2015 NW Region Right of Way Conference Oversight Expectations after the Consultant is Hired Presented by: Grant Casebeer, Reg. 1 ROW Project Manager October 27, 2015

Program Oversight The State Transportation Department shall have overall responsibility for the acquisition on federal- aid projects. This responsibility shall include assuring that acquisitions by a State agency are made in compliance with legal requirements of State and Federal Laws and regulations. 23 CFR (b) 2

Use of Other Public Land Acquisition Organizations or Private Consultants The State may enter into written agreements with other State, County, Municipal, local public organizations, or private consultants. Such organizations, firms, or individuals must comply with the policies and practices of the State. The State shall monitor acquisitions to assure compliance with State and Federal law. The State Transportation Department is responsible for informing the organizations of the requirements and impose sanctions in cases of non-compliance. 23 CFR (h) 3

4 Projects Personnel Workload Consultant

Tools Best Practices 5

6 Prior to Hiring Right of Way Consultant Best Practices

Contract Right of Way Scope of Work 7 Qualified / Approved Request examples of past work and education Program training and upgrade or downgrade of software (Internet Explorer) Monthly or biweekly updates from prime or sub- consultants Right of Way Software (RITS) Project Updates

8 Best Practices After Consultant is Hired Expectations Timeline and Scope of Work RITS

Roles and Responsibilities Qualifications 9 Expectations Appraisal Negotiation Condemnation Relocation Must be qualified If not qualified then agent must work under someone that is.

10 Timeline and Scope of Work Timeline Figure out Project Milestones Scope of Work Anticipated number of Files Appraisal formats Owner difficulties

11 RITS Generating Documents Workflows Notifications Overview

What is RITS? R ight of way I nformation T racking S ystem RITS

RITS Timeline ODOT Initiated the Right of Way Data Management System 2008 Manage Docs Streamline key RW acquisition business processes Replace outdated legacy system (RAIN) Purchased Commercial off the Shelf (COTS) product Provide RW management functionality for ODOT right of way and Property Management Program Pilot Statewide Rollout

14 Documents are generated or uploaded in RITS. Paperless Web based program Accessed from most computers with Security Token and URL. RITS and Consultants All Agents and Appraisers working within RITS must be cleared through ODOTS computer security. Benefit: It reminds ODOT Project Manager to check if Agents and Appraisers are on the qualification list. Digital signature generates on designated documents through workflows. General Information Notices 15-Day Appraisal Notices 40-Day Offer Benefit Letter Final Reports

Notifications Workflow 15 How Does RITS Assists in Oversight of Consultants?

Workflow Qualifications Roles and Responsibilities 16

17 Workflow

18 Notifications Pending Activity / Workflow Advancement Past Due Assignments

19 RITS

20 Stay updated with the Notifications QA/QC through Workflow How Does ODOT Oversee the Right of Way Consultant? Get copy of contract before Approval Discuss Expectations, Scope of Work, RITS, and new Right of Way Processes

Thank you. Any Questions? 21

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