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Home My WebLink About21- Task Order -Sanderson Stewart - Land Valuation Services SANDERSON ;W, S T E W A R T •.- January 18, 2021 Mr. Greg Sullivan, City Attorney City of Bozeman 121 North Rouse Avenue Bozeman,MT 59715 Reference: City of Bozeman Land Agent Services Project Scope of Services—Task Order No. #15 1532 Babcock R/W Dear Mr. Sullivan: Sanderson Stewart is pleased to provide this scope of services for land agent services in the West Babcock Street 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 transportation improvements in the West Babcock Street corridor in the near future.To facilitate the improvements,assistance with finalizing negotiations to acquire right-of-way from 1532 W. Babcock St. has been requested. Sanderson Stewart will provide professional right-of-way (R/W) acquisition services to assist the City with acquiring new R/W for from the parcel Scope of Services Sanderson Stewart will provide the following services as part of its basic services: 1. Appraisals and Valuations This task includes the preparation of valuation documents to value the property rights to be acquired. Subtasks under Item 1 include the following: • A narrative appraisal report will be prepared for Parcels 16 and 17 by a licensed appraisal subconsultant (Hall-Widdoss). • Team coordination • QA/QC of appraisal PiIIinys . o Bozeman TG Denver Initials Fort Collins SondersonStewort.com OU1!MlhMGYrIYIMM!!1!!I!�!#NTlTi11 Mr. Greg Sullivan January 18, 2021 Page 2 2. 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 2 include the following: • Sanderson Stewart is under contract to acquire R/W from Parcels 16 and 17 (see Figures 1 and 2 attached) with an adjacent developer.A right-of way offer package was prepared,but was not fully executed. • The City of Bozeman has requested Sanderson Stewart continue R/W acquisition negotiations and the R/W agreement be updated to address recent conversations with the property owner of Parcels 16 and 17 and their attorney. • The updated R/W agreement will address the new appraisal report,any existing easements on the property,proposed roadway and pedestrian improvements and the maintenance thereof, and other site related impacts/improvements as required. • Prepare modified acquisition documents including R/W agreements,maps and project information to reflect negotiation updates. • Prepare acquisition cost details and appraisal summary based on the updated appraisal. • QA/QC of documents. 3. 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 3 include the following: • Conduct acquisition meetings (minimum of 5 meetings). • Conduct acquisition meetings with property owners/their attorney of Parcels 16 and 17. • Prepare final acquisition documents and costs in the R/W offer package. • QA/QC of documents. 4. Title Clearing and Closing This task includes coordinating and completing the title closing process with the title company. Subtasks under Item 4 include the following: • Prepare final title transfer documents and complete closing meeting for Parcels 16 and 17. • Obtain mortgage releases, clear taxes and liens,as required. • Submittal of completed R/W acquisition offer package to the City for review and execution. • Attend closing meeting. • Team coordination. TG Initials Mr. Greg Sullivan January 18,2021 Page 3 5. Final Submittal and Closeout This task includes the final project activities to finalize and submit executed acquisition documents. Subtasks under Item 5 include the following: • Prepare completed R/W acquisition project submittal packet. • Deliver completed title transfer documents. • Project closeout. 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 set-vices • 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. 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. TG Initials '.. Mi. Greg Sullivan January 18,2021 Page 4 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 $11,250.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. Right-of-Way Acquisition 1. Appraisals and Valuations $290.00 2. Prepare Contracts $1 245.00 3. Acquisitions $2,320.00 4 Title Clearing and Closing $217.50 5. Final Submittal and Closeout $302.50 6. Project Administration $375.00 Appraisal Subconsukant (Hall-Widdoss) $6,500.00 Total $11,250.00 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. TG Ir uUs Mr. Greg Sullivan January 18,2021 Page 5 Conclusion Mr. Sullivan,we look forward to working with you on this 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 Enc. ****END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES **** TG Initials Mi. Greg Sullivan January 18,2021 Page 6 This Task Order is dated 20-a between City of Bozeman.Montana (City) and Sanderson Stewart (Contracto . 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: f e,, J1✓&�, Print Name: Tony Gaddo Print Title: 41 Print Title: Project Manager Date: 1(7 2011 Date: 1/18/2021 TG Initials FIGURE 1 PRELIMINARY RIGHT-OF-WAY ACQUISITION WITHIN LOT 14, BLOCK 2, RICHARD'S SUBDIVISION, S12, T2S, RSE, P.M.M. PREPARED FOR AV MT1, LLC / CITY OF BOZEMAN JULY, 2019 PREPARED BY SANDERSON STEWART I* BOZEMAN, MONTANA WESTwBABCOCK. STREET _ T REMOVE BUSHES/TREES PARCEL 16-1 PUBLI BUSHES C USE EASEMENT REMovE RESET CHAIN BARRIER AND POLES p tam E%IS71NG Er,. PROPERTY LINE - (TYP) v NOTES 1. AERIAL IMAGE LOCATIONS ARE '.... APPROXIMATE AND MAY NOT BE EXACT. '... 2.NEW PAVEMENT MARKINGS, CURB, AND '... SIDEWALK LOCATIONS ARE PRELIMINARY AND ARE SUBJECT TO CHANGE. '.. W BABCOCK R/W PARCEL 16-1 '... N9RTH sALEX=aa 19042_ROW EXHIBITS.DWG 19042 10/15/19 TG '.. FIGURE 2 PRELIMINARY RIGHT-OF-WAY ACQUISITION WITHIN LOT 1, MINOR SUBDIVISION NO. 9, S12, T2S, R5E, P.M.M. PREPARED FOR AV MT1, LLC / CITY OF BOZEMAN JULY. 2019 PREPARED BY SANDERSONSTEWART BOZEMAN, MONTANA K WEST. BABCOCK STREET . ti. ',REMOVE TREES REMOVE BUSHES RESET CHAIN ADJUST SIDEWALK "'"�T PARCEL 1 7-1 BARRIER AND POLES ". PUBLIC USE ;. EASEMENT PROPERTY LINE NOTES: 1. AERIAL IMAGE LOCATIONS ARE APPROXIMATE AND MAY NOT BE EXACT. 2.NEW PAVEMENT MARKINGS, CURB, AND SIDEWALK LOCATIONS ARE PRELIMINARY AND ARE SUBJECT TO CHANGE. 20 0 20 40 W BABCOCK R/W 7�r PARCEL 17-1 NORTH scn�:i•=ua 19042_ROW EXHIBITS.DWO 19042 10/15/19 TO