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Home My WebLink About20- Task Order 11 - Sanderson Stewart for RoW Acq on Griffin 7th-Rouse Proj DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 SAN D E RSO N ( STEWART �� 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. Billings • Bozeman TG Denver Initials Fort Collins SandersonStewart.com DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 Mr. Taylor Lonsdale October 23,2020 Page 2 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 Initials DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 Mr. Taylor Lonsdale October 23,2020 Page 3 • 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 Initials DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 Mr. Taylor Lonsdale October 23,2020 Page 4 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 Initials DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 Mr. Taylor Lonsdale October 23,2020 Page 5 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 Initials DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 Mr. Taylor Lonsdale October 23, 2020 Page 6 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: DocuSigned by: :t B �t t 1G� y� 251607FDSA824 6 ,'. • B Y: Print Name: 7efif Mi hel i ch Print Name: Tony Gaddo Print Title: city Manager Print Title: Project Manager Date: 12/20/2020 Date: 10/23/2020 TG Initials DocuSign Envelope ID:6131C542-CF70-4D83-8BB4-DAD4FC9C5C53 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 0 2. PROPERTY LINES ARE REFERENCED FROM PARCEL FOR R/W PRE-ACQUISITION CADASTRAL AND MAY NOT BE EXACT. ^mj wa WITHIN AREA FOR EXCHANGE 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' 1 \ \ CITY OF BOZEMAN I \I ] I \ \ I I AREA TO BE EXCHANGED II FROM CITY TO PARCEL 33 �- -------------- I Iwo I \ \ \ \ \ \ VA I %��-- \—A�\ \ \ �-' I Ivvvvvvvy �I V v vv Lij I I \ \ \ \ \ \ \ VA o/ \ \ \ \ VI \ V > _ / I Iz1 h � U, �v I I I PARCEL 19 I \ \ \ PARCEL 20 PARCEL 17 PARCEL21 �f� 1_171� PARCEL29 PARCEL31 ��\ \ PARCEL33W. GRIFFIN DR. �- - - -- - - I- - �� v I I I I v v Iv PARCEL 34 I PARCEL 35 �� PARCEL16 I I v - ---I W. GRIFFIN D�� vvvvvvvIvv I Q) j PARCEL 18 j PARCEL 21 ��\ -1 z_ f ED I \\ I PARCEL 32 -1 \ PARCEL28 I PARCEL30 f---_� ---__-_- -------I I I \ f-�1------------- I I \ I to � o � I L----- I I o O, GRIFFIN FIGURE 1--PRE.DWG 18092.11 10/23/2020 TG