts and Cost Savings Ideas • Settling by way of administrative settlements is sometimes more cost effective than the time and expense involved in eminent domain litigation; and • Right of way involvement with the Project Development Team. This allows right of way input to design elements, thus reducing impacts to properties. Our technical and computer capabilities are extensive. For many projects, HDR RES project managers track the schedule and deliverables using Microsoft Project and Excel; however, HDR also offers its exclusive iREALM system. Clients can select from several standardized reporting templates or choose to have a customized format, choosing the fields they want to include in the spreadsheet. HDR RES' website also includes an internet workspace for clients. This workspace displays the status of each project and includes a list of impacted property owners and site location. Additionally, the workspace has a detailed parcel map, created by our GIS staff, that shows where each parcel is located on the project site as well as the status of the parcel and can link any pertinent documents to the parcel for easy viewing. -- 25F -224 - - --