The URL can be used to link to this page

Home My WebLink About18- Task Order 3 - Sanderson Stewart - Right-of-Way Acquisition Services, Cottonwood Road, Babcock to Durston SANDERSON W49 TEWART September 26,2018 Mr.Bob Murray,PE City of Bozeman 20 East Olive St. Bozeman,MT 59715 Reference: City of Bozeman Land Agent Services Project Scope of Services—Task Order No. #3 Cottonwood Road—Babcock to Durston Dear Bob: Sanderson Stewart is pleased to provide this scope of services for land agent services for street and utility improvements for Cottonwood Road improvements project from Babcock Street to Durston 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 of Bozeman intends to construct roadway improvements along Cottonwood Road in the near future. The project improvements will finish widening an existing two-lane road to four lanes with turn lanes,installing new sidewalks,storm drainage and boulevards. To facilitate the improvements,additional permanent and temporary right-of-way is required. Sanderson Stewart will provide professional right-of-way (R/W) acquisition services to acquire new roadway R/W for the project as shown on the attached Figure 1. Scope of Services: 1. Project Research This phase includes the preliminary R/W activities to obtain pertinent project information. Tasks under Item 1 include the following. • Obtain and review available preliminary design plans and project documentation. • Coordination meeting with the project team members. • Obtain current deeds and ownership information for 7 parcels. 2. Initial Property Owner Contact This phase includes initiating coordination efforts with affected property owners. Tasks under Item 2 include the following: Page 1 of 5 • Compile contact information. • Initiate contact with owners of affected property. 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: • Prepare one (1) easement exhibit for Parcel 2 for a public use easement. • Prepare seven (7) exhibits for temporary construction pert-nits on affected parcels. • QA/QC of exhibits 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 will be secured for Parcel 2 requiring permanent R/W acquisition. • 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: • Full appraisal narratives will not be prepared for this project. • One (1)waiver valuation will be prepared for Parcel 2 requiring permanent R/W acquisition. • Parcels requiring temporary construction permits will not be valued for compensation. • Team coordination. • Review of waiver valuation. 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: • Prepare one (1) permanent public use easement document for Parcel 2. • Prepare seven (7) temporary construction permit documents for affected parcels. • Prepare acquisition documents including maps and project information. • Prepare acquisition cost details and summary. • QA/QC of documents. Page 2 of 5 F s 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 affected parcels (minimum of 3 meetings). • Prepare final acquisition documents for all affected parcels. • Prepare final acquisition costs for Parcel 2 requiring permanent R/W acquisition. • QA/QC of documents. 9. R/W and Design Plan Updates This phase includes updating the R/W acquisition exhibits and documents based on design changes, if required. 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 title transfer documents for Parcel 2,and schedule closing date. • Obtain mortgage releases, clear taxes and liens for Parcel 2,as required. • Submittal of completed R/W acquisition offer packages to the City for review and execution. • Team coordination. • Attend closing meeting. 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 title transfer documents. • Project closeout. 13. Contingency The scope of services for this project includes 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 phase serves to capture the potential additional costs incurred during the acquisition process due to challenging coordination activities with property owners. Page 3 of 5 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: j Task Fee 1. Project Research ! $832.50 2. Initial Property Owner Contact $540.00 3. Survey _$0.00 4. R/W Mapping&Exhibits $3,275.00 I 5. Title Commitments $552.50 6. Appraisals and Valuations $945.00 7. Prepare Contracts $2,655.00 8. Acquisitions $5,040.00 9. R/W and Design Plan Updates $450.00 1 10. Relocation Services $0.00 11. Title Clearing and Closing $810.00 12. Final Submittal and Closeout $392.50 i 13. Contingency $1,260.00 14. Project Administration $597.50 Total $17,350.00 Sanderson Stewart will bill for its services on a time and materials basis with a total cost not to exceed $17,350.00. 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. Page 4 of 5 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 final R/W acquisition within 4 months from the notice to proceed. ****END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES**** This Task Order is dated 6dN &V' 1S ,20-19 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: T Print Name: AIIAY69� �'IAYKa 4 Print Name: Jir►u (�ce�c�c� Print Title: C&�4 Print Title: P✓ti i ed 2 Itil..v,y mac•✓ Date: LZ� ��✓� 01 s Date: �Z6 Ig Page 5 of 5 R_/W LEGEND FIGURE 1 ®EXISTING ROAD R/W PRELIMINARY R/W ACQUISITION PARCEL FOR R/W ACQUISITION WITHIN CD fi SEC. 9 AND 10, T2S, R5E PREPARED FOR CITY OF BOZEMAN SEPTEMBER, 2018 so o so 100 PREPARED BY SANDERSON STEWART% BOZEMAN, MONTANA SCALE:1:100 XREF PARCEL 2 \ COTTONWOOD RD. PARCELS \ \ \ \ \ \ \ \ \ \ \ \ \ \ P ARCEL 4 `�/ v � vvvvvyvv � yvv \ \ \ \ \ \ \ PARCEL I L _ I/o I I I I I I I Q U) I' v vv v vv'vv vvvv v Vy �. �I I I 1 1 r� vvvvvvvvvvyyv � : � v~ I r . . I Fr I r I r r COTTONWOOD RD. v rr , PARCEL 4 — . , PARCEL 5 D 0 �� El L II \"PARCEL6 \ \ \ � I I I � � vyv vvv y vyvyvv , o ED I IC1 Cl�❑ �cn A01 w❑ _ FlGURE i.DWG )OOD( .N 9/25/18 TG