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 710.201 (b)

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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 710.201 (h)

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• Tools

• Best Practices

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Prior to Hiring Right of Way Consultant

Best Practices

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ContractRight of Way Scope of Work

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

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Best PracticesAfter Consultant is Hired

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• Roles and Responsibilities

• Qualifications

Expectations

• Appraisal• Negotiation• Condemnation• Relocation

• Must be qualified• If not qualified then agent must work under someone

that is.

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Timeline and Scope of Work

Timeline

• Figure out Project Milestones

Scope of Work

• Anticipated number of Files• Appraisal formats• Owner difficulties

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RITS

Generating D

ocuments

Work

flows

Notific

atio

ns

Overview

What is RITS?

Right of way Information

Tracking System

RITS

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RITS Timeline

• Manage Docs

• Streamline key RW acquisition business processes

• Replace outdated legacy system (RAIN)

2009

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• 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

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• Notifications

• Workflow

How Does RITS Assists in Oversight of Consultants?

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Workflow

Qualifications

Roles and Responsibilities

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Workflow

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Notifications• Pending Activity / Workflow Advancement• Past Due Assignments

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RITS

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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

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Thank you.Any Questions?

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