Relocation Consultant Services

The Vendor is required to provide relocation assistance and move coordination services for city-owned or city-assisted residential properties.
1. Relocation planning services
• Facilitate a project kickoff meeting with the city team to review the relocation process, schedule, and documentation requirements.
• Prepare a resident outreach and communications plan ensuring that all residents—particularly limited-English-proficient (LEP) households—receive clear information regarding relocation rights and processes.
• The plan shall include an LEP and reasonable accommodation (RA) tracking log updated monthly.
• Draft the general information notice (gin) and all required relocation documents (e.g., temporary housing agreements, utility transfer forms).
• Assist the city in developing administrative policies, procedures, and forms to support an effective relocation program.
• All notices shall be issued within the required statutory timeframes and translated into prevalent languages.
• Prepare lease-termination and relocation documents, train city staff and property management on their use, and monitor completion and collection.
• Perform pre-planning activities including calculation of applicable relocation benefits, management of claims, preparation of required notices and documentation, and reporting of any grievances.
• Claims shall be reviewed and determinations issued within thirty (30) calendar days unless otherwise approved by the city.
• Conduct monthly meetings with city staff and provide weekly progress updates during active relocation periods summarizing household status, pending claims, and grievance activity.
2. Information and documentation services
• Prepare and issue all required notices to occupants at project initiation.
• Draft and finalize relocation plans in compliance with all state requirements for agency review.
• Maintain complete electronic case files containing notices, eligibility determinations, income verification, claims documentation, correspondence, and receipts.
• Files shall be audit-ready and retained for at least five (5) years after project close-out.
• Draft and finalize settlement agreements for each occupant undergoing permanent relocation.
3. Additional services
• Ensure compliance with all state relocation laws and city requirements.
• Maintain a grievance log and provide relocation-appeal support as needed, including documentation of determinations and resolutions
• Ongoing project planning, budget analysis, and coordination to minimize potential legal or administrative issues.
• Provide data and reports as requested.
• Prepare a project close-out report summarizing total costs, number of relocations, average duration, and key lessons learned, including LEP/RA outcomes.