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HomeMy WebLinkAbout22- Task Order 4 - Sanderson Stewart - Easement Acquicition on the Fire Station 1 Well Relocation Project ____ Initials November 4, 2022 Mr. Griffin Nielsen, PE City of Bozeman 20 East Olive St. Bozeman, MT 59715 Reference: City of Bozeman Land Agent Services FY 2021 - FY 2022 Project Scope of Work – Task Order No. #4 Ice Control Well R/W Acquisition Dear Mr. Nielsen: The following is a proposal for Sanderson Stewart to provide land agent services for an ice control well improvement project in connection with the City’s project as referenced above and as described in the Overview section to follow. If this task order proposal is acceptable to you, please execute this agreement by signing and dating the signature page. This agreement sets forth the terms of the contract between the City of Bozeman (hereinafter “Client”) and Sanderson Stewart. The Professional Services Agreement for Streets and Utilities Land Agent Service FY 2021-FY 2022 master services agreement is expressly incorporated into and made part of the contract between the Client and Sanderson Stewart. Project Overview We understand the City of Bozeman intends to construct a new ice control well in the North Rouse Avenue corridor in the near future to replace the existing well in the basement of the Fire Station #1 building. To facilitate the improvements, permanent and temporary access to private property is required. Sanderson Stewart will provide professional right-of-way (R/W) acquisition services to obtain a R/W construction agreement for the project as shown on the attached Figure 1. Scope of Work Sanderson Stewart will provide the following services as part of the basic scope of work: 1. Project Research This phase of the project consists of preliminary R/W activities to obtain pertinent project information. Subtasks under Item 1 will include the following: DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Mr. Griffin Nielsen, PE November 4, 2022 Page 2 _____ Initials · Obtain and review available preliminary design plans and project documentation · Coordination meeting with the project team members · Obtain current deeds and ownership information for three (3) parcels of land 2. Initial Property Owner Contact This phase of the project consists of initiating coordination efforts with affected property owners. Subtasks under Item 2 will include the following: · Compile contact information · Initiate contact with owners of three (3) parcels of land to begin acquisition discussions to determine which parcel to acquire R/W from · Conduct pre-acquisition meetings with affected property owners 3. R/W Mapping and Exhibits This phase of the project consists of the preparation of R/W exhibits to acquire property interests. Subtasks under Item 3 will include the following: · Morrison Maierle is under contract to design the project and will provide existing and proposed design and right-of-way CADD files for the project area. Sanderson Stewart will prepare an easement exhibit and permit exhibit · Permanent easement and temporary construction permit exhibits adjacent to North Rouse Avenue will be prepared for one (1) parcel of land once the affected parcel is identified from the three parcels to be contacted · QA/QC of exhibits 4. Title Commitments This phase of the project consists of the preparation of title commitments by a licensed title company. Subtasks under Item 4 will include the following: · A title commitment will be secured for one (1) parcel requiring permanent easement acquisition with compensation once the impact parcel is identified · Team coordination 5. Appraisals and Valuations This phase of the project consists of the preparation of appraisal and valuation documents to value the property rights to be acquired. Subtasks under Item 5 will include the following: DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Mr. Griffin Nielsen, PE November 4, 2022 Page 3 _____ Initials · A waiver valuation will be completed for one (1) parcel by Sanderson Stewart for simple easement acquisitions · Team coordination · QA/QC of appraisal documents 6. Prepare Contracts This phase of the project consists of the preparation of offer packages to acquire R/W, including agreements, deeds, easements, exhibits, figures, and correspondence letters. Subtasks under Item 6 will include the following: · A permanent easement and temporary construction permit adjacent to North Rouse Avenue will be prepared for and acquired on one (1) parcel of land · Prepare acquisition documents including R/W agreements, maps, and project information · Prepare acquisition cost details and summary · QA/QC of documents 7. Acquisitions This phase of the project consists of conducting the acquisition meetings with affected property owners and modifying the initial offer packages based on owner/client meetings. Subtasks under Item 7 will include the following: · Conduct acquisition meetings (minimum of 5 meetings) · Conduct acquisition meetings with one affected property owner · Prepare final acquisition documents for affected parcel · Prepare final acquisition costs for affected parcel, as required · QA/QC of documents 8. Title Clearing and Closing This phase of the project consists of coordinating and completing the title closing process with the title company. Subtasks under Item 8 will include the following: · Title insurance will be provided for the acquisition of personal property rights for one (1) affected parcel · Prepare final title transfer documents and schedule a closing date · Obtain mortgage releases, clear taxes, and leans, as required · Submittal of completed R/W acquisition offer package to the City for review and execution DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Mr. Griffin Nielsen, PE November 4, 2022 Page 4 _____ Initials · Team coordination · Attend closing meeting 9. Final Submittal and Closeout This phase of the project consists of activities to finalize and submit executed R/W acquisition and title transferring documents. Subtasks under Item 9 will include the following: · Prepare a R/W acquisition project submittal packet · Deliver completed title transfer documents · Project closeout 10. Project Administration This phase of the project consists of the activities to manage the project requirements, deliverables, and tasks. Subtasks under Item 10 will include the following: · Project status updates · Budget and schedule monitoring and planning · Invoicing and billing Scope of Work Exclusions The following is a list of project phases or tasks that are excluded for the proposed Scope of Work. If the Client so desires, Sanderson Stewart may be able to provide additional services directly or contract with a sub-consultant to provide additional services. · Engineering or R/W 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 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 Client or its Contractor(s), or by deficiencies, delays, or defects in the work provided by the Contractor(s). Sanderson Stewart shall provide written notice of the provision of such services as soon as reasonably possible. DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Mr. Griffin Nielsen, PE November 4, 2022 Page 5 _____ Initials Project Staff The following Sanderson Stewart staff will be assigned to the project: Senior Quality Reviewer: Danielle Scharf, Principal Project Manager/Agent: Tony Gaddo, Senior Engineer/REALTOR® Additional Project Staff: Keaton Edam, Staff Engineer Sanderson Stewart may, in its discretion, utilize additional or different personnel on the project. Project Schedule Sanderson Stewart and the Client will work cooperatively to develop a proposed schedule for initiation and delivery of the project Scope of Work. This schedule shall include reasonable allowances for performance of services by the Client’s consultants (those not under contract with Sanderson Stewart), review and approval times as required by the Client, and review and approval times required by all public authorities having jurisdiction over the project. This schedule shall be equitably adjusted as the project progresses, allowing for changes in scope, character, or size of the project requested by the Client, or for delays or other causes beyond Sanderson Stewart’s reasonable control. 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 $8,470.00. Sanderson Stewart will begin work once this agreement has been executed by both parties. Right-of-Way Acquisition 1. Project Research $380.00 2. Initial Property Owner Contact $990.00 3. R/W Mapping and Exhibits $950.00 4. Title Commitments $680.00 5. Appraisals and Valuations $1,445.00 6. Prepare Contracts $870.00 7. Acquisitions $1,980.00 8. Title Clearing and Closing $330.00 9. Final Submittal and Closeout $415.00 10. Project Administration $430.00 Total $8,470.00 DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Mr. Griffin Nielsen, PE November 4, 2022 Page 6 _____ Initials Sanderson Stewart will submit monthly invoices to the Client for work accomplished during the preceding invoice period. That invoice period will typically be approximately 30 days and will follow a calendar month schedule. 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. Entire Agreement: This agreement, including the Professional Services Agreement for Streets and Utilities Land Agent Service FY 2021-FY 2022 master services agreement is made part of this contract, constitutes the entire agreement between Sanderson Stewart and the Client. It supersedes all prior communications, understandings, and agreements, whether oral or written. It shall become effective after being signed and dated by both parties; and, upon each page being initialed by Sanderson Stewart. Any amendment or modification to this contract must be written and executed by both Sanderson Stewart and the Client. Conclusion Mr. Nielsen, we look forward to working with you on this project. Feel free to call me at 406/922-4304 if you have any questions regarding this task order proposal. Otherwise, if it meets your approval, simply mail or email this signed and dated agreement to our office at 106 East Babcock, Suite L1, Bozeman, MT 59715 or tgaddo@sandersonstewart.com. Thank you. Sincerely, Tony Gaddo, PE, REALTOR® Senior Engineer | Right-of-Way Specialist DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Mr. Griffin Nielsen, PE November 4, 2022 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. By Client Title Date By Sanderson Stewart Title Date TG/DS Enc. DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8 Project Manager 11/23/2022 11/23/2022City Manager 22November 22 ESEW EW EW EW EW EW EW EW ES ES ES ES ES ES ES ES ES ES ES ES ES ES ESESESESESESESEWEW EWEWEWEWEWEWEW EW EW EW EWEWEWEWEWEWEWEWEW W W WWW W W W W W W WWWWWWWWW FIGURE NUMBER © PROJECT NO.DRAWN BY: DSGN. BY: APPR. BY: DATE: COPYRIGHT MORRISON-MAIERLE,2022 Plotted by brad hammerquist on Sep/23/2022 engineers surveyors planners scientists MorrisonMaierle 2880 Technology Blvd West Bozeman, MT 59718 406.587.0721 www.m-m.net N:\0417\092 - Ice Control Well\ACAD\Exhibits\Well Relocation Exhibit.dwg 0417.092  1 BJH BOZEMAN MONTANA WELL RELOCATION ALTERNATIVES # CITY OF BOZEMAN ICE CONTROL WELL # 06/2022 GENERAL NOTES 1.LOCATIONS OF EXISTING UTILITIES AND LOT LINES ARE APPROXIMATE. ALTERNATIVE A.1 ROUSE ROW ALTERNATIVE A.2 ROUSE ROW ALTERNATIVE B.1 LOT 13 EASEMENT ALTERNATIVE C.1 MENDENHALL ROWALTERNATIVE C.2 MENDENHALL ROW ALTERNATIVE D.1 PARKING LOT EASEMENT ALTERNATIVE D.2 PARKING LOT EASEMENT N ROUSE AVEE MENDENHALL ST EXST WELL DISCHARGE EXST WELL PIPING FIREHOUSE #1 15 300 SCALE IN FEET LEGEND EXISTING WELL PIPING EXISTING WATER MAIN EXISTING SEWER MAIN PROPOSED WELL PIPING PROPOSED WELL POTENTIAL EASEMENT EW EW ES W W KEY NOTES SEE LOT 27 PRELIMINARY SITE PLAN FOR POTENTIAL FUTURE LAYOUT 1 1 LOT 27 LOT 24 LOT 23 LOT 16 LOT 13 ALTERNATIVE B.2 LOT 13 EASEMENT DocuSign Envelope ID: 050F0E87-258C-4114-A353-0B1271276AF8