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Home My WebLink About20- Task Order 12 - Sanderson Stewart for RoW Acq on Griffin 7th Rouse Proj DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E SAN D E RSO N ( STEWART �� 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 7`s 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 7`s 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. Billings • Bozeman TG Denver Initials Fort Collins SandersonStewart.com DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 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 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 Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 Page 3 • 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 7`'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 Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 Page 4 • 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 Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 Page 5 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 Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 Page 6 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 Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 Page 7 13. Project Administration $3,729.00 Appraisal Subconsultant Aoki, 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, cc�l Tony Gaddo,P.E.,REALTOR' Senior Engineer / Right-of-Way Specialist TG/DS Enc. **** END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES **** TG Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E Mr. Taylor Lonsdale November 4, 2020 Page 8 This Task Order is dated December 15, 2020 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 DocuSigned by: By: rDocuSigned by: yff Atl�'u _ By: 7eff Mihelich Print Name: Print Name: Tony Gaddo Print Title: city Manager Print Title: Project Manager Date: 12/20/2020 Date: 1 1/4/2020 TG Initials DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E R/W LEGEND NOTES: FIGURE 1 1. AERIAL IMAGE LOCATIONS ARE EXISTING ROAD R/W APPROXIMATE AND MAY NOT BE EXACT. PRELIMINARY R/W ACQUISITION 2. PROPERTY LINES ARE REFERENCED FROM 0 PARCEL FOR R/W ACQUISITION CADASTRAL AND MAY NOT BE EXACT. WITHIN 3. PARCEL NUMBERING MATCHES MDT'S SEC. 36, T1 S, R5E; SEC. 31 T1 S R6E; 7TH/GRIFFIN SIGNAL PROJECT. SEC. 1 T2S, R5E; SEC. 6 T2S R6E; NORTH PREPARED FOR CITY OF BOZEMAN OCTOBER 2020 SANDERSON STEWART �I 75 0 �5 so PREPARED BY BOZEMAN MONTANA SCALE:1"=150' �- ----------_- I 1 0 Pill I I/.i I\m � \ \ \I y \ \ J> PARCEL 19 PARCEL 15 PARCEL 11 I �� I ❑ ❑ ❑ / IMAND EVILLE LN. W. GRIFFIN DR. PARCEL 5 PARCEL 10 1 PARCEL 12 PARCEL 14 PARCEL 18 � �/o/1\ \ \ ` v ��\�PARCEL � � � �I� � � � � PARCEL21 7--7-� �� \ v v v �L \ \ v ----�� PARCEL 23 LLJ J, 14\ \ p� PARCEL 22 y�� I PARCEL 24 PARCEL 28 PARCEL 21 yl PARCEL 291 o PARCEL 31 PARCEL 33 I/�J PARCEL I PARCEL35 - -` � vvvvvvvvyvvvvvvvvvv �--`T� �-� L�-� � v� vv � vyv I � < W. GRIFFIN DR. L Q� PARCEL32 ,I PARCEL 22 PARCEL 25 PARCEL 28 PARCEL 30 w�'pvvvvvvvvvvvvvvvvvwvvvvvvvvvvvv vvvlvv v vvvvyv vvvl I � b � -------------- 0 GRIFFIN FIGURE 1.DWG 18092.12 11/4/2020 TG DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E A MAI SRA J.Michael Joki,MAI,SRA JOKI & ASSOCIATES Real Estate Appraisers November 3, 2020 Tony Gaddo PE, Realtor Sanderson Stewart Bozeman, MT RE: Bid to complete 3appraisal reports on the Griffin Drive right of way project in Bozeman, Montana. Dear Tony, Thank you for considering my firm for the above referenced appraisal assignment. I am in receipt of the parcel map and preliminary roads plans you provided me. As we discussed final design details including path locations, impact to properties, approach grading, etc. will be completed prior to acquisition so exact impact to these parcels can be confirmed. As I understand the intent of the project is to reconstruct and widen the existing right of way on Griffin Drive. Complete before and after narrative appraisal reports will be written for each parcel. If this is correct please accept this as my scope of service that includes a fee and time proposal. Parcel 13, the Whalen Tire Shop, will have impact to its driveway and grading, and their on-premise sign. My fee to complete this appraisal report is $6,000. Parcel 33 is the Gallatin Village Mobile Home Park that has 37 units. It appears two rental spaces/mobile homes could be impacted by the project, and some landscaping and several outbuildings. My fee to complete this appraisal report is $8,000. Parcel 34 is a single family residence that will have impact to its trees and there may be some grading issues. The new right of way may create proximity issues to the residence. My fee to complete this appraisal report is $6,000 if there are no proximity issues, and $8,000 if it is found there are proximity issues. P.O. Box 281 • Helena,MT 59624 • (406) 442-2159 Fax (406)442-6196 DocuSign Envelope ID:4655B4AC-F67F-4DF1-8736-F9055586C73E I can begin work on these appraisal reports in the middle of December, 2020 and have the reports completed by the first or second week of January, 2021. This proposal assumes title information for each parcel will be provided, and these parcels will be staked so any site improvements potentially being impacted by this right of way project can be identified. If you have any questions regarding any of these matters please feel free to call. Sincerely, U��\ J. Michael Joki, MAI, SRA