srs appraisal word document - pages · office of real estate ... 5/22/13 1.00 finalize appraisal...

of 28 Wednesday, June 12, 2013

Ohio Department of Transportation

Division of Engineering Office of Real Estate

Synergy Real Estate Business Analysis

Appraisal System Requirements Specification

Version 1.02

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

4/23/13 1.00 Define Real Estate Appraisal Process Cheryl Jacino

5/22/13 1.00 Finalize Appraisal SRS Cheryl Jacino

5/24/12 1.01 Add Appraisal to page headings. Cheryl Jacino

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

Real Estate Business Analysis SRS Synergy Appraisal v. 1.00


Table of Contents

0 Synergy Appraisal 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

2 Appraisal Process ............................................................................................................... 7 2.1 Pre-Valuation Process ................................................................................................. 9 2.1.4 Assign Staff Prelim Reviewer ..................................................................................11 2.1.4 Engage Consultant Prelim Reviewer .......................................................................12 2.1.4.5 Determine Available Consultants .........................................................................14 2.2 Identify Valuation Problem Process ............................................................................16 2.3 Scope Staff Appraisal .................................................................................................17 2.3 Scope Consultant Appraisal ........................................................................................19 2.3.4 Determine Appraisal Type .......................................................................................21 2.3.8 Determine Available Consultants .............................................................................22 2.4 Appraisal Process .......................................................................................................24 2.5 Appraisal Review Process ..........................................................................................25 2.7 Establish FMVE ..........................................................................................................27 2.7 Revisit FMVE ..............................................................................................................28



0 Synergy Appraisal 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.



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 system requirement 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.



2 Appraisal Process

This section contains the requirements for the process to appraise real estate right of way parcels for the purpose of determining Fair Market Value Estimate (FMVE) used to acquire parcels for Department of Transportation projects. It is important to note that multiple appraisers, appraisals, and reviewers may be required for parcels and parcel types.

There are ROW Appraisal Activities and Non-ROW Appraisal Activities that are not directly part of the Acquisition Appraisal to establish FMVE. All of these Non-acquisition appraisal activities are complete at the end of 2.5 Appraisal Review Process and are conducted with any flexibility deemed necessary.

Below is a list of the ROW Activities that are not directly Acquisition Appraisals:

1. Litigation Support that occurs in 1.11 Track Post Certification Activities 2. Relocation Support that occurs as needed in 3.0 Relocation

Below is a list of the Non-ROW Activities:

1. Appraisals in support of Property Management; Excess Land Disposals, Non-Eminent Domain Valuations, Access Modification Appraisals and Rent Studies

2. Environmental Mitigation 3. Appraisal Activities for other Government Entities 4. Non-Highway Corridor Valuation Activities 5. Billboard Valuation Activities on Government Owned Property 6. Cell Tower Valuation Activities on Government Owned Property

Additional Steps for Non-ROW Activities include the assignment of false PID’s and identifying the funding source for appraisal activities.

2.0 APPRAISAL

2.2Identify Valuation

Problem

2.3Scope Appraisal

Process

2.1Pre-Valuation

Process

2.4Appraisal Report

Process

2.5Appraisal

Review Process

2.7Establish FMVE

Process

2.6Is this an

Acquisition Appraisal?

YES

Nothing

NO


Priority Change?

Feature

RE 2.1 Pre-Valuation Process - Preliminary steps required to understand the ROW valuation problem and select a preliminary reviewer.

RE-Appraisal-BA See Detail

RE 2.2 Identify Valuation Problem – Agency works with Reviewer to determine the valuation problem and draft Parcel Impact Notes (PIN’s).


RE 2.3 Scope Appraisal Process – Select Appraiser(s) and Reviewer(s) to conduct a field review and finalize scope and PIN’s.





Priority Change?

Feature

RE 2.4 Appraisal Report Process – Appraiser is provided all pertinent documents in order to appraise the parcel, prepare and complete the appraisal report.


RE 2.5 Appraisal Review Process – Reviewer(s) are provided the appraisal report created by the Appraiser. Reviewer(s) will either “Accept”, “Not-Accept”, or “Recommend” the Appraisal. Final outcome of the Appraisal Review Process is a recommended FMVE.


RE 2.6 Is this an Acquisition Appraisal?

There are other ROW Appraisal Activities and Non-ROW Appraisal Activities that are complete at the end of 2.5 Appraisal Review Process.

RE-Synergy-BA

RE 2.7 Establish FMVE Process – Either the District or Central Office (CO) establishes the FMVE.




2.1 Pre-Valuation Process

Preliminary steps required to understand the ROW valuation problem and select a preliminary reviewer.

2.1 Pre-Valuation Process

2.1.4Assign Staff or

Engage Consultant Prelim Reviewer

2.1.1Is there an

improvement in the take?

2.1.2Is Prelim FMVE

>= $500k?

2.1.3Is Prelim FMVE >=

$1mil?

2.1.6Create RE95

YES

NO

2.1.7Note that

2 Reviewers are Required

NO

2.1.8 Engage CO with

Scoping Reviewer and Appraiser

YES

2.1.5Continue with 2.2 Identify Valuation

Problem

YES

NO

RE95



RE 2.1.1 Is there an improvement in the take? - Evaluate the parcel for improvements that need documented on the RE95.

RE-Appraisal-BA Required

RE 2.1.2 Is Preliminary FMVE >= $500k? - A preliminary FMVE is compared to the threshold set for requiring 2 reviewers for the appraisal.


RE 2.1.3 Is Preliminary FMVE >= $1mil? - A preliminary FMVE is compared to the threshold set for requiring CO to participate in identifying valuation problem and scoping Appraiser(s) and Reviewers.


RE 2.1.4 Assign Staff or Engage Consultant Prelim Reviewer – Determine if Staff or Consultants will be used for the Valuation Problem Analysis and drafting of PIN’s. Contract consultants as needed.


RE 2.1.5 Continue with 2.2 Identify Valuation Problem – Pre-Valuation Activities are complete; continue with identifying the valuation problem.

RE-Appraisal-BA





RE 2.1.6 Create RE95 – When the parcel includes improvements, complete the RE95.


RE 2.1.7

Note that 2 Reviewers are Required – When the Preliminary FMVE is over a certain threshold, the appraisal will need to be reviewed by two different Reviewers.

RE-Appraisal-BA New

RE 2.1.8

Engage CO with Scoping Reviewer and Appraiser – When the Preliminary FMVE is over a certain threshold, CO will participate in identifying valuation problem and scoping the Appraiser(s) and Reviewers.

RE-Appraisal-BA New



2.1.4 Assign Staff Prelim Reviewer

Determine if Staff Preliminary Reviewer will be used for the Valuation Problem Analysis Process. Assign staff if available or look for an available consultant.

2.1.4 ASSIGN STAFF PRELIM REVIEWER

2.1.4.2Determine Available

Staff

2.1.4.3Meet Staff to

Scope

2.1.4.4Proceed with Staff Service

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

2.1.4.1Is Reviewer

Pre-Qualified?

NO

YES



RE 2.1.4.1 Is Reviewer Pre-Qualified? - Is the Reviewer currently on the staff pre-qualified list?

RE-Appraisal-BA New Yes

RE 2.1.4.2

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


RE 2.1.4.3

Meet Staff to Scope – Meet with the assigned staff to establish scope of the Valuation Assignment and other variables.


RE 2.1.4.4 Proceed with Staff Service – Staff Reviewer proceeds with assigned service.

RE-Appraisal-BA



2.1.4 Engage Consultant Prelim Reviewer

Determine if Consultant Preliminary Reviewer will be used for the Valuation Problem Analysis Process. Engage consultant by issuing Authorization Letter.

2.1.4 ENGAGE CONSULTANT PRELIM REVIEWER

2.1.4.5Determine Available

Consultants

2.1.4.6Meet Reviewer to Scope Work

2.1.4.7Receive Fee

Proposal

2.1.4.8Is Fee

Reasonable?

2.1.4.11Continue to

Negotiate Fee

NO

2.1.4.9Agree on

Consultant FeeYES

2.1.4.12Make Consultant Funds Available

2.1.4.13Finalize and Print

Consultant Authorization

2.1.4.14Authorize Consultant

2.1.4.10Did Negotiations

Fail?

NO

YES

2.1.4.15Proceed with

Reviewer Service

Note: There are two points in the process where a reviewer may be engaged; first to identify the valuation problem, second to perform the appraisal review. A second reviewer is engaged when Preliminary FMVE >= $500k



RE 2.1.4.5 Determine Available Consultants –Determine which consultants may be available.


RE 2.1.4.6

Meet Reviewer to Scope Work - Meet reviewer to discuss the scope of the work related to draft PIN’s. Also discuss the APA form as necessary.

RE-Appraisal-BA New

RE 2.1.4.7 Receive Fee Proposal – Reviewer submits a fee proposal for scope of work.


RE 2.1.4.8

Is Fee Reasonable? – District Real Estate Administrator (REA) evaluates Reviewer’s fee proposal to make sure it is reasonable. Historical fees may be used for comparison.


RE 2.1.4.9 Agree on Consultant Fee – If fee is reasonable there is agreement on the consultant fee.






RE 2.1.4.10

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 2.1.4.11

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 2.1.4.12 Make Consultant Funds Available – To be defined during Fiscal Process Requirements Gathering Session.


RE 2.1.4.13

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


RE 2.1.4.15 Proceed with Reviewer Service - Now that Reviewer is engaged, continue with scope of service as authorized.

RE-Appraisal-BA



2.1.4.5 Determine Available Consultants

Consultant is available when Reviewer is on Consultant Pre-Qualified List and Reviewer’s company is on Task Order List with funds available, and Reviewer’s schedule is a match for project schedule. In some instances a Project Specific Task Order or Personal Service Contract may be necessary.

2.1.4.5 DETERMINE AVAILABLE CONSULTANTS

2.1.4.5.5Proceed to

2.1.4.7Meet Reviewer to Scope Work

2.1.4.5.1Is Consultant

Pre-Qualified?

NO

2.1.4.5.2Is Consultant

Covered on Task Order with Available

Funds?

YES

2.1.4.5.11Note to Issue

Personal Service Contract

NO

2.1.4.5.10Is Fee < $50k? YES

2.1.4.5.8Is PSC

Necessary?

YES

NO

NO

2.1.4.5.9Select Another

Available Consultant

2.1.4.5.6Is Project Specific

Task Order Necessary?

NO

2.1.4.5.7Work with

Consultant Services to Obtain Task Order

YES

2.1.4.5.4Call Consultants to Confirm Availability

2.1.4.5.4Call Consultants to Confirm Availability

2.1.4.5.3Reserve Funds

YES

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



RE 2.1.4.5.1 Is Consultant Pre-Qualified? - Is the Consultant currently on the consultant pre-qualified list?

RE-Acquisition-BA Required

RE 2.1.4.5.2 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.


RE 2.1.4.5.3 Reserve Funds – Enter reservation of funds against the task order.






RE 2.1.4.5.4 Call Consultant to Confirm Availability – Call consultant and confirm they are available during the timeframe forecast based on the given the scope.

RE-Acquisition-BA Manual

RE 2.1.4.5.5 Proceed to 2.1.4.7 Meet Reviewer to Scope.

RE-Acquisition-BA

RE 2.1.4.5.6 Is Project Specific Task Order Necessary? – Make a decision about whether a Project Specific Task Order is Needed.


RE 2.1.4.5.7 Work with Consultant Services to Obtain Task Order – Follow the procedures to obtain a task order through Consultant Services.


RE 2.1.4.5.8 Is PSC Necessary? – Is Personal Service Contract (PSC) necessary?


RE 2.1.4.5.9 Select Another Available Consultant – Start over with determining the next available consultant.


RE 2.1.4.5.10 Is Fee < $50k? Is consultant fee less than the threshold amount allowed for PSC’s?


RE 2.1.4.5.11 Note to Issue Personal Service Contract – Make a note to issue a personal service contract with the available consultant.




2.2 Identify Valuation Problem Process

Agency works with Reviewer to determine the valuation problem and draft PIN’s.

2.2 Identify Valuation Problem

2.2.1Create Draft

PIN’s

2.2.2Complete Field

Review with Reviewer and Agency

2.2.4Continue with

2.3 Scope Appraisal

2.2.3Update

PIN’s

Value Problem Analysis is legally required to be performed on all appraisal assignments.APA – APA is a form used for complex appraisal assignments.PIN’s – Parcel Impact Notes are required for all assignments.



RE 2.2.1 Create Draft PIN’s - During valuation problem analysis, create draft PIN’s. Create Appraisal Problem Analysis (APA) form when necessary.

RE-Appraisal-BA New

RE 2.2.2 Complete Field Review with Reviewer and Agency – Meet at project location with selected Reviewer and Agency representative to compare the ROW and construction plans to what physically exists and determine what will influence the value of the property.


RE 2.2.3 Update PIN’s – Update Parcel Impact Notes with value influences identified during the Field Review. Also update APA form when necessary.


RE 2.2.4 Continue with 2.3 Scope Appraisal RE-Appraisal-BA



2.3 Scope Staff Appraisal

Select Appraiser(s) and Reviewer(s) to conduct a field review and finalize scope and PIN’s. In order to avoid conflict of interest, the Reviewer and Appraiser cannot be the same person on the same parcel.

2.3 Scope Staff Appraisal

2.3.2Determine

Available Staff

2.3.7Proceed with Staff Service

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

2.3.1Are Reviewer and/or Appraiser Pre-

Qualified?

NO

YES

2.3.6Finalize

PIN’s

2.3.3Complete Field Review

with Reviewer, Appraiser, and Agency

2.3.5Negotiate Scope

2.3.4Determine

Appraisal Type



RE 2.3.1

Are Reviewer and/or Appraiser Pre-Qualified? – Are staff reviewer and/or staff appraiser on the staff pre-qualified list?


RE 2.3.2

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


RE 2.3.3

Complete Field Review with Reviewer, Appraiser, and Agency - Meet at project location with selected Reviewer, Appraiser, and Agency representative to compare the ROW and construction plans to what physically exists and determine what will influence the value of the property.


RE 2.3.4 Determine Appraisal Type – Based on complexity of the value problem and FMVE determine the appraisal type.


RE 2.3.5 Negotiate Scope - Reviewer, Agency, and Appraiser must fully discuss the scope of work and come to agreement.






RE 2.3.6

Finalize PIN’s - After scope meeting, the preliminary PIN’s are updated into the final PIN’s. Also update APA form when necessary.


RE 2.3.7

Proceed with Staff Service – Assignment of Appraiser/Reviewer is complete. Continue with scope of service.

RE-Appraisal-BA



2.3 Scope Consultant Appraisal

Select consultant Appraiser(s) and Reviewer(s) to conduct a field review and finalize scope and PIN’s. In order to avoid conflict of interest, the Reviewer and Appraiser cannot be the same person on the same parcel.

2.3 Scope Consultant Appraisal

2.3.8Determine Available

Consultants

2.3.9Receive Fee

Proposal

2.3.10Is Fee

Reasonable?

2.3.15Continue to

Negotiate Fee

NO

2.3.11Agree on

Consultant FeeYES

2.3.12Make Consultant Funds Available

2.3.13Finalize and Print

Consultant Authorization

2.3.16Sign and Authorize

Consultant

2.3.14Did

Negotiations Fail?

NO

YES

2.3.17Proceed with

Consultant Service

2.3.6Finalize

PIN’s

2.3.3Complete Field Review

with Reviewer, Appraiser, and Agency

2.3.5Negotiate Scope

Negotiate Scope covers the following items; ROW plans, Construction Plans, Draft APA or PIN’s, Pre-Acq survey, Parcel Due Dates, RE95 as needed, Contacts, Title Report, Prior Work History, Media, Environmental, Difficult Property Owners from Public Meetings, Contact Info if available, and Appraiser Feedback.

2.3.4Determine

Appraisal Type



RE 2.3.8 Determine Available Consultants – Determine which consultants may be available.


RE 2.3.9 Receive Fee Proposal – Appraiser/Reviewer submits a fee proposal for scope of work.


RE 2.3.10

Is Fee Reasonable? - District REA evaluates fee proposal to make sure it is reasonable. Historical fees may be used for comparison.


RE 2.3.11 Agree on Consultant Fee – If fee is reasonable there is agreement on the consultant fee.


RE 2.3.12 Make Consultant Funds Available – To be defined during Fiscal Process Requirements Gathering Session.






RE 2.3.13

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 2.3.14

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


RE 2.3.15

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 2.3.16 Authorize Consultant - Sign and issue Authorization Letter with attachments.


RE 2.3.17 Proceed with Consultant Service – Now that consultant is engaged, continue with scope of service as authorized.

RE-Appraisal-BA



2.3.4 Determine Appraisal Type

Based on complexity of the value problem and FMVE determine the appraisal type.

2.3.4 Determine Appraisal Type

2.3.4.2Note Summary

Appraisal

2.3.4.1Is Valuation

Problem Simple?

2.3.4.4FMVE <= $65k?

YES

NO

2.3.4.3FMVE <= $10k?

YES

YES

NO

NO

2.3.4.5Note Value

Analysis

2.3.4.6Note Value

Finding



RE 2.3.4.1 Is Valuation Problem Simple? – Determine if the valuation problem is a simple one.


RE 2.3.4.2 Note Summary Appraisal – Make a note for the appraisal process that this will be a summary appraisal.


RE 2.3.4.3 FMVE <= $10k? - FMVE is compared to the threshold set for requiring a value analysis report.


RE 2.3.4.4 FMVE <= $65k? - FMVE is compared to the threshold set for requiring a value finding report.


RE 2.3.4.5 Note Value Analysis – Make a note for the appraisal process that this will be a value analysis.


RE 2.3.4.6 Note Value Finding - Make a note for the appraisal process that this will be a value finding.




2.3.8 Determine Available Consultants

Based on complexity of the value problem and FMVE determine the appraisal type. In order to avoid conflict of interest, the Reviewer and Appraiser cannot be the same person on the same parcel.

2.3.8 Determine Available Consultants

2.3.8.5Proceed to 2.3.3

Complete Field Review with Reviewer,

Appraiser, and Agency

2.3.8.1Is Consultant

Pre-Qualified?

NO

2.3.8.2Is Consultant

Covered on Task Order with Available

Funds?

YES YES

2.3.8.11Note to Issue

Personal Service Contract

NO

2.3.8.10Is Fee < $50k? YES

2.3.8.8Is PSC

Necessary?

YES

NO

NO

2.3.8.9Select Another

Available Consultant

2.3.8.6Is Project Specific

Task Order Necessary?

NO

2.3.8.7Work with

Consultant Services to Obtain Task Order

YES

2.3.8.4Call Consultants to Confirm Availability

2.3.8.4Call Consultants

to Confirm Availability

2.3.8.3Reserve Funds

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



RE 2.3.8.1 Is Consultant Pre-Qualified? - Is the Consultant currently on the consultant pre-qualified list?

RE-Appraisal-BA Extra

RE 2.3.8.2 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.


RE 2.3.8.3 Reserve Funds – Enter reservation of funds against the task order.


RE 2.3.8.4 Call Consultants to Confirm Availability – Call consultant and confirm they are available during the timeframe forecast based on the given the scope.






RE 2.3.8.5 Proceed to 2.3.3 Complete Field Review with Reviewer, Appraiser, and Agency

RE-Appraisal-BA

RE 2.3.8.6 Is Project Specific Task Order Necessary? – Make a decision about whether a Project Specific Task Order is Needed.


RE 2.3.8.7 Work with Consultant Services to Obtain Task Order – Follow the procedures to obtain a task order through Consultant Services.


RE 2.3.8.8 Is PSC Necessary? – Is PSC necessary?


RE 2.3.8.9 Select Another Available Consultant – Start over with determining the next available consultants.


RE 2.3.8.10 Is Fee < $50k? - Is consultant fee less than the threshold amount allowed for PSC’s?


RE 2.3.8.11 Note to Issue Personal Service Contract – Make a note to issue a personal service contract with the available consultant.




2.4 Appraisal Process

Appraiser is provided all pertinent documents in order to appraise the parcel and prepare the appraisal report.

2.4 Appraisal Report Process

2.4.2Begin Appraisal

Value Analysis

Value Finding

Summary ROW Appraisal

2.4.3Create Summary

Appraisal

2.4.7Create Value

Analysis

2.4.5Create Value

Finding

2.4.6Begin Waiver

Valuation

2.4.2Begin Appraisal

2.4.1Is Summary

Appraisal Noted? YES

2.4.4Is Value Finding

Noted?

NO

YES

NO



RE 2.4.1 Is Summary Appraisal Noted? – Is Appraisal Type noted as a Summary Appraisal?


RE 2.4.2 Begin Appraisal – With PIN’s and scope established, begin work of determining estimate of fair compensation.


RE 2.4.3 Create Summary Appraisal RE-Appraisal-BA Required

RE 2.4.4 Is Value Finding Noted? – Is Appraisal Type noted as a Value Finding?

Manual

RE 2.4.5 Create Value Finding RE-Appraisal-BA Required

RE 2.4.6

Begin Waiver Valuation – With PIN’s and scope established, begin work of determining estimate of fair compensation.


RE 2.4.7 Create Value Analysis RE-Appraisal-BA Required



2.5 Appraisal Review Process

Reviewer(s) are provided the appraisal report created by the Appraiser. Reviewer(s) will either “Accept”, “Not-Accept”, or “Recommend” the Appraisal. Final outcome of the Appraisal Review Process is a recommended FMVE.

2.5 Appraisal Review Process

2.5.8Accept,

Recommend, Not Accept?

Accept

2.5.11Issue Review Letter to Seek

Corrections

Not Accept

2.5.3Is Appraised

Value >= $500k

2.5.4Second Review

of AppraisalYES

2.5.2Review

Appraisal

Review Checklist25-13, 25-14,

25-16

Review Checklist25-13, 25-14,

25-16

2.5.6Complete Second Review Checklist

RE22 or VA RE22-1

(If Applicable)

Review Letter

RE22-2Reviewer 1

RE22-2Reviewer 2

(If Applicable)

2.5.9Complete FMVE

Recommendation

2.5.5Complete Review

Checklist

Recommend

2.5.7Return to 2.3 Scope Appraiser

2.5.1Receive

Appraisal

2.5.10Correct

Appraisal and Re-Submit

Appraisal Report

Nothing

NO



RE 2.5.1 Receive Appraisal – District REA receives Appraisal from Staff or Consultant.


RE 2.5.2 Review Appraisal – Reviewer determines if the appraisal is compliant to Scope, Law, Professional Appraisal Standards, and if estimation of compensation is reasonable.


RE 2.5.3 Is Appraised Value >= $500k? – Appraised Value is compared to the threshold set for requiring a second Reviewer to review the Appraisal and establish FMVE.






RE 2.5.4 Second Review of Appraisal – Second Reviewer determines if the appraisal is compliant to Scope, Law, Professional Appraisal Standards, and if estimation of compensation is reasonable.

RE-Appraisal-BA Required Yes

RE 2.5.5 Complete Review Checklist – Reviewer completes Review Checklist for Appraisal.


RE 2.5.6 Complete Second Review Checklist - Second Reviewer completes Review Checklist for Appraisal.


RE 2.5.7 Return to 2.3 Scope Appraiser RE-Appraisal-BA

RE 2.5.8 Accept, Recommend, Not Accept? – Reviewer will make a final recommendation. When a second reviewer is needed, the Reviewer and Second Reviewer must agree on the final recommendation. If no agreement, then CO acts as tie breaker. Accepted, if the Appraisal meets the compliance considerations but cannot be recommended. Recommended, if the Appraisal meets the compliance considerations and is a fair and reasonable estimation of compensation. Not Accept, if the Appraisal does not meet the compliance consideration or the estimation of compensation is not fair or reasonable.


RE 2.5.9 Complete FMVE Recommendation – Complete RE22 or VA and any other required report; RE22-1 or RE22-2. Deliver signed Appraisal Report and Signed RE22 or VA to recommend FMVE


RE 2.5.10 Correct Appraisal and Re-Submit – Appraiser makes corrections and completes Appraisal Report to Re-submit.


RE 2.5.11 Issue Review Letter to Seek Corrections - Issue Review Letter to seek corrections from appraiser.




2.7 Establish FMVE

Either the District or CO establishes the FMVE.

2.7 ESTABLISH FMVE

2.7.2Establish FMVE

at District

2.7.1Is FMVE < $1.5 mil?

2.7.3 Establish FMVE

at CO

NO

Approved RE22

YES

Approved RE22 or Value Analysis

RE22 or VA

RE22-2Reviewer 2

(if applicable)

RE22-2Reviewer 1

(if applicable)

RE22-1(if applicable)



RE 2.7.1 Is FMVE < $1.5 mil? – FMVE is compared to the threshold set for requiring CO to establish FMVE.


RE 2.7.2 Establish FMVE at District – Establish FMVE at District if FMVE is less than threshold set for requiring CO to establish FMVE.


RE 2.7.3 Establish FMVE at CO - Establish FMVE at CO if FMVE is greater than or equal to the threshold set for requiring CO to establish FMVE.




2.7 Revisit FMVE

When there is a change in the plans or other change that impacts the established valuation problem, this process is followed to make sure the FMVE is accurate based on the new valuation problem.

2.7 REVISIT FMVE

2.2Identify Valuation

Problem

2.3Scope Appraisal

Process

2.4Appraisal Report

Process

2.5Appraisal

Review Process

2.7Establish FMVE

Process

2.7.4Does Change

Impact Valuation Problem?

YES

NO



RE 2.7.4 Does Change Impact Valuation Problem? - Does the new information impact the established valuation problem? If it does, follow the complete appraisal process. If it does not impact the valuation problem, begin at 2.5 Appraisal Review Process.

RE-Synergy-BA Required