HomeMy WebLinkAbout19- Task Order 5 - Sanderson Stewart - Land Agent Services for Oak Springs Storm Pond, Durston Road Improvements Project SAN D E RSO N
STFWART
March 6, 2019
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. #5
Oak Springs Storm Pond
Dear Mr. Murray:
Sanderson Stewart is pleased to provide this scope of services for land agent services for street and
Utility improvements for the Oak Springs Storm Pond as part of the Durston Road Improvements
Project. 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.
Overview
We understand the City of Bozeman intends to construct roadway and utility improvements along
Durston Road in the near future. The project improvements will provide an improved roadway and
storm drain system in the west part of Bozeman. To facilitate the improvements, additional
permanent and temporary right-of-way is required. Sanderson Stewart will provide professional
tight-of-way (R/W) acquisition services to acquire new R/W for the project as shown on the
attached Figure 1.
Scope of Work
Sanderson Stewart will provide the following services as part of its basic services:
1. Project Research
This task includes the preliminary R/W activities to obtain pertinent project information.
Subtasks 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.
Billings •
Bozeman
Denver
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Sande rsonStewa rt.com
Mr. Bob Murray
March 6, 2019
Page 2
2. Initial Property Owner Contact
This task includes initiating coordination efforts with affected property owners. Subtasks
under Item 1 include the following:
• Compile contact information.
• Initiate contact with owners.
• Conduct pre-acquisition meetings with affected property owners.
3. Survey
This task is not included in this scope of services.
4. R/W Mapping & Exhibits
This task consists of the preparation R/W exhibits to acquire property interests. Subtasks
under Item 4 include the following:
• The City of Bozeman will provide existing and proposed design and right-of-way
CADD 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 improvements.
• Prepare preliminary permanent easement exhibits for one (1) parcel of land,as
required.
• QA/QC of exhibits
5. Title Commitments
This task consists of the preparation of title commitments for affected property interests.
Subtasks under Item 5 include the following:
• Title commitments will be secured for one (1) parcel (Parcel 6) requiring property
acquisition.
• Team coordination.
6. Appraisals and Valuations
This task includes the preparation of valuation documents to value the property rights to be
acquired. Subtasks under Item 6 include the following:
• Full appraisal narratives are not included in this scope of services.
• Waiver valuations will be completed for one (1) parcel (Parcel 6) by Sanderson
Stewart.
• Team coordination.
• QA/QC of waiver valuations.
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Mr. Bob Murray
March 6, 2019
Page 3
7. Prepare Contracts
This task includes the preparation of the offer packages to acquire R/W,including
agreements, easements, exhibits, figures, and correspondence letters. Subtasks under Item 7
include the following:
• Prepare one (1) permanent storm drain easement document for Parcel 6.
• Prepare acquisition documents including maps and project information.
• Prepare acquisition cost details and summary.
• QA/QC of documents.
8. Acquisitions
This task includes conducting the acquisition meetings with affected property owners and
modifying the initial offer packages based on owner/client meetings. Subtasks under Item 8
include the following:
• Conduct acquisition meetings (minimum of 3 meetings per parcel).
• Conduct meetings with property owners of Parcel 6.
• Prepare final acquisition documents for all affected parcels.
• Prepare final acquisition costs for Parcel 6 requiring permanent R/W acquisition.
• QA/QC of documents.
9. R/W and Design Plan Updates
This task includes updating the preliminary easement exhibits and documents based on
design changes,if required.
10. Relocation Services
This task is not included in this scope of services.
11. Title Clearing and Closing
This task includes coordinating and completing the title closing process with the title
company. Subtasks under Item 11 include the following:
• Prepare final title transfer documents and schedule closing date.
• Obtain mortgage releases, clear taxes and liens, as required.
• Submittal of completed R/W acquisition offer packages to the City for review and
execution.
• Attend closing meetings.
• Team coordination.
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Mr. Bob Murray
March 6, 2019
Page 4
12. Final Submittal and Closeout
This task includes the final project activities to finalize and submit executed acquisition
documents. Subtasks under Item 12 include the following:
• Prepare completed R/W acquisition project submittal packet.
• Deliver completed title 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.
14. Project Administration
This 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 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.
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Mr. Bob Murray
March 6, 2019
Page 5
Project Schedule
Once Sanderson Stewart receives Client's 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 Client and Sanderson Stewart are aware that many factors outside Sanderson Stewart's control
may 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 consistent
,vith sound professional practices.
Fees and Billing Arrangements
Invoice and Billing: Sanderson Stewart will bill for its services on a time and materials basis with a
total cost not to exceed $8,700.00. Sanderson Stewart will begin work once this agreement has been
executed by both parties.
Task Fee
1. Project Research $482.50
2. Initial Property Owner Contact $202.50
3. Survey ( $0.00
4. R/W Mapping&Exhibits j $740.00
5. Title Commitments $502.50 1
6. Appraisals and Valuations $810.00
7. Prepare Contracts $860.00
8. Acquisitions $2,650.00
9. R/W and Design Plan Updates $225.00
10. Relocation Services $0.00
11. Title Clearing and Closing $540.00
12. Final Submittal and Closeout $402.50
C 13. Contingency $730.00
14. Project Administration $555.00
Total $8,700.00
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
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Mr. Bob Murray
March 6,2019
Page 6
for consultants retained by Sanderson Stewart, and reimbursable costs. Such invoices shall be
submitted by Sanderson Stewart as soon as possible after the end of the month in which the work
was accomplished and shall be due and payable by the Client upon receipt.The Client agrees that
the monthly invoice from Sanderson Stewart is correct, conclusive,and binding on the Client unless
the Client,within 20 working days from the date of receipt of such invoice,notifies Sanderson
Stewart in writing of alleged inaccuracies, discrepancies, errors in the invoice, or the need for
additional backup.
Conclusion
Mr. Murray,we look forward to working with you on this very exciting project. Feel free to call me
at 406/922-4304 if you have any questions regarding this proposal. Otherwise,if it meets your
approval, simply mail or email this signed and dated agreement to our office at 106 East Babcock
St.,Bozeman,MT 59715 or tgaddo@sandersonstewart.com. Thank you.
Sincerely,
Tony Gaddo,P.E.,REALTOe
Senior Engineer/
Right-of-Way Specialist
TG/ep
Enc.
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****END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES ****
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Mr. Bob Murray
March 6,2019
Page 7
This Task Order is dated l 2S ,20A 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
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By: By:
Print Name: A —s u rrc&4- Print Name: -7 oLmj
Print Title: Print Title: ��rD, �t,� U�IK�y�ae
Date: Date: 3q
Initials
FIGURE 1
PRELIMINARY R/W ACQUISITION
WITHIN
SEC. 3, T2S, R5E
PREPARED FOR CITY OF BOZEMAN MARCH, 2019
PREPARED BY SA N D E RS O N ST E WA RT BOZEMAN, MONTANA
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EXISTING ROAD R/W
NORTH SCALE:1:100 XREF PARCEL FOR R/W ACQUISITION
FIGURE 1.DWG xxxxx,xx 03/05/2019 TG