HomeMy WebLinkAbout21- Task Order 14 - Sanderson Stewart ROW N. 19th Shared Pathway
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December 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. #14
North 19 th Avenue Shared Use Pathway
Dear Mr. Lonsdale:
Sanderson Stewart is pleased to provide this scope of services for land agent services for street and
utility improvements for the North 19 th Avenue 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 shared use pathway improvements in the
North 19 th Avenue corridor in the near future. The future project improvements will provide
improved public transportation multimodal facilities. To facilitate the improvements, additional
permanent 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 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/easement and ownership information for Parcels 1-4.
TG
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
Mr. Taylor Lonsdale
December 4, 2020
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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 for Parcel 2 only.
· Initiate contact with owner of Parcel 2 only.
3. R/W Mapping & Exhibits
This task consists of the preparation of R/W exhibits and figures. Subtasks under Item 3
include the following:
· The City has prepared and provided the proposed trail easement document and
exhibit. Sanderson Stewart will use the prepared easement and exhibit for
negotiations.
· Prepare preliminary graphical figure for Parcel 2 showing proposed R/W acquisition
areas.
· QA/QC of graphical figure
4. Title Commitments
This task consists of the preparation of title commitments for affected property interests.
Subtasks under Item 4 include the following:
· A title commitment will be secured for Parcel 2.
· 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:
· A waiver valuation will be completed for Parcel 2 by Sanderson Stewart for a simple
acquisition.
· 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:
· The City has prepared and provided the proposed trail easement document and
exhibit. Sanderson Stewart will use the prepared easement and exhibit for
negotiations.
TG
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
Mr. Taylor Lonsdale
December 4, 2020
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· Prepare acquisition documents including R/W agreements, maps and project
information.
· Prepare acquisition cost details and summary.
· Compile complete offer package to acquire an easement for Parcel 2.
· 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 Parcel 2.
· Prepare final acquisition documents and costs of Parcel 2.
· QA/QC of documents.
8. R/W and Design Plan Updates
This task is not included in this scope of services.
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 meeting for Parcel 2.
· Obtain mortgage releases, clear taxes and liens, as required.
· Submittal of completed R/W acquisition offer package for Parcel 2 to the City for
review and execution.
· Attend closing meeting.
· Team coordination.
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.
TG
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
Mr. Taylor Lonsdale
December 4, 2020
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· 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.
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
TG
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
Mr. Taylor Lonsdale
December 4, 2020
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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 $7,695.00. Sanderson Stewart will begin work once this agreement has been
executed by both parties.
Right-of-Way Acquisition
1. Project Research $890.00
2. Initial Property Owner Contact $290.00
3. R/W Mapping & Exhibits $290.00
4. Title Commitments $422.50
5. Appraisals and Valuations $1,245.00
6. Prepare Contracts $1,142.50
7. Acquisitions $1,765.00
8. R/W and Design Plan Updates $0.00
9. Relocation Services $0.00
10. Title Clearing and Closing $362.50
11. Final Submittal and Closeout $332.50
12. Contingency $580.00
13. Project Administration $375.00
Total $7,695.00
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
TG
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
Mr. Taylor Lonsdale
December 4, 2020
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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
Enc.
**** END OF SCOPE OF SERVICES EXCEPT FOR SIGNATURES ****
TG
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
Mr. Taylor Lonsdale
December 4, 2020
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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
12/4/2020
February 9 21
DocuSign Envelope ID: C88893F1-7C7D-4C69-801C-8C820342BDB3
2/10/2021
Jeff Mihelich
City Manager
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