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Home My WebLink About21- Amendment 1 - Task Order 12 - Sanderson Stewart - Griffin Drive - North 7th Ave to Rouse _____ Initials April 27, 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. #12, Amendment #1 West Griffin Drive – North 7th Avenue to North Rouse Avenue Dear Mr. Lonsdale: This amended scope of services for land agent services is for street and utility improvements for the West Griffin Drive corridor from North 7th 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 Amendment #1 to the scope of services is acceptable to you, please execute this agreement where noted. Overview Once the final design details were completed, final acquisition needs were reviewed. The original scope of services for this project was reviewed to compare the final acquisition needs per the project plans. Several changes in parcel acquisition details are required to complete the acquisition for the project per the final design plans. Sanderson Stewart will provide professional right-of-way (R/W) acquisition services to acquire new R/W for the project. 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 current deeds and ownership information to add Parcel 36 for the Industrial Drive right-of-way parcel. TG DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 2 _____ Initials 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 36. · Initiate contact with owners of Parcel 36. · Conduct a pre-acquisition meeting with the owners of Parcel 36. 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: · The original scope of services included temporary construction permits (only) for Parcels 23, 24, 28 and 30. The final design plans require permanent easements in addition to temporary construction permits. · Permanent easements adjacent to West Griffin Drive will be acquired on four (4) additional parcels of land (Parcels 23, 24, 28 and 30). · A temporary construction permit (only) adjacent to West Griffin Drive will be acquired on one (1) additional parcel of land (Parcel 36 for Industrial Drive). · Prepare preliminary easement/permit exhibits for 5 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 four (4) additional parcels of land (Parcels 23, 24, 28 and 30). · 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 four (4) additional parcels (Parcels 23, 24, 28 and 30) by Sanderson Stewart for simple acquisitions. · For parcels with temporary construction permit acquisitions only, the R/W agreements will include lump sum compensation amounts determined by the City (Parcel 36). · Team coordination · QA/QC of waiver valuations TG DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 3 _____ Initials 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: · Permanent easements adjacent to West Griffin Drive will be prepared for and acquired on four (4) additional parcels of land (Parcels 23, 24, 28 and 30). · A temporary construction permit (only) adjacent to West Griffin Drive will be prepared for and acquired on one (1) additional parcel of land (Parcel 36). · The R/W agreements for Parcels 23, 24, 28 and 30 will be updated to include the new permanent easement. · Prepare acquisition documents including R/W agreements, maps and project information for Parcel 36. · Prepare acquisition cost details and summary. · Compile complete offer packages to acquire easements and/or permits. · 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 the property owner of Parcel 36. · Acquisition meetings were previously scoped for Parcels 23, 24, 28 and 30, however, additional time is required to include addressing permanent easements, valuation, and closings. · 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 is not included in this scope of services. 9. Relocation Services This task is not included in this scope of services. TG DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 4 _____ Initials 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 23, 24, 28 and 30. · 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. 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 TG DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 5 _____ Initials · 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. 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 project cost not to exceed $106,559.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. TG DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 6 _____ Initials Right-of-Way Acquisition – Amendment #1 1. Project Research $342.50 2. Initial Property Owner Contact $145.00 3. R/W Mapping & Exhibits $1,015.00 4. Title Commitments $1,405.00 5. Appraisals and Valuations $1,245.00 6. Prepare Contracts $1,450.00 7. Acquisitions $1,481.50 8. R/W and Design Plan Updates $0.00 9. Relocation Services $0.00 10. Title Clearing and Closing $580.00 11. Final Submittal and Closeout $230.00 12. Contingency $785.00 13. Project Administration $230.00 Subtotal for Amendment #1 $8,909.00 Current Contract Amount $97,650.00 Total Project Cost $106,559.00 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. TG DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 7 _____ Initials 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: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C Mr. Taylor Lonsdale April 27, 2021 Page 8 _____ Initials This Amendment #1 to Task Order #12 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 5/3/2021 May 18 1 DocuSign Envelope ID: 3B10C6F1-CFEC-4800-9D5F-4D08124B094C City Manager 5/19/2021 Jeff Mihelich