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HomeMy WebLinkAbout21- Task Order 14 Sanderson Stewart - ROW for Shared Use Path Along N. 19th _____ Initials January 4, 2021 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. 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 Parcels 2 and 4 only. TG DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D Mr. Taylor Lonsdale January 4, 2021 Page 2 _____ Initials · Initiate contact with owners of Parcels 2 and 4. 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 for Parcel 2 and will complete and provide the trail easement document for Parcel 4. Sanderson Stewart will use the prepared easements and exhibits for negotiations. · Prepare preliminary graphical figures for Parcels 2 and 4 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: · Title commitments will be secured for Parcels 2 and 4. · 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: · Waiver valuations will be completed for Parcels 2 and 4 by Sanderson Stewart for simple acquisitions. · 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 for Parcel 2 and will prepare/provide the easement document for Parcel 4. Sanderson Stewart will use the prepared easements and exhibits for negotiations. · Prepare acquisition documents including R/W agreements, maps and project information. · Prepare acquisition cost details and summary. TG DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D Mr. Taylor Lonsdale January 4, 2021 Page 3 _____ Initials · Compile complete offer packages to acquire easements for Parcels 2 and 4. · 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 2 and 4. · Prepare final acquisition documents and costs for Parcels 2 and 4. · 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 meetings for Parcels 2 and 4. · Obtain mortgage releases, clear taxes and liens, as required. · Submittal of completed R/W acquisition offer packages for Parcels 2 and 4 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. · Project closeout. TG DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D Mr. Taylor Lonsdale January 4, 2021 Page 4 _____ Initials 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 contractor. Sanderson Stewart shall provide written notice of the provision of such services as soon as reasonably possible. TG DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D Mr. Taylor Lonsdale January 4, 2021 Page 5 _____ Initials 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 $13,615.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. Right-of-Way Acquisition 1. Project Research $910.00 2. Initial Property Owner Contact $580.00 3. R/W Mapping & Exhibits $580.00 4. Title Commitments $845.00 5. Appraisals and Valuations $2,490.00 6. Prepare Contracts $2,200.00 7. Acquisitions $3,230.00 8. R/W and Design Plan Updates $0.00 9. Relocation Services $0.00 10. Title Clearing and Closing $725.00 11. Final Submittal and Closeout $520.00 12. Contingency $870.00 13. Project Administration $665.00 Total $13,615.00 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 TG DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D Mr. Taylor Lonsdale January 4, 2021 Page 6 _____ Initials 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: FDB3A679-E280-4534-9399-BC89D3D8410D Mr. Taylor Lonsdale January 4, 2021 Page 7 _____ 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 1/4/2021 March 23 21 DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D Jeff Mihelich 3/24/2021 City Manager F I G U R E 1 N O R T H 0 1 0 0 S C A L E : 1 " = 2 0 0 ' 2 0 0 1 0 0 PARCEL 1 P A R C E L 2 P A R C E L 3 P A R C E L 4 DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D F I G U R E 1 N O R T H 0 1 0 0 S C A L E : 1 " = 2 0 0 ' 2 0 0 1 0 0 PARCEL 1 P A R C E L 2 P A R C E L 3 P A R C E L 4 DocuSign Envelope ID: FDB3A679-E280-4534-9399-BC89D3D8410D