HomeMy WebLinkAbout04-01-19 City Commission Packet Materials - C8. TO 6 with Sanderson Stewart for ROW Acquisition Project for Oak and 27th
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 6 for the Oak and 27th Intersection Improvements Project.
MEETING DATE: April 1th, 2019
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve and authorize the City Manager to sign Task Order Number 6
with Sanderson Stewart.
BACKGROUND: Attached is a copy of the partially executed Task Order Number 6 with
Sanderson Stewart for the Right of Way Acquisition Project for the Oak and 27th Intersection
Improvements.
The City has a term contract with Sanderson Stewart for right of way acquisition services. The Commission previously approved the installation of a traffic signal at this intersection. In order
to install the signal poles, a small easement will need to be obtained on two corners of the
intersection. This task order is to obtain those easements.
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 $13,300.00.
Attachments: Task Order Number 6
Report compiled on: 3/21/19
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SANDERSON^STEWART'^31March 13, 2019Mr. Bob Murray, PECity ofBozeman20 East OUve St.Bozeman, MT 59715Refetence:City ofBozeman Land Agent ServicesProject Scope of Sendees - Task Order No. #6Oak and 27thDear Mr. Murray:Sanderson Stewart is pleased to provide this scope of services for land agent services for street andutility improvements for the Oak and 27 Intersection Improvements Project. These sendees are tobe performed under the Professional Services Agreement for Stireets and Land Agent Services (FY2018 - FY 2020) term contract for realty and engineering services. If this scope of sendees isacceptable to you, please execute this agreement where noted.OverviewWe understand the City of Bozeman intends to construct roadway and traffic signal improvementsat the intetsection of West Oak Stteet and North 27 Avenue in the near future. The projectimprovements will provide a new signalized intersection and unproved pedestrian facilities in thewest part ofBozeraan. To facilitate the improvements, additional temporary right-of-way is required.Sanderson Stewart wiU provide professional right-of-way (R/W) acquisidon seryices to acquice newR/W for the project as shown on the attached Figure 1.Scope of WorkSanderson Stewart will provide the following services as part of its basic services:1. Project ResearchThis task includes the prelitninary R/W activities to obtain pertment project information.Subtasks under Item 1 mclude 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.••InitialsBillingsBozemanDenverFort CollinsSandersonStewart.comSANDERSONSTEWART.and we're fust getting started92
Mr. Bob MurrayMarch 13, 2019Page 22. Initial Property Owner ContactThis task includes inttiating coordination efforts with affected property owners. Subtasksunder Item 1 include the foUowing:Compile contact infotmation.Initiate contact with aU affected property owners (3 parcels).Conduct pre-acquisition meetings with affected ptoperty owners.3. SurveyThis task is not included in this scope of sendees.4. R/W Mapping & ExhibitsThis task consists of the preparation R/W exhibits to acquire property interests. Subtasksunder Item 4 include the following:Sanderson Stewart is curtendy working on the engmeering design and wiU provideexisting and proposed design and right-of-way CADD files for the project area.• Review proposed R/W acquisition areas.Prepare preliminary temporary constcucdon permit exhibits for three (3) parcels ofland, as required.QA/QC of exhibits5. Title ConitnitmentsThis task is not included m this scope of services. Tide commitments will not be securedfor temporary consti^iction permit acquisldons.6. Appraisals and ValuationsThis task is not included in this scope of services. R/W agreements wiU include lump sumcompensation amounts for acquisition of temporary construction permits.7. Prepare ContractsThis task includes the preparation of the offer packages to acqnice R/W, mcludingagreements, easements, exhibits, figures, and correspondence letters. Subtasks under Item 7include the following:Prepare three (3) temporary constmcdon permit documents for Parcels 1-3.Prepare acquisition documents including maps and project information.Prepare acquisition cost details and summary.Initials93
Mr. Bob MurrayMarch 13, 2019Page 3QA/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 following:Conduct acquisition meetings (tninitnuni of 3 meetings per parcel).Conduct meetings with property owners of Parcels 1-3.Prepare final acqmsirioa documents for aU affected parcels.Prepare final acquisition costs for aU parcels requiting R/W acquisition.QA/QC of documents.9. R/W and Design Plan UpdatesThis task includes updating the preliminary easement/permit exhibits and documents basedon design 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 titlecotnpaay. Subtasks under Item 1 1 include the following:Temporary construction permits for Parcels 1-3 wiU not include dde msurance forclosings. AU temporary construction permits will be recorded at the clerk andrecorder.Submittal of completed R/W acquisition offer packages to the City fot review andexecution.Team coordination.12. Final Submittal and CloseoutThis task includes the final project activities to fmali2e and submit executed acqmsitiondocuments. Subtasks under Item 12 include the following:Prepare completed R/W acquisition project submittal packet.Deliver completed tide transfer documents.Project closeout.•Initials94
Mr. Bob MurrayMatch 13, 2019Page 413. ContingencyThe scope of services for this project includes aU the necessary steps to acqiiite propertyinterests from private owners. A majority of the acquisition process relies on goodcooperation and timely responses from all parties mvolved m the process. Due to the natureof coordination activities, the amount of time required to work with individual propertyowners varies significantly. This task serves to capture the potential additional costs incurredduring the acquisidon process due to challenging coordmadon activities with propertyowners.14. Project AdministtationThis 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 billing.The following items are not included in the scope of services or project budget for this project andare therefore specifically excluded from this scope of services:• Engineering 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.Project ScheduleOnce Sanderson Stewart receives Client's authorization to proceed, Sanderson Stewart will proceedwith fulfilling the project scope of services mimediately. The intent is to complete the R/Wacquisition activities in as short amount of time as necessary.The Client and Sanderson Stewart are aware tliat many factors outside Sanderson Stewart's contcolmay affect Sanderson Stewart's ability to complete the services to be provided under this agreement.Sanderson Stewart will perform these services with reasonable diligence and expediency consistentwith sound professional practices.Initials95
Mr. Bob MurrayMarch 13, 2019Page 5Fees and Billing Atrans-ementsInvoice and Billing: Saadetson Stewart will biU for its services on a time and materials basis with atotal cost not to exceed $13,300.00. Sanderson Stewart will begin work once this agreement has beenexecuted by both patties.TaskFeeI1.2.3.4.5.6.7.8.srn:12.13.14.Project ResearchInitial Property Owner ContactSurveyR/W Mapping & ExhibitsTitle CommitmentsAppraisals and ValuationsPrepare ContractsAcquisitionsR/W and Design Plan UpdatesRelocation ServicesTitle Clearing and ClosingFinal Submittal and CloseoutContingencyProject Administration$617.50$540.00$0.00,605.00$0.00$0.00$1,735.00$5,150.00$450.00$0.00$675.00$537.50$1,270.00$720.00Total$13,300.00Sanderson Stewart shall submit invoices to the Client for work accomplished diiring each calendarmonth. Monthly invoices shaU include, separately Usted, any charges for sendees for which timecharges and/or unit costs shaU apply. Such invoices shall also include, separately listed, any chargesfor consultants retained by Sanderson Stewart, and reimbursable costs. Such invoices shaU besubmitted by Sandersoa Stewart as soon as possible after the end of the month in which the workwas accomplished and shall be due and payable by the CHent upon receipt. The Client agrees thatthe monthly invoice from Sanderson Stewart is correct, conclusive, and binding on the Client unlessthe Client, within 20 working days from the date of receipt of such invoice, notifies SandersonStewart in writuig of alleged inaccuracies, discrepancies, errors in the invoice, or the need foradditional backup.Initials96
Mr. Bob MurrayMarch 13, 2019Page 6ConclusionMr. Murray, we look forward to working with you on this very exciting project. Feel free to caU meat 406/922-4304 if you have any questions regarding this ptoposal. Otherwise, if it meets yourapproval, simply mail or email this signed and dated agreement to our office at 106 East BabcockSt, Bozeman, MT 59715 or tgaddo@sandersonstewatt.com. Thank you.Sincerely_lTony Gaddo, P.E, REALTOR®Senior Engineer /Right-of-Way SpecialistTG/epEnc.0:2019_Murray_Bozeman_ROW_TO#6_PrpsL030619**** END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES ****Initials97
Mr. Bob MurrayMarch 13, 2019Page 7This Task Order is datedand Sanderson Stewart (Contcactor)._, 20_ between City ofBozemaa. Montana (City)IN WITNESS WHEREOF, the parries hereto have executed this instrument the day andyear first above written.CITY OF BOZEMAN, MONTANABy:Print Name:Print Title:Date:SANDERSON STEWARTBy:Print Name: r7ot^i 6-eJaioDate: ^/^Print Title: ^{jei lAAc.-Inidals98
ItFIGURE 1PRELIMINARY R/W ACQUISITIONWITHINSEC. 2, T2S, R5EPREPARED FOR : CITr- OF BOZEMANPREPARED BY : SAN DE RSO N STEWART^MARCH, 2019BOZEMAN, MONTANA^ '•'.U.s."«.^.flw -:^'^^!n^-Ir^•NUJ'^><;•»xr»".^:.^CBdT~'?'.,-^.tl's_^^__Jic^T;s[&'fe*qisK^:*/y^»^^^ •/• ^%-•,-.-^-;. •s^1-L_J'^_[_^^-yV^:»:t.*sJ^^z;K%••w.AKST.ESTOAKwAEa\\1\\"^r-r1N \^<\>^-h-L->i^>^ \l^^^x\<^T^^\\\\\^\\\\\\\\\ \ \ \N>'»>i\ \ \E*\!\ ^p\\ \ s\\\\<PARCELS\VflBCEl2\ ^'I\ \ \ \\ALL! SONr\-r.(\\\ \ \ N\r-~$c^'-\\\r\xsIsL\\ \\ \\\\ \\^,s^\ \\ \\\1\\,\\\ \\T1\\^-\ \L,\ \?\ \\ \'\ \\ \\.-\\ ^,\ ^f\ \\ \t-h\ ^ \\ \2SS&^7.w\(k \S^N\^\\<~i-E-s^^£^^^\1^50050100SCALE:1:100_XREFR/W LEGENDV/////A EXISTING ROAD R/Wfc:^^;^^^ PARCEL FOR R/W ACQUISITIONFIGURE 1.0WGxxxxx.xx03/13/2019TG99