Ohio Department of Transportation Division of Engineering Office of Real Estate Synergy Real Estate Business Analysis Appraisal System Specification Version 1.02 Revision History Date Version Modified By 2/26/13 1.00 Initial Draft Cheryl Jacino 3/15/13 1.00 Define Real Estate Acquisition Process Cheryl Jacino 4/23/13 1.00 Define Real Estate Appraisal Process Cheryl Jacino 5/22/13 1.00 Finalize Appraisal SRS Cheryl Jacino 5/24/12 1.01 Add Appraisal to page headings. Cheryl Jacino 5/28/13 1.02 Added Corrections from District 5 Cheryl Jacino Page 1 of 28 Wednesday, June 12, 2013
Table of Contents 0 Synergy Appraisal System Specification... 3 0.1 Purpose... 3 0.2 Author(s)... 3 0.3 Audience... 3 0.4 Business... 4 0.5 System Specifications Table:... 4 0.6 Process Flow Chart:... 6 2 Appraisal Process... 7 2.1 Pre-Valuation Process... 9 2.1.4 Assign Staff Prelim Reviewer...11 2.1.4 Engage Consultant Prelim Reviewer...12 2.1.4.5 Determine Available Consultants...14 2.2 Identify Valuation Problem Process...16 2.3 Scope Staff Appraisal...17 2.3 Scope Consultant Appraisal...19 2.3.4 Determine Appraisal Type...21 2.3.8 Determine Available Consultants...22 2.4 Appraisal Process...24 2.5 Appraisal Review Process...25 2.7 Establish FMVE...27 2.7 Revisit FMVE...28 Page 2 of 28 Wednesday, June 12, 2013
0 Synergy Appraisal System Specification 0.1 Purpose The System Specification (SRS) is to capture the business requirements for the Real Estate Right of Way System. The purpose of these requirements is three fold: 1) used to select a system to purchase 2) used to identify feature requirements during the system design phase 3) assist the business with identifying change management needs The SRS document should also capture the non-functional requirements as well as system conversion requirements. 0.2 Author(s) The Business Analyst is the owner of this document, with assistance from the Business Sponsors, Business Stakeholders, Business Subject Matter Experts, District Subject Matter Experts, and Project Management Office Manager. 0.3 Audience The SRS is a useful tool for Business Users requesting the system to communicate the functions of the system with DoIT and vendors involved in creating the software or system. This document will also serve as a reference for any future development. Page 3 of 28 Wednesday, June 12, 2013
0.4 Business A business requirement is a specific, actionable, testable directive that is under the control of the business and supports a business policy. Included in the document of SRS are the high-level lists of requirements that will be broken into features during the Systems Design Phase that follows Business Analysis. There may be more than one feature for each business requirement. 0.5 System Specifications Table: Each section of system requirements specification is included in a table with the following parts: This is a numeric that will be used to track the requirement through all phases of the system development to ensure the requirement is designed, developed, tested, approved, and implemented. includes the title of the process and a definition of what is included in the process. Used to identify the source of the requirement. In this case the requirement is being tracked back to the requirements gathering session. RE-Acquisition-BA stands for Real Estate Acquisition Gathered during Business Analysis. stands for Real Estate Appraisal Gathered during Business Analysis. RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Gathering during Business Analysis. RE-Utility-BA stands for Real Estate Utility Coordination Gathering during Business Analysis. RE-Relocation-BA stands for Real Estate Relocation Gathering during Business Analysis. RE-Property-Mgmt-BA stands for Real Estate Property Management Gathering during Business Analysis. RE-Fiscal-BA stands for Real Estate Fiscal Gathering during Business Analysis. RE-General-BA stands for Real Estate Reporting, Records Retention, & Document Handling Gathering during Business Analysis. RE-Technical-BA stands for Real Estate Technical, System Interfaces, and Non-Functional Gathering during Business Analysis. RE-Synergy-BA stands for Real Estate Synergy Presentation of Business Analysis. Page 4 of 28 Wednesday, June 12, 2013
Priority Define the priority within the replacement New System for each requirement. - Current Paradox System Process that is required in the New System. Obsolete - Current Paradox System Process that is Obsolete and will not be present in the New System. New - Process that is not in the Current Paradox System Process but is required in the New System. Extra - Process that is not in the Current Paradox System Process and is an Unnecessary but desirable Extra Feature in the New System. Future - Process that is not in the Current Paradox System Process and is a desirable Feature in a future version of the New System. Any necessary preliminary setup to easily provide this feature in the future is advised. Process that is manual and does not lend itself to a system solution. See Detail Priority is captured in a sub-process related to this process. Change? Does this need Change Management for implementation? Feature Used during Systems Design Phase to trace Functional Requirement related to the Business System Requirement. Page 5 of 28 Wednesday, June 12, 2013
0.6 Process Flow Chart: Each Process is accompanied by a process flow chart. The legend below shows all of the shapes used in the flow charts and the meaning of the shapes. Although the process flow represents the general flow of the acquisition work, there is complete flexibility in the order each process is completed. Below is a legend describing the shapes used within the system requirement flow charts. LEGEND Process Process A specific, actionable, testable activity that is under the control of the business and supports a business policy. Group Process Group Process A group of related processes that will be broken down into specific, actionable, testable activities. To see the breakdown of this group, an embedded link to the tab with the breakdown of processes is included. 1.6.1 Search Public Records for Owner 6.3.4 Enter Encumbrance Into Ellis Process A specific, actionable, manual activity that cannot be replaced by system activity. External Process An activity that is a necessary part of the business process flow but takes place in a system external to this Real Estate System. Multi-Process Multi-Process Multiple distinct yet related activities are directly accessed from this entry point in the business process flow. Decision? Decision This is a point where the process splits into different processes based on the question shown in the diamond. Each directional arrow leaving the diamond is labeled with the answer to the question and points to the process that follows. Continue? Continue This is a point where the process repeats until the answer allows the process to continue to the next step. Start or End Start or end A start or end point for the process flow that originates or ends at this point. Document Document Document A paper copy of the named document. Documents can be input to a process or output from a process but it does not represent any activity related to the document. Mail C Certified Mail Mail A paper copy of the named document is mailed. Mail can be input to a process or output from a process but it does not represent any internal system activity, only the external activity of mailing a document. Deliver/Receive Document in person. This can be input to a process or output from a process but it does not represent any activity, only the external delivery or receipt a document. Note: Title Process Note This contains notes that are important to the business process flow. Page 6 of 28 Wednesday, June 12, 2013
2 Appraisal Process This section contains the requirements for the process to appraise real estate right of way parcels for the purpose of determining Fair Market Value Estimate (FMVE) used to acquire parcels for Department of Transportation projects. It is important to note that multiple appraisers, appraisals, and reviewers may be required for parcels and parcel types. There are ROW Appraisal Activities and Non-ROW Appraisal Activities that are not directly part of the Acquisition Appraisal to establish FMVE. All of these Non-acquisition appraisal activities are complete at the end of 2.5 Appraisal Review Process and are conducted with any flexibility deemed necessary. Below is a list of the ROW Activities that are not directly Acquisition Appraisals: 1. Litigation Support that occurs in 1.11 Track Post Certification Activities 2. Relocation Support that occurs as needed in 3.0 Relocation Below is a list of the Non-ROW Activities: 1. Appraisals in support of Property Management; Excess Land Disposals, Non-Eminent Domain Valuations, Access Modification Appraisals and Rent Studies 2. Environmental Mitigation 3. Appraisal Activities for other Government Entities 4. Non-Highway Corridor Valuation Activities 5. Billboard Valuation Activities on Government Owned Property 6. Cell Tower Valuation Activities on Government Owned Property Additional Steps for Non-ROW Activities include the assignment of false P s and identifying the funding source for appraisal activities. 2.0 APPRAISAL 2.1 Pre-Valuation Process 2.2 Identify Valuation Problem 2.3 Scope Appraisal Process 2.4 Appraisal Report Process 2.5 Appraisal Review Process 2.6 Is this an Acquisition Appraisal? 2.7 Establish FMVE Process Nothing Priority Change? Feature RE 2.1 Pre-Valuation Process - Preliminary steps required to understand the ROW valuation problem and select a preliminary reviewer. See Detail RE 2.2 Identify Valuation Problem Agency works with Reviewer to determine the valuation problem and draft Parcel Impact Notes (PIN s). See Detail RE 2.3 Scope Appraisal Process Select Appraiser(s) and Reviewer(s) to conduct a field review and finalize scope and PIN s. See Detail Page 7 of 28 Wednesday, June 12, 2013
Priority Change? Feature RE 2.4 Appraisal Report Process Appraiser is provided all pertinent documents in order to appraise the parcel, prepare and complete the appraisal report. See Detail RE 2.5 Appraisal Review Process Reviewer(s) are provided the appraisal report created by the Appraiser. Reviewer(s) will either Accept, Not- Accept, or Recommend the Appraisal. Final outcome of the Appraisal Review Process is a recommended FMVE. See Detail RE 2.6 Is this an Acquisition Appraisal? There are other ROW Appraisal Activities and Non-ROW Appraisal Activities that are complete at the end of 2.5 Appraisal Review Process. RE-Synergy-BA RE 2.7 Establish FMVE Process Either the District or Central Office (CO) establishes the FMVE. See Detail Page 8 of 28 Wednesday, June 12, 2013
2.1 Pre-Valuation Process Preliminary steps required to understand the ROW valuation problem and select a preliminary reviewer. 2.1 Pre-Valuation Process 2.1.1 Is there an improvement in the take? 2.1.2 Is Prelim FMVE >= $500k? 2.1.3 Is Prelim FMVE >= $1mil? 2.1.4 Assign Staff or Engage Consultant Prelim Reviewer 2.1.5 Continue with 2.2 Identify Valuation Problem 2.1.6 Create RE95 2.1.7 Note that 2 Reviewers are 2.1.8 Engage CO with Scoping Reviewer and Appraiser RE95 RE 2.1.1 Is there an improvement in the take? - Evaluate the parcel for improvements that need documented on the RE95. RE 2.1.2 RE 2.1.3 RE 2.1.4 RE 2.1.5 Is Preliminary FMVE >= $500k? - A preliminary FMVE is compared to the threshold set for requiring 2 reviewers for the appraisal. Is Preliminary FMVE >= $1mil? - A preliminary FMVE is compared to the threshold set for requiring CO to participate in identifying valuation problem and scoping Appraiser(s) and Reviewers. Assign Staff or Engage Consultant Prelim Reviewer Determine if Staff or Consultants will be used for the Valuation Problem Analysis and drafting of PIN s. Contract consultants as needed. Continue with 2.2 Identify Valuation Problem Pre-Valuation Activities are complete; continue with identifying the valuation problem. See Detail Page 9 of 28 Wednesday, June 12, 2013
RE 2.1.6 Create RE95 When the parcel includes improvements, complete the RE95. RE 2.1.7 Note that 2 Reviewers are When the Preliminary FMVE is over a certain threshold, the appraisal will need to be reviewed by two different Reviewers. New RE 2.1.8 Engage CO with Scoping Reviewer and Appraiser When the Preliminary FMVE is over a certain threshold, CO will participate in identifying valuation problem and scoping the Appraiser(s) and Reviewers. New Page 10 of 28 Wednesday, June 12, 2013
2.1.4 Assign Staff Prelim Reviewer Determine if Staff Preliminary Reviewer will be used for the Valuation Problem Analysis Process. Assign staff if available or look for an available consultant. 2.1.4 ASSIGN STAFF PRELIM REVIEWER 2.1.4.1 Is Reviewer Pre-Qualified? 2.1.4.2 Determine Available Staff 2.1.4.3 Meet Staff to Scope 2.1.4.4 Proceed with Staff Service TE: Staff Assignments are made throughout the process whenever the need arises. RE 2.1.4.1 RE 2.1.4.2 RE 2.1.4.3 RE 2.1.4.4 Is Reviewer Pre-Qualified? - Is the Reviewer currently on the staff prequalified list? Determine Available Staff Available Staff must meet the necessary expertise the parcel presents and have time available to complete the work. Meet Staff to Scope Meet with the assigned staff to establish scope of the Valuation Assignment and other variables. Proceed with Staff Service Staff Reviewer proceeds with assigned service. New Yes New Yes Page 11 of 28 Wednesday, June 12, 2013
2.1.4 Engage Consultant Prelim Reviewer Determine if Consultant Preliminary Reviewer will be used for the Valuation Problem Analysis Process. Engage consultant by issuing Authorization Letter. 2.1.4 ENGAGE CONSULTANT PRELIM REVIEWER 2.1.4.5 Determine Available Consultants 2.1.4.6 Meet Reviewer to Scope Work 2.1.4.7 Receive Fee Proposal 2.1.4.8 Is Fee Reasonable? 2.1.4.9 Agree on Consultant Fee 2.1.4.10 Did Negotiations Fail? 2.1.4.11 Continue to Negotiate Fee 2.1.4.12 Make Consultant Funds Available 2.1.4.13 Finalize and Print Consultant Authorization 2.1.4.14 Authorize Consultant 2.1.4.15 Proceed with Reviewer Service Note: There are two points in the process where a reviewer may be engaged; first to identify the valuation problem, second to perform the appraisal review. A second reviewer is engaged when Preliminary FMVE >= $500k RE 2.1.4.5 Determine Available Consultants Determine which consultants may be available. See Detail RE 2.1.4.6 Meet Reviewer to Scope Work - Meet reviewer to discuss the scope of the work related to draft PIN s. Also discuss the APA form as necessary. New RE 2.1.4.7 Receive Fee Proposal Reviewer submits a fee proposal for scope of work. RE 2.1.4.8 Is Fee Reasonable? District Real Estate Administrator (REA) evaluates Reviewer s fee proposal to make sure it is reasonable. Historical fees may be used for comparison. RE 2.1.4.9 Agree on Consultant Fee If fee is reasonable there is agreement on the consultant fee. Page 12 of 28 Wednesday, June 12, 2013
RE 2.1.4.10 Did Negotiations Fail? When agreement on fee or timing cannot be satisfied, the negotiations end. The process of determining available consultants starts over. RE 2.1.4.11 Continue to Negotiate Fee Negotiations continue by phone, in person, or by e-mail in an effort to agree on the consultant fee and timing. RE 2.1.4.12 Make Consultant Funds Available To be defined during Fiscal Process Gathering Session. See Detail RE 2.1.4.13 Finalize and Print Consultant Authorization All agreed scope and fee requirements are entered into Authorization Letter, Scope of Services, and Task Division Sheet then printed. RE 2.1.4.14 Authorize Consultant Sign and issue Authorization Letter with attachments. RE 2.1.4.15 Proceed with Reviewer Service - Now that Reviewer is engaged, continue with scope of service as authorized. Page 13 of 28 Wednesday, June 12, 2013
2.1.4.5 Determine Available Consultants Consultant is available when Reviewer is on Consultant Pre-Qualified List and Reviewer s company is on Task Order List with funds available, and Reviewer s schedule is a match for project schedule. In some instances a Project Specific Task Order or Personal Service Contract may be necessary. 2.1.4.5 DETERMINE AVAILABLE CONSULTANTS 2.1.4.5.1 Is Consultant Pre-Qualified? 2.1.4.5.2 Is Consultant Covered on Task Order with Available Funds? 2.1.4.5.3 Reserve Funds 2.1.4.5.4 Call Consultants to Confirm Availability 2.1.4.5.5 Proceed to 2.1.4.7 Meet Reviewer to Scope Work 2.1.4.5.6 Is Project Specific Task Order Necessary? 2.1.4.5.7 Work with Consultant Services to Obtain Task Order 2.1.4.5.8 Is PSC Necessary? 2.1.4.5.9 Select Another Available Consultant 2.1.4.5.10 Is Fee < $50k? 2.1.4.5.4 Call Consultants to Confirm Availability 2.1.4.5.11 Note to Issue Personal Service Contract Project Specific Task Orders may need to be initiated early in the project planning process in order to have consultants available. RE 2.1.4.5.1 Is Consultant Pre-Qualified? - Is the Consultant currently on the consultant pre-qualified list? RE-Acquisition-BA RE 2.1.4.5.2 Is Consultant Covered on Task Order with Available Funds? - If consultant s company is on Task Order List with funds available, the consultant is potentially available. RE-Acquisition-BA RE 2.1.4.5.3 Reserve Funds Enter reservation of funds against the task order. RE-Acquisition-BA Page 14 of 28 Wednesday, June 12, 2013
RE 2.1.4.5.4 RE 2.1.4.5.5 RE 2.1.4.5.6 RE 2.1.4.5.7 RE 2.1.4.5.8 Call Consultant to Confirm Availability Call consultant and confirm they are available during the timeframe forecast based on the given the scope. Proceed to 2.1.4.7 Meet Reviewer to Scope. Is Project Specific Task Order Necessary? Make a decision about whether a Project Specific Task Order is Needed. Work with Consultant Services to Obtain Task Order Follow the procedures to obtain a task order through Consultant Services. Is PSC Necessary? Is Personal Service Contract (PSC) necessary? RE 2.1.4.5.9 Select Another Available Consultant Start over with determining the next available consultant. RE 2.1.4.5.10 RE 2.1.4.5.11 Is Fee < $50k? Is consultant fee less than the threshold amount allowed for PSC s? Note to Issue Personal Service Contract Make a note to issue a personal service contract with the available consultant. RE-Acquisition-BA RE-Acquisition-BA RE-Acquisition-BA RE-Acquisition-BA RE-Acquisition-BA RE-Acquisition-BA RE-Acquisition-BA RE-Acquisition-BA Page 15 of 28 Wednesday, June 12, 2013
2.2 Identify Valuation Problem Process Agency works with Reviewer to determine the valuation problem and draft PIN s. 2.2 Identify Valuation Problem 2.2.1 Create Draft PIN s 2.2.2 Complete Field Review with Reviewer and Agency 2.2.3 Update PIN s 2.2.4 Continue with 2.3 Scope Appraisal Value Problem Analysis is legally required to be performed on all appraisal assignments. APA APA is a form used for complex appraisal assignments. PIN s Parcel Impact Notes are required for all assignments. RE 2.2.1 RE 2.2.2 RE 2.2.3 Create Draft PIN s - During valuation problem analysis, create draft PIN s. Create Appraisal Problem Analysis (APA) form when necessary. Complete Field Review with Reviewer and Agency Meet at project location with selected Reviewer and Agency representative to compare the ROW and construction plans to what physically exists and determine what will influence the value of the property. Update PIN s Update Parcel Impact Notes with value influences identified during the Field Review. Also update APA form when necessary. RE 2.2.4 Continue with 2.3 Scope Appraisal New Page 16 of 28 Wednesday, June 12, 2013
2.3 Scope Staff Appraisal Select Appraiser(s) and Reviewer(s) to conduct a field review and finalize scope and PIN s. In order to avoid conflict of interest, the Reviewer and Appraiser cannot be the same person on the same parcel. 2.3 Scope Staff Appraisal 2.3.1 Are Reviewer and/ or Appraiser Pre- Qualified? 2.3.2 Determine Available Staff 2.3.3 Complete Field Review with Reviewer, Appraiser, and Agency 2.3.4 Determine Appraisal Type 2.3.5 Negotiate Scope 2.3.6 Finalize PIN s 2.3.7 Proceed with Staff Service TE: Staff Assignments are made throughout the process whenever the need arises. RE 2.3.1 RE 2.3.2 RE 2.3.3 RE 2.3.4 RE 2.3.5 Are Reviewer and/or Appraiser Pre- Qualified? Are staff reviewer and/or staff appraiser on the staff pre-qualified list? Determine Available Staff - Available staff must meet the necessary expertise the parcel presents and have time available to complete the work. Complete Field Review with Reviewer, Appraiser, and Agency - Meet at project location with selected Reviewer, Appraiser, and Agency representative to compare the ROW and construction plans to what physically exists and determine what will influence the value of the property. Determine Appraisal Type Based on complexity of the value problem and FMVE determine the appraisal type. Negotiate Scope - Reviewer, Agency, and Appraiser must fully discuss the scope of work and come to agreement. New Yes Page 17 of 28 Wednesday, June 12, 2013
RE 2.3.6 Finalize PIN s - After scope meeting, the preliminary PIN s are updated into the final PIN s. Also update APA form when necessary. RE 2.3.7 Proceed with Staff Service Assignment of Appraiser/Reviewer is complete. Continue with scope of service. Page 18 of 28 Wednesday, June 12, 2013
2.3 Scope Consultant Appraisal Select consultant Appraiser(s) and Reviewer(s) to conduct a field review and finalize scope and PIN s. In order to avoid conflict of interest, the Reviewer and Appraiser cannot be the same person on the same parcel. 2.3 Scope Consultant Appraisal 2.3.8 Determine Available Consultants 2.3.3 Complete Field Review with Reviewer, Appraiser, and Agency 2.3.4 Determine Appraisal Type 2.3.5 Negotiate Scope 2.3.6 Finalize PIN s 2.3.9 Receive Fee Proposal 2.3.10 Is Fee Reasonable? 2.3.11 Agree on Consultant Fee 2.3.12 Make Consultant Funds Available 2.3.13 Finalize and Print Consultant Authorization 2.3.14 Did Negotiations Fail? 2.3.15 Continue to Negotiate Fee 2.3.16 Sign and Authorize Consultant 2.3.17 Proceed with Consultant Service Negotiate Scope covers the following items; ROW plans, Construction Plans, Draft APA or PIN s, Pre-Acq survey, Parcel Due Dates, RE95 as needed, Contacts, Title Report, Prior Work History, Media, Environmental, Difficult Property Owners from Public Meetings, Contact Info if available, and Appraiser Feedback. RE 2.3.8 Determine Available Consultants Determine which consultants may be available. See Detail RE 2.3.9 Receive Fee Proposal Appraiser/Reviewer submits a fee proposal for scope of work. RE 2.3.10 Is Fee Reasonable? - District REA evaluates fee proposal to make sure it is reasonable. Historical fees may be used for comparison. RE 2.3.11 Agree on Consultant Fee If fee is reasonable there is agreement on the consultant fee. RE 2.3.12 Make Consultant Funds Available To be defined during Fiscal Process Gathering Session. See Detail Page 19 of 28 Wednesday, June 12, 2013
RE 2.3.13 Finalize and Print Consultant Authorization All agreed scope and fee requirements are entered into Authorization Letter, Scope of Services, and Task Division Sheet then printed. RE 2.3.14 Did Negotiations Fail? - When agreement on fee or timing cannot be satisfied, negotiations end. The process of determining available consultants starts over. RE 2.3.15 Continue to Negotiate Fee Negotiations continue by phone, in person, or by e-mail in an effort to agree on the consultant fee and timing. RE 2.3.16 Authorize Consultant - Sign and issue Authorization Letter with attachments. RE 2.3.17 Proceed with Consultant Service Now that consultant is engaged, continue with scope of service as authorized. Page 20 of 28 Wednesday, June 12, 2013
2.3.4 Determine Appraisal Type Based on complexity of the value problem and FMVE determine the appraisal type. 2.3.4 Determine Appraisal Type 2.3.4.1 Is Valuation Problem Simple? 2.3.4.2 Note Summary Appraisal 2.3.4.3 FMVE <= $10k? 2.3.4.4 FMVE <= $65k? 2.3.4.5 Note Value Analysis 2.3.4.6 Note Value Finding RE 2.3.4.1 Is Valuation Problem Simple? Determine if the valuation problem is a simple one. RE 2.3.4.2 Note Summary Appraisal Make a note for the appraisal process that this will be a summary appraisal. RE 2.3.4.3 FMVE <= $10k? - FMVE is compared to the threshold set for requiring a value analysis report. RE 2.3.4.4 FMVE <= $65k? - FMVE is compared to the threshold set for requiring a value finding report. RE 2.3.4.5 Note Value Analysis Make a note for the appraisal process that this will be a value analysis. RE 2.3.4.6 Note Value Finding - Make a note for the appraisal process that this will be a value finding. Page 21 of 28 Wednesday, June 12, 2013
2.3.8 Determine Available Consultants Based on complexity of the value problem and FMVE determine the appraisal type. In order to avoid conflict of interest, the Reviewer and Appraiser cannot be the same person on the same parcel. 2.3.8 Determine Available Consultants 2.3.8.1 Is Consultant Pre-Qualified? 2.3.8.2 Is Consultant Covered on Task Order with Available Funds? 2.3.8.3 Reserve Funds 2.3.8.4 Call Consultants to Confirm Availability 2.3.8.5 Proceed to 2.3.3 Complete Field Review with Reviewer, Appraiser, and Agency 2.3.8.6 Is Project Specific Task Order Necessary? 2.3.8.7 Work with Consultant Services to Obtain Task Order 2.3.8.8 Is PSC Necessary? 2.3.8.9 Select Another Available Consultant 2.3.8.10 Is Fee < $50k? 2.3.8.4 Call Consultants to Confirm Availability 2.3.8.11 Note to Issue Personal Service Contract Project Specific Task Orders may need to be initiated early in the project planning process in order to have consultants available. RE 2.3.8.1 Is Consultant Pre-Qualified? - Is the Consultant currently on the consultant pre-qualified list? RE 2.3.8.2 RE 2.3.8.3 RE 2.3.8.4 Is Consultant Covered on Task Order with Available Funds? - If consultant s company is on Task Order List with funds available, the consultant is potentially available. Reserve Funds Enter reservation of funds against the task order. Call Consultants to Confirm Availability Call consultant and confirm they are available during the timeframe forecast based on the given the scope. RE-Acquisition-BA Extra Page 22 of 28 Wednesday, June 12, 2013
RE 2.3.8.5 RE 2.3.8.6 RE 2.3.8.7 RE 2.3.8.8 Proceed to 2.3.3 Complete Field Review with Reviewer, Appraiser, and Agency Is Project Specific Task Order Necessary? Make a decision about whether a Project Specific Task Order is Needed. Work with Consultant Services to Obtain Task Order Follow the procedures to obtain a task order through Consultant Services. Is PSC Necessary? Is PSC necessary? RE 2.3.8.9 Select Another Available Consultant Start over with determining the next available consultants. RE 2.3.8.10 RE 2.3.8.11 Is Fee < $50k? - Is consultant fee less than the threshold amount allowed for PSC s? Note to Issue Personal Service Contract Make a note to issue a personal service contract with the available consultant. Page 23 of 28 Wednesday, June 12, 2013
2.4 Appraisal Process Appraiser is provided all pertinent documents in order to appraise the parcel and prepare the appraisal report. 2.4 Appraisal Report Process 2.4.1 Is Summary Appraisal Noted? 2.4.2 Begin Appraisal 2.4.3 Create Summary Appraisal Summary ROW Appraisal 2.4.4 Is Value Finding Noted? 2.4.2 Begin Appraisal 2.4.5 Create Value Finding Value Finding 2.4.6 Begin Waiver Valuation 2.4.7 Create Value Analysis Value Analysis RE 2.4.1 RE 2.4.2 Is Summary Appraisal Noted? Is Appraisal Type noted as a Summary Appraisal? Begin Appraisal With PIN s and scope established, begin work of determining estimate of fair compensation. RE 2.4.3 Create Summary Appraisal RE 2.4.4 Is Value Finding Noted? Is Appraisal Type noted as a Value Finding? RE 2.4.5 Create Value Finding RE 2.4.6 Begin Waiver Valuation With PIN s and scope established, begin work of determining estimate of fair compensation. RE 2.4.7 Create Value Analysis Page 24 of 28 Wednesday, June 12, 2013
2.5 Appraisal Review Process Reviewer(s) are provided the appraisal report created by the Appraiser. Reviewer(s) will either Accept, Not-Accept, or Recommend the Appraisal. Final outcome of the Appraisal Review Process is a recommended FMVE. 2.5 Appraisal Review Process 2.5.1 Receive Appraisal 2.5.2 Review Appraisal 2.5.3 Is Appraised Value >= $500k 2.5.4 Second Review of Appraisal Review Checklist 25-13, 25-14, 25-16 2.5.5 Complete Review Checklist Nothing 2.5.6 Complete Second Review Checklist Review Checklist 25-13, 25-14, 25-16 2.5.7 Return to 2.3 Scope Appraiser Accept 2.5.8 Accept, Recommend, Not Accept? Recommend 2.5.9 Complete FMVE Recommendation Not Accept Appraisal Report 2.5.10 Correct Appraisal and Re-Submit 2.5.11 Issue Review Letter to Seek Corrections RE22 or VA RE22-1 (If Applicable) RE22-2 Reviewer 1 RE22-2 Reviewer 2 (If Applicable) Review Letter RE 2.5.1 RE 2.5.2 Receive Appraisal District REA receives Appraisal from Staff or Consultant. Review Appraisal Reviewer determines if the appraisal is compliant to Scope, Law, Professional Appraisal Standards, and if estimation of compensation is reasonable. RE 2.5.3 Is Appraised Value >= $500k? Appraised Value is compared to the threshold set for requiring a second Reviewer to review the Appraisal and establish FMVE. New Yes Page 25 of 28 Wednesday, June 12, 2013
RE 2.5.4 RE 2.5.5 Second Review of Appraisal Second Reviewer determines if the appraisal is compliant to Scope, Law, Professional Appraisal Standards, and if estimation of compensation is reasonable. Complete Review Checklist Reviewer completes Review Checklist for Appraisal. RE 2.5.6 Complete Second Review Checklist - Second Reviewer completes Review Checklist for Appraisal. Yes RE 2.5.7 Return to 2.3 Scope Appraiser RE 2.5.8 Accept, Recommend, Not Accept? Reviewer will make a final recommendation. When a second reviewer is needed, the Reviewer and Second Reviewer must agree on the final recommendation. If no agreement, then CO acts as tie breaker. Accepted, if the Appraisal meets the compliance considerations but cannot be recommended. Recommended, if the Appraisal meets the compliance considerations and is a fair and reasonable estimation of compensation. Not Accept, if the Appraisal does not meet the compliance consideration or the estimation of compensation is not fair or reasonable. RE 2.5.9 Complete FMVE Recommendation Complete RE22 or VA and any other required report; RE22-1 or RE22-2. Deliver signed Appraisal Report and Signed RE22 or VA to recommend FMVE RE 2.5.10 Correct Appraisal and Re-Submit Appraiser makes corrections and completes Appraisal Report to Resubmit. RE 2.5.11 Issue Review Letter to Seek Corrections - Issue Review Letter to seek corrections from appraiser. Page 26 of 28 Wednesday, June 12, 2013
2.7 Establish FMVE Either the District or CO establishes the FMVE. 2.7 ESTABLISH FMVE RE22 or VA 2.7.1 Is FMVE < $1.5 mil? 2.7.2 Establish FMVE at District RE22-1 (if applicable) RE22-2 Reviewer 1 (if applicable) 2.7.3 Establish FMVE at CO Approved RE22 or Value Analysis RE22-2 Reviewer 2 (if applicable) Approved RE22 RE 2.7.1 RE 2.7.2 RE 2.7.3 Is FMVE < $1.5 mil? FMVE is compared to the threshold set for requiring CO to establish FMVE. Establish FMVE at District Establish FMVE at District if FMVE is less than threshold set for requiring CO to establish FMVE. Establish FMVE at CO - Establish FMVE at CO if FMVE is greater than or equal to the threshold set for requiring CO to establish FMVE. New Yes Page 27 of 28 Wednesday, June 12, 2013
2.7 Revisit FMVE When there is a change in the plans or other change that impacts the established valuation problem, this process is followed to make sure the FMVE is accurate based on the new valuation problem. 2.7 REVISIT FMVE 2.7.4 Does Change Impact Valuation Problem? 2.2 Identify Valuation Problem 2.3 Scope Appraisal Process 2.4 Appraisal Report Process 2.5 Appraisal Review Process 2.7 Establish FMVE Process RE 2.7.4 Does Change Impact Valuation Problem? - Does the new information impact the established valuation problem? If it does, follow the complete appraisal process. If it does not impact the valuation problem, begin at 2.5 Appraisal Review Process. RE-Synergy-BA Page 28 of 28 Wednesday, June 12, 2013