SRS Acquisition Word Document - Ohio Department of ... · Experts, and Project Management Office Manager. 0.3 Audience The SRS is a useful tool for Business Users requesting the system

Page 1 of 32 Tuesday, June 11, 2013

Ohio Department of Transportation

Division of Engineering Office of Real Estate

Synergy Real Estate Business Analysis

Acquisition System Requirements Specification

Version 1.03

Revision History

Date Version Description Modified By

2/26/13 1.00 Initial Draft Cheryl Jacino

3/15/13 1.00 Define Real Estate Acquisition Process Cheryl Jacino

3/22/13 1.00 Make corrections from Central Office Cheryl Jacino

4/2/13 1.00 Add Government and Railroad Acquisition Types Cheryl Jacino

5/22/13 1.00 Finalized Acquisition SRS Cheryl Jacino

5/24/13 1.01 Added Acquisition to page headings. Cheryl Jacino

5/28/13 1.02 Added Corrections from District 5 Cheryl Jacino

5/28/13 1.03 Added Adjustments from Dina Eaton Cheryl Jacino

Real Estate Business Analysis SRS Synergy Acquisition v. 1.00


Table of Contents

0 Synergy Acquisition System Requirements Specification .................................................... 3 0.1 Purpose ....................................................................................................................... 3 0.2 Author(s) ...................................................................................................................... 3 0.3 Audience ...................................................................................................................... 3 0.4 Business Requirements ............................................................................................... 4 0.5 System Requirements Specifications Table: ................................................................ 4 0.6 Process Flow Chart: ..................................................................................................... 6

1 Acquisition Process............................................................................................................. 7 1.1 Monitor Pre-ROW .......................................................................................................10 1.1.8 Government Acquisition ..............................................................................................12 1.1.10 Early Acquisition .........................................................................................................13 1.3 Estimate Cost .............................................................................................................14 1.4 Program Money by Project ..........................................................................................15 1.5 Assign Staff.................................................................................................................15 1.5.5 Determine Available Consultants ................................................................................18 1.5.12 Make Consultant Funds Available ...............................................................................19 1.6 Search Title.................................................................................................................20 1.7 Negotiate Purchase ....................................................................................................21 1.7.9 Negotiate Active Railroad ............................................................................................23 1.8 Obtain Parcel Possession ...........................................................................................27 1.8 Obtain ROE Parcel Possession ..................................................................................28 1.8 Obtain Appropriated Parcel Possession ......................................................................29 1.9 Certify Project .............................................................................................................31 1.11 Track Post Certification Activities ................................................................................32

Real Estate Business Analysis SRS Synergy Acquisition v. 1.00


0 Synergy Acquisition System Requirements Specification

0.1 Purpose

The System Requirements 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.

Real Estate Business Analysis SRS Synergy Acquisition v. 1..0


0.4 Business Requirements

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 Requirements Specifications Table:

Each section of system requirements specification is included in a table with the following parts:

ID Description Requirements Source

Priority Change? Feature

ID – This is a numeric ID 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.

Description – includes the title of the process and a definition of what is included in the process.

Requirements Source – 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 Requirements Gathered during Business Analysis. RE-Appraisal-BA stands for Real Estate Appraisal Requirements Gathered during Business Analysis. RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Requirements Gathering during Business Analysis. RE-Utility-BA stands for Real Estate Utility Coordination Requirements Gathering during Business Analysis. RE-Relocation-BA stands for Real Estate Relocation Requirements Gathering during Business Analysis. RE-Property-Mgmt-BA stands for Real Estate Property Management Requirements Gathering during Business Analysis. RE-Fiscal-BA stands for Real Estate Fiscal Requirements Gathering during Business Analysis. RE-General-BA stands for Real Estate Reporting, Records Retention, & Document Handling Requirements Gathering during Business Analysis. RE-Technical-BA stands for Real Estate Technical Requirements, System Interfaces, and Non-Functional Requirements Gathering during Business Analysis. RE-Synergy-BA stands for Real Estate Synergy Presentation of Business Analysis.





Priority – Define the priority within the replacement New System for each requirement.

Required - 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.

Manual – 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.



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 flow charts.

LEGEND

Process

Decision?

Start or End

Document

Document

Group Process

Process – A specific, actionable, testable activity that is under the control of the business and supports a business policy.

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.

Start or end – A start or end point for the process flow that originates or ends at this point.

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.

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.

C

Certified Mail

MailMail – 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.

Continue? Continue – This is a point where the process repeats until the answer allows the process to continue to the next step.

Manual Process – A specific, actionable, manual activity that cannot be replaced by system activity.

1.6.1

Search Public Records for

Owner

6.3.4 Enter

Encumbrance Into Ellis

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.

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.

RE101Excel Import or Export – An excel import or export file that allows information from the system to be shared between Excel spreadsheets and the Synergy system. This allows user control of the data and process used to create or report the data and prevents the duplicate entry and possible errors in the data between the Synergy System and the Excel spreadsheets .



1 Acquisition Process

This section contains the requirements for the process to acquire real estate right of way necessary for Ohio Department of Transportation (ODOT) projects. During this process, the District Real Estate Administrator (REA) remains accountable but the work will be delegated as each District REA deems necessary. When this document names a process completed by the District REA the system will always allow responsibility to be delegated to staff or consultants.

1.0 ACQUISITION

Ellis Project ID Assigned

Preliminary Right of Way

Plans

1.3Estimate Cost

1.4Program Money

By Project

1.5Assign Staff and/or Engage Consultants

1.2 Enter ROWPlan Details

1.6Search Title

1.7 Negotiate Purchase

1.8 Obtain Parcel

Possession

1.9Certify ROW

By Project

2.0Appraisal

1.1MonitorPre-ROW

1.11Track Post

Certification Activities

1.10Are There Post

Certification Activities?

NO ROW Complete

YES

Final Right of Way Plans

Appraisal cannot proceed without sufficient final ROW plans and construction plans which may be provided at different times depending on the project.


Priority Change?

Feature

RE 1.1 Monitor Pre-ROW –

When an ODOT Project is in early stages of planning; Ellis will already have the assigned project ID (PID) and project dates. During this time prior to Preliminary Right of Way (ROW) Plans being approved, the District REA is assigned and will begin Early Forecasting while monitoring for Early Acquisition which may occur if the Take Area is set prior to Preliminary ROW Plans being received.

RE-Acquisition-BA

See Detail

RE-1.2 Enter ROW Plan Details – As the parcel details become available, the user can add the Parcels and contact information for the project. An important part of ROW is the type of property take that is being acquired. This “take type” or “modifier” is used for billing, GASB, and FHWA.

RE-Acquisition-BA

Required




Priority Change?

Feature

RE-1.3 Estimate Cost – Forecast cost estimates to include staff workload, property cost, and labor cost.

RE-Acquisition-BA

See Detail

RE-1.4 Program Money by Project – There is flexibility for the District REA to program the fiscal encumbrances for Property, Consultants, and Relocation costs before or after National Environmental Policy Act (NEPA) Authorization is complete.

RE-Acquisition-BA

See Detail

RE-1.5 Assign Staff and/or Engage Consultants – District REA determines which staff and/or consultants will perform the work. For Consultants, call to confirm availability, negotiate the scope/fee, encumber money, authorize contract, and engage consultant.

RE-Acquisition-BA

See Detail

RE-1.6 Search Title – Search public records and ownership chains to determine owner. Create the Title Report with supporting documents found during the public records search. Complete title report review if needed, and enter the owner information into the system. Based on ownership records, send out the Introduction Letter on demand by project or parcel.

RE-Acquisition-BA

See Detail

RE-2.0 Appraisal – Go to 2.0 Appraisal Process

RE-Acquisition-BA

See Detail

RE-1.7 Negotiate Purchase – Make offer and continue negotiating until an offer is accepted. Sometimes it is impossible to get an offer accepted, in these cases possession of the parcel transfers through the Appropriation process. Other times the owner is agreeable to a Right of Entry (ROE) while negotiation of the offer proceeds.

RE-Acquisition-BA

See Detail

RE-1.8 Obtain Parcel Possession – There are three possible tracks to obtain physical possession, which may involve making payment, verifying physical possession, and recording any instrument or ROE.

RE-Acquisition-BA

See Detail




Priority Change?

Feature

RE-1.9 Certify ROW by Project. Verify possession of all parcels in the project, inspect to make sure they are all clear, and certify ROW for project. District notifies the Office of Estimating that ROW is Certified. The ROW Certification and Utility Note are supplied as part of the District Plan Package Submittal Process.

RE-Acquisition-BA

See Detail

RE-1.10 Are There Post Cert Activities? Check to see if there are Post Certification Activities that need to be monitored until all Parcels in the Project are owned by ODOT.

RE-Acquisition-BA

Required

RE-1.11 Track Post Cert. Activities – If needed, track for Appropriation Judgment Entry until Judgment is recorded. Also as needed, track to remove all conditions that limit ROW until all conditions are removed, then update the ROW certificate. Once complete legal ownership is obtained including ROE by Acquisition or Appropriation; track real estate taxes for Fee Simple with access rights remaining (WD) and Fee Simple with limited access (WL) property and File for exemption from paying real estate taxes.

RE-Acquisition-BA

See Detail



1.1 Monitor Pre-ROW

When an ODOT Project is in early stages of planning; ODOT’s Project Planning, Fiscal Forecasting, Delivery, and Tracking System called Ellis will already have the assigned project ID (PID) and project dates. During this time prior to Preliminary ROW Plans being received, the District REA begins Early Forecasting while monitoring for Early Acquisition which may occur if the Take Area is set prior to Preliminary ROW Plans being received.

1.1 MONITOR PRE-ROW

Ellis Updates

Preliminary Right of Way

Plans

1.1.7Proceed to 1.2

Enter ROWPlan Details

1.1.6 ROW Plans Received?

YES

1.1.1 PID Assigned & ROW Involved?

1.1.2Enter PID

& Key DatesYES

1.1.5Take Areas Set?

1.1.5 Note: There are certain activities that can proceed without NEPA Authorization and without Approved Preliminary ROW Plans when take areas are set and not subject to change.

NO

1.1.10Early Acquisition

Nothing

NONO

1.1.9Start Acquisition

Early?

YES

YES

NO

1.1.4Forecast ROW

1.1.3Is Government

Acquisition Involved?

NO

YES

1.1.8Government Acquisition



RE 1.1.1 PID Assigned & district ROW Involved? - District REA will determine if district ROW is involved in new projects.

RE-Acquisition-BA Required No

RE 1.1.2 Create a new Project in the ROW System. This can be done automatically when a new PID is created in Ellis and a real time access of Ellis provides the Project details or by the District REA entering the PID and project milestone dates. There are times when a project or parcel is placed “on hold” or “archived” where it is no longer active but available to be re-activiated on demand.

RE-Acquisition-BA Required No

RE 1.1.3 Is Government Acquisition Involved? – Is government acquisition involved in the parcels that are being identified for ROW?

RE- Acquisition-Type-BA

New Yes





RE 1.1.4 District REA continues by forecasting the ROW staff, consultants, time, and cost for each parcel as they are identified. This may require early performance of 1.5.4 Determine Available Consultants.

RE-Acquisition-BA Required

RE 1.1.5 Take Areas Set? – There is no systematic way to check and see if Take Areas are set. The District REA continues to meet with Project Plan Engineer to monitor progress. When the Project Initiation Package recognizes “Red Flags” regarding ROW involvement in the project corridor, the flagged parcels are prioritized to be approved. Once a Take Area is Set, the ROW work can begin even if the plans are not approved.

RE-Acquisition-BA Manual

RE 1.1.6 ROW Plans Received? – Check to see if Preliminary ROW Plans have been received. When the District REA receives the Preliminary ROW Plans, the details for the project are entered into the system.


RE 1.1.7 Proceed to 1.2 Enter ROW Plan Details – Exit 1.1 Monitor Pre-ROW and proceed to 1.2 Enter ROW Plan Details.

RE-Acquisition-BA

RE 1.1.8 Government Acquisition – Complete the preliminary acquisition activities that are specific to government owned or funded property.


See Detail

RE 1.1.9 Start Acquisition Early? – Check to see if Early Acquisition activities are required to meet the project timeline. If Early Acquisition is needed, continue with 1.1.9.Early Acquisition, otherwise, continue to Monitor Pre-ROW Loop.


RE 1.1.10 Early Acquisition – Begin getting approval to do ROW Acquisition prior to ROW plans and/or Approved NEPA.

RE-Acquisition-BA See Detail



1.1.8 Government Acquisition

Complete the preliminary acquisition activities that are specific to government owned or funded property.

1.1.8 Government Acquisition

1.1.8.2Establish

Environmental Communication

1.1.8.3Request Plans

and Legal Descriptions

1.1.8.5 Environmental Communication is requested and provided on forms 6F or 4F from district environmental coordinator (DEC). Forms 6F and 4F cover property replacement or government grants or federal funding. Discussions continue to make sure ODOT is aware of need for property replacement, payment, and/or donation.

1.1.8.1Receive Notice of

Government Parcel1.1.8.5Contact

Government Agency

1.1.8.4Receive Plans

and Legal Descriptions

1.1.8.6Determine Agencies

Internal Approval Process

THERE IS NO ROE OR APPROPRIATION AUTHORITY FOR FEDERAL GOVERNMENT OWNED PROPERTY OR ANY PROPERTY WHERE FEDERAL FUNDING IS INVOLVED.

Prelim ROW Plans

Legal Descriptions

Title (when complete)

Intro Letter

Plan letter

ROW plans

Legal Description



RE 1.1.8.1 Receive Notice of Government Parcel – Early in the Plan Engineering for ROW, CO is notified of any government parcels that are likely to be involved.


Required

RE 1.1.8.2 Establish Environmental Communication – CO reaches out to Environmental Engineering to establish communication regarding Government parcels.


Required

RE 1.1.8.3 Request Plans and Legal Descriptions – CO requests Preliminary Engineering Plans from District.


RE-Synergy-BA

Required

RE 1.1.8.4 Receive Plans and Legal Descriptions – CO receives Preliminary ROW Plans, Legal Descriptions, and/or Title from District as soon as they are available.


RE Synergy BA

Required

RE 1.1.8.5 Contact Government Agency – CO contacts Government Agency with Intro Letter, NIAGFO, Plan Letter, ROW Plans, and Legal Descriptions.


Required

RE 1.1.8.6 Determine Agencies Internal Approval Process – CO works with Government Agency to determine their Internal Approval Process.


Manual



1.1.10 Early Acquisition

Begin getting approval to do ROW Acquisition prior to ROW plans and/or Approved NEPA.

1.1.10 Early Acquisition

1.1.10.2Obtain Federal Authorization

1.1.10.3Continue with

1.6 Search Title

EARLY ACQUISITION: Whole take authority, hardship acquisition, and protective purchase that requires NEPA Clearance and Federal Authorization on the parcel prior to Acquisition.

1.1.10.1Receive NEPA

Approval for Parcel



RE 1.1.10.1 Receive NEPA Approval for Parcel – Check for FHWA NEPA approval.


RE 1.1.10.2 Obtain Federal Authorization – Office of Accounting submits to Fiscal Management Information System (FMIS) for approval.


RE 1.1.10.3 Continue with 1.6 Search Title – Continue the acquisition process starting with 1.6 Search Title.

RE-Acquisition-BA



1.3 Estimate Cost

System is used to view current staff availability and allow the user to forecast cost estimates including staff workload, property cost, and labor cost.

1.3 ESTIMATE COST

1.3.2Estimate ROW Cost by

Project & Parcel Including Consultant Costs

1.3.3 Save Cost Estimate

1.3.1Plan Staff Assignment for Project and Parcel

Activity

RE101



RE 1.3.1 Plan Assignment for Project and Parcel Activity – Determine staff availability for this assignment of project parcel property type. Determine if consultants are necessary.


RE 1.3.2 Estimate ROW Cost by Project & Parcel Including Consultant Costs –Create RE101 with cost estimates for ROW costs and consultant costs to work on Title, Acquisition, Appraisal, Negotiation, and Relocation by Parcel and Property Type. Option to import an excel export of the RE101 or to enter the information from the RE101.

RE-Acquisition-BA

RE-Synergy-BA

Required

RE 1.3.3 Save Cost Estimate – Save cost estimate as the current forecast. This will generate an audit trail of a change in forecast.




1.4 Program Money by Project

Establish funding event in Ellis to setup encumbrances. Prior to making an offer or engaging consultants, the District REA will program the fiscal encumbrances for Property and Consultants.

1.4 PROGRAM MONEY BY PROJECT

6.3Encumber Funds



RE 1.4 Program Money by Project – Go to 6.3 Encumber Funds in the SRS Synergy Fiscal document.

RE-Acquisition-BA

RE-Synergy-BA

See Detail

1.5 Assign Staff

Based on the availability, District REA assigns and meets staff to define the scope of assignment.

1.5 ASSIGN STAFF

1.5.2Determine

Available Staff

1.5.3Meet Staff to

Scope

1.5.4Proceed with Staff Service

NOTE: Staff Assignments are made throughout the process whenever the need arises.

1.5.1Is Staff Pre-Qualified?

YES

NO



RE 1.5.1 Is Staff Pre-Qualified? – Is staff currently on the staff pre-qualified list?

RE-Acquisition-BA New

RE 1.5.2

Determine Available Staff – Available staff must meet the necessary expertise the parcel presents and have time available to complete the work.


RE 1.5.3

Meet Staff to Scope – Meet with the assigned Staff to establish scope and other variables. Make parcel staff assignment.




RE 1.5.4 Proceed with Staff Service – Staff proceeds with assigned service.

RE-Acquisition-BA

1.5 Engage Consultant(s) District REA determines which consultants may be available. Calls to confirm availability and begins to negotiate the scope and fee. After reaching agreement, the money is encumbered. The Authorization Letter is printed and signed before the consultant begins the service.

1.5 ENGAGE CONSULTANT(S)

1.5.5Determine Available

Consultants

1.5.6Meet Consultant to Scope Work

1.5.7Receive Fee

Proposal

1.5.8Is Fee

Reasonable?

1.5.11Continue to

Negotiate Fee

NO

1.5.9Agree on

Consultant FeeYES

1.5.12Make Consultant Funds Available

1.5.13Finalize and Print

Consultant Authorization

1.5.14Authorize Consultant

1.5.15Proceed with

Consultant Service

1.5.10Did

Negotiations Fail?

NO

YES



RE 1.5.5 Determine Available Consultants –Determine which consultants may be available.


RE 1.5.6

Meet Consultant to Scope Work – Meet with the Consultant to discuss the scope of the work and negotiate fee and other variables.


RE 1.5.7 Receive Fee Proposal – Consultant submits a fee proposal for scope of work.


RE 1.5.8

Is Fee Reasonable? – District REA evaluates consultant’s fee proposal to make sure it is reasonable. Historical fees may be used for comparison. The ability to evaluate consultants uses actual fees tracked by acquisition function or appraisal report type.

RE-Acquisition-BA

RE-Synergy-BA Required

RE 1.5.9 Agree on Consultant Fee – If fee is reasonable, there is agreement on the consultant fee.


RE 1.5.10

Did Negotiations Fail? – When agreement on fee or timing cannot be satisfied, the negotiations end. The process of determining available consultants starts over.

RE-Appraisal-BA Manual





RE 1.5.11

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 1.5.12 Make Consultant Funds Available – – Go to 6.3 Encumber Funds in the SRS Synergy Fiscal document.


RE 1.5.13

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 1.5.14 Authorize Consultant – Sign and issue Consultant Authorization Letter with attachments.


RE 1.5.15 Proceed with Consultant Service – Now that consultant is engaged, continue with scope of service as authorized.

RE-Acquisition-BA



1.5.5 Determine Available Consultants

Determine which consultants may be available.

1.5.5 Determine Available Consultants

1.5.5.5Proceed to 1.5.5Meet Consultant to Scope Work

1.5.5.1Is Consultant

Pre-Qualified?

NO

1.5.5.2Is Consultant

Covered on Task Order with Available

Funds?

YES

1.5.5.11Note to Issue

Personal Service Contract

NO

1.5.5.10Is Fee < $50k? YES

1.5.5.8Is PSC

Necessary?

YES

NO

NO

1.5.5.9Select Another

Available Consultant

1.5.5.6Is Project Specific

Task Order Necessary?

NO

1.5.5.7Work with

Consultant Services to Obtain Task Order

YES

1.5.5.4Call Consultants

to Confirm Availability

1.5.5.4Call Consultants to Confirm Availability

1.5.5.3Reserve Funds

YES

Project Specific Task Orders may need to be initiated early in the project planning process in order to have consultants available.



RE 1.5.5.1 Is Consultant Pre-Qualified? - Is the Consultant currently on the consultant pre-qualified list?


RE 1.5.5.2 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. Reserve the funds.

RE-Acquisition-BA Required Future

RE 1.5.5.4 Call Consultants to Confirm Availability – Call consultant and confirm they are available during the timeframe forecast based on the given the scope.


RE 1.5.5.5 Proceed to 1.5.5 Meet Consultant to Scope Work

RE-Acquisition-BA





RE 1.5.5.6 Is Project Specific Task Order Necessary? – Make a decision about whether a Project Specific Task Order is Needed.


RE 1.5.5.7 Work with Consultant Services to Obtain Task Order – Follow the procedures to obtain a task order through Consultant Services.

RE-Acquisition-BA Manual Future

RE 1.5.5.8 Is PSC Necessary? – Is Personal Service Contract (PSC) necessary?


RE 1.5.5.9 Select Another Available Consultant – Start over with determining the next available consultants.


RE 1.5.5.10 Is Fee < $50k? – Is consultant fee less than the threshold amount allowed for PSC’s?


RE 1.5.5.11 Note to Issue Personal Service Contract – Make a note to issue a personal service contract with the available consultant.


1.5.12 Make Consultant Funds Available

Encumber the consultants funds to make them available for billing.

1.5.12 Make Consultant Funds Available

6.3Encumber Funds



RE 1.5.12 Make Consultant Funds Available – Go to 6.3 Encumber Funds in the SRS Synergy Fiscal document.




1.6 Search Title

Search public records and ownership chains to determine owner. Create the Title Report with supporting documents found during the public records search. Complete title report review if needed, and enter the owner information into the system. Based on ownership records, send out the Introduction Letter.

1.6 SEARCH TITLE

1.6.1

Search Public Records for Owner

Titles & other owner records

1.6.2Complete RE46 & RE46-1 with Attachments

1.6.3Sign Title Report

1.6.4Review Title? YES

1.6.6Enter Owner Information

NO

1.6.7Send out

Introduction Letter

1.6.5Complete Title

Review

Title will be updated as necessary.

RE46

RE46-1

Titles & other owner records

Signed Title Report

Intro. Letterand Brochure



RE 1.6.1 Search Public Records for Owner – Conduct a records search at the County Courthouse or other center for legal records. Search for all interest claims on the parcel.


RE 1.6.2 Complete RE46 & RE46-1 with Attachments


RE 1.6.3 Sign Title Report RE-Acquisition-BA Required

RE 1.6.4 Review Title? The choice to require the Title Report to be reviewed will be available by District Office.


RE 1.6.5 Complete Title Review. Review the RE46 and RE46-1 to make sure the Title Report is complete and meets the title search requirements.


RE 1.6.6 Enter Owner Information RE-Acquisition-BA Required

RE 1.6.7 Send out Introduction Letter – Using systems form letter, aka First Letter; merge details and print Introduction Letter. Capture date Introduction Letter sent.




1.7 Negotiate Purchase

Complete the Notice of Intent to Acquire and Good Faith Offer (NIAGFO) then either mail NIAGFO by certified mail or schedule a meeting and deliver NIAGFO to owner in person. Negotiate until offer is accepted or parcel is appropriated. In the case that Right of Entry (ROE) is granted by owner, the parcel possession is obtained while negotiation over purchase continues.

1.7 NEGOTIATE PURCHASE

FMVE

1.7.2Negotiate in

Person?YES

1.7.3Schedule

Meeting with Owner

NIAGFO - Notice of Intent to Acquire & Good Faith Offer

1.7.6Is Offer

Accepted?

1.7.7Continue to 1.8 Obtain Parcel

Possession

1.7.12Process Counter

Offer

NO

1.7.10Appropriation?

YES

NO

NEGOTIATIONLOOP

1.7.4Present NIAGFO

1.7.8Mail NIAGFO by

Certified Mail

Counter Offer

NIAGFO

NO

YES

1.7.11Right of Entry?

NO

YES

1.7.1Complete NIAGFO

CCertifiedNIAGFO

Many unique issues may arise during negotiation; contracts, tenant owned improvement salvage value, plan updates, owner retention, uneconomic remnants, mortgage releases, administrative settlements, work agreements, donations, etc. See sections 5200 and 5300 of the Real Estate Manual for more details.

1.7.5Is Active Railroad

Involved?NO

YES

1.7.9Negotiate

Active Railroad



RE 1.7.1 Complete NIAGFO – Complete Notice of Intent to Acquire and Good Faith Offer (NIAGFO), aka First Offer. Merge details and print NIAGFO.


RE 1.7.2 Negotiate in Person? – Evaluate the situation and determine if you need to negotiate in person or send NIAGFO by Certified Mail.


RE 1.7.3 Schedule Meeting with Owner – Call owner to schedule a face to face meeting to review the NIAGFO and other materials.


RE 1.7.4 Present NIAGFO – Meet in person and review the NIAGFO and other materials.






RE 1.7.5 Is Active Railroad Involved? – ROW Parcels that have active railroad tracks on the parcel will need to be processed differently than other parcels.

RE-Acquisition-Type-BA

New Yes

RE 1.7.6 Is Offer Accepted? – Evaluate if the offer is accepted.


RE 1.7.7 Continue to 1.8 Obtain Parcel Possession

RE-Acquisition-BA

RE 1.7.8 Mail NIAGFO by Certified Mail. Capture date NIAGFO received.


RE 1.7.9 Negotiate Active Railroad – Monitor for Executed Construction Agreement. When Executed Consutruction Agreement is received and ROW plans are approved, check to see if railroad company has accepted offer, then continue to obtain parcel possession.


See Detail

RE 1.7.10 Appropriation? – Determine if it is time to move ahead with appropriation.


RE 1.7.11 Right of Entry? - Determine if Right of Entry is necessary.


RE 1.7.12 Process Counter Offer – Evaluate Counter Offer. Enter date of counter offer and amount.

RE-Acquisition-BA

RE-Synergy-BA

Required



1.7.9 Negotiate Active Railroad

District Monitors for Executed Construction Agreement before certifying project. When Executed Consutruction Agreement is received and ROW plans are approved, negotiator checks to see if railroad has accepted offer, then continues to obtain parcel possession.

1.7.9 NEGOTIATE ACTIVE RAIL

1.7.9.2Is Construction

Agreement Executed?

1.7.9.3Send Construction

Agreement to District and

Railroad

YES

1.7.9.4Are ROW plans

Approved?

NO

1.7.9.745 Days from Clear Date?

Construction Agreement NoticeYESNO

NO

1.7.9.5Is Offer

Accepted?YES

1.7.9.6Continue to 1.8Obtain Parcel

Possession

NO

YES

1.7.9.1Monitor for

Construction Agreement

YES



RE 1.7.9.1 Monitor for Construction Agreement – Communicate with Ohio Rail Development Commission to monitor for Executed Construction Agreement.


New Yes

RE 1.7.9.2 Is Construction Agreement Executed? – Evaluate if the Construction Agreement is Executed.


New Yes

RE 1.7.9.3 Send Construction Agreement to District and Railroad – Send Executed Construction Agreement to District and Railroad Company Contact.


New Yes

RE 1.7.9.4 Are ROW plans Approved? – Check to make sure ROW plans are Approved before continuing.


New Yes

RE 1.7.9.5 Is Offer Accepted? – Check with Railroad Company to make sure Offer is Accepted and negotiate until offer is accepted before continuing. In rare instances a ROE or Appropriation may be needed for an active railroad.


New Yes

RE 1.7.9.6 Continue to 1.8 Obtain Parcel Possession – After Offer is Accepted, continue with 1.8 Obtain Parcel Possession.


RE 1.7.9.7 45 Days from Clear Date? – If Construction Agreement is not executed 45 days prior to clear date, send a “Heads Up” Construction Agreement Notice and continue to monitor for Construction Agreement.


New Yes



1.7.12 Process Counter Offer

There are three possible tracks to obtain physical possession, which may involve making payment, verifying physical possession, and recording any instrument or ROE.

1.7.12 Process Counter Offer

1.7.12.4Is Counter Offer <

$20k or 20% of FMVE?

1.7.12.6Is Counter Offer

< $1mil?

1.7.12.7Complete RE65YES

NO

1.7.12.5Accept Counter

Offer

1.7.12.8Obtain CO Approval

YES

1.7.12.7Complete RE65

1.7.12.9Schedule High Dollar Preview

Panel

NO

1.7.12.10Obtain High

Dollar Preview Panel Approval

1.7.12.1Has Plan

Changed?

1.7.12.2Did Owner

Provide Valuation Info?

1.7.12.3Revisit FMVE

NO

YES

NO

YES







RE 1.7.12.1 Has Plan Changed? – Evaluate if there are relevant changes to the plan that would impact the PINS or Valuation Problem.


RE 1.7.12.2 Did Owner Provide Valuation Info? – Evaluate if there are relevant changes to the Valuation Problem.


RE 1.7.12.3 Revisit FMVE - Proceed to 2.7 Revisit FMVE in SRS Synergy Appraisal document.


RE 1.7.12.4 Is Counter Offer < $20k or 20% of FMVE? – The authority to accept a counter offer rests with the District when the counter offer is less than the threshold amount allowed for District Counter Offer Acceptance or less than 20% of Fair Market Value Estimate (FMVE). This is referred to as the Settlement Authority in the 5200 section of the Real Estate Manual.

RE-Acquisition-BA

RE-Synergy-BA

Manual

RE 1.7.10.5 Accept Counter Offer – With the proper authorization, the counter offer is accepted.

RE-Acquisition-BA

RE-Synergy-BA

Required

RE 1.7.12.6 Is Counter Offer < $1mil? – The authority to approve the counter offer rests with Central Office when the counter offer is equal or more than threshold amount allowed for District Counter Offer Acceptance or equal or more than 20% of FMVE and less than the threshold amount allowed for Central Office Counter Offer Acceptance. This is referred to as the Settlement Authority in the 5200 section of the Real Estate Manual.

RE-Acquisition-BA

RE-Synergy-BA

Required

RE 1.7.12.7 Complete RE65 – Complete the RE65 for Central Office or High Dollar Preview Panel Approval of Counter Offers exceeding the District threshold amount.


RE 1.7.12.8 Obtain CO Approval – Request Counter Offer approval from Central Office (CO).


RE 1.7.12.9 Schedule High Dollar Preview Panel – Schedule review with High Dollar Preview Panel when Counter Offer exceeds the threshold amount allowed for Central Office Counter Offers.






RE 1.7.12.10 Obtain High Dollar Preview Panel Approval




1.8 Obtain Parcel Possession

There are three possible tracks to obtain physical possession, which may involve making payment, verifying physical possession, and recording any instrument or ROE.

1.8 OBTAIN PARCEL POSSESSION

1.8.4Verify

Instrument Complete

1.8.11InstrumentRecorded?

1.8.12Do I have Physical

Possession?YES

1.8.7Make Payment

NO

1.8.13Proceed to 1.9 Certify Project

YES

1.8.5Update Title

1.8.10 Record Instrument

NO

RE241.8.1

Is Initial Offer Accepted?

NO

YES

1.8.8Get Administrative Settlement Signed

1.8.6Prepare Package

SignedRE22 or VA

1.8.2Is FMVE >= $40k for

State Owned Property?

1.8.3Note that

Controlling Board Approval

Required

YES

NO

1.8.9Conduct Closing



RE 1.8.1 Is Initial Offer Accepted?– Was the accepted offer the initial offer or a counter offer?

RE-Acquisition-BA

Manual

RE 1.8.2 Is FMVE >= $40k & State Owned? – For Government Properties only, is FMVE >= $40k for State Owned Property?


Manual

RE 1.8.3 Note that Controlling Board Approval Required


Manual

RE 1.8.4 Verify Instrument Complete – Review the legal records to assure transfer of ownership occurred and make sure the records are complete.

RE-Acquisition-BA

Manual

RE 1.8.5 Update Title – Make updates regarding the owner on the title. Update Title information on Title assignments.

RE-Acquisition-BA

Required

RE 1.8.6 Prepare Package – Package is Prepared by making sure all paperwork is in the file and complete.

RE-Acquisition-BA

Required

RE 1.8.7 Make Payment – Go to RE 6.4 Generate Warrant For Payments Owed in SRS-Synergy-Fiscal document.

RE-Acquisition-BA RE-Synergy-BA

See Detail

and Required

RE 1.8.9 Conduct Closing - On receipt of check from accounting, check is disbursed as part of closing. All legal documents are signed and Closing is complete.






RE1.8.8 Get Administrative Settlement Signed – When the accepted offer is a counter offer get signatures on RE22 or VA.

RE-Acquisition-BA

Required

RE 1.8.10 Record Instrument. Enter date instrument recorded.

RE-Acquisition-BA

Required

RE 1.8.11 Instrument Recorded? Verify Instrument is recorded at the County Courthouse or other center for legal records before proceeding.

RE-Acquisition-BA

Manual

RE 1.8.12 Do I have Physical Possession? Inspect property to make sure it is clear of encroachments, owners or tenants.

RE-Acquisition-BA

New New

RE 1.8.13 Proceed to 1.9 Certify Project – Continue to 1.9 Certify Project.

RE-Acquisition-BA

1.8 Obtain ROE Parcel Possession

For ROE Parcels, execute the ROE contract, make payment for ROE, record the ROE contract, and verify legal possession.

1.8 OBTAIN ROE PARCEL POSSESSION

1.8.16Record ROE

Contract

1.8.12Do I have Physical

Possession?

1.8.15Make ROE Payment

Executed ROE Contract

NO


YES1.8.14

Execute ROE Contract

RE24



RE 1.8.14 Execute ROE Contract – Complete RE222.


RE 1.8.15 Make ROE Payment - Go to RE 6.4 Generate Warrant For Payments Owed in SRS-Synergy-Fiscal document. On receipt of check from accounting, check is disbursed.


RE 1.8.16 Record ROE Contract- . Enter date ROE Contract recorded.




1.8 Obtain Appropriated Parcel Possession

For Appropriated Parcels, deposit FMVE with Court and obtain the right to physical possession. If the property is vacant, physical possession is complete. If the property is not vacant, wait 60 days from Service of Summons before inspecting the property to make sure it is clear of owners or tenants. Actions to clear property continue until the property is clear of encroachments, owners and tenants.

1.8 OBTAIN APPROPRIATED PARCEL POSSESSION

1.8.17Deposit FMVE

with Courts

1.8.22Is this vacant

property?

NO

1.8.23Right to Physical

Possession

NO

YES


1.8.24Wait 60 Days

from Service of Summons

1.8.25Has Property

Been Vacated?RE24

YES

1.8.18Did AGO Order

New or Updated Appraisal?

1.8.19Revisit FMVE

YES

NO

1.8.21Deposit

Additional FMVE with Courts

1.8.20New FMVE > Old

FMVE?YES

NO

When the AGO orders a new or updated appraisal, one of the following may occur 1) revisit FMVE and deposit additional FMVE as necessary 2) settlement authority is used to reach agreement 3) appraiser is brought in for expert testimony when it goes to court for trial



RE 1.8.17 Deposit FMVE with Courts. – Enter date appropriation filed, case #, and reason for filing. Go to RE 6.4 Generate Warrant For Payments Owed in SRS-Synergy-Fiscal document. On receipt of check from accounting, send check to courts,


RE 1.8.18 Did AGO Order New or Updated Appraisal?


RE 1.8.19 Revisit FMVE - Proceed to 2.7 Revisit FMVE in SRS Synergy Appraisal document.

RE-Synergy-BA

Required

RE 1.8.20 New FMVE > Old FMVE? – Determine if the appraised value has increased.

RE-Synergy-BA

Required

RE 1.8.21 Deposit Additional FMVE with Courts - When AGO orders a new appraisal, any increase in FMVE amount is processed through RE6.4 Generate Warrant For Payments Owed in SRS-Synergy-Fiscal document. On receipt of check from accounting, send check to courts,

RE-Synergy-BA

Required

RE 1.8.22 Is this vacant property? Based on knowledge of property being vacant.


RE 1.8.23 Right to Physical Possession – Right to physical possession is obtained as soon FMVE is deposited with courts and property is vacant.

RE-Acquisition-BA



RE 1.8.24 Wait 60 Days from Service of Summons. – Record date Summons Served and wait the threshold number of days required after a summons is served.


RE 1.8.25 Has Property Been Vacated? – Make a physical inspection of property to make sure it is vacated. There may be additional steps taken if the property has not been vacated.




1.9 Certify Project

Verify possession of all parcels in the project, inspect to make sure they are all clear, and certify that all parcels are possessed, cleared, and controlled for the ROW project. Notify the Office of Estimating that ROW is certified, allowing the contractor to enter upon ROW.

1.9 CERTIFY ROW BY PROJECT

1.9.1Verify Possession of All Parcels in Project

1.9.2Inspect ROW and Verify All Parcels

Clear

1.9.3Certify ROWFor Project

Certification Letter

Conditions may remain that need satisfied after ROW is certified.

1.9.4Notify Office of Estimating that

ROW is Certified



RE 1.9.1 Verify Possession of All Parcels in Project – Review documents in parcel file assuring possession of all parcels in project.


RE 1.9.2 Inspect ROW and Verify All Parcels Clear – Complete Field Review of ROW to make sure all parcels are clear and record date.


RE 1.9.3 Certify ROW for Project - Complete Certification Letter and enter date Certified.


RE 1.9.4 Notify Office of Estimating that ROW is Certified.




1.11 Track Post Certification Activities

There are several activities that are tracked as part of Post Certification Activities which include;

Track for Appropriation Judgment Entry until Judgment is recorded

Track to remove all conditions that limit ROW until all conditions are removed and update the ROW certificate

Track real estate taxes for WD and WL property and file for exemption from paying real estate taxes

Tracking continues until complete legal ownership has been obtained and taxes are exempted

1.11 TRACK POST CERTIFICATION ACTIVITIES

1.11.3Obtain Complete Legal Ownership

1.11.1 Track for

Appropriation Judgment Entry 1.11.4

Track for Real Estate Taxes for WD and

WL Property

1.11.5File Exemption from Paying RE

Taxes1.11.6

Track to Remove Conditions from

ROW Certifications

1.11.7All Conditions

Removed?

1.11.8Update ROW Certification

YES

NO

1.11.2Is Judgment

Entry Recorded? YES

NO



RE 1.11.1 Track for Appropriation Judgment Entry – Watch for Judgment Entry, Jury Verdict, Compensation and Damage, or Case Settlement to be handed down from the court on Parcel Appropriation. Generate RE24.


RE 1.11.2 Is Judgment Entry Recorded? – Check to make sure Judgment Entry is recorded. Enter Journal Entry date.


RE 1.11.3 Obtain Complete Legal Ownership. RE-Acquisition-BA

RE 1.11.4 Track for Real Estate Taxes for WD and WL Property – Monitor all Parcels in Project for Real Estate Taxes on owned parcels.


RE 1.11.5 File Exemption from Paying RE Taxes – File for Tax Exemption and enter date filed, then monitor for Tax Exemption effective date.


RE 1.11.6 Track to Remove Conditions from ROW Certifications – Track ROW for all conditions on ownership that need to be removed.


RE 1.11.7 All Conditions Removed? – Each time a condition is removed from ROW, check to see if all ROW conditions have been removed.


RE 1.11.8 Update ROW Certification – Update ROW Certification to reflect all conditions on ownership have been removed.
