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Home My WebLink About18- Task Order 1 - Sanderson Stewart - Right-of-Way Acquisition at Baxter Lane and Cottonwood Road S A N D E R S O N t!•� STEWART September 18,2018 SEP i 8 2014 Mr.Rick Hixson,PE,City Engineer City of Bozeman 20 East Olive St. Bozeman,MT 59715 Reference: City of Bozeman Land Agent Services Project Scope of Services—Task Order No. 1 Baxter and Cottonwood Intersection Dear Rick: Sanderson Stewart is pleased to provide this scope of services for land agent services for street and utility improvements at the intersection of Baxter Lane and Cottonwood Road. These services are to be performed under the Professional Services Agreement for Streets and Land Agent Services (FY 2018 —FY 2020) term contract for realty and engineering services. If this scope of services is acceptable to you,please execute this agreement where noted. Project Overview: We understand the City is planning to construct new roadway improvements at the intersection of Baxter Lane and Cottonwood Road. As part of a previous contract with another firm,discussions with adjacent land owners had taken place,but agreements were not finalized to acquire the required right-of-way. Since then,an adjacent land owner has approached the City to complete the acquisition process. To complete the acquisition process, Sanderson Stewart will provide professional right-of-way (R/W) acquisition services to acquire new roadway R/W for the new intersection improvements as shown on the attached Figure 1. Scope of Services: 1. Project Research This phase is not included in this scope of services. 2. Initial Property Owner Contact This phase is not included in this scope of services. 3. Survey This phase is not included in this scope of services. 4. R/W Mapping&Exhibits This phase consists of the preparation of R/W exhibits to acquire property interests. Tasks under Item 4 include the following: • An easement exhibit had already been prepared. The City will provide the completed exhibit. 5. Title Commitments This phase consists of the preparation of title commitments by a licensed title company. Tasks under Item 5 include the following: • A title commitment had already been prepared over one year ago. A new title commitment will be ordered for Parcel 1. • Team coordination. 6. Appraisals and Valuations This phase includes the preparation of appraisal and valuation documents to value the property rights to be acquired. Tasks under Item 6 include the following: • A full narrative appraisal was prepared November 18,2016. The City will provide the appraisal. • Due to the age of the appraisal, an adjustment to the compensation is anticipated to be requested during acquisition meetings. Sanderson Stewart will prepare one (1) administrative settlement form to address compensation adjustments. • QA/QC of the administrative settlement. 7. Prepare Contracts This phase includes the preparation of offer packages to acquire R/W, including agreements, deeds, easements, exhibits, figures,and correspondence letters. Tasks under Item 7 include the following: • A completed offer package had already been prepared. The City will provide the offer package documents. • The initial offer package will be updated to include the administrative settlement. • QA/QC of documents. 8. Acquisitions This phase includes conducting the acquisition meetings with affected property owners and modifying the initial offer packages based on owner/client meetings. Tasks under Item 8 include the following: • Conduct acquisition meetings with the owners of Parcel 1 (minimum of 5 meetings). • Prepare final acquisition documents. • Prepare final acquisition costs. • QA/QC of documents. 9. R/W and Design Plan Updates This phase is not included in this scope of services. 10. Relocation Services This phase is not included in this scope of services. 11. Title Clearing and Closing This phase includes coordinating and completing the title closing process with the title company. Tasks under Item 11 include the following: • Prepare final tide transfer documents,and schedule closing date. • Obtain mortgage releases, clear taxes and leans, as required. • Submittal of completed R/W acquisition offer packages to the City for review and execution. • Team coordination. • Attend closing meetings. 12. Final Submittal and Closeout This phase includes the final project activities to finalize and submit executed R/W acquisition and title transferring documents. Tasks under Item 12 include the following: • Prepare R/W acquisition project submittal packet. • Deliver completed tide transfer documents. • Project closeout. 13. Contingency The scope of services for this project includes all the necessary steps to acquire property interests from private owners. A majority of the acquisition process relies on good cooperation and timely responses from all parties involved in the process. Due to the nature of coordination activities, the amount of time required to work with individual property owners varies significantly. This task serves to capture the potential additional costs incurred during the acquisition process due to challenging coordination activities with property owners. The following items are not included in the scope of services or project budget for this project and are therefore specifically excluded from this scope of services: • Engineering or right-of-way design services. • Eminent domain proceedings, expert witness testimony, costs, or other services necessary for legal proceedings. • Additional costs related to the actual purchase price of property interests as detailed in R/W acquisition agreements. • Relocation costs paid to property owners as detailed in R/W acquisition agreements. If needed, these items will be added as a separate task order or contract amendment. Fees and Billing Arrangements: Task Fee 1. Project Research $0.00 2. Initial Property Owner Contact $0.00 i 3. Survey $0.00 4. R/W Mapping&Exhibits $0.00 . 5. Title Commitments $552.50 6. Appraisals and Valuations $570.00 7. Prepare Contracts $577.50 8. Acquisitions $2,610.00 9. R/W and Design Plan Updates $0.00 10. Relocation Services $0.00 11. Title Clearing and Closing $1,012.50 12. Final Submittal and Closeout $392.50 13. Contingency $1,530.00 14. Project Administration $255.00 Subconsultant $0.00 Total $7,500.00 Sanderson Stewart will bill for its services on a time and materials basis with a total cost not to exceed 7 500.00. Sanderson Stewart shall submit invoices to the Client for work accomplished during each calendar month. Monthly invoices shall include, separately listed, any charges for services for which time charges and/or unit costs shall apply. Such invoices shall also include, separately listed, any charges for consultants retained by Sanderson Stewart,and reimbursable costs. Project Schedule: Once Sanderson Stewart receives authorization to proceed, Sanderson Stewart will proceed with fulfilling the project scope of services immediately. The intent is to complete the R/W acquisition activities in as short amount of time as necessary. The anticipated schedule for this project consists of completing the filial R/W acquisition within 4 months from the notice to proceed. ****END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES **** This Task Order is dated ,20_between City of Bozeman,Montana (City) and Sanderson Stewart(Contractor). IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN,MONTANA SANDERSON STEWART By: By: Print Name: &d yra Print Name: Trw Print Title: (MN V1/19 .r Print Title: Piro►ed Itil��o•Cw Date: . I Z�61 V, Dater h0 8 FIGURE 1 PRELIMINARY R/W ACQUISITION WITHIN TRACT 5 OF C.O.S. 2202 PREPARED FOR CITY OF BOZEMAN AUGUST, 2018 PREPARED BY SANDERSONSTEWARTW BOZEMAN, MONTANA EXISTING PROPERTY LINE (TYP) PARCEL 1 PUE NEW PUBLIC USE I \ \ \EASEMENT O LLI t V\ \ ( t \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ LLI Q ...:_........_...:<.......... ------------------ :_::.. t.._. ....._. ........ .......__........_:..... .....__....._......::.:::.._._._:.:-..::.:.._.: PA 3 4` 4 3 E R_/W LEGEND 20 0 20 40 ® EXISTING ROAD R/W w NEW EASEMENT AREA BAXTER-COTTONWOOD NORTH SCALE:1:40_XREF AREA REMAINING PARCEL 1 FIGURE t.DWG OS/15/18 TG