Task Central Office Real Estate Responsibilities District Responsibilities
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1 PAGE 1 Appraisal 1. Procedures relative to the entire appraisal process. 1. Prepare preliminary fee schedules, setting monetary guidelines. 2. Prepare and issue contractual agreements with fee appraisers and reviewers. 3. Appraisal training. 4. Appraisal Scoping and overview of appraisals on parcel 3. Coordinate with consultant services establishment of fee appraisers to approved vendor list. work plan estimates exceeding $1,000, Attend plan reviews within district to monitor development of R/W plans. 5. Assist Consultant Services in maintaining the prequalified statewide list of fee appraisers. 5. Determine type and complexity of both staff and fee appraisal reports required for each project/parcel. 6. Establish FMVE on all parcels equal to or greater than 6. Prepare work plan and cost estimates for all phases of the project. $1,500, Provide guidance and direction to Districts and LPA s 7. Make assignments to fee, staff and review appraisers for estimate of compensation. 8. Monitor all assignments for performance, compliance to Uniform Act and Real Estate Manual and to adherence with scheduled milestone dates in ELLIS. 9. Attend pre-trial conferences as well as acting as liaison between AGO and assigned appraiser/reviewer. 10. Handle all contact with private citizens and public officials along with any publication of public correspondence relating to the appraisal process. 11. Attend public hearings, meting and conferences. 12. Conduct appraisals, waiver of appraisals and appraisal reviews. 13. Preparation of court exhibit(s) for use by Appraiser and AGO together with engineering testimony as requested. *See Railroads Partial involvement by District Appraisal Staff
2 PAGE 2 Acquisition 1. Procedures relative to acquisition. 1. Make assignments to staff for the title, negotiation, closing, tax exemptions and remissions phases of the acquisition process. 3. Acquisition and title training. 2. Oversee preparation of all forms, contracts, legal conveyance instruments, lending 4. Consider administrative settlement requests exceeding District authority institutions releases, and appropriation court documentation relative to acquiring rights-of-way. 5. Federal Land acquisition coordination. 3. Coordinate the assembly of documentation used for support of disbursement of 6. Inter-Agency acquisition. monies from State Highway Accounting. 7. Negotiations of railroad parcels. 4. Coordinate with District Real Estate Administrator on R/W and construction plan 8. Provide guidance and direction to Districts and LPA s. development, as well as representing landowner in needs for revisions. 9. Coordinate Governor s Veto request with DAS & Districts. 5. Liaison to officials of various municipalities and political sub-divisions, auditors, tax departments, planning commissions, zoning, county/city engineers to coordinate matters regarding R/W acquisition. 6. Provide contact with landowners involved in proposed highway projects, representing the state in the negotiation process for the purchase of land. 7. Monitor work performed and documentation prepared by staff and consultants to ensure legal considerations have been assured, i.e. title search exposes any obstruction to clear title on property to be acquired; all closing contracts are completed and monies disbursed, pro-rated taxes withheld; all legal instruments recorded in county courthouse to assure conveyance of ownership to the state, all tax exemption request are filed. Assure compliance to Uniform Act, Ohio Administrative Code, Ohio Revised Code and the ODOT Real Estate Manual. 8. Project authorization to be requested by District. 9. Perform R/W certification of highway projects after completion of acquisition to ensure R/W clearance. 10. R/W encroachment clearance. 11. Ensure timely deliverance of all R/W plans and legal descriptions to the District as to pre-established commitment dates. 12. Coordinate all Local Public Agency projects and all matters incidental thereto. 13. Respond to Governor s Veto requests. *See Railroads/Utilities Partial involvement by District Acquisition Staff
3 PAGE 3 Relocation 1. Policies and procedures relative to Relocation Assistance. 1. Perform the Relocation Assistance Program, which is governed by stringent Federal/State laws to ensure fairness to all RAP relocatees, assuring benefits for hardships due to proposed highway projects. 3. Relocation Assistance training. 2. Prepare any Pre-Acquisition Survey, RAP Conceptual Survey or R/W Estimate Report 4. Performs relocation assistance appeal hearings. used for analysis of possible displacement on pending highway improvements. 5. Assists Districts and LPA s on difficult or complex relocation parcels. 3. Monitor critical date/time paths and phase activities for all displacees as regulated by state and federal rules and regulations. 6. Assist Districts on pre-acquisition surveys and 4. Attend public hearings, meetings and conferences. conceptual studies as requested. 5. Liaison with local governmental agencies when performance of relocation assistance 7. Liaison with other public agencies. is present on an LPA highway project. 8. Coordinate all Economic Loss and Loss of Good Will 6. Explain technical assistance available to LPA s. claims for eligibility determination, including EL & LOG Claims Panel Meetings. 7. Complete RE 95 s, Property Inventory Classifications, as necessary and explain same to displacees. 9. Provide Relocation Technical Assistance and 8. Provide full planning and advisory services to all displacees. Guidance. 9. Prepare and/or review and approve all residential determinations and claims for 10. Provide Title VI Technical Assistance and Guidance. 11. Ensure Title VI components are evaluated in all R/W clearance QAR s. 12. Work as Office s liaison with department s EEO section on all Title VI matters. 13. Coordinate with FHWA on all Relocation and Title VI matters. 14. Review and approve all consultant prequalification submissions for relocation and relocation review. 15. Review, approve and maintain list of all LPA prequalified staff in relocation and relocation review. replacement housing payments, to include: determinations of eligibility, comparable housing, inspections for decent safe and sanitary conditions, last resort housing and determinations of less than three comps, increased mortgage interest and incidental expense payments. 10. Prepare and/or review and approve all residential determinations and claims for rent supplement payments, to include: determination of eligibility, comparable rental housing, inspections for decent safe and sanitary conditions, last resort housing, including the 30% of income rule and determinations of less than three comps, utility adjustments and down payments in lieu of RSP s. 11. Conduct and/or review and approve all residential moves, including: Self moves, fixed payment moves, contract moves & bids, actual cost moves and post move inspections. 12. Conduct and/or review and approve all non-residential moves, including: Direct loss claims, substitute equipment claims, search expenses, contract moves & bids, selfmoves, fixed payment moves, re-establishment expenses, in-lieu-of payments, move specifications & inventories, and post move inspections. 13. Explain and process all claims for economic loss and loss of goodwill for nonresidential displacees. 14. Determine eligibility, RSP s, RHP s and moving expenses for mobile homes. 15. Consultant solicitation, selection, negotiation, engagement, management and performance review for relocation assistance activities in pursuit of R/W clearance. 16. When a private company associated with the gas or oil industry on a project is involved with acquisition, the District is to contact Central office Utility and Railroad Program section for support and guidance.
4 PAGE 4 Property Management 1. Oil & Gas leasing program. Requires District coordination. 2. Cell Tower Program. Requires District coordination. The Department is currently evaluating proposals for third-party administration of the cell tower program. This will include a complete evaluation of all aspects of the program and will change District and CO responsibilities. 3. Coordinate access modifications with FHWA and Districts. 4. Inter-Agency transfers. 5. Coordinate statewide task order and personal service contracts for real estate services. Utilities 1. Review of utility billing packages. 2. Maintain specialty services. 3. Encumber funds as required to reimburse utility relocation invoices. 4. Utility relocation support to the District Utility Coordinator. LPA Projects 1. Coordinate and provide training to the LPA s. 2. Provide liaison to Districts and LPA s relative to procedural compliance and quality assurance on LPA s. 3. Compliance Reviews on Districts LPA program. 4. Monitor and assist Districts and LPA s on Safe Routes to School Program. 5. Coordinate the management and usage of the CEAO task order contracts for District and the County Engineers use. 1. Lease of properties not immediately need for projects. 2. Lease and disposal of excess real property. 3. Structure disposal. 4. Excess land inventory 5. Review and payment of tax bills for non-exempt property where required. 6. Access modifications. 7. Asbestos Inspections. 8. Asbestos Abatement. 9. Lead Inspections & Abatement. 10. Underground Storage Tank removals. 1. Responsible for relocation of gas, electric and all communication utilities. 2. Utility billing packages sent to Central Office for review and approval. 3. Utility Note preparation. 1. To provide support on all real estate functions, i.e. title research, appraisals, acquisition, and relocation assistance as requested by the LPA. 2. Prepare contractual agreements to determine scope of ODOT involvement in local governmental agencies (LPA) highway improvement projects. 3. Provide determined scope of services utilizing District staff with appropriate documentation being provided by the LPA. 4. Monitor contractual agreements for compliance and monitoring of funding limits. 5. Initiate all contacts with LPA s. 6. Monitor LPA projects not requiring District participation to assure compliance to the Uniform Act, Ohio Revised Code, and ODOT Real Estate Manual.
5 PAGE 5 R/W Plan Development 1. Coordinate with Office of Engineering, Production, for establishment of right of way plan requirement criteria. 2. Provide plan reading training. 3. Provide Right of Way consultant Pre-Qualification training classes. 1. Continue design engineering through Planning and Engineering Administrator for highway development and R/W plan development. 2. Filing of completed Centerline, R/W and Construction plans with the County Engineers office. Personnel 1. Maintain and monitor personnel and payroll matters. 1. Monitor all personnel and payroll matters with District real estate staff. Records 1. Process and monitor storage of original deeds, easements and other legal instruments. 2. Maintain and enforce record retention schedules. 1. Microfilm or scan instruments for inclusion in to a computerized database of highway projects information stored on network server for Real Estate. 2. Forward original documents to Central Office for secure storage and backup offsite. 3. Maintain database information on all project and parcels in highway development in computerized format. 4. Maintain network tracking for completion of project information, 5. Retrieval of acquired parcel information from Real Estate network server to assist in excess land management and inventory of same. Fiscal 1. Maintain Paradox 1. Request project authorization on highway projects. 2. Provide documentation to support request for encumbered funds. 3. Encumber all acquisition funds relative to the acquisition of right of way and utility relocation on highway projects. Railroad 1. Acquire rights of way on land owned by railroad companies. 2. Coordinate and obtain Railroad Construction Agreements. 1. Prepare Titles and Appraisals and submit to Central Office Real Estate for their acquisition process. 2. Monitor the securing of Right of Entries and Construction Agreements when required. If a railroad property is impacted on a project, the District is to contact Office of Real Estate, Railroad Coordinator, early to assist in the acquisition. 3. Provide plans and descriptions to Central Office Railroad Acquisition Section.
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