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HomeMy WebLinkAbout16- Task Order 10 - DOWL - Street and Utilities Land Agent Services at Baxter-CottonwoodExhibit A to Master Task Order Agreement for Professional Services TASK ORDER NUMBER 10 Issued under the authority of Professional Services Master Task Order Agreement between the City of Bozeman and DOWL for: Professional and technical services for the acquisition of right of may, easements and real property to allow for the construction of various street and utilities improvements within the City of Bozeman Task Order Title: Street and Utilities Land Agent Services — Baxter -Cottonwood This Task Order is dated June 29, 2016 between City of Bozeman (City) and DOWL (Contractor). The following representatives have been designated for the work performed under this Task Order: City: Rick Hixson, P.E. Contractor: Tony Gaddo, P.E. SCOPE OF WORK: The scope of work for Task Order No. 10 is detailed in the attached Exhibit A-10 Project Scope of Services. COMPENSATION: Contractor shall be reimbursed on a time and materials basis with a total cost not to exceed $33,745.00. The total cost for Task Order No. 10 is detailed in the attached Project Cost Estimate. Contractor shall invoice no more often than monthly for services provided in the prior month. The provisions of the Professional Services Master Task Order Agreement and any Special Terms and Conditions and/or Exhibits or Attachments to this Task Order shall govern the Work. IN WITNESS WHEREOF, the parties authorized to commit resources of the companies have executed this Task Order: City of Bozeman 1 By: Title: (�I T a-,tuk-G e C - Date: �5 - i — Contractor By: �M Title: Date:9�G Fed. ID. No. 92-0166301 Exhibit A-10 — Scope of Services June 29, 2016 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. Page 1 of 3 tDOWL Exhibit A-10 — Scope of Services June 29, 2016 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. �e Page 2 of 3 %3 DOWL Exhibit A-10 — Scope of Services June 29, 2016 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. Page 3 of 3 D©WL I f. ��i1eG.M1.��*. � .+Y....�V.ci '�Y�rai :>'�� ��..tr.�.--..isr2��_iT�• -. . !� PT' BAXTER LN. ------- - - - - -- PROPERTY PROPOSED R/W OWNERSHIP (APPROX.) BOUNDARY (TYP) J a BAXTER -LN. 0 'PROPERTY PARCEL BOUNDARY (TYP) co zz z 0 O w U U J< Z L : U 1n � Q�Q a waw } W ~ N Q ZQ m Z_ co J z w W a X IU co cn �r PROJECT 4535.11402 DATE 612412011 N TUJE 8:00 A!J USER TG ODDAi 2016 n LEGEND: NOTE: UPARCEL FOR R!W ACQUISITION PRELIMINARY PLAN SUBJECT TO CHANGE. EXISTING R/W BOUNDARIES ® AREA TO BE ACQUIRED AND MAY NOT BEFFROM MONTANA CADASTRAL EXACT. FIGURE 1 FIGURE lCity 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 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 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 imitate 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 RAN MAPPING & EXHIBITS Review RNVAcq. Areas 0 - Prepare preliminary deed whibis 12 12 QA/QC 1 1 SUBTOTAL (HOURS) 13 0 12 0 1 0 0 0 0 5.0 TITLE COMMITMENTS Secure Tile 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 Prefirninary Acquisition Costs 3 2 1 QA/QC of Deliverables 3 1 2 SUBTOTAL(HOURS) 17 0 11 5 I 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 RAN 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 Page 1 of 2 Cit 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 Activity Tasks Total Hours Project Real Estate Manager/ Manager Coordinator Right of Way Agent III Right of Way Agent III Assistant Coordinator Professional Surveyor Survey Crew Clerical WORK TO BE COMPLETED 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 COST SUMMARY DIRECT LABOR Hours Rate Extension Real Estate Manager 4 160.00 640.00 Project Manager/ Coordinator 118 125.00 14,750.00 Right of Way Agent III 12 115.00 1,380.00 Right of Way Agent III 3 115.00 345.00 Assistant Coordinator 4 115.00 460.00 Professional Surveyor 0 0.00 Survey Crew 0 0.00 Clerical 2 55.00 110.00 TOTAL HOURS 143 TOTAL LABOR $17,685.00 DIRECT NONLABOR 7777-1 Miscellaneous(13LK�pmts,m p� ate.. ey�p r a w. cps. woo=. rvar mns., as�aY noa as. a .> 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 Pet -Trip $900 0.00 Lodging Days Per Day $110 0.00 Meals Days Per Day $51 0.00 TOTAL DIRECT NONLABOR $730.00 OUTSIDE SERVICES AND SUBCONTRACTS (LUMP SUM R/W Appraisals Thomas Appraisals -2) 9,000.00 R/W Review Appraisals Hall-Widdoss and Co. -2 4,500.00 Property and To o Survey (Alpine Surveying) 1,830.00 TOTAL OUTSIDE SERVICES AND SUBCONTRACTS $15,330.00 RECAPITULATION 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 0OWL Page 2 of 2