COMMONWEALTH OF PENNSYLVANIAknowledge.urbanengineers.com/assets/penndot ROW pub 378 2007.… · The...

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF TRANSPORTATION

RIGHT-OF-WAY MANUAL July 2007 Edition

PUB 378 (7-07)

Publication 378 June, 2007 Edition

OS-299(2-05)

TRANSMITTAL

LETTER DATE: July 2, 2007

SUBJECT: PUBLICATION 378

RIGHT-OF-WAY MANUAL JULY 2007 EDITION

INFORMATION AND SPECIAL INSTRUCTIONS: This new edition of the Right-of-Way Manual was revised to reflect current Department policies and procedures. The major change to Publication 378 is the increase in “No Bid Procurement” from a maximum of $3,000.00 to $5,000.00 as reflected in the change to the PA Procurement Code. This change has the potential to reduce the amount of time required to procure appraisal and other acquisition services. The remaining changes are time neutral as they are clarification of existing policy. CHAPTER 1-INTRODUCTION Section 1.04 - Added new language that discusses project specific procedures for requesting a legal opinion. CHAPTER 2-APPRAISALS Section 2.04 - Added RW-275STRIP to the list of 200 series forms. Added dates to chart. Section 2.09.B.1 - added “or appraisal review.” Section 2.09.E - added a reference to the new WBS Code for Right-of-Way Acquisition Services. Section 2.09.F - Revised third paragraph to allow a fee appraiser to appraise and testify for a claimant on the same project that they are performing an assignment for the Department. Section 2.10 - Added RW-275STRIP to the list of appraisal related forms. Section 2.11.G - Inserted section titled “The Rule for Appraisal Assignments.” Section 2.12.C.2 - Changed the language that required the submission of a request to use the waiver valuation procedure to the Chief of Appraisal and Appraisal Review. Instead of submitting the request to the Chief of Appraisal and Appraisal Review, the request will be submitted to a Central Office Review Appraiser. Section 2.12.C.3 - Changed “Central Office pre-approval for Category II WV’s are subject to and conditional upon obtaining a completed RW-260WE from the property owner.” To “Central Office Review Appraiser pre-approval is required for Category II WV’s are subject to and conditional upon obtaining a completed RW-260WE from the property owner.”

Section 2.12.D - Changed the language so that the District Chief Appraiser will inform the Central Office Review Appraiser instead of the Chief of Appraisal and Appraisal Review about the number of Category II WV’s. Section 2.13.C - Revised dollar amounts from $3,000.00 to $5,000.00 and from $3,000.01 to $5,000.01. Section 2.13.C.1 - Revised Entire Section on Ordering Procedures for Appraisal Services with anticipated costs between $0.00 and $50,000.00. Section 2.13.C.2 - Inserted section titled “Ordering Procedures (Appraisal Services anticipated to cost $5,000.01 - $10,000.00).” Section 2.13.C.3 - Revised dollar amount from $3,000.00 to $5,000.00. Section 2.13.C.3.(5).(a) - Revised dollar amount from $3,000.01 to $5,000.01. Section 2.13.C.3.(9).(a) - Deleted “SAP 7 Funds Commitment.” Section 2.13.C.4.(3).(a) - Revised dollar amount from $3,000.01 to $5,000.01. Section 2.13.C.8.b - Inserted section that provides instructions for preparation of valuation contract forms RW-215 and RW-215A. Section 2.13.C.12 - Changed the title of Figure 2.5.a from “Information Required from Contractors Checklist” to “Solicitation of Interest Letter - Best Value.” Changed dollar amounts on Figure 2.8.a from $3,000.00 to $5,000.00 and from $3,000.00 to $3,000.01. Deleted “SAP 7 Funds Commitment” from Figure 2.8.a. Changed dollar amounts on Figure 2.8.b from $3,000.00 to $5,000.00 and from $3,000.00 to $3,000.01. Deleted “SAP 7 Funds Commitment” from Figure 2.8.b. Section 2.14 - Changed the number of APA forms approved by the Department from “four” to “six.” Section 2.18.B - Added language that staff appraisers must receive procedure guidance and supervision from the District Chief Appraiser or Central Office Review Appraiser, if requested, in all appraisal and appraisal review work. Section 2.18.I - Revised entire section. Section 2.19.E.1 - Added language to clarify role of the Office of Chief Counsel during the initial determination of whether or not the Assembled Economic Unit Doctrine applies. Section 2.19.E.4 - Added language that requires the pre-acquisition survey and the preliminary inventory must be complete and available to those individuals responsible to complete the Checklist, RW-276.

CHAPTER 3-ACQUISITIONS Section 3.01.E - Inserted section discussing procurement of right-of-way acquisition services. Section 3.02.D.4 - Inserted section discussing right to know law requests. Section 3.03.F - Changed section title from “Rights of Entry and Authorizations to Enter” to “Authorizations to Enter and Rights of Entry.” Section 3.03.F.2 - Added instructions on using forms RW-397 and RW-397A. Section 3.03.H - Revised entire section. Section 3.03.K - Revised entire section. Section 3.03.L.3 - Changed “Deed, RW-317 or RW-317F” to “Deed, RW-365 or RW-365F” Section 3.03.P.6 - Added language clarifying that the signature of a relocation advisor in order to use form RW-260OAD in place of a moving cost finding memorandum. Section 3.03.P.10 - Added language discussing procedures to follow if an amicable settlement cannot be reached with the owner of an OAD. Section 3.03.Q - Inserted section discussing acquisition from railroads. Section 3.05.B.2 - Added language discussing the importance of determining whether a mortgage or judgment of record has been satisfied. Section 3.05.C. - Added language to clarify that alternative to standard title search can be used when total damages, including direct, indirect, cost to cure, and temporary easements are $25,000.00 or less. Section 3.06.B - Revised entire section. Discussion regarding required signatures has moved to the Signature Authority Guide, Appendix F. Section 3.07.C.1 - Added language to clarify that the limit for a release of lien for amicable settlements is when total damages are $25,000.00 or less. Total damages include direct, indirect, cost to cure, and temporary easements. Section 3.07.I.2 - Added language to clarify that alternative to standard title search can be used when total damages, including direct, indirect, cost to cure, and temporary easements are $25,000.00 or less. Section 3.08.B.3.i - Revised procedure used to notify Districts of legal opinions concerning real property interests of utilities. Section 3.08.B.3.k - Revised entire section concerning takings involving highway railroad crossings. Section 3.08.B.4.g - Added language to reinforce that a claimant’s attorney is not to be listed on the RW-437 unless in the claimant is in bankruptcy.

Section 3.08.B.4.l - Added section to emphasize the importance of completing the RW-432ML and submitting it with the declaration of taking request. Section 3.08.B.9 - Added a second paragraph to clarify procedures to notify condemnees, mortgagees and lienholders of record. Section 3.08.B.9.a - Added language discussing who should be listed on the RW-475T. Section 3.08.B.9.b - Inserted section that discusses notice when claimant’s counsel is listed on form RW-437. Section 3.08.B.12.c - Inserted language which states the date that mortgagees or lienholders of record received notice is not reported and has no bearing on the 30 day period for preliminary objections. Added language to clarify that the RW-432ML never needs to be recorded. Section 3.09.C.3 - Deleted language that stated if there is an amicable settlement of a claim of $25,000 or less prior to the deposit of estimated just compensation, and the District Right-of-Way Administrator has certified that there is sufficient remaining property to secure the liens, no release(s) of lien is required. Inserted language that states once a parcel has been condemned every lien must be released using form RW-307 or must be paid out of the settlement amount regardless of the amount of the lien or the amount of the claim. CHAPTER 4-RELOCATION ASSISTANCE Revised all references to the maximum dollar amount of down payment supplement including closing costs from $5,250.00 to $6,300.00. Section 4.03.E.1.a - Revised guidelines for determining carve-out figures involving excess land. Section 4.05.K - Added language that states form RW-591OAD can be sent after the land has been acquired amicably or through a declaration of taking and at least 60 days have expired since the RW-356OAD and RW-590OAD were presented to the owner. Section 4.05.K.5.b - Inserted section titled “ROW Office Entries” that discusses completing the Business Relocation Claim Maintenance screens for OADs. Section 4.05.K.5.c - Added a sentence which states that it is advisable to obtain the value and moving costs for an OAD early in the project to avoid delays. Section 4.07.E - Revised entire section. Section 4.07.F - Inserted section discussing the delegation of last resort housing plan review authority to Districts. CHAPTER 5-PROPERTY MANAGEMENT Section 5.02.C.5 - Deleted language that stated the claim number could be used for the agreement number on form RW-670I.

CHAPTER 6-ADMINISTRATION Section 6.03.C - Added guidance of how to access substitute form W-9 from the ROW Office home page link. Section 6.03.J.2.c - Revised the information to use when completing the W-9 for an unknown owner. Section 6.03.J.2.d - Inserted statement that states not to use the Office of Chief Counsel address for master vendor record number requests. Section 6.03.J.3.b - Revised address to use when completing the W-9 for an unlocatable owner. Section 6.04.C.9 - Revised payee address to use when a deposit of estimated just compensation is requested. Section 6.06 - Revised information on state project numbers for miscellaneous right-of-way claims. Section 6.07 - Revised maximum dollar amount for no Bid Procurements or miscellaneous costs related to R/W claims from $3,000.00 to $5,000.00. Section 6.07.8 - Added guidance on how to obtain the correct header information on the Claim Payment Maintenance screen when processing miscellaneous payments. Section 6.08.D.1.b.(6) - Added “The status of all identified outdoor advertising devices (OAD) is provided. Specify if the OAD damages to the claimant are being paid by personal property loss or OAD moving costs” to the list of criteria for the issuance of Clearance level Conditional-1 where business or residential relocatees have not vacated the parcel. Section 6.08.D.4 - Added language that states right-of-entry should only be used in emergency situations. Section 6.08.D.5 - Added language to the list of criteria for final NTP that states all OADs have been moved or deemed abandoned by the District Administrator. Section 6.08.E.1.c - Inserted section discussing claim description codes. Section 6.08.F.1 - Added language that states the certification date will not be entered on the Clear Claim Maintenance screen by the Central Office Right-of-Way Administration Unit if the District has not entered Claim Description codes to describe the claim. Section 6.08.F.2 - Revised guidance on entering MPMS records on the Project MPMS Maintenance screen. Section 6.10 - Completed revised entire section discussing right-of-way take-up projects. CHAPTER 7-EXCESS LAND Section 7.02.A - Added guidance on where to locate the Disposal of Real Property and Lease Agreement/Renewal Programmatic CE Applicability Form. Section 7.02.I - Added language that discusses the basis for the offer for disposition.

Section 7.02.J - Added language about the name of the entity which the land is to be disposed being required on form RW-608. Section 7.03 - Added language describing the meaning of limited access rights. Section 7.04.C - Inserted section discussing limited access controls. Section 7.05.D - Revised guidelines on preparation of vacation and confirmation of disposition plan or revisions to the right-of-way plan. APPENDIX A – APPRAISAL GUIDE Section E.1 - Deleted language that states that the electronic forms should not be reprotected once unlocked and altered. The forms can be unlocked and locked without loss of data by clicking on the lock icon. Section J.2.e.(1) - Deleted reference to Section J.18. Section J.2.e.(2) - Changed reference to Section J.24 to J.4.h. APPENDIX B - RIGHT-OF-WAY FORMS INDEX Appendix B was revised by adding several new forms and by shading any deleted forms gray. All forms were given a new date of 6/07 except any unchanged pre-approved forms. The following forms were revised: RW-215 RW-215A RW-256 RW-260OAD RW-260WE RW-270 RW-270A RW-270B RW-271 RW-273 RW-275A RW-275P RW-275PS RW-275T RW-275TS RW-276

RW-277 RW-278 RW-280 RW-307 RW-317 RW-317AF RW-317DUR RW-317F RW-318QC RW-319 RW-320 RW-330 RW-330F RW-334 RW-338 RW-352

RW-365 RW-365F RW-376 RW-377 RW-391 RW-400DTR RW-432ML RW-443 RW-475T RW-540 RW-556RS RW-560 RW-562 RW-566 RW-570RS-EVAL RW-590OAD

RW-591OAD RW-608 RW-621 RW-658 RW-664 RW-670JU RW-670I RW-680 RW-683 RW-685 RW-686 RW-702 RW-918

APPENDIX C - LEGAL ISSUES AND GUIDANCE Section A.1.b - Changed “underground anchor” to “structural support.” Section A.1.c - Changed “underground anchor” to “structural support.” Section A.1.d - Changed section heading from “fee simple or easement” to “Acquisition of required right-of-way in fee simple or easement.”

Table of Contents Publication 378

TOC - 1

CHAPTER 1............................................................................................................................................................. 1-1

1.01 INTRODUCTION ...................................................................................................................................... 1-1

1.02 ORGANIZATION...................................................................................................................................... 1-1 A. UTILITIES AND RIGHT-OF-WAY SECTION.. .................................................................................................... 1-1 B. ENGINEERING DISTRICT OFFICE. ................................................................................................................... 1-1

1.03 TITLE VI OF THE CIVIL RIGHTS ACT .............................................................................................. 1-2

1.04 REQUEST FOR LEGAL OPINION ........................................................................................................ 1-2

1.05 LEGAL AND RELATED ISSUES............................................................................................................ 1-3 A. ACQUISITION ISSUES ..................................................................................................................................... 1-3

1.06 APPROVAL AUTHORITY / RESCINDING APPROVAL AUTHORITY ......................................... 1-3

1.07 ALTERATION AND APPROVAL OF PRE-APPROVED FORMS .................................................... 1-4

1.08 WAIVER OF RIGHT-OF-WAY MANUAL REQUIREMENTS .......................................................... 1-4


TOC - 2

CHAPTER 2............................................................................................................................................................. 2-1

2.01 PURPOSE AND OBJECTIVE.................................................................................................................. 2-1

2.02 APPLICATION OF THE UNIFORM ACT AND USPAP ..................................................................... 2-1 A. JURISDICTIONAL EXCEPTION. ........................................................................................................................ 2-1 B. SUPPLEMENTAL STANDARDS ........................................................................................................................ 2-2 C. USPAP LIBRARY .......................................................................................................................................... 2-2

2.03 COMPENSATION..................................................................................................................................... 2-2 A. JUST COMPENSATION .................................................................................................................................... 2-2 B. FAIR MARKET VALUE ................................................................................................................................... 2-2 C. APPROVED AMOUNT AND OFFER OF JUST COMPENSATION FOR GENERAL DAMAGES................................... 2-3 D. OFFER TO PURCHASE PROPERTY PRIOR TO CONDEMNATION AND ESTIMATED JUST COMPENSATION

AFTER CONDEMNATION ................................................................................................................................ 2-3 2.04 PENNDOT APPRAISAL POLICIES AND PROCEDURES: THE APPLICATION OF

UNIFORM APPRAISAL STANDARDS PURSUANT TO FEDERAL AND STATE LAW AND STATE EMINENT DOMAIN REQUIREMENTS ................................................................................. 2-4

A. PENNDOT’S APPRAISAL FUNCTION & LEGAL JURISDICTIONAL AUTHORITY................................................ 2-5 B. THE LEGAL AUTHORITY GOVERNING APPRAISAL PRACTICE IN THE COMMONWEALTH................................ 2-5 C. THE UNIFORM ACT AND THE USPAP REQUIREMENTS OF REACA ARE CONSISTENT .................................. 2-6 TD. THE USE OF STANDARD APPRAISAL FORMS.................................................................................................. 2-7

2.05 APPRAISAL GUIDE ................................................................................................................................. 2-7

2.06 ELEMENTS OF GENERAL DAMAGES ............................................................................................... 2-8

2.07 COMPENSABLE VERSUS NONCOMPENSABLE ELEMENTS OF DAMAGE ............................. 2-8

2.08 GENERAL VERSUS SPECIAL BENEFITS........................................................................................... 2-8

2.09 APPRAISER QUALIFICATIONS ........................................................................................................... 2-9 A. USE OF STAFF AND FEE APPRAISERS............................................................................................................. 2-9 B. QUALIFICATION STANDARDS FOR STAFF APPRAISERS .................................................................................. 2-9 C. QUALIFICATION STANDARDS FOR FEE APPRAISERS ...................................................................................... 2-9 D. APPRAISAL CERTIFICATE RENEWAL............................................................................................................ 2-10 E. ACQUISITION CONSULTING FIRMS AND APPRAISAL ACTIVITIES ................................................................. 2-10 F. CONFLICT OF INTEREST............................................................................................................................... 2-11

2.10 APPRAISAL RELATED FORMS.......................................................................................................... 2-11 A. RW-260 WAIVER VALUATION.................................................................................................................... 2-11 B. RW-270 STRIP APPRAISAL—PARTIAL TAKE. ............................................................................................. 2-11 C. RW–270A BEFORE-AND-AFTER APPRAISAL REPORT................................................................................. 2-12 D. RW-270B TOTAL TAKE APPRAISAL REPORT .............................................................................................. 2-12 TE. RW-277 MACHINERY & EQUIPMENT VALUATION REPORT ........................................................................ 2-12

2.11 APPRAISAL PROJECT MANAGEMENT........................................................................................... 2-12 TA. PROJECT SCOPE OF WORK/FIELD VIEW....................................................................................................... 2-12 B. PRELIMINARY DATA COLLECTION .............................................................................................................. 2-12 C. REVIEW OF RIGHT-OF-WAY PLAN............................................................................................................... 2-13 D. CLAIM DAMAGE ESTIMATE AND THE WBS (WORK BREAKDOWN STRUCTURE) ......................................... 2-13 E. APPRAISAL FIELD VIEW .............................................................................................................................. 2-13 F. APPRAISAL ASSIGNMENTS .......................................................................................................................... 2-14 G. THE RULE FOR APPRAISAL ASSIGNMENTS .................................................................................................. 2-14 H. COORDINATION OF THE REVIEW FUNCTION ................................................................................................ 2-15


TOC - 3

I. ACQUISITION CONSULTANTS....................................................................................................................... 2-15 J. DOCUMENT TRANSMITTALS........................................................................................................................ 2-16 K. SPECIALTY REPORTS ................................................................................................................................... 2-16 L. PLAN REVISIONS ......................................................................................................................................... 2-16 M. REVISING AND UPDATING APPRAISALS....................................................................................................... 2-16 N. IF THE FEE FOR UPDATING IS NOT INCLUDED IN THE INITIAL BID ............................................................... 2-16 O. IF A STRIP APPRAISAL IS DONE WITHOUT SETTLEMENT ............................................................................. 2-16 P. LITIGATION ................................................................................................................................................. 2-17 Q. APPRAISAL SERVICES FOR EMERGENCY SITUATIONS.................................................................................. 2-19 R. PAYMENT FOR APPRAISAL SERVICES AND PENALTY................................................................................... 2-20

2.12 WAIVER VALUATION AND MINIMUM PAYMENT ...................................................................... 2-20 TA. WAIVER VALUATION (WV) ........................................................................................................................ 2-20 B. WAIVER VALUATION CATEGORIES; CLAIMANT ELECTION REQUIREMENT WHERE WV

EXCEEDS $10,000 ....................................................................................................................................... 2-20 C. WAIVER VALUATION PROCEDURE .............................................................................................................. 2-20 D. QUALITY CONTROL..................................................................................................................................... 2-21 E. MINIMUM PAYMENT ................................................................................................................................... 2-21 T

2.13 APPRAISAL INVITATION TO QUALIFY (ITQ)............................................................................... 2-22 A. PURPOSE ..................................................................................................................................................... 2-22 B. CATEGORIES OF ASSIGNMENTS ................................................................................................................... 2-22 C. ORDERING OF APPRAISALS AND SELECTION PROCEDURES.......................................................................... 2-22

2.14 APPRAISAL PROBLEM ANALYSIS ................................................................................................... 2-45 A. DEVELOPMENT OF THE APA ....................................................................................................................... 2-45 B. REVISION OF APA....................................................................................................................................... 2-46 C. FILING OF THE APA .................................................................................................................................... 2-46

2.15 INFORMATION PROVIDED TO THE FEE APPRAISER................................................................ 2-46

2.16 ROLES AND RESPONSIBILITIES OF APPRAISERS ...................................................................... 2-47

2.17 ROLES AND RESPONSIBILITIES OF REVIEW APPRAISERS..................................................... 2-48

2.18 APPRAISAL REVIEW FUNCTION ..................................................................................................... 2-49 A. REVIEW PROCESS REQUIREMENT................................................................................................................ 2-49 B. SELECTION OF REVIEW APPRAISERS ........................................................................................................... 2-49 C. REVIEW PROCESS ........................................................................................................................................ 2-50 D. DUTIES OF CENTRAL OFFICE REVIEW STAFF .............................................................................................. 2-50 E. MATH AND LOGIC CHECKS ......................................................................................................................... 2-50 F. MINOR CORRECTIONS AND REVISIONS........................................................................................................ 2-50 G. SIGNIFICANT CORRECTIONS AND REVISIONS............................................................................................... 2-50 H. DIVERGENT VALUES ................................................................................................................................... 2-51 I. DETERMINATION OF VALUE BY REVIEW APPRAISER................................................................................... 2-51 J. REVIEW OF PROPERTY OWNER’S APPRAISAL.............................................................................................. 2-52 K. DOCUMENTATION ....................................................................................................................................... 2-52 L. UNECONOMIC REMNANTS ........................................................................................................................... 2-52

2.19 CLAIMS INVOLVING THE ACQUISITION OF A BUSINESS........................................................ 2-52 A. PURPOSE AND GENERAL LEGAL REQUIREMENT.......................................................................................... 2-52 B. APPLICABILITY OF PROCEDURES................................................................................................................. 2-53 C. PRELIMINARY GROUNDWORK ..................................................................................................................... 2-54 D. OBTAINING M&E REPORTS......................................................................................................................... 2-54 E. DECIDING WHETHER THE ASSEMBLED ECONOMIC UNIT DOCTRINE APPLIES ............................................. 2-55 F. DEVELOPING THE APA ............................................................................................................................... 2-56 G. APPRAISAL REVIEW PROCEDURES. ............................................................................................................. 2-56 H. WAIVING APPLICATION OF THE AEUD....................................................................................................... 2-57


TOC - 4

I. FEDERAL PARTICIPATION............................................................................................................................ 2-57 J. MACHINERY, EQUIPMENT AND FIXTURES OUTSIDE THE TAKE AREA.......................................................... 2-57

2.20 APPRAISAL WITNESS FEE SCHEDULES ........................................................................................ 2-57

2.21 DISCLOSURE OF VALUATION DOCUMENTS POLICY ............................................................... 2-58

2.22 MACHINERY AND EQUIPMENT VALUATION .............................................................................. 2-58 A. QUALIFICATIONS FOR M&E EXPERTS ......................................................................................................... 2-58 B. OBTAINING M&E VALUATION SERVICES.................................................................................................... 2-59 C. OBTAINING M&E REVIEW SERVICES .......................................................................................................... 2-59 D. APA............................................................................................................................................................ 2-59 E. M&E VALUATION PROCEDURES................................................................................................................. 2-60 F. COMPLETING THE MACHINERY AND EQUIPMENT VALUATION REPORT FORM RW-277.............................. 2-60 G. REVIEW PROCESS FOR M&E REPORTS ........................................................................................................ 2-63 H. GLOSSARY OF M&E TERMS ........................................................................................................................ 2-64


TOC - 5

CHAPTER 3............................................................................................................................................................. 3-1

3.01 GENERAL ACQUISITION PROCEDURES.......................................................................................... 3-1 A. BASIC ACQUISITION POLICIES - PRINCIPLES.................................................................................................. 3-1 B. SEPARATION OF RIGHT-OF-WAY FUNCTIONS - CONFLICT OF INTEREST........................................................ 3-3 TC. TYPE OF TITLE ACQUIRED - FEE, EASEMENT, OTHER.................................................................................... 3-3 D. $500 MINIMUM CLAIM AMOUNT .................................................................................................................. 3-4 E. PROCUREMENT OF RIGHT-OF-WAY ACQUISITION SERVICES......................................................................... 3-4

3.02 THE NEGOTIATION PROCESS ............................................................................................................ 3-5 A. PRE-NEGOTIATION ACTIVITIES ..................................................................................................................... 3-5 B. RIGHT-OF-WAY PLANS ................................................................................................................................. 3-5 C. NEGOTIATION CONTACTS, GENERAL ............................................................................................................ 3-5 D. DISCLOSURE OF VALUATION DOCUMENTS.................................................................................................... 3-8 E. PRE-NEGOTIATIONS CONTACT...................................................................................................................... 3-9 F. INITIATION OF NEGOTIATIONS, FIRST OFFER CONTACT .............................................................................. 3-12 TG. NUMBER OF CONTACTS............................................................................................................................... 3-15 H. COUNTER-DEMANDS................................................................................................................................... 3-16

3.03 SPECIFIC OFFER/ACQUISITION SITUATIONS ............................................................................. 3-16 A. ACQUISITION OF LAND ONLY...................................................................................................................... 3-16 B. ACQUISITION OF UNECONOMIC REMNANTS ................................................................................................ 3-18 C. ACQUISITION OF LAND AND IMPROVEMENTS .............................................................................................. 3-19 D. ACQUISITION OF PROPERTIES WITH OWNER-OCCUPIED BUSINESSES RW-356BOO AND

RW-356BOO/AEUD.................................................................................................................................. 3-20 E. ACQUISITION OF LAND AND TENANT-OWNED IMPROVEMENTS .................................................................. 3-21 F. AUTHORIZATIONS TO ENTER AND RIGHTS OF ENTRY.................................................................................. 3-24 G. CONSEQUENTIAL DAMAGE CLAIMS ............................................................................................................ 3-25 H. PROCEDURES AND DAMAGE CLAIMS ARISING FROM PRE-CONDEMNATION ENTRY.................................... 3-25 I. LOSS OF RENT DUE TO THE IMMINENCE OF CONDEMNATION...................................................................... 3-27 J. DEFACTO TAKING CLAIMS ......................................................................................................................... 3-29 K. ACQUISITION OF MINERAL INTERESTS ........................................................................................................ 3-30 L. DONATIONS OF REAL PROPERTY BY A PROPERTY OWNER .......................................................................... 3-31 M. DEDICATIONS OF REAL PROPERTY BY A GOVERNMENTAL BODY................................................................ 3-33 N. UNKNOWN AND UNLOCATABLE OWNERS ................................................................................................... 3-33 O. SPECIAL TERMS OF SETTLEMENT ................................................................................................................ 3-34 TP. OUTDOOR ADVERTISING DEVICES .............................................................................................................. 3-34 Q. ACQUISITIONS FROM RAILROADS................................................................................................................ 3-37

3.04 ADMINISTRATIVE SETTLEMENTS.................................................................................................. 3-39 A. GENERAL POLICY........................................................................................................................................ 3-39 B. AUTHORITY TO APPROVE SETTLEMENTS/RESCINDING APPROVAL AUTHORITY.......................................... 3-39 C. SETTLEMENT PROCEDURES - CLAIMS OF $10,000 OR LESS ......................................................................... 3-40 D. SETTLEMENT PROCEDURES - CLAIMS OF MORE THAN $10,000................................................................... 3-40 E. SETTLEMENT DATE AND PAYMENT PACKAGE............................................................................................. 3-41 F. PROHIBITION ON ADMINISTRATIVELY SETTLING RELOCATION ASSISTANCE PAYMENTS ............................ 3-42 G. ADMINISTRATIVE SETTLEMENTS ON CLAIMS INVOLVING REPLACEMENT HOUSING SUPPLEMENTS............ 3-42

3.05 TITLE SEARCHES ................................................................................................................................. 3-42 A. GENERAL .................................................................................................................................................... 3-42 B. STANDARD TITLE SEARCH, FORM RW-918................................................................................................. 3-42 C. ALTERNATIVE TO STANDARD TITLE SEARCH - CLAIMS OF $25,000 OR LESS .............................................. 3-43 D. BRING-DOWN TITLE SEARCH, FORM RW-918B ......................................................................................... 3-44

3.06 SETTLEMENT DOCUMENTS.............................................................................................................. 3-44 A. GENERAL RULES FOR COMPLETING SETTLEMENT DOCUMENTS.................................................................. 3-44 B. PREPARATION OF DEEDS ............................................................................................................................. 3-45


TOC - 6

C. PREPARATION OF AGREEMENTS OF SALE WITH CORRESPONDING DEED ..................................................... 3-46 D. SETTLEMENT DOCUMENTS WHEN THE DEPARTMENT ACQUIRES PROPERTY FOR A LOCAL PUBLIC

AGENCY (LPA) ........................................................................................................................................... 3-47 3.07 DAMAGE CLAIM PAYMENTS............................................................................................................ 3-47

A. PRELIMINARY BRING-DOWN TITLE SEARCH. .............................................................................................. 3-47 B. PROPERTY PLOTS, PLAN SHEETS................................................................................................................. 3-47 C. RELEASE OF LIEN, FORM RW-307 AND DIRECTIVE TO PAY, FORM RW-380 .............................................. 3-48 D. PRORATION OF TAXES, FORM RW-313T..................................................................................................... 3-49 TE. SETTLEMENT STATEMENT, FORM RW-313 ................................................................................................. 3-50 F. RIGHT-OF-WAY INVOICES........................................................................................................................... 3-51 G. DISBURSEMENT OF PAYMENTS.................................................................................................................... 3-51 H. CLAIM INFORMATION TRANSMITTAL LETTER, FORM RW-943 ................................................................... 3-51 I. DOCUMENTS TO BE INCLUDED IN DAMAGE CLAIM PAYMENT PACKAGES................................................... 3-51

3.08 CONDEMNATION PROCEDURES...................................................................................................... 3-53 A. PRE-CONDEMNATION NEGOTIATION PROCEDURES..................................................................................... 3-53 B. DECLARATION OF TAKING PREPARATION, FILING AND NOTICE PROCEDURES ............................................ 3-54 C. STIPULATION TO AMEND DECLARATION OF TAKING .................................................................................. 3-76 D. PETITION FOR LEAVE TO AMEND DECLARATION OF TAKING ...................................................................... 3-78 E. UPDATING APPRAISALS............................................................................................................................... 3-79 F. POST-CONDEMNATION NEGOTIATION PROCEDURES ................................................................................... 3-80 G. DECLARATION OF RELINQUISHMENT .......................................................................................................... 3-80 H. STIPULATION TO RELINQUISH ..................................................................................................................... 3-83

3.09 ESTIMATED JUST COMPENSATION PROCEDURES ................................................................... 3-84 A. PAYMENT OF ESTIMATED JUST COMPENSATION ......................................................................................... 3-84 B. PETITION TO DEPOSIT ESTIMATED JUST COMPENSATION INTO COURT ....................................................... 3-85 TC. PETITION TO RELEASE DEPOSIT OF ESTIMATED JUST COMPENSATION........................................................ 3-89 D. PETITION TO PAY DEPOSITED ESTIMATED JUST COMPENSATION TO THE COMMONWEALTH OF

PENNSYLVANIA, DEPARTMENT OF TRANSPORTATION................................................................................. 3-93 3.10 LITIGATION PROCEDURES ............................................................................................................... 3-95

A. REQUEST TO FILE A PETITION FOR VIEWERS ............................................................................................... 3-95 B. CLAIMS IN LITIGATION................................................................................................................................ 3-97 C. PETITION FOR WRIT OF POSSESSION.......................................................................................................... 3-106

3.11 ADVANCED ACQUISITION PROCEDURES................................................................................... 3-108 A. GENERAL .................................................................................................................................................. 3-108 B. HARDSHIP ACQUISITIONS.......................................................................................................................... 3-110 C. DOCUMENTATION OF HARDSHIPS.............................................................................................................. 3-111 D. PROTECTIVE BUYING ................................................................................................................................ 3-112 E. REQUESTS FOR APPROVAL OF ADVANCE ACQUISITIONS........................................................................... 3-112 F. ACQUISITION............................................................................................................................................. 3-113

3.12 EARLY ACQUISITION........................................................................................................................ 3-113 A. GENERAL .................................................................................................................................................. 3-113 B. EARLY ACQUISITION REQUIREMENTS AND PROCEDURES.......................................................................... 3-114

EXHIBIT NO. 1 FACTOR TABLE FOR COMPUTATION OF STATE’S SHARE OF TAXES .............. 3-115

FACTOR TABLE FOR COMPUTATION OF STATE’S SHARE OF SCHOOL TAXES ......................... 3-116


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CHAPTER 4............................................................................................................................................................. 4-1

4.01 GENERAL .................................................................................................................................................. 4-1 A. PURPOSE ....................................................................................................................................................... 4-1 B. AUTHORITY................................................................................................................................................... 4-1 C. POLICY STATEMENT...................................................................................................................................... 4-1 TD. AVAILABILITY OF THE RELOCATION ASSISTANCE PROGRAM........................................................................ 4-1 E. RELOCATION PAYMENTS - GENERAL ............................................................................................................ 4-1 F. APPEAL PROCEDURE ..................................................................................................................................... 4-3 G. DEFINITIONS.................................................................................................................................................. 4-3 H. DECENT, SAFE AND SANITARY HOUSING ...................................................................................................... 4-9

4.02 RELOCATION PROGRAM FROM THE CONCEPTUAL STAGE UNTIL INITIATION OF NEGOTIATIONS FOR THE PROJECT .............................................................................................. 4-14

A. CONCEPTUAL STAGE................................................................................................................................... 4-14 B. CONCEPTUAL STAGE SURVEY..................................................................................................................... 4-14 C. CONCEPTUAL STAGE REPORT ..................................................................................................................... 4-16 D. PRE-ACQUISITION SURVEY ......................................................................................................................... 4-16 E. GUIDELINES ON COMPLETION OF RELOCATION ASSISTANCE INTERVIEWS.................................................. 4-17 F. PRE-ACQUISITION REPORT.......................................................................................................................... 4-20 G. PUBLIC HEARINGS....................................................................................................................................... 4-21 H. RELOCATION NOTICES ................................................................................................................................ 4-21

4.03 RELOCATION OF RESIDENTIAL OWNER AND TENANT-OCCUPANTS ................................ 4-23 A. GENERAL PROVISIONS................................................................................................................................. 4-23 B. ORDERING SUPPLEMENTAL EVALUATIONS ................................................................................................. 4-25 C. COMPARABLE LISTINGS .............................................................................................................................. 4-25 D. REPLACEMENT HOUSING SUPPLEMENT OFFER COMPUTATIONS, RW-570RH ............................................ 4-26 E. NON-TYPICAL ACQUISITION/CARVE-OUT SITUATIONS............................................................................... 4-29 F. MULTIPLE OCCUPANCY OF A SINGLE DWELLING........................................................................................ 4-32 G. UPDATES AND REVISIONS OF SUPPLEMENTAL OFFER COMPUTATIONS ....................................................... 4-33 H. REPLACEMENT HOUSING SUPPLEMENT PAYMENT COMPUTATION.............................................................. 4-35 I. CLOSING COSTS .......................................................................................................................................... 4-38 J. INCREASED MORTGAGE COSTS ................................................................................................................... 4-38 K. RENT SUPPLEMENTS.................................................................................................................................... 4-44 L. RENT SUPPLEMENT PAYMENT COMPUTATION ............................................................................................ 4-49 M. DOWN PAYMENT SUPPLEMENTS (OCCUPANTS OF 90 DAYS OR MORE) ........................................................ 4-50 N. DOWN PAYMENT SUPPLEMENT PAYMENT COMPUTATION .......................................................................... 4-50 O. RESIDENTIAL MOVING COSTS ..................................................................................................................... 4-52 P. APPRAISAL, ENGINEERING AND ATTORNEY FEES ....................................................................................... 4-56 Q. RELOCATION PROGRAM ON PROJECTS AFFECTED BY A NATURAL DISASTER.............................................. 4-57 R. EMERGENCY ACQUISITION AND RELOCATION PROCEDURES....................................................................... 4-58 S. DISTRICT FOLLOW-UP-WHEN SUPPLEMENTAL PAYMENT CLAIM NOT FILED ............................................. 4-59

4.04 MOBILE HOMES.................................................................................................................................... 4-59 A. GENERAL INFORMATION ............................................................................................................................. 4-59 B. ELIGIBILITY DETERMINATIONS ................................................................................................................... 4-60 C. ACQUISITION OF MOBILE HOMES................................................................................................................ 4-60 D. REPLACEMENT HOUSING PAYMENTS - GENERAL........................................................................................ 4-62 E. SUPPLEMENTAL OFFERS TO 180 - DAY OWNER - OCCUPANTS .................................................................... 4-62 F. SUPPLEMENTAL OFFERS TO 90 TO 179 - DAY OWNERS AND 90 - DAY TENANTS ........................................ 4-63 G. OWNERS AND TENANTS OF LESS THAN 90-DAYS ........................................................................................ 4-63 H. MOVING COSTS........................................................................................................................................... 4-63

4.05 BUSINESSES, FARMS AND NONPROFIT ORGANIZATIONS ...................................................... 4-64 A. ELIGIBILITY REQUIREMENTS....................................................................................................................... 4-64 B. ACQUISITION AND RELOCATION PROCEDURES............................................................................................ 4-64


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C. THE ASSEMBLED ECONOMIC UNIT DOCTRINE ............................................................................................ 4-67 D. MOVING COST PAYMENT ............................................................................................................................ 4-68 TE. PERSONAL PROPERTY LOSS PAYMENT........................................................................................................ 4-74 F. SEARCHING COST PAYMENT ....................................................................................................................... 4-76 TG. BUSINESS REESTABLISHMENT EXPENSE PAYMENT ..................................................................................... 4-77 TH. BUSINESS DISLOCATION DAMAGES............................................................................................................. 4-78 I. APPRAISAL, ENGINEERING AND ATTORNEY FEES ....................................................................................... 4-81 J. INCREASED MORTGAGE COSTS ................................................................................................................... 4-81 K. RELOCATION OF OUTDOOR ADVERTISING DEVICES (OADS) ...................................................................... 4-82

4.06 RELOCATION ASSISTANCE............................................................................................................... 4-85 A. GENERAL .................................................................................................................................................... 4-85 B. RELOCATION OFFICES ................................................................................................................................. 4-85 C. MINIMUM ADVISORY ASSISTANCE SERVICE REQUIREMENTS ..................................................................... 4-86

4.07 REPLACEMENT HOUSING OF LAST RESORT .............................................................................. 4-88 A. GENERAL .................................................................................................................................................... 4-88 B. APPLICATION OF LAST RESORT HOUSING ................................................................................................... 4-89 C. IDENTIFICATION OF LAST RESORT SITUATIONS........................................................................................... 4-90 D. LAST RESORT HOUSING PLAN REQUIREMENTS........................................................................................... 4-90 E. LAST RESORT HOUSING PLAN REVIEW ....................................................................................................... 4-92 F. DELEGATION OF LAST RESORT HOUSING PLAN REVIEW AUTHORITY......................................................... 4-92 G. PROGRAMMING OF FUNDS........................................................................................................................... 4-92 H. LAST RESORT HOUSING OFFER ................................................................................................................... 4-93 I. LAST RESORT HOUSING PAYMENTS............................................................................................................ 4-93 J. DISPOSAL OF LAST RESORT HOUSING UNITS .............................................................................................. 4-93 K. FEDERAL PARTICIPATION............................................................................................................................ 4-94

4.08 RELOCATION PROGRAM AT CONSTRUCTION STAGE ............................................................ 4-94 A. GENERAL .................................................................................................................................................... 4-94 B. ADVANCE NOTICE OF MOVE DATE (90-DAY NOTICE) AND NOTICE TO VACATE ........................................ 4-94 C. EVICTIONS................................................................................................................................................... 4-95

4.09 CIVIL RIGHTS AND EQUAL OPPORTUNITY REQUIREMENTS ............................................... 4-95

4.10 FORMS, REPORTS, RECORDS ........................................................................................................... 4-96 A. FORMS......................................................................................................................................................... 4-96 B. RECORDS AND REPORTS.............................................................................................................................. 4-97


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CHAPTER 5............................................................................................................................................................. 5-1

5.01 GENERAL .................................................................................................................................................. 5-1

5.02 INTERIM LEASING AND MANAGEMENT OF PROPERTIES........................................................ 5-1 A. INTERIM LEASES ........................................................................................................................................... 5-1 B. NINETY DAY FREE OCCUPANCY ................................................................................................................... 5-2 C. LEASING TO CLAIMANTS............................................................................................................................... 5-2 D. REFUSAL TO SIGN LEASE .............................................................................................................................. 5-3 E. RENT PAYMENTS........................................................................................................................................... 5-3 F. OVERDUE RENT............................................................................................................................................. 5-4 TG. SUBSEQUENT INTERIM TENANTS................................................................................................................... 5-4 H. INSURANCE ................................................................................................................................................... 5-5 I. PAYMENTS IN LIEU OF TAXES ....................................................................................................................... 5-5 J. REPAIRS ........................................................................................................................................................ 5-6 K. UTILITIES ...................................................................................................................................................... 5-6 L. INTERIM LEASING OF VACANT LAND ............................................................................................................ 5-6 M. RETURN OF SECURITY DEPOSIT..................................................................................................................... 5-6 TN. ANNUAL INSPECTION .................................................................................................................................... 5-7 O. LEASING TO DEPARTMENT EMPLOYEES PROHIBITED .................................................................................... 5-7

5.03 JOINT USE LEASING OF RIGHT-OF-WAY........................................................................................ 5-7 A. APPLICATION PROCEDURE ............................................................................................................................ 5-7 B. DISTRICT REVIEW OF APPLICATION .............................................................................................................. 5-8 C. DESCRIPTION OF PROPERTY AND PROPOSED USE.......................................................................................... 5-8 D. LEASE PREPARATION .................................................................................................................................... 5-9 E. RECOMMENDATION OF APPROVAL................................................................................................................ 5-9 F. LESSEE’S SIGNATURE.................................................................................................................................... 5-9 G. NOTICE IN PENNSYLVANIA BULLETIN........................................................................................................... 5-9 H. LEASE PACKAGE ........................................................................................................................................... 5-9 I. LEASE TERMS................................................................................................................................................ 5-9 J. CENTRAL OFFICE REVIEW, APPROVALS AND SIGNING................................................................................ 5-11 K. PROCEEDS FROM LEASES ............................................................................................................................ 5-12 L. ANNUAL INSPECTION. ................................................................................................................................. 5-12 M. ASSIGNMENT OF LEASE............................................................................................................................... 5-12 N. LEASING TO DEPARTMENT EMPLOYEES PROHIBITED .................................................................................. 5-13

5.04 INVENTORY OF IMPROVEMENT AND OWNER RETENTION .................................................. 5-18 A. INVENTORY OF IMPROVEMENT, FORM RW-663 .......................................................................................... 5-18 B. DELIVERY OF OFFER AND INVENTORY OF IMPROVEMENT........................................................................... 5-18 C. RETENTION BY OWNER............................................................................................................................... 5-18 D. PAYMENT FOR RETAINED IMPROVEMENTS AND/OR MACHINERY, EQUIPMENT AND FIXTURES ................... 5-19 E. VERIFICATION OF INVENTORY OF IMPROVEMENT ....................................................................................... 5-19 F. TIME LIMIT.................................................................................................................................................. 5-20 G. REMOVAL AGREEMENT............................................................................................................................... 5-20 H. RENT PAYMENT FOR RETAINED IMPROVEMENTS ........................................................................................ 5-20 I. REMOVAL OF IMPROVEMENTS..................................................................................................................... 5-20 J. DEMOLITION PROGRESS REPORT................................................................................................................. 5-20 TK. OWNER REVIEW OF ALTERNATE SITE ......................................................................................................... 5-21

5.05 PROPERTY MANAGEMENT CONTRACTS AND MBE/WBE DBE REQUIREMENTS ............ 5-21 A. DEPARTMENT OF GENERAL SERVICES WEBSITE ......................................................................................... 5-21 B. SMALL, NO BID PROCUREMENTS - LESS THAN $5,000.00........................................................................... 5-21 C. SMALL, INFORMAL BID PROCUREMENTS, $5,000.01 - $10,000.00 .............................................................. 5-22 D. BID PROCUREMENTS, $10,000.01 - $500,000.00 (FORMAL, COMPETITIVE SEALED BIDDING) .................... 5-23 E. DEMOLITION BID PROCUREMENTS, 100% STATE FUNDED, $50,000.00 - $100,000.00 ............................... 5-24 F. DEMOLITION BID PROCUREMENTS, 100% STATE FUNDED, GREATER THAN $100,000.01 .......................... 5-26


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G. DEMOLITION BID PROCUREMENTS, FEDERAL FUNDS, $25,000.00 OR MORE .............................................. 5-26 H. PENNDOT LIST OF PREQUALIFIED DEMOLITION CONTRACTORS ................................................................ 5-27 I. CONTRACT PROVISIONS .............................................................................................................................. 5-28 J. PERSONS AUTHORIZED TO SIGN CONTRACTS ON BEHALF OF CORPORATIONS ............................................ 5-28 K. INITIALING OF CHANGES MADE TO A CONTRACT........................................................................................ 5-29

5.06 DEMOLITION/REMOVAL OF IMPROVEMENTS........................................................................... 5-29 A. OWNER RETENTION..................................................................................................................................... 5-30 B. DEMOLITION OR SALE OF IMPROVEMENTS. ................................................................................................. 5-30 C. ADVERTISING FOR BIDS - DEMOLITION....................................................................................................... 5-30 D. BIDDING...................................................................................................................................................... 5-31 E. AWARDING THE CONTRACT ........................................................................................................................ 5-32 TF. EMERGENCY DEMOLITION .......................................................................................................................... 5-32 G. INSPECTION OF DEMOLITION WORK............................................................................................................ 5-32

5.07 DISPOSAL OF SURPLUS PROPERTY BY DEPARTMENT OF GENERAL SERVICES (DGS), BUREAU OF SURPLUS OPERATIONS .............................................................................................. 5-35

A. REQUIREMENT FOR DGS CUSTODY............................................................................................................. 5-35 B. DGS NOTIFICATION/REQUEST .................................................................................................................... 5-35 TC. INVENTORY OF ACQUIRED PERSONALTY..................................................................................................... 5-35 D. RETENTION OF PERSONALTY BY PENNDOT................................................................................................ 5-36 E. ACQUIRED LICENSED MOTOR VEHICLES/MOBILE HOMES .......................................................................... 5-36 F. DGS CONTROL............................................................................................................................................ 5-37 G. DISTRICT COORDINATION AND STAFF ASSISTANCE .................................................................................... 5-37 H. PAYMENT PROCEDURE ................................................................................................................................ 5-37 I. PURCHASE OF PERSONAL PROPERTY BY COMMONWEALTH EMPLOYEES .................................................... 5-37

5.08 MAINTENANCE OF ACQUIRED RIGHT-OF-WAY ........................................................................ 5-37 A. MISCELLANEOUS PAYMENT PROCEDURES .................................................................................................. 5-37 B. PURCHASING PROCEDURES ......................................................................................................................... 5-38 C. FINANCIAL MANAGEMENT (SAP) ............................................................................................................... 5-38 D. CONTRACTING FOR REPAIRS ....................................................................................................................... 5-38 E. TENANT REPAIRS ........................................................................................................................................ 5-38 F. EMERGENCY REPAIRS ................................................................................................................................. 5-38

5.09 HANDLING AND PROCESSING OF RENT PAYMENTS................................................................ 5-40 A. USES OF RENTAL MONIES ........................................................................................................................... 5-40 B. RENT PROCESSING. ..................................................................................................................................... 5-40 CC. RENT TRANSMITTAL, FORM RW-670R. ...................................................................................................... 5-41 D. INTERIM-LEASE RENT PROCESSING ........................................................................................................... 5-41 E. JOINT USE LEASE RENT PROCESSING .......................................................................................................... 5-43 F. REFUNDS OF RENT OR PURCHASE MONEY .................................................................................................. 5-45 G. ALTERNATIVE REFUND PROCEDURE ........................................................................................................... 5-45

5.10 ACQUISITION AND SALE OF MOBILE HOMES ............................................................................ 5-45 A. PERSONAL PROPERTY VERSUS REAL PROPERTY......................................................................................... 5-45 B. TRANSFER OF TITLE - ACQUISITION ............................................................................................................ 5-45 C. TRANSFER OF TITLE - SALE......................................................................................................................... 5-46

5.11 HAZARDOUS MATERIALS ................................................................................................................. 5-47 A. DEFINITION ................................................................................................................................................. 5-47 B. DEALING WITH HAZARDOUS MATERIALS................................................................................................... 5-47 C. PARTICULAR HAZARDS ............................................................................................................................... 5-47 D. INSPECTION FOR HAZARDOUS WASTES/DISTRICT ENVIRONMENTAL MANAGER......................................... 5-48 E. REMOVAL OF HAZARDOUS WASTES............................................................................................................ 5-48 F. ALERTNESS REQUIRED................................................................................................................................ 5-49 G. STANDARDS ................................................................................................................................................ 5-49 H. LAWS AND REGULATIONS ........................................................................................................................... 5-49


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5.12 RODENT CONTROL PROCEDURES ................................................................................................. 5-49 A. IDENTIFICATION OF RODENT INFESTATION ................................................................................................. 5-49 B. RODENT CONTROL INSPECTION................................................................................................................... 5-50 C. RODENT CONTROL ...................................................................................................................................... 5-50 D. CONTRACTING FOR EXTERMINATION SERVICES.......................................................................................... 5-50

5.13 ACQUISITION/LEASING OF MAINTENANCE SITES.................................................................... 5-50 A. PROCEDURES COMMON TO ACQUISITIONS AND LEASES.............................................................................. 5-50 B. PURCHASE OF MAINTENANCE SITE ............................................................................................................. 5-52 C. LEASING OF MAINTENANCE SITES .............................................................................................................. 5-54 D. CONDEMNATION ......................................................................................................................................... 5-56 E. APPENDIX.................................................................................................................................................... 5-57

5.14 FORMS, REPORTS, AND RECORDS.................................................................................................. 5-57 A. RIGHT-OF-WAY FORMS............................................................................................................................... 5-58


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CHAPTER 6............................................................................................................................................................. 6-1

6.01 ROW OFFICE – RIGHT-OF-WAY DATABASE APPLICATION...................................................... 6-1 A. ACCESS TO ROW OFFICE.............................................................................................................................. 6-1 B. LOCATION OF ROW OFFICE.......................................................................................................................... 6-1 C. ROW OFFICE NAVIGATION........................................................................................................................... 6-1 D. PRE-REMIS ARCHIVES................................................................................................................................. 6-1 E. ROW OFFICE HELP SCREENS ........................................................................................................................ 6-1 F. ROW OFFICE EVENTS................................................................................................................................... 6-1

6.02 RIGHT-OF-WAY ENCUMBRANCE - ROW OFFICE TO SAP VIA XML INTERFACE............... 6-2

6.03 SAP VENDOR RECORD.......................................................................................................................... 6-3 A. DEFINITIONS.................................................................................................................................................. 6-3 B. SAP ACCOUNTING VENDOR RECORD ........................................................................................................... 6-3 C. SUBSTITUTE FORM W-9 ................................................................................................................................ 6-4 D. ROW OFFICE NEGOTIATIONS FOLDER (FORMERLY KNOWN AS THE REMIS NEGOTIATIONS

PROGRESS REPORT)....................................................................................................................................... 6-4 E. SAP CENTRAL VENDOR MANAGEMENT UNIT............................................................................................... 6-5 TF. ALTERNATE PAYEE ....................................................................................................................................... 6-6 G. SECONDARY ADDRESS .................................................................................................................................. 6-6 H. SEARCHING THE SAP VENDOR FILE.............................................................................................................. 6-7 I. CHECK THE SAP VENDOR RECORD “FORMATTED ADDRESS”....................................................................... 6-8 J. SUBSTITUTE TIN........................................................................................................................................... 6-8

6.04 ROW OFFICE – RIGHT-OF-WAY CLAIM PAYMENTS................................................................. 6-10 A. OFFICIAL PAYMENT RECORD ...................................................................................................................... 6-10 B. PAYEE NAME .............................................................................................................................................. 6-10 C. PAYEE ADDRESS ......................................................................................................................................... 6-11 D. ROW OFFICE PAYMENT ERRORS ................................................................................................................ 6-12 E. EXPEDITED R/W PAYMENTS ....................................................................................................................... 6-12

6.05 INTERNAL REVENUE SERVICE 1099 REPORTS ........................................................................... 6-14 A. PAYMENTS NOT REPORTED TO THE IRS...................................................................................................... 6-14 B. DISCLOSURE OF IRS 1099 REPORTING REQUIREMENTS .............................................................................. 6-15 C. ROW OFFICE APPRAISAL LOG MAINTENANCE SCREEN.............................................................................. 6-15 D. TEMPORARY EASEMENT IRS 1099 IMPLICATIONS ...................................................................................... 6-15 E. PRORATION OF ADMINISTRATIVE SETTLEMENT FOR IRS 1099 PURPOSES................................................... 6-15 F. ROW OFFICE ADMINISTRATIVE SETTLEMENT CLAIM MAINTENANCE SCREEN .......................................... 6-16 G. ALTERNATIVE PRORATION.......................................................................................................................... 6-16 H. ELEMENTS CRITICAL TO IRS 1099 REPORTING ........................................................................................... 6-16

6.06 STATE PROJECT NUMBER FOR MISCELLANEOUS RIGHT-OF-WAY CLAIMS................... 6-17

6.07 NO BID PROCUREMENTS OR MISCELLANEOUS COSTS RELATED TO R/W CLAIMS (MAXIMUM $5,000.00) ........................................................................................................................... 6-18

6.08 RIGHT-OF-WAY CLEARANCE CERTIFICATIONS ....................................................................... 6-20 A. RIGHT-OF-WAY CLEARANCE CERTIFICATION REQUIRED............................................................................ 6-20 B. EXISTING RIGHT-OF-WAY........................................................................................................................... 6-20 C. FEDERAL STEWARDSHIP AND OVERSIGHT AGREEMENT.............................................................................. 6-20 TD. LEVELS OF RIGHT-OF-WAY CLEARANCE CERTIFICATIONS ......................................................................... 6-21 E. PROCEDURE TO REQUEST A RIGHT-OF-WAY CLEARANCE .......................................................................... 6-23 F. PROCEDURE TO ISSUE A RIGHT-OF-WAY CLEARANCE ................................................................................ 6-26 G. UPGRADE OF CONDITIONAL CLEARANCES .................................................................................................. 6-27 H. PUBLIC UTILITY COMMISSION ACQUISITIONS ............................................................................................. 6-27 I. RIGHT-OF-WAY CLEARANCE FOR LOCAL PUBLIC AGENCY (LPA) AND ENHANCEMENT PROJECTS............ 6-27


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6.09 CLOSING RIGHT-OF-WAY PROJECTS............................................................................................ 6-29 A. INTRODUCTION............................................................................................................................................ 6-29 B. PROCEDURES............................................................................................................................................... 6-29 C. PRE-REMIS ARCHIVES............................................................................................................................... 6-30

6.10 RIGHT-OF-WAY TAKE-UP PROJECTS ............................................................................................ 6-32 A. INTRODUCTION............................................................................................................................................ 6-32 B. ESTABLISHING RIGHT-OF-WAY TAKE-UP PROJECTS .................................................................................. 6-32 C. IDENTIFICATION OF CLAIMS FOR TAKE-UP PROJECTS ................................................................................. 6-32 D. TAKE-UP PROJECTS PROCESS AND DOCUMENTATION................................................................................. 6-33 E. MAINTAINING THE TAKE-UP PROJECT ........................................................................................................ 6-34 F. TAKE-UP PROJECT LIFECYCLE.................................................................................................................... 6-34


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CHAPTER 7............................................................................................................................................................. 7-1

7.01 GENERAL................................................................................................................................................... 7-1 A. PURPOSE ....................................................................................................................................................... 7-1 B. AUTHORITY................................................................................................................................................... 7-1 C. REASONS FOR DISPOSITION ACTIONS............................................................................................................ 7-1 D. THE DISPOSITION PROCESS ........................................................................................................................... 7-1 E. EXCESS LAND NUMBER................................................................................................................................. 7-2 F. FEDERAL HIGHWAY ADMINISTRATION APPROVAL TO SELL ......................................................................... 7-2 G. EXCESS LAND INVENTORY - DISTRICT AND STATEWIDE ............................................................................... 7-2

7.02 PROCEDURE TO OBTAIN APPROVAL TO DISPOSE ...................................................................... 7-3 A. ENVIRONMENTAL ASSESSMENT REQUIREMENT ............................................................................................ 7-3 TB. TITLE DOCUMENTATION REQUIREMENT ....................................................................................................... 7-3 TC. APPRAISAL REQUIREMENT............................................................................................................................ 7-3 D. RIGHT OF FIRST REFUSAL FOR PUBLIC AGENCIES......................................................................................... 7-5 E. NOTICE IN THE PENNSYLVANIA BULLETIN.................................................................................................... 7-5 F. SUBSEQUENT RIGHTS OF REFUSAL................................................................................................................ 7-6 G. DISPOSAL OF LAND ACQUIRED AS AN UNECONOMIC REMNANT ................................................................... 7-7 H. DISPOSAL OF LAND ACQUIRED AS AN EASEMENT......................................................................................... 7-8 TI. DISPOSAL OF LIMITED ACCESS CONTROL ..................................................................................................... 7-9 J. DISTRICT REQUEST TO DISPOSE .................................................................................................................... 7-9

7.03 DISPOSITIONS AT LESS THAN FAIR MARKET VALUE .............................................................. 7-10

7.04 NEGOTIATION OF DISPOSITIONS.................................................................................................... 7-11 A. PARCELS OWNED IN FEE SIMPLE................................................................................................................. 7-11 B. EASEMENT HELD PARCELS ......................................................................................................................... 7-12 C. LIMITED ACCESS CONTROLS....................................................................................................................... 7-12

7.05 PUBLIC SALE - SETTLEMENT - PAYMENT PROCEDURES........................................................ 7-12 A. PUBLIC SALE PROCEDURES ......................................................................................................................... 7-12 B. PROCEDURES FOR COMPLETING THE AGREEMENT OF SALE AND DEED....................................................... 7-15 C. SETTLEMENT AND FINAL PAYMENT PROCEDURE ........................................................................................ 7-17 D. PREPARATION OF VACATION AND CONFIRMATION OF DISPOSITION PLAN OR REVISIONS TO THE

RIGHT-OF-WAY PLAN ................................................................................................................................. 7-17 7.06 TEXT OF ACT 100................................................................................................................................... 7-17

7.07 EXCESS LAND FORMS ......................................................................................................................... 7-18


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APPENDIX A The Appraisal Guide A. FOREWORD ..................................................................................................................................................... A-1

B. PROFESSIONAL CONDUCT ......................................................................................................................... A-1

C. APPRAISER ROLES AND RESPONSIBILITIES ....................................................................

COMMONWEALTH OF PENNSYLVANIAknowledge.urbanengineers.com/assets/penndot ROW pub 378 2007.… · The...

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Transcript of COMMONWEALTH OF PENNSYLVANIAknowledge.urbanengineers.com/assets/penndot ROW pub 378 2007.… · The...