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Home My WebLink About03-25-19 City Commission Packet Materials - C7. TO 5 with Sanderson Stewart for Right-of-Way Acquisition Project Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Bob Murray, Project Engineer Shawn Kohtz, City Engineer SUBJECT: Right of Way Acquisition Project - Task Order Number 5 for the Durston Road from Flanders Mill to Fowler Project. MEETING DATE: March 25th, 2019 AGENDA ITEM TYPE: Consent RECOMMENDATION: Approve and authorize the City Manager to sign Task Order Number 5 with Sanderson Stewart. BACKGROUND: Attached is a copy of the partially executed Task Order Number 5 with Sanderson Stewart for the Right of Way Acquisition Project for Durston Road from Flanders Mill to Fowler. The City has a term contract with Sanderson Stewart for right of way acquisition services. This task order is to obtain the necessary easement to increase an existing stormwater pond within the Oak Springs open space. The pond needs to be increased in size to account for the additional impervious area and resulting runoff being created by the roadway expansion. UNRESOLVED ISSUES: None ALTERNATIVES: As suggested by the City Commission FISCAL EFFECTS: The proposed fee for this scope of work is paid on a time and materials basis with a total cost not to exceed amount of $8,700.00. Attachments: Task Order Number 5 Report compiled on: 3/13/19 86 t«SANDERSON^STEWART'VSQIMarch 6, 2019MAR 06 2019ENGINEERING DEPARTMFNTMr. Bob Murray, PECity ofBozeraan20 East Olive St.Bo2eman, MT 59715Reference: City of Bozeman Land Agent SeryicesProject Scope of Services - Task Order No. #5Oak Springs Storm PondDear Mr. Murray:Sanderson Stewart is pleased to provide this scope of services for land agent services for street andutility improvements for the Oak Springs Storm Pond as part of the Durston Road ImprovementsProject. These services are to be performed under the Professional Services Agreement for Streetsand Land Agent Services (FY 2018 - FY 2020) term contract for realty and engineermg sendees. Ifthis scope of services is acceptable to you, please execute this agreement where noted.OverviewWe understand the City ofBozeman intends to construct roadway and utility improvements alongDurston Road in the near future. The project improvements wiU. provide an improved roadway andstorm drain system in the west part of Bozeman. To facilitate the improvements, additionalpermanent and temporary right-of-way is required. Sandetson Stewart wiU provide professionalright-of-way (R/W) acquisition services to acquire new R/W for the project as shown on theattached Figiire 1.Scope of WorkSanderson Stewart wiU provide the following seryices as part of its basic services:1. Project ResearchThis task includes the preliminary R/W activities to obtain pertinent project informadon.Subtasks under Item 1 include the following:Obtain and review available prelitninary design plans and project documentation.Coordination meefcuig with the project team members.• Obtain current deeds and ownership information.InitialsBillingsBozemanDenverFort CollinsSandersonStewart.comSANDERSON STEWART•end we're /ust getting started87 t<Mr. Bob MurrayMarch 6, 2019Page 22.3.4.5.6.Initial Property Owner ContactThis task includes mitiating coordination efforts with affected property owners. Subtasksunder Item 1 include the foUowing:Compile contact information.Initiate contact with owners.• Conduct pre-acquisition meetings with affected property owners.SurveyThis task is not included in this scope of services.R/W Mapping & ExhibitsThis task consists of the preparation R/W exhibits to acquire property interests. Subtasksunder Item 4 include the following:The City ofBozeman wiU provide existing and proposed design and right-of-wayCADD files for the project area.Review proposed R/W acquisition areas. An easement will be acquired on one (1)parcel of land for future storm drain pond u-nprovements.Prepare prelitninary permanent easement exhibits for one (1) parcel of land, asreqnired.QA/QC of exhibits•Title CommitmentsThis task consists of the preparation of tide commitments for affected property interests.Subtasks under Item 5 include the foUowing:• Title commitments will be secured for one (1) parcel (Parcel 6) requiring propertyacquisition.Team coordmation.Appraisals and ValuationsThis task includes the preparation of valuation documents to value the property rights to beacquired. Subtasks under Item 6 include the following:Full appraisal narratives are not included la this scope of services.Waiver valuations wiU be completed for one (1) parcel (Parcel 6) by SaadersonStewart.Team coordination.QA/QC of waiver valuations.•Initials88 Mr. Bob MurrayMarch 6, 2019Page 37. Prepare ContractsThis task includes the preparation of the offer packages to acquire R/W, mcludingagreements, easements, exhibits, figures, and correspondence letters. Subtasks under Itetn 7include the foUowing:Prepare one (1) permanent storm drain easement document for Parcel 6.Prepare acquisition documents iacluding maps and project mformation.Prepare acquisition cost details and summary.QA/QC of documents.•8. AcquisitionsThis task includes conducting the acquisition meetings with affected property owners andmodifying the initial offer packages based on owner/client meetings. Subtasks under Item 8include the followmg:Conduct acquisition meetings (minimum of 3 meetings per parcel).Conduct meetings with property owners of Parcel 6.• Prepare final acquisition documents for aU. affected parcels.Prepare final acquisition costs for Parcel 6 requiring permanent R/W acquisition.QA/QC of documents.9. R/W and Design Plan UpdatesThis task includes updating the preliminary easement exhibits and documents based ondesign changes, if required.10. Relocation ServicesThis task is not included in this scope of services.11. Title Clearing and ClosingThis task includes coordinating and completing the tide closing process with the ddecompany. Subtasks under Item 1 1 include the following:Prepare final tide transfer documents and schedule closing date.Obtain mortgage releases, clear taxes and liens, as requited.Submittal of completed R/W acquisition offer packages to the City for review andexecution.Attend closing meetings.Team coordination.•Initials89 Mr. Bob MurrayMarch 6, 2019Page 412. Final Subtnittal and CloseoutThis task includes the final project activities to finalize and submit executed acquisitiondocuments. Subtasks under Item 12 include the following:Prepare completed R/W acquisition project submittal packet.Deliver completed title tcansfer documents.Project closeout.t3. ContingencyThe scope of services for this project includes aU the necessary steps to acquice propertyinterests from private owners. A majority of the acquisition process relies on goodcooperation and timely responses from aU parties involved in the process. Due to the natuteof coordination activities, the amount of time requited to work with mdividual propertyowners varies significandy. This task serves to capture the potential additional costs incurredduring the acquisition process due to challenging coordination activities with property14.owners.Project AdministrationThis task includes activities to manage the project requirements, deliverables, and tasks.Subtasks under Item 14 include the following:Project status updates.Budget and schedule monitoring and planning.Invoicing and hilling.The foUowmg items are not included in the scope of services or project budget for this project andare therefore specifically excluded from this scope of services:Engineermg or right-of-way design services.Eminent domain proceedings, expert witness testimony, costs, or other servicesnecessary for legal proceedings.Additional costs related to the actual purchase price of property interests as detailedin 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.••Initials90 Mr. Bob MurrayMarch 6, 2019Page 5Project ScheduleOnce Sanderson Stewart receives CHent's authorization to proceed, Sanderson Stewart will proceedwith fulfilling the project scope of services immediately. The intent is to complete the R/Wacquisition activities in as short amount of time as necessary.The Client and Sanderson Stewart are aware that many factors outside Sanderson Stewart's contcolmay affect Saaderson Stewart's ability to complete the services to be provided under this agreement.Sandersoa Stewart will perform these services with reasonable diligence and expediency consistentwith sound professional practices.Fees and Billing ArrangementsInvoice and BiUing: Sanderson Stewart will bill for its services on a time and materials basis with atotal cost not to exceed $8,700.00. Sanderson Stewart will begin work once this agreement has beenexecuted by both parties.TaskFee1. Proj ect Res earch2. Inidal Property Owner Contact3. Survey4. R/W Mapping & Exhibits5. Title Commitments6. Appraisals and Valuations7. Prepare Contcacts8. Acquisitions9. R/W and Design Plan Updates10. Relocation Serp-ices11. Tide Clearing and Closing12. Final Submittal and Closeout13. Contungency14. Project Administration$482.50$202.50$0.00$740.00$502.50$810.00$860.00$2,650.00$225.00$0.00$540.00$402.50$730.00$555.00Total$8,700.00Sanderson Stewart shaU submit invoices to the Client for work accomplished during each calendarmonth. Monthly invoices shaU include, separately listed, any charges for sery-ices for which timecharges aad/or unit costs shall apply. Such unvoices shaU also include, separately listed, any chargesInitials91 ,'Mr. Bob MurrayMarch 6, 2019Page 6for consultants retained by Sanderson Stewart, and reimbursable costs. Such invoices shall besubmitted by Sanderson Stewart as soon as possible after the end of the month in which the workwas accomplished and shaU be due and payable by the Client upon receipt. The Client agrees thatthe monthly invoice from Sanderson Stewart is correct, conclusive, and binding on the Client unlessthe CUent, within 20 working days from the date of receipt of such invoice, notifies SandersonStewart in writing of aUeged inaccuracies, discrepancies, errors in the invoice, or the need foradditional backup.ConclusionMr. Murray, we look fotward to working with you on this very exciting project. Feel free to call meat 406/922-4304 if you have any questions regarding this proposal. Otherwise, if it meets yonrapproval, simply mail or email this signed and dated agreement to our office at 106 East BabcockSt., Bozeman, MT 59715 or tgaddo@sandersonstewart.com. Thank you.Sincerely,aTony Gaddo, P.E., REALTOR®Senior Engineer /Right-of-Way SpecialistTG/epEnc.0:2019_Mumy_Bozeman_ROW_TO#5_PrpsI_030619**** END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES ****Initials92 ,•Mr. Bob MurrayMarch 6, 2019Page?This Task Order is datedand Sanderson Stewart (Contcactor)._, 20_ between City ofBozeman. Montana (City)IN WITNESS WHEREOF, the parties hereto have executed this instcument the day andyear first above written.CITY OF BOZEMAN, MONTANABy:Print Name:Print Title:Date:SANDERSON STEWARTBy:Print Name:^Print Title: f^QXtofr lU<y^<^,Date: J/^/MA^_Initials93 ,'FIGURE 1PRELIMINARY R/W ACQUISITIONWITHINSEC. 3, T2S, R5EPREPARED FOR : CIT(/ OF BOZEMANPREPARED BY : SAN DE RSO N STEWART@MARCH, 2019BOZEMAN, MONTANALJI;1T ^:a-tl'IMI«lf-'{.=S,[1r•7-T\'oL—J_r\ \-^^\ \\\ \\ \i'«.,"!-I1.n—^"Thv\ \\ \\ \^/E^ \\ \\ \\ \4;'l-^_JJ\ \\\ \\ \-a^-ii-(I\ \\ \\ \\ \i (,.,3^J\\ \\ \\1k^^-I\ \\\ \J--_^\\ \\\ \Y-k\\\1-/—J\ \\fcI1\\\ \x^/\r»!\\\ \\y\\-M^—^•%S»j»N'-3—'.-T-pa-*ljLJ\ \\ \\/\-fr-^Ld>\^\ \\ \\><'Kit\<\ \\ \\\ s~^--r-U(fmMI'S;Ldc^".^i-M\ \\ \<u1—_ _ _J_^Q\ \\••'.-Qll ,^'?ecJPARGE16\ \\ \<<.'I^-1v—}\ \\ \sL-1—x^\\ \\ \\I";\ \\ \ \\\\ \^-%\ \\ \ \\ \4r —i\ \\ \ \^l^JJ•I\ \\ \ \^;u^s.\ \ \\l— —[:.^rA/\ \\ ^ \ \\ \ ^•wf^^—?-iLJ\ \ \i\\ \\ \ \ \'*f&I\ \M\ \\ \ \ \t\\^\ \\ \ \ \fk\s\\^\ \ \ \\^\ \\ \ \ \\1\ \ \T-lT~^/\ \\ \ \ \\1\ \ \\ \\ \ \ \\1\ \\h\1\ \ \ \\ \ \\ \ \ \-LJl^x\\IDURSTONRD^^50050100SCALE:1:100_XREFs?yZL4R/W LEGENDEXISTING ROAD R/W;^^^^^1 PARCEL FOR R/W ACQUISITIONFIGURE 1.DWGxxxxx.xx03/05/2019TG94