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HomeMy WebLinkAbout01-06-20 City Commission Packet Materials - C8. Task Order 8 with Sanderson Stewart for Manley Right-of-wayCommission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kellen Gamradt, Project Engineer Shawn Kohtz, City Engineer SUBJECT: Right of Way Acquisition Project - Task Order Number 8 MEETING DATE: January 6, 2020 AGENDA ITEM TYPE: Consent RECOMMENDATION: Approve and authorize the acting City Manager to sign Task Order Number 8. BACKGROUND: Attached is a copy of the partially executed Task Order Number 8 with Sanderson Stewart for temporary construction permits to access properties along Manley Road from Griffin Drive north to City limits during construction of the Manley Road Improvements Project. The design of the improvements project for Manley Road is nearing completion. There are 25 parcels along the corridor that will require temporary construction easements in order to complete the improvements. The City has a term contract with Sanderson Stewart for right of way acquisition services. This task order will add to the existing contract. 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 $68,800. Attachments: Task Order Number 8 Report compiled on: 12/26/19 93 SANDERSON^ STEWART'v^ December 13, 2019 IQ E©!MD^~M^ DEC 13 2019 s ENGINEERING DEPARTMFNT Mr. KeUen Gamradt, PE n City ofBozeman 20 East Olive St. Bozeman,MT59715 Reference: City of Bozeman Land Agent Services Project Scope of Services - Task Order No. #8 Manley Road Reconstruction Dear Mr. Gamradt: Sanderson Stewart is pleased to provide this scope of services for land agent services for steeet and utility improvements for the Manley Road Reconstrucdon Project. These services are to be perfornied under the Professional Services Agreement for Stceets and Land Agent Services (FY 2018 — FY 2020) term contcact for realty and engineering services. If this scope of services is acceptable to you, please execute this agreement where noted. Overvie\v We understand the City of Bozeman intends to reconstruct Manley Road from Griffin Drive to GaUatin Park Drive m the near future. The project improvements will provide an improved roadway and storm drainage collection system to mitigate current and future development growth ui the northeast part ofBozeman. To facilitate the improvements, additional tempotary right-of-way is required. Sanderson Stewart will provide professional right-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 preliramary R/W activities to obtain pertinent project informadon. Subtasks under Item 1 mclude the foUowing: Obtain and review available preliminary design plans and project documentation. Coordination meedng with the project team members. Obtain current deeds and ownership information. -7S- Inidals Billings Bozeman Denver Fort Collins SandersonStewart.com SANDERSONSTEWART 94 .and we're just getting started Mr. Kellen Gamradt December 13, 2019 Page 2 2. Initial Property Owner Contact This task includes initiating coordmadon efforts with affected property owners. Subtasks under Item 2 include the following: CotnpUe contact information. Initiate contact with all affected property owners (25 parcels). 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 ofR/W exhibits to acquire property interests. Subtasks under Item 4 include the following: Robert Peccia & Associates and AUied are currently working on the engineering design and wiU provide existing and proposed design and right-of-way CADD files for the project area. Review proposed R/W acquisition areas. Prepare preliminary temporary construction permit exhibits for twenty-five (25) parcels of land, as required. QA/QC of exhibits. 5. Title Commitments This task is not included in this scope of services. Tide con-utniti-aents will not be secured for temporary construction permit acquisitions. 6. Appraisals and Valuations This task is not included in this scope of services. R/W agreements wiU include lump sum compensadon amounts for acquisition of temporary construction permits as determmed by the City. 7. Prepare Contracts This task includes the preparation of the offer packages to acquire R/W, including agreements, easements, permits, exhibits, figures, and correspondence letters. Subtasks under Item 7 include the following: -Trf- Initials 95 Mr. Kellen Gamradt December 13, 2019 Page 3 Prepare twenty-five (25) temporary consti-uctioa permit documents for Parcels 1-6, Prepare acquisition documents including maps and project information. Prepare R/W occupancy permit fot Parcel 1, owned by MRL/BNSF. Prepare acquisition cost details and surntnary including impacts to adjacent private property features. QA/QC of documents. 8. Acquisitions This task includes conducting the acqmsition meetings with affected property owners and modifying the mirial offer packages based on owner/client meetings. Subtasks under Item 8 include the foUowiag: Conduct acquisidon meetings (minimum of 3 meetings per parcel). Conduct meetings with property owners of Parcels 1-6, 8, 9, 11-19, 21, 24-29, and Prepare final acquisition documents for all affected parcels. Prepare final acquisidon costs for all parcels requiring R/W acquisition. Coordmate R/W impacts with MRL/BNSF (Parcel 1). QA/QC of documents. 9. R/W and Design Plan Updates This task includes updating the preliminary easement/permit exhibits and documents based on design changes, if requured. 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 tide closmg process with the title company. Subtasks under Itera 1 1 include the following: Temporary construction permits for Parcels 1-6, 8, 9, 11-19, 21, 24-29, and 31 will not include dde insurance for closings. AU temporary consttuction permits will be recorded at the clerk and recorder. This task includes the fees for recordation of the permits. Submittal of completed R/W acqmsition offer packages to the City for review and execution. • Team cootdination. Tp Initials 96 Mr. Kellen Gattuadt December 13, 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 cotnpleted ptoperty right tcansfer documents. Project closeout. 14. • 13. Contingency The scope of services for this project includes all the necessary steps to acquire property interests from private owners. A tnajority of the acquisition process relies on good cooperation and timely responses from all parties mvolved ia the process. Due to the nature of coordination activities, the amount of time reqiured to work with individual ptoperty 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. Project Administration This task includes activities to manage the project tequurements, deliverables, and tasks. Subtasks under Itetn 14 mclude the followiag: Project status updates. Budget and schedule nionitoring and planning. Invoicing and biUing. • The foUowmg items are not included in the scope of sefyices or project budget for this project and are therefore specifically excluded from this scope of services: Engineering or right-of-way design services. Eminent domam proceedings, expert witness testunony, costs, of other services necessary for legal proceedmgs. Additional costs related to the actual purchase price of property intetests as detailed m 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. T^ Initials 97 Mr. Kellen Ganuadt December 13, 2019 Page 5 5 Project Schedule Once Sanderson Stewart receives Client's autfaorization to proceed, Sanderson Stewart will proceed with fulfilling the project scope of services immediately. The intent is to complete the R/W acquisition acdviries in as short amount of time as necessary prior to the planned construction project bidding schedule in February/March 2020. The Client and Saaderson 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 wiU perform these services with reasonable diligence and expediency consistent with sound professional practices. Fees and Billinff Arrans-enients Invoice and Billing: Sanderson Stewart wiU bill for its services on a time and materials basis with a total cost not to exceed $68,800.00. Sanderson Stewart wiU begin work once this agreement has been executed by both parties. Task Fee 1. Project Research 2. Initial Property Owner Contact 3. Survey 4. R/W Mapping & Exhibits 5. Tide Committnents 6. Appraisals and Valuations 7. Prepare Contcacts 8. Acquisitions 9. R/W and Design Plan Updates 10. Relocation Services 11 .Tide Clearing and Closing 12. Final Submittal and Closeout 13. Contingency 14. Project Admiaistration i $3,872.50 $1,620.00 $0.00 $10,300.00 $0.00 $0.00 $9,070.00 $29,390.00 $2,480.00 $0.00 $3,870.00 $1,600.00 $3,070.00 $3,527.50 Total $68,800.00 Sandersoa 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 shaU apply. Such mvoices shall also include, separately listed, any charges 7^_ Initials 98 Mr. KeUen Gamradt December 13, 2019 Page 6 for consultants retained by Sanderson Stewart, and reimbursable costs. Such invoices shaU be submitted by Sanderson Stewatt as soon as possible after the end of the month m which the work was accomplished and shaU be due and payable by the Client upon receipt. The CHent 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 Sandersoa Stewart in writmg of alleged inaccuracies, discrepancies, errors in. the invoice, or the need for additional backup. Conclusion Mr. Gamradt, we look forward to working with you on this vety exciting project. Feel free to caU me at 406/922-4304 if you have any questions regarding this proposal. Otherwise, if it meets yout approval, sunply mail or email this signed and dated agreement to our office at 1610 EUis St Suite 2B, Bo2eman, MT 59715 or tgaddo@sandersonstewart.com. Thank you. Sincerely, ^« Tony Gaddo, P.E., REALTOR® Senior Engineer / Right-of-Way Specialist TG/DS Enc. **** END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES **** -r^ Initials 99 Mr. Kellen Gamradt December 13, 2019 Page 7 This Task Order is dated Pc^ct^iL^i/ 13 20 If between. City ofBozeman. Montana (City) and Sandetson Stewart (Contractor). IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year furst above written. 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