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Home My WebLink About20- Task Order 8 - Sanderson Stewart - Land Agent Services, Manley Road Reconstruction Project SANDERSON ( STEWART �� December 13, 2019 Mr. Kellen Gamradt,PE City of Bozeman DEC 13 2019 20 East Olive St. Bozeman,MT 59715 ENGINEERING DEPAR?P,9ENT 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 street and utility improvements for the Manley Road Reconstruction 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 reconstruct Manley Road from Griffin Drive to Gallatin Park Drive in the near future.The project improvements will provide an improved roadway and storm drainage collection system to mitigate current and future development growth in the northeast part of Bozeman. To facilitate the improvements,additional temporary 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 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 ICT Denver Initials Fort Collins Sanderson Stewart.com Mr. Kellen Gamradt December 13,2019 Page 2 2. Initial Property Owner Contact This task includes initiating coordination efforts with affected property owners. Subtasks under Item 2 include the following: • Compile 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 of R/W exhibits to acquire property interests. Subtasks under Item 4 include the following: • Robert Peccia&Associates and Allied are currently working on the engineering design and will 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. Title commitments 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 will include lump sum compensation amounts for acquisition of temporary construction permits as determined 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: _rp Initials Mr. Kellen Gamradt December 13,2019 Page 3 • Prepare twenty-five (25) temporary construction permit documents for Parcels 1-6, 8, 9, 11-19, 21,24-29, and 31. • Prepare acquisition documents including maps and project information. • Prepare R/W occupancy permit for Parcel 1, owned by MRL/BNSF. • Prepare acquisition cost details and summary including impacts to adjacent private property features. • 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 Parcels 1-6, 8, 9, 11-19, 21,24-29,and 31. • Prepare final acquisition documents for all affected parcels. • Prepare final acquisition costs for all parcels requiring R/W acquisition. • Coordinate 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 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: • Temporary construction permits for Parcels 1-6, 8, 9, 11-19,21,24-29,and 31 will not include title insurance for closings.All temporary construction permits will be recorded at the clerk and recorder. This task includes the fees for recordation of the permits. • Submittal of completed R/W acquisition offer packages to the City for review and execution. • Team coordination. Initials Mr. Kellen Gamradt 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 completed property right 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. T- Initials Mr. Kellen Gamradt December 13, 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 prior to the planned construction project bidding schedule in February/March 2020. 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 with 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$68,800.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. Task Fee 1. Project Research $3,872.50 2. Initial Property Owner Contact $1,620.00 3. Survey $0.00 4. R/W Mapping&Exhibits $10,300.00 5. Title Commitments $0.00 6. Appraisals and Valuations $0.00 7. Prepare Contracts $9,070.00 8. Acquisitions $29,390.00 9. R/W and Design Plan Updates $2,480.00 10. Relocation Services $0.00 11. Title Clearing and Closing $3,870.00 12. Final Submittal and Closeout $1,600.00 13. Contingency $3,070.00 14. Project Administration $3,527.50 Total $68,800.00 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 TG- Initials Mr. Kellen Gamradt December 13, 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. Gamradt,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 1610 Ellis St Suite 213,Bozeman,MT 59715 or tgaddo@sandersonstewart.com.Thank you. Sincerely, Tony Gaddo,P.E.,REALTOO Senior Engineer / Right-of-Way Specialist TG/DS Enc. ****END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES **** Initials Mr. Kellen Gamradt December 13,2019 Page 7 This Task Order is dated Qkrta fy (3 , 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 S ART By: By: Print Name: •i Print Name: To•"4 &UA Print Title: Jk q Kkkky"— Print Title: 174 a* Y4!rj!4� Date: 7—o Date: J Z1130 Initials R/W LEGEND FIGURE 1 PAGE 1 OF 2 ® EXISTING ROAD R/W PRELIMINARY R/W ACQUISITION PARCEL FOR R/W ACQUISITION WITHIN SEC. 36, T1 S, R5E AND = SEC. 31 , T1 S, R6E AND PREPARED FOR CITY OF BOZEMAN DECEMBER, 2019 75 0 75 150 PREPARED BY SAN DE RSON STEWART BOZEMAN, MONTANA SCALE:1„=150' -1--z-1--L- PARCEl1 PARCEl13 Z \PARCEL11 / \Y �A�i PARCELS y /7 Z/ LL- PARCEL S\�`\' 7 11111EL5 PARCEl4 / I /MANLEY RD. -- ----------- I MANLEY FIGURE 1.DVIG XXXXX.XX 12 13 19 TG R/W LEGEND FIGURE 1 PAGE 2 OF 2 ® EXISTING ROAD R/W PRELIMINARY R/W ACQUISITION PARCEL FOR R/W ACQUISITION WITHIN 00 SEC. 36, T1 S, R5E AND = SEC. 31 , T1 S, R6E AND PREPARED FOR CITY OF BOZEMAN DECEMBER, 2019 75 0 75 150 PREPARED BY SANDERSONSTEWART BOZEMAN, MONTANA SCALE:1"=150' ---------------- \ \ \ \ \ \ \ \ \ \PARCELI ----------------= \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \,X \ \ \I \ \ \ \ \ \ \ \I\ \ \ \ \ \ \ \ 11/Q/� I� �I \ \ \ \ \ I\ \ \ \ \ \ \ \ I /Q�--------------- \ IIl PARCE125 \ \ \ \ \ \ \ Ir n PARCEL 16 \ \ \; \ \ \ PARCEL 11 \ \ \I\ \ \ PARCEL 18 \ \ J �!� PARCEL 19 PAflCEL 21 \i \PARCEL 24 i \ �\ \ \ \ PARCEl26 \ �J/ I` irk/ p \ \ \ \ �\ \ \ \ \i \ \ I \ j\ \ \ \ v� �\ \ \PARCEl29 \ \ \ \ \ \ \ \,'C'\ \ \ \ \ \� \ \ \ \ \ \ \ \ \i \ \ \ \ \ \ \ \ i✓ \ \ \ \ i\ \ \ \ \i \ i \ i\ \ \ \ \ \ \ \ \ i I\ \ \ \ \ t_1 MANLEY RD. I Q I PARCEL20 I I I I w �1I i I PARCEL23 i PARCEL21\ PARCEL26 \ \ \ \ \ \ \ PARCEL31\ \ \ \ \ < PARCE112 Q "U \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ I I Ej i i ❑ ;l\ \ \ \ \ \ \ \ \ \ \ \ \ L------ LJ I\ \ \ \ \ \ \ \ \ \ \ \ \ cl 4 \ \ \ \ \ \ \ \ \ \ \ \ \ \I\ \ \ \ \ \ \ \ \ \ \ \ \ IL MANLEY FIGURE 1.DWG XXXXX.XX 12 13 19 TG