The City of Madison Community Development Authority is seeking proposals from qualified vendors for a Contractor for Tenant Relocation Services. The awarded firm(s) for the ensuing contract will be required to perform all duties necessary before, during, and after relocation to ensure that the rights of the residents and the obligations of CDA are preserved and protected at all times. Permanent relocations are not contemplated except for the direct transfer to the new building. Such duties include, but are not limited to: • Provide general RAD relocation guidance to development team/property management; • Develop a relocation phasing strategy for Taking Shape B1; • Develop relocation schedule in accordance with construction schedule; • Develop and implement a relocation tracking system that documents relocation activities for each household; • Participate in conference calls/meetings with development team and property management to discuss relocation implementation; • Develop and distribute required RAD/URA notices to all affected households (some of the required notices have already been distributed); • Assist in the procurement of all services and supplies required for relocation (e.g., moving company, packing supplies, packing assistance, etc.); • Ensure all printed materials are translated in the appropriate languages (as necessary); • Meet one-on-one with eligible residents to assess their relocation needs and preferences, explain relocation rights, resources, and eligible moving costs to each affected household. • Assure that no residential occupant is required to move without a minimum of 90 days written notice to vacate. • Provide relocation updates to residents through written correspondence, phone calls, and individual meetings. • Work with property management to identify and plan for households with special needs and/or specific unit requirements including but not limited to pest, housekeeping and/or hoarding issues. • Coordinate with residents and service providers to address social service-related barriers to relocation. • Establish and maintain relocation files for each household in compliance with federal, state and local requirements. • Conduct pre-move preparation activities with each affected household. • Facilitate packing supply distribution and/or packing assistance with each affected household. • Assist residents with utility transfers (if necessary). • Collaborate with property management to ensure all requirements are met prior to residents vacating their units. • Coordinate third-party vendors (i.e. movers, pest control, etc.). • Schedule moves and work closely with development team/property management and moving company to ensure moves are completed on schedule • Provide oversight of moves and assist households as needed on move day(s). • Arrange packing/unpacking assistance with residents and moving company (as necessary). • Ensure resident belongings are packed, moved, and handled appropriately. • Serve as initial point of contact for resident damage/loss claims. • Prepare and submit relocation progress reports as requested by the development team/property management. • Provide final relocation files and reports to CDA for close-out. On-going meetings with residents, including one-on-one meetings between the residents and relocation staff, will be necessary to relocate residents with a minimum of disruption.
