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HomeMy WebLinkAbout12-15-20 City Commission Packet Materials - C9. TO11 and TO12 w Sanderson-Stewart for RoW on Griffin DrMemorandum REPORT TO:City Commission FROM:Taylor Lonsdale, Engineer III Shawn Kohtz, City Engineer Mitch Reister, Director of Public Works SUBJECT:Authorize the City Manager to Sign Task Orders 11 and 12 with Sanderson Stewart for the Purpose of Right-of-Way Acquisition on the Griffin Drive - 7th to Rouse Project MEETING DATE:December 15, 2020 AGENDA ITEM TYPE:Agreement - Vendor/Contract RECOMMENDATION:Authorize the City Manager to Sign Task Orders 11 and 12 with Sanderson Stewart for the Purpose of Right-of-Way Acquisition on the Griffin Drive - 7th to Rouse project STRATEGIC PLAN:2.2 Infrastructure Investments: Strategically invest in infrastructure as a mechanism to encourage economic development. BACKGROUND:Attached are copies of partially executed task orders with Sanderson Stewart for acquisition of the necessary permanent and temporary easements associated with the construction of the Griffin Drive - 7th to Rouse project. The design of the improvements for Griffin Drive is nearing completion. In order to construct the improvements, there are ten (10) parcels along the corridor that will require permanent and temporary easements and twelve (12) parcels that will require only temporary construction easements. The City has a term contract with Sanderson Stewart for right of way acquisition services. These task orders will add to that existing contract. During the process of working with Sanderson Stewart on the design, a time sensitive right of way opportunity was identified. It was in the best interest of the project to move forward with pre-acquisition activities on several parcels. Due to the time sensitive nature of this, we proceeded with the work identified in Task Order 11. Task Order 12 is for the remaining right of way acquisition associated with the Griffin Drive project. UNRESOLVED ISSUES:None ALTERNATIVES:As suggested by the City Commission FISCAL EFFECTS:The proposed fee for the scope of work outlined in these task orders is paid on a time and materials basis with a not to exceed total cost. The not to exceed amount for Task Order 11 is $4,335 and Task Order 12 is $97,650. 102 The funds for this are available from and will be drawn from SIF133, Griffin (7th to Rouse) Design. Attachments: 20201023_Griffin Drive_TO11.pdf 20201104_Griffin Drive_TO12.pdf Report compiled on: December 3, 2020 103 _____ Initials October 23, 2020 Mr. Taylor Lonsdale, 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. #11 West Griffin Drive Pre-acquisitions Dear Mr. Lonsdale: Sanderson Stewart is pleased to provide this scope of services for land agent services for street and utility improvements for the West Griffin Drive corridor. These services are to be performed under the Professional Services Agreement for Streets and Land Agent Services term contract (FY 2018 – FY 2020) 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 street and utility improvements in the West Griffin Drive corridor in the near future. The future project improvements will provide improved public transportation and utility facilities to cover current and future development growth in the north-central part of Bozeman. It is the intent of the full R/W acquisition phase to acquire all necessary R/W for the project corridor, however, two parcels for planned acquisitions would benefit from pre-acquisition negotiations, Parcels 20 and 33. Parcel 20 is currently being developed with a building and parking lot that requires coordination to avoid potential impacts with the road design. The Gallatin Village Trailer Court (Parcel 33) covers two tracts of land that has mobile home units in close proximity to the proposed road improvements, requiring early coordination. The City of Bozeman and Northwestern Energy (NWE) have entered into an exchange agreement that will transfer land from the City to NWE. The property to be transferred to NWE is the adjacent tract of land on the north side of Parcel 33. A draft Certificate of Survey has been prepared for the exchange agreement that shows the north property line of Parcel 33 will be adjusted to include currently encroaching mobile home units on the tract of land to be transferred to NWE. As the West Griffin Drive project will require new permanent R/W along the south side of Parcel 33, an exchange agreement with Parcel 33 has been requested to facilitate the property line adjustment and new R/W acquisition for Parcel 33 between the trailer court and the City. Figure 1 showing the parcels for pre-acquisition is attached to the scope of services. TG 104 Mr. Taylor Lonsdale October 23, 2020 Page 2 _____ Initials Scope of Services 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: · Coordination meeting with the project team members · Obtain current deeds and ownership information for two parcels. 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 owners. 3. R/W Mapping & Exhibits This task consists of the preparation of R/W exhibits and figures. Subtasks under Item 3 include the following: · Sanderson Stewart is under contract to design the road project and will provide any available proposed design and right-of-way plans/drawings for the project area. · Prepare preliminary exhibits for Parcel 33 showing adjusted property lines and proposed R/W acquisition areas to supplement the exchange agreement. · Road design plans will be utilized for coordination efforts with the owner of Parcel 20. New exhibits or figures will not be prepared for Parcel 20. · QA/QC of exhibits 4. Prepare Contracts This task includes the preparation of the exchange agreement, including agreements, exhibits, figures, and correspondence letters. Subtasks under Item 4 include the following: · Prepare an exchange agreement between the City and the property owner of Parcel 33. · The exchange agreement between the City and Parcel 33 will reference the proposed north boundary line adjustment and proposed West Griffin Drive R/W acquisition needs affecting Parcel 33. The signed agreement will require both the City and Parcel 33 property owner to coordinate all activities to finalize the road R/W acquisition documents as necessary to acquire additional R/W when the R/W phase begins. TG 105 Mr. Taylor Lonsdale October 23, 2020 Page 3 _____ Initials · Parcel 20 does not require an agreement. · R/W acquisition agreements for proposed permanent easement and temporary construction permit will be prepared during the full R/W acquisition phase to begin at a later date. · QA/QC of documents. 5. Acquisitions This task includes conducting the pre-acquisition meetings with affected property owners and modifying the initial agreement based on owner/client meetings. Subtasks under Item 5 include the following: · Conduct pre-acquisition meetings with the property owner of Parcels 20 and 33 (minimum of 3 meetings). · Coordinate with the owner of Parcel 20 to mitigate potential impacts with the new private parking lot and proposed road design plan impacts. · Complete the final exchange agreement including exhibits/figures for Parcel 33. · QA/QC of documents. Deliverables: 1. Owner-signed exchange agreement, including exhibits/figures for Parcel 33. 2. Historical summary of conversations and details for Parcel 20. 6. Project Administration This task includes activities to manage the project requirements, deliverables, and tasks. Subtasks under Item 6 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. TG 106 Mr. Taylor Lonsdale October 23, 2020 Page 4 _____ Initials Services not set forth above as basic services are specifically excluded from the scope of Sanderson Stewart’s services. Sanderson Stewart assumes no responsibility to perform any services not specifically listed as basic services. Additional services are not included in the basic services. If the Client and Sanderson Stewart agree in writing via an amendment to this agreement, Sanderson Stewart will provide additional services as requested by the Client. Notwithstanding the foregoing, Sanderson Stewart shall have the right, but not the obligation, to provide, without advance authorization from the Client, other services made necessary by the default of the contractor or Client, or by deficiencies, delays, or defects in the work provided by the contractor. Sanderson Stewart shall provide written notice of the provision of such services as soon as reasonably possible. Project Schedule Once Sanderson Stewart receives Client’s authorization to proceed, Sanderson Stewart will immediately proceed with fulfilling the project scope of services. The intent is to complete the R/W pre-acquisition activities prior to the City and NWE Exchange agreement being finalized November 16, 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 $4,335.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. Right-of-Way Pre-Acquisition 1. Project Research $330.00 2. Initial Property Owner Contact $290.00 3. R/W Mapping & Exhibits $392.50 4. Prepare Contracts $827.50 5. Acquisitions $2,235.00 6. Project Administration $260.00 Total $4,335.00 TG 107 Mr. Taylor Lonsdale October 23, 2020 Page 5 _____ Initials 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 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. Lonsdale, 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 2B, Bozeman, 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 **** TG 108 Mr. Taylor Lonsdale October 23, 2020 Page 6 _____ Initials This Task Order is dated ________________, 20___ 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 By: By: Print Name: Print Name: Print Title: Print Title: Date: Date: TG Tony Gaddo Project Manager 10/23/2020 109 FIGURE 1NORTH075SCALE:1" = 150'15075PARCEL 19PARCEL 20PARCEL 17PARCEL 16PARCEL 18PARCEL 21PARCEL 27PARCEL 29PARCEL 31PARCEL 33PARCEL 34PARCEL 35PARCEL 28PARCEL 30PARCEL 32110 _____ Initials November 4, 2020 Mr. Taylor Lonsdale, 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. #12 West Griffin Drive – North 7th Avenue to North Rouse Avenue Dear Mr. Lonsdale: Sanderson Stewart is pleased to provide this scope of services for land agent services for street and utility improvements for the West Griffin Drive corridor from North 7th Avenue to North Rouse Avenue. These services are to be performed under the Professional Services Agreement for Streets and Land Agent Services term contract (FY 2018 – FY 2020) 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 street and utility improvements in the West Griffin Drive corridor in the near future. The future project improvements will provide improved public transportation and utility facilities to cover current and future development growth in the north-central part of Bozeman. To facilitate the improvements, additional permanent and 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. TG 111 Mr. Taylor Lonsdale November 4, 2020 Page 2 _____ Initials 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 owners. · Conduct pre-acquisition meetings with affected property owners. 3. R/W Mapping & Exhibits This task consists of the preparation of R/W exhibits to acquire property interests. Subtasks under Item 3 include the following: · Sanderson Stewart is under contract to design the road project and will provide any available proposed design and right-of-way plans/drawings for the project area. · Permanent easements and temporary construction permits adjacent to West Griffin Drive will be acquired on ten (10) parcels of land (Parcels 13, 15, 17, 19, 20, 22, 25, and 32-34). · Temporary construction permits (only) adjacent to West Griffin Drive will be acquired on twelve (12) parcels of land (Parcels 14, 16, 18, 21, 23, 24, and 26-31). · Prepare preliminary easement/permit exhibits for 22 parcels of land. · QA/QC of exhibits 4. Title Commitments This task consists of the preparation of title commitments for affected property interests. Subtasks under Item 4 include the following: · Title commitments will be secured for ten (10) parcels of land (Parcels 13, 15, 17, 19, 20, 25, and 32-34). Parcel 33 incorporates two legally separate tracts of land, requiring two title commitments · Team coordination 5. Appraisals and Valuations This task includes the preparation of valuation documents to value the property rights to be acquired. Subtasks under Item 5 include the following: · Two (2) full appraisal narratives will be prepared for Parcels 13 and 34 by a licensed appraisal subconsultant for complicated acquisitions (scope attached). · Review appraisals are not included in this scope of services. · Waiver valuations will be completed for five (5) parcels (Parcels 15, 17, 19, 20, and 32) by Sanderson Stewart for simple acquisitions. TG 112 Mr. Taylor Lonsdale November 4, 2020 Page 3 _____ Initials · For parcels with temporary construction permit acquisitions only, the R/W agreements will include lump sum compensation amounts determined by the City (Parcels 14, 16, 18, 21, 23, 24, and 26-31). · Valuation documents will not be prepared for Parcels 22, 25 and 33 as compensation amounts will not be included in the R/W agreements. Parcel 22 (BNSF/MRL) will be an exchange agreement without compensation. Parcel 25 (HRDC) is being redeveloped and is required to dedicate the necessary R/W as part of the City’s development process. Parcel 33 (Gallatin Village Trailer Court) will be an exchange agreement without compensation in conjunction with adjustment of property lines part of an adjacent City project. · Team coordination · QA/QC of waiver valuations 6. Prepare Contracts This task includes the preparation of the offer packages to acquire R/W, including agreements, easements, temporary construction permits, exhibits, figures, and correspondence letters. Subtasks under Item 6 include the following: · Sanderson Stewart is under contract to design the intersection of North 7th Avenue and West Griffin Drive for the Montana Department of Transportation (MDT). It’s anticipated the required R/W for MDT’s project and this project will be acquired by MDT on Parcels 1 through 13, as required. Parcel 13 includes R/W acquisition to be completed separately by both MDT and the City. · Parcel 22 is owned by BNSF/MRL. Previous discussions with City and MRL staff indicated the parties will agree to an easement exchange: MRL will grant a new road easement and temporary construction permit for West Griffin Drive and the City will release an existing county road easement that runs parallel to the railroad tracks and Manley Road. Sanderson Stewart will facilitate the exchange agreement. · Parcel 25 was recently purchased by HRDC for their new warming center. With upcoming development of the property, it is anticipated HRDC will grant the necessary R/W for the project prior to their development plans. A permanent easement and temporary construction permit will be prepared for this parcel. · Parcels 26 and 27 are owned by Northwestern Energy (NWE). NWE recently redeveloped their property and were supposed to have granted the required R/W to the City. Sanderson Stewart will coordinate with the City and NWE to verify the necessary easements prepared as part of the development project have been recorded. A new temporary construction permit will be prepared for both parcels to facilitate roadway improvements. · Permanent easements and temporary construction permits adjacent to West Griffin Drive will be prepared for and acquired on ten (10) parcels of land (Parcels 13, 15, 17, 19, 20, 22, 25, and 32-34). TG 113 Mr. Taylor Lonsdale November 4, 2020 Page 4 _____ Initials · Temporary construction permits (only) adjacent to West Griffin Drive will be prepared for and acquired on twelve (12) parcels of land (Parcels 14, 16, 18, 21, 23, 24, and 26-31). · Prepare acquisition documents including R/W agreements, maps and project information. · Prepare acquisition cost details and summary. · Compile complete offer packages to acquire easements and/or permits for Parcels 13-34. · QA/QC of documents. 7. 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 7 include the following: · Conduct acquisition meetings (minimum of 3 meetings per parcel). · Conduct acquisition meetings with property owners of Parcels 13-34. · Prepare final acquisition documents for all affected parcels. · Prepare final acquisition costs for all affected parcels. · QA/QC of documents. 8. R/W and Design Plan Updates This task includes updating the right-of-way acquisition exhibits and documents based on design changes, if required. 9. Relocation Services This task is not included in this scope of services. 10. Title Clearing and Closing This task includes coordinating and completing the title closing process with the title company. Subtasks under Item 10 include the following: · Prepare final title transfer documents and complete closing meetings. · 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. TG 114 Mr. Taylor Lonsdale November 4, 2020 Page 5 _____ Initials 11. Final Submittal and Closeout This task includes the final project activities to finalize and submit executed acquisition documents. Subtasks under Item 11 include the following: · Prepare completed R/W acquisition project submittal packet. · Deliver completed title transfer documents. · Project closeout. 12. 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. 13. Project Administration This task includes activities to manage the project requirements, deliverables, and tasks. Subtasks under Item 13 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. Services not set forth above as basic services are specifically excluded from the scope of Sanderson Stewart’s services. Sanderson Stewart assumes no responsibility to perform any services not specifically listed as basic services. TG 115 Mr. Taylor Lonsdale November 4, 2020 Page 6 _____ Initials Additional services are not included in the basic services. If the Client and Sanderson Stewart agree in writing via an amendment to this agreement, Sanderson Stewart will provide additional services as requested by the Client. Notwithstanding the foregoing, Sanderson Stewart shall have the right, but not the obligation, to provide, without advance authorization from the Client, other services made necessary by the default of the contractor or Client, or by deficiencies, delays, or defects in the work provided by the contractor. Sanderson Stewart shall provide written notice of the provision of such services as soon as reasonably possible. Project Schedule Once Sanderson Stewart receives Client’s authorization to proceed, Sanderson Stewart will immediately proceed with fulfilling the project scope of services. 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 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 $97,650.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. Right-of-Way Acquisition 1. Project Research $1,808.00 2. Initial Property Owner Contact $1,740.00 3. R/W Mapping & Exhibits $9,260.00 4. Title Commitments $4,255.00 5. Appraisals and Valuations $7,710.00 6. Prepare Contracts $12,690.00 7. Acquisitions $33,058.00 8. R/W and Design Plan Updates $1,740.00 9. Relocation Services $0.00 10. Title Clearing and Closing $3,770.00 11. Final Submittal and Closeout $1,620.00 12. Contingency $2,270.00 TG 116 Mr. Taylor Lonsdale November 4, 2020 Page 7 _____ Initials 13. Project Administration $3,729.00 Appraisal Subconsultant (Joki, 2 appraisals) $14,000.00 Total $97,650.00 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 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. Lonsdale, 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 2B, Bozeman, 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 **** TG 117 Mr. Taylor Lonsdale November 4, 2020 Page 8 _____ Initials This Task Order is dated ________________, 20___ 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 By: By: Print Name: Print Name: Print Title: Print Title: Date: Date: TG Tony Gaddo Project Manager 11/4/2020 118 FIGURE 1NORTH075SCALE:1" = 150'15075PARCEL 7PARCEL 11PARCEL 13PARCEL 19PARCEL 20PARCEL 15PARCEL 17PARCEL 10PARCEL 5PARCEL 12PARCEL 14PARCEL 16PARCEL 18PARCEL 21PARCEL 22PARCEL 24PARCEL 26PARCEL 27PARCEL 29PARCEL 31PARCEL 33PARCEL 34PARCEL 35PARCEL 22PARCEL 25PARCEL 28PARCEL 30PARCEL 32PARCEL 23119 120 121