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HomeMy WebLinkAbout08-01-16 CC Mtg - C4. Task Orders to Dowl for ROW Acquisition Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Rick Hixson, City Engineer SUBJECT: Right of Way Acquisition Professional Services Agreement Task Orders 9 and 10 AGENDA ITEM TYPE: Consent MEETING DATE: August 1, 2016 RECOMMENDATION: Authorize the City Manager to execute Task Orders 9 and 10 with Dowl HKM to provide Right-of-Way acquisition services along both Fowler Avenue and the intersection of Baxter Lane and Cottonwood Road as part of the current term contract. BACKGROUND: In an effort to proactively acquire the right-of-way (R/W) needed to make road and intersection improvements to the transportation network, public works and engineering executed a Professional Services Agreement (PSA) with Dowl-HKM to provide acquisition services. The intent of this agreement was to issue task orders for each separate acquisition to be pursued. The attached Task Orders are in conformance with that PSA and represent the next phase of necessary R/W acquisitions. UNRESOLVED ISSUES: None. FISCAL EFFECTS: Fees for the acquisition effort along Fowler Avenue are $41,404.00 and for Baxter/Cottonwood are $33,745.00. Fees will be paid for from the Transportation Impact Fee Right-of-Way fund. ALTERNATIVES: As suggested by the City Commission. Attachments: Task Orders 9 & 10 79 80 Exhibit A-9 – Scope of Services June 29, 2016 Page 1 of 3 Professional Services Agreement for Streets and Utilities Land Agent Services Project Scope of Services Task Order No. 9 The scope of services for this City of Bozeman Right-of-Way Acquisition Project is to Appraise, Acquire and successfully conduct and prepare the necessary meetings, agreements, and legal documents to transfer property titles from private land owners to the City of Bozeman (City). The City will be constructing new roadway improvements in the near future and intends to acquire the necessary right-of-way (R/W) prior to construction. This project will serve as the R/W acquisition process for the roadway improvements project for extending Fowler Lane from Durston Road to Oak Street in Bozeman, Montana and for associated intersection improvements at the intersection of Fowler Lane and Oak Street (see Figure 1). The intent of this scope of services and corresponding cost estimate is to provide acquisition services on a time and materials, not to exceed basis. Additional costs related to the actual land purchase price, relocation costs paid to property owners, and any costs associated with eminent domain proceedings are not included in this scope of services or cost estimate. The following activities will be conducted as outlined below. 1.0 PROJECT RESEARCH ·Obtain and review available preliminary design plans. ·Obtain and review available project documentation. ·Coordination meeting with the project team members. ·Obtain current deeds and ownership information. 2.0 INITIAL PROPERTY OWNER CONTACT ·Compile contact information. ·Initiate contact with owners. 3.0 SURVEY ·A cadastral and a limited topographic field survey will be completed for Parcels 8 and 9 to determine existing property boundaries and surface features. Deliverables: ·Survey exhibit. 4.0 R/W MAPPING & EXHIBITS ·Review and finalize proposed R/W acquisition areas. 81 Exhibit A-9 – Scope of Services June 29, 2016 Page 2 of 3 ·Parcel 8 will purchased in full with fee title. ·Parcels 4, 5, and 9 will be acquired with road easements for future road improvements. ·Prepare preliminary deed exhibits (4). ·QA/QC of deliverables. Deliverables: ·Preliminary deed exhibits. 5.0 TITLE COMMITMENTS ·Title commitments will be secured for three parcels requiring property acquisition (Parcels 5, 8 and 9). ·Team coordination. 6.0 APPRAISALS AND REVIEW APPRAISALS ·Appraisals will be conducted for Parcels 8 and 9 as shown on the attached Figure 1. ·Review appraisals will be conducted for each of the parcel appraisals by a second appraisal subconsultant. ·A waiver valuation will be completed for Parcel 5. ·Parcel 4 will be a donated easement and will not be appraised. ·Team coordination. ·QA/QC of appraisal reports. 7.0 PREPARE CONTRACTS ·Prepare preliminary acquisition documents. ·Prepare preliminary acquisition costs. ·QA/QC of deliverables. Deliverables: ·Preliminary acquisition documents including costs. 8.0 ACQUISITIONS ·Conduct pre-acquisition meetings. ·Conduct meetings with property owners. ·Prepare final acquisition documents. ·Prepare final acquisition costs. ·QA/QC of deliverables. Deliverables: ·Final acquisition documents including costs. 82 Exhibit A-9 – Scope of Services June 29, 2016 Page 3 of 3 9.0 R/W AND DESIGN PLAN UPDATES ·Based on acquisitions and agreements, updates to the preliminary deed exhibits will be completed, if required. 10.0 RELOCATION SERVICES ·Provide relocation services for property owners to move personal property from existing out buildings, if required. 11.0 CLOSING ·Prepare final title transfer documents, and schedule closing date. ·Attend closing meeting. 12.0 FINAL SUBMITTAL AND CLOSEOUT ·Deliver completed title transfer documents. ·Project closeout. ·QA/QC of deliverables. Deliverables: ·Final signed title transfer documents. 13.0 CONTINGENCY Due to the nature of property acquisition work, the time required to work with individual property owners varies significantly. The scope of services as detailed in this document includes all the necessary steps to acquire property from private owners, but much of that work relies on good cooperation and timely responses from all parties. The contingency item serves to capture the possible additional costs incurred during the acquisition process due to challenging situations with property owners. 83 84 Activity Tasks Total Hours Real Estate Manager Project Manager / Coordinator Right of Way Agent III Right of Way Agent III Assistant Coordinator Professional Surveyor Survey Crew Clerical 1.0 PROJECT RESEARCH Obtain and review preliminary design plans 1 1 Obtain and review project documentation 2 2 Coordination meeting with the project team members 1 1 Obtain current deeds 2 2 SUBTOTAL (HOURS)6 0 6 0 0 0 0 0 0 2.0 INITIAL PROPERTY OWNER CONTACT Compile Contact Information 2 2 Initiate Contact 2 2 SUBTOTAL (HOURS)4 0 4 0 0 0 0 0 0 3.0 SURVEY Coordinate Survey 2 2 SUBTOTAL (HOURS)2 0 2 0 0 0 0 0 0 4.0 R/W MAPPING & EXHIBITS Review R/W Acq. Areas 2 2 Prepare preliminary deed exhibits 16 16 QA/QC 1 1 SUBTOTAL (HOURS)19 0 18 0 1 0 0 0 0 5.0 TITLE COMMITMENTS Secure Title Commitments for Parcels 5,8, and 9 4 4 Team Coordination 2 2 SUBTOTAL (HOURS)6 0 6 0 0 0 0 0 0 6.0 APPRAISALS AND REVIEW APPRAISALS Conduct Appraisal (2)4 4 Conduct Review Appraisal (2)2 2 Waiver Valuation (1)9 8 1 Team Coordination 2 2 QA/QC 2 1 1 SUBTOTAL (HOURS)19 1 17 1 0 0 0 0 0 7.0 PREPARE CONTRACTS Prepare Preliminary Acquisition Documents 23 20 2 1 Prepare Preliminary Acquisition Costs 3 2 1 QA/QC of Deliverables 3 1 2 SUBTOTAL (HOURS)29 0 23 5 1 0 0 0 0 8.0 ACQUISITIONS Conduct pre-acquisition meeting 8 8 Conduct Owner Meetings 32 32 Prepare Final Acquisition Documents 10 8 1 1 Prepare Final Acquisition Costs 2 2 QA/QC of Deliverables 2 1 1 SUBTOTAL (HOURS)54 1 51 1 1 0 0 0 0 9.0 R/W AND DESIGN PLAN UPDATES Update Preliminary Deed Exhibits 4 4 QA/QC 1 1 SUBTOTAL (HOURS)5 0 4 1 0 0 0 0 0 10.0 RELOCATION SERVICES Provide Property Relocation 11 1 8 2 SUBTOTAL (HOURS)11 1 8 2 0 0 0 0 0 11.0 CLOSING Prepare Final Title Transfer Documents 3 2 1 Closing Meetings 7 6 1 QA/QC 2 1 1 SUBTOTAL (HOURS)12 0 9 1 0 0 0 0 2 WORK TO BE COMPLETED City of Bozeman R/W Acquisition: Fowler Lane - Task Order No. 9 Project Cost Estimate DATE: 6/29/2016 PROJECT NO: 4535.11402.09 EST. PREPARED BY: DOWL PAY SCH.: Time and Materials--NTE Page 1 of 285 Activity Tasks Total Hours Real Estate Manager Project Manager / Coordinator Right of Way Agent III Right of Way Agent III Assistant Coordinator Professional Surveyor Survey Crew Clerical WORK TO BE COMPLETED City of Bozeman R/W Acquisition: Fowler Lane - Task Order No. 9 Project Cost Estimate DATE: 6/29/2016 PROJECT NO: 4535.11402.09 EST. PREPARED BY: DOWL PAY SCH.: Time and Materials--NTE 12.0 FINAL SUBMITTAL AND CLOSEOUT Deliver Completed Title Transfer Documents 2 2 Project Closeout 2 2 QA/QC of Deliverables 2 1 1 SUBTOTAL (HOURS)6 1 5 0 0 0 0 0 0 13.0 CONTINGENCY Negotiation Challenges 30 2 24 4 Total Project Hours 203 6 177 11 3 4 0 0 2 Hours % of total Rate Extension Real Estate Manager BW 6 3%160.00 960.00 Project Manager / Coordinator TG 177 87%125.00 22,125.00 Right of Way Agent III CM 11 5%115.00 1,265.00 Right of Way Agent III DK 3 1%115.00 345.00 Assistant Coordinator DF 4 2%115.00 460.00 Professional Surveyor TR 0 0%130.00 0.00 Survey Crew TR & FM 0 0%225.00 0.00 Clerical BOZ 2 1%55.00 110.00 TOTAL HOURS 203 TOTAL LABOR $25,265.00 Unit Quantity Rate Computer Hours Per Hour 0.00 Title commitments Each 3 Per Parcel $350 1,050.00 Vehicle Rental Days Per Day $60 0.00 Mileage Miles 32 Per Mile $0.75 24.00 Airline Trips Trips Per Trip $900 0.00 Lodging Days Per Day $110 0.00 Meals Days Per Day $51 0.00 TOTAL DIRECT NONLABOR $1,074.00 R/W Appraisals (Thomas Appraisals-2)9,000.00 R/W Review Appraisals (Hall-Widdoss and Co.-2)4,500.00 Property and Topo Survey (Alpine Surveying)1,565.00 TOTAL OUTSIDE SERVICES AND SUBCONTRACTS $15,065.00 Total Direct Labor 25,265.00 Total Direct NonLabor 1,074.00 Total Outside Services & Subcontracts 15,065.00 TOTAL ESTIMATED COST (NTE)$41,404.00 DIRECT NONLABOR OUTSIDE SERVICES AND SUBCONTRACTS (LUMP SUM) RECAPITULATION COST SUMMARY Miscellaneous (Blueline prints, mylars, multilith paper, telephone, postage, misc. equipment rental, maps, photos, survey mtls., display boards, etc.) DIRECT LABOR Page 2 of 286 87 Exhibit A-10 – Scope of Services June 29, 2016 Page 1 of 3 Professional Services Agreement for Streets and Utilities Land Agent Services Project Scope of Services Task Order No. 10 The scope of services for this City of Bozeman Right-of-Way Acquisition Project is to Appraise, Acquire and successfully conduct and prepare the necessary meetings, agreements, and legal documents to transfer property titles from private land owners to the City of Bozeman (City). The City will be constructing new roadway improvements in the near future and intends to acquire the necessary right-of-way (R/W) prior to construction. This project will serve as the R/W acquisition process for the roadway improvements project along Baxter Lane at the intersection of Baxter Lane and Harper Pucket Road in Bozeman, Montana (see Figure 1). The City intends to construct Cottonwood Road to connect at the current tee intersection of Baxter Lane and Harper Pucket Road for the future sports complex south of Baxter Lane. The intent of this scope of services and corresponding cost estimate is to provide acquisition services on a time and materials, not to exceed basis. Additional costs related to the actual land purchase price, relocation costs paid to property owners, and any costs associated with eminent domain proceedings are not included in this scope of services or cost estimate. The following activities will be conducted as outlined below. 1.0 PROJECT RESEARCH ·Obtain and review available preliminary design and adjacent development plans. ·Obtain and review available project documentation. ·Coordination meeting with the project team members. ·Obtain current deeds and ownership information. 2.0 INITIAL PROPERTY OWNER CONTACT ·Compile contact information. ·Initiate contact with owners. 3.0 SURVEY ·A cadastral and a limited topographic field survey will be completed for Parcels 1 and 2 to determine existing property boundaries and surface features. Deliverables: ·Survey exhibits. 88 Exhibit A-10 – Scope of Services June 29, 2016 Page 2 of 3 4.0 R/W MAPPING & EXHIBITS ·Review and finalize proposed R/W acquisition areas. ·Parcels 1 and 2 will be acquired with road easements for future road improvements. New permanent easements will be obtained from both parcels to provide a road right-of- way width of 100 feet along Baxter Lane. Additional permanent easement will be obtained from Parcel 1 along Harper Pucket Road. ·Prepare preliminary deed exhibits (2). ·QA/QC of deliverables. Deliverables: ·Preliminary deed exhibits. 5.0 TITLE COMMITMENTS ·Title commitments will be secured for two parcels requiring property acquisition. ·Team coordination. 6.0 APPRAISALS AND REVIEW APPRAISALS ·Appraisals will be conducted for Parcels 1 and 2 as shown on the attached Figure 1. ·Review appraisals will be conducted for each of the parcel appraisals by a second appraisal subconsultant. ·Team coordination. ·QA/QC of appraisal reports. 7.0 PREPARE CONTRACTS ·Prepare preliminary acquisition documents. ·Prepare preliminary acquisition costs. ·QA/QC of deliverables. Deliverables: ·Preliminary acquisition documents including costs. 8.0 ACQUISITIONS ·Conduct pre-acquisition meeting. ·Conduct meetings with property owners. ·Prepare final acquisition documents. ·Prepare final acquisition costs. ·QA/QC of deliverables. Deliverables: ·Final acquisition documents including costs. 89 Exhibit A-10 – Scope of Services June 29, 2016 Page 3 of 3 9.0 R/W AND DESIGN PLAN UPDATES ·Based on acquisitions and agreements, updates to the preliminary deed exhibits will be completed, if required. 10.0 RELOCATION SERVICES ·Provide relocation services for property owners, if required. 11.0 CLOSING ·Prepare final title transfer documents, and schedule closing date. ·Attend closing meetings. 12.0 FINAL SUBMITTAL AND CLOSEOUT ·Deliver completed title transfer documents. ·Project closeout. ·QA/QC of deliverables. Deliverables: ·Final signed title transfer documents. 13.0 CONTINGENCY Due to the nature of property acquisition work, the time required to work with individual property owners varies significantly. The scope of services as detailed in this document includes all the necessary steps to acquire property from private owners, but much of that work relies on good cooperation and timely responses from all parties. The contingency item serves to capture the possible additional costs incurred during the acquisition process due to challenging situations with property owners. 90 91 Activity Tasks Total Hours Real Estate Manager Project Manager / Coordinator Right of Way Agent III Right of Way Agent III Assistant Coordinator Professional Surveyor Survey Crew Clerical 1.0 PROJECT RESEARCH Obtain and review preliminary plans 1 1 Obtain and review project documentation 2 2 Coordination meeting with the project team members 1 1 Obtain current deeds 1 1 SUBTOTAL (HOURS)5 0 5 0 0 0 0 0 0 2.0 INITIAL PROPERTY OWNER CONTACT Compile Contact Information 1 1 Initiate Contact 2 2 SUBTOTAL (HOURS)3 0 3 0 0 0 0 0 0 3.0 SURVEY Coordinate Survey 1 1 SUBTOTAL (HOURS)1 0 1 0 0 0 0 0 0 4.0 R/W MAPPING & EXHIBITS Review R/W Acq. Areas 0 Prepare preliminary deed exhibits 12 12 QA/QC 1 1 SUBTOTAL (HOURS)13 0 12 0 1 0 0 0 0 5.0 TITLE COMMITMENTS Secure Title Commitments (2)4 4 Team Coordination 2 2 SUBTOTAL (HOURS)6 0 6 0 0 0 0 0 0 6.0 APPRAISALS AND REVIEW APPRAISALS Conduct Appraisals (2)4 4 Conduct Review Appraisals (2)2 2 Team Coordination 2 2 QA/QC 1 1 SUBTOTAL (HOURS)9 0 9 0 0 0 0 0 0 7.0 PREPARE CONTRACTS Prepare Preliminary Acquisition Documents 11 8 2 1 Prepare Preliminary Acquisition Costs 3 2 1 QA/QC of Deliverables 3 1 2 SUBTOTAL (HOURS)17 0 11 5 1 0 0 0 0 8.0 ACQUISITIONS Conduct pre-acquisition meeting 2 2 Conduct Owner Meetings 18 18 Prepare Final Acquisition Documents 6 4 1 1 Prepare Final Acquisition Costs 2 2 QA/QC of Deliverables 2 1 1 SUBTOTAL (HOURS)30 1 27 1 1 0 0 0 0 9.0 R/W AND DESIGN PLAN UPDATES Update Preliminary Deed Exhibits 2 2 QA/QC 1 1 SUBTOTAL (HOURS)3 0 2 1 0 0 0 0 0 10.0 RELOCATION SERVICES Provide Property Relocation 20 16 4 SUBTOTAL (HOURS)20 0 16 4 0 0 0 0 0 11.0 CLOSING Prepare Final Title Transfer Documents 3 2 1 Closing Meetings 5 4 1 QA/QC 2 1 1 SUBTOTAL (HOURS)10 0 7 1 0 0 0 0 2 WORK TO BE COMPLETED City of Bozeman R/W Acquisition: Baxter-Cottonwood - Task Order No. 10 Project Cost Estimate DATE: 6/29/2016 PROJECT NO: 4535.11402.10 EST. PREPARED BY: DOWL PAY SCH.: Time and Materials--NTE Page 1 of 292 Activity Tasks Total Hours Real Estate Manager Project Manager / Coordinator Right of Way Agent III Right of Way Agent III Assistant Coordinator Professional Surveyor Survey Crew Clerical WORK TO BE COMPLETED City of Bozeman R/W Acquisition: Baxter-Cottonwood - Task Order No. 10 Project Cost Estimate DATE: 6/29/2016 PROJECT NO: 4535.11402.10 EST. PREPARED BY: DOWL PAY SCH.: Time and Materials--NTE 12.0 FINAL SUBMITTAL AND CLOSEOUT Deliver Completed Title Transfer Documents 1 1 Project Closeout 1 1 QA/QC of Deliverables 2 1 1 SUBTOTAL (HOURS)4 1 3 0 0 0 0 0 0 13.0 CONTINGENCY Negotiation Challenges 22 2 16 4 Total Project Hours 143 4 118 12 3 4 0 0 2 Hours % of total Rate Extension Real Estate Manager BW 4 3%160.00 640.00 Project Manager / Coordinator TG 118 83%125.00 14,750.00 Right of Way Agent III CM 12 8%115.00 1,380.00 Right of Way Agent III DK 3 2%115.00 345.00 Assistant Coordinator DF 4 3%115.00 460.00 Professional Surveyor TR 0 0%130.00 0.00 Survey Crew TR & FM 0 0%225.00 0.00 Clerical BOZ 2 1%55.00 110.00 TOTAL HOURS 143 TOTAL LABOR $17,685.00 Unit Quantity Rate Computer Hours Per Hour 0.00 Title commitments Each 2 Per Parcel $350 700.00 Vehicle Rental Days Per Day $60 0.00 Mileage Miles 40 Per Mile $0.75 30.00 Airline Trips Trips Per Trip $900 0.00 Lodging Days Per Day $110 0.00 Meals Days Per Day $51 0.00 TOTAL DIRECT NONLABOR $730.00 R/W Appraisals (Thomas Appraisals-2)9,000.00 R/W Review Appraisals (Hall-Widdoss and Co.-2)4,500.00 Property and Topo Survey (Alpine Surveying)1,830.00 TOTAL OUTSIDE SERVICES AND SUBCONTRACTS $15,330.00 Total Direct Labor 17,685.00 Total Direct NonLabor 730.00 Total Outside Services & Subcontracts 15,330.00 TOTAL ESTIMATED COST (NTE)$33,745.00 DIRECT NONLABOR OUTSIDE SERVICES AND SUBCONTRACTS (LUMP SUM) RECAPITULATION COST SUMMARY Miscellaneous (Blueline prints, mylars, multilith paper, telephone, postage, misc. equipment rental, maps, photos, survey mtls., display boards, etc.) DIRECT LABOR Page 2 of 293