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Home My WebLink AboutTask Order 1 between City and Dowl HKM for Streets and Utilities Land Agent Services 1� O W L H K M FCPDq �f JU4 1 2U July 18, 2014 ------------- Rick Hixson, P.E. City of Bozeman 20 East Olive St. Bozeman,MT 59715 RE: PSA for Streets and Utilities Land Agent Services Task Order Agreement#1-Baxter and Davis Lanes Dear Mr. Hixson: We have prepared the task order agreement using the previously reviewed scope of services and budget for the Baxter Lane and Davis Lane intersection right-of-way acquisition project. The approved task order form has been updated to reflect the estimated cost of providing acquisition services for this task. If you find the task order to be accurate and acceptable, please sign both copies of the attached agreement and return a copy to our office. If you have any questions,please feel free to contact me via email or phone (direct line 406-551-1445). Thanks again for your time and consideration. Sincerely, DOWL HKM Tony Becken-Gaddo, P.E. Transportation Engineer Attachments: Task Order Agreement 41 Scope of Services and Budget 406-586-8834 m 406-586-1730(fax) ■ 2090 Stadium Drive ■ Bozeman,Montana 59715 ■ www.dowlhkm.com Alaska-Anchorage,Fairbanks,Juneau,Ketchikan,Kodiak,Palmer■ Arizona-Tucson,Tempe n Montana-Billings,Bozeman,Butte,Great Falls,Helena,Miles City North Dakota-Dickinson■Washington-Redmond a Wyoming-Gillette.Lander,Laramie,Sheridan Exhibit A to Master Task Order Agreement for Professional Services TASK ORDER NUMBER 01 Issued under the authority of Professional Services Master Task Order Agreement between the City of Bozeman and DOWL HKM for: Professional and technical services for the acquisition of right of way, easements and real property to allow for the construction of various street and utilities improvements within the City of Bozeman This Task Order is dated 3 O ,201J between City of Bozeman (City)and DOWL HKM (Contractor). The following representatives have been designated for the work performed under this Task Order: City: Rick Hixson,P.E. Contractor: Tony Becken-Gaddo,P.E. SCOPE OF WORK: The scope of work for Task Order No. 1 is detailed in the attached Project Scope of Services. COMPENSATION: Contractor shall be reimbursed on a time and materials basis with a total cost not to exceed$50,607.50. The total cost for Task Order No. 1 is detailed in the attached Project Cost Estimate. Contractor shall invoice no more often than monthly for services provided in the prior month. The provisions of the Professional Services Master Task Order Agreement and any Special Terms and Conditions and/or Exhibits or Attachments to this Task Order shall govern the Work. IN WITNESS WHEREOF, the parties authorized to commit resources of the companies have executed this Task Order: City of Bozeman Contractor By: By: Title: C!T y Title: Web em MoAc.'4 s w'(OA 14004Aer Date: 7 y Date: 0 7/►71,2b 14 Fed.ID.No. 92-0166301 June 27, 2014 Professional Services Agreement for Streets and Utilities Land Agent Services Project Scope of Services Task Order No. 1 The scope of services for this City of Bozeman Right-of-Way Acquisition Project is to Appraise, Acquire and successfully conduct and prepare the necessary meetings, agreements, and legal documents to transfer property titles from private land owners to the City of Bozeman (City). The City will be constructing new road and utility improvements in the near future and intends to acquire the necessary right-of-way (R/W) prior to construction. This project will serve as the R/W acquisition process for the future road and intersection improvements at the intersection of Davis Lane and Baxter Lane in Bozeman, Montana. The intent of this scope of services and corresponding cost estimate is to provide acquisition services on a time and materials, not to exceed basis. Additional costs related to the actual land purchase price, relocation costs paid to property owners, and any costs associated with eminent domain proceedings are not included in this scope of services or cost estimate. The following activities will be conducted as outlined below. 1_0 PROJECT RESEARCH • Obtain and review available preliminary design plans • Obtain and review available project documentation • Coordination meeting with the project team members • Obtain current deeds and ownership information 2.00 INITIAL PROPERTY OWNER CONTACT • Compile contact information • Initiate contact with owners to inform them of this project and the process. 3_0 SURVEY • Conduct control and topographic surveys of the intersection and parcels requiring acquisition. The topographic survey will be limited to significant above grade features that affect the appraisal and acquisition process(buildings, fences, trees, etc.). • Existing R/W property pins and monuments will be surveyed. New property pins designating proposed R/W will be set after the transfer of title. 4.00 R/W MAPPING & EXHIBITS • Compile existing R/W mapping with limited topography • Determine proposed R/W acquisition areas. Road easements will be acquired from adjacent properties for future road improvements. Page 1 of 3 DOWL HKM June 27, 2014 • Prepare preliminary certificate of survey(COS) • Prepare preliminary deed exhibits • The final COS and deed exhibits will be filed with the clerk and recorder upon finalization of acquisition agreements • QA/QC of deliverables Deliverables: • Preliminary COS • Preliminary deed exhibits 5_0 TITLE COMMITMENTS • Title commitments will be secured for each parcel requiring property acquisition • Team coordination 6_0 APPRAISALS AND REVIEW APPRAISALS • An appraisal will be conducted for the parcel on the northeast corner of the intersection • A review appraisal will be conducted for the northeast corner parcel appraisal by a second appraisal subconsultant • Waiver evaluations will be completed for the parcels on the northwest, southwest, and southeast corners of the intersection by DOWL HKM. • Team coordination • QA/QC of appraisal reports 7_0 PREPARE CONTRACTS • Prepare preliminary acquisition documents • Prepare preliminary acquisition costs • QA/QC of deliverables Deliverables: • Preliminary acquisition documents including costs 8_0 ACQUISITIONS • Conduct pre-acquisition meeting • Conduct meetings with property owners • Prepare final acquisition documents • Prepare final acquisition costs • QA/QC of deliverables Deliverables: • Final acquisition documents including costs Alk— Page 2 of 3 BOWL HKM June 27, 2014 9_0 RIW AND DESIGN PLAN UPDATES • Based on acquisitions and agreements, updates to the preliminary COS and deed exhibits will be completed, if required. • Modification of road design plans is not included in this scope. 10.0 RELOCATION SERVICES • Provide relocation services for property owners, if required. 11.0 CLOSING • Prepare final title transfer documents • Attend closing meeting 12.0 FINAL SUBMITTAL AND CLOSEOUT • Deliver completed title transfer documents • Project closeout • QA/QC of deliverables Deliverables: • Final signed title transfer documents CONTINGENCY Due to the nature of property acquisition work, the time required to work with individual property owners varies significantly. The scope of services as detailed in this document includes all the necessary steps to acquire property from private owners, but much of that work relies on good cooperation and timely responses from all parties. The contingency item serves to capture the possible additional costs incurred during the acquisition process due to challenging situations with property owners. Page 3 of 3 BOWL HKM City of Bozeman RfW Acquisition:Task Order No.1 Project Cost Estimate DATE: 6127/14 PROJECT NO: 4524.11402.01 EST.PREPARED BY: DOWL HKM PAY SCH.:Time and Materials--NTE Project Right of Real Estate Manager/ WayfRelocali Design Assistant Professional Activity Tasks Total Hours Manager I Coordinator on Agent Engineer Coordinator Surveyor Survey Crew I Clerical WORK TO BE COMPLETED 1.0 PROJECT RESEARCH Obtain and review preliminary design plans 1 1 Obtain and review project documentation 1 1 Coordination meeting with the project team members 3 1 1 1 Obtain current deeds 2 2 SUBTOTAL(HOURS) 7 1 5 1 0 0 0 0 0 2.0 INITIAL PROPERTY OWNER CONTACT Compile Contact Information 2 1 1 Initiate Contact 2 2 SUBTOTAL(HOURS) 4 0 3 0 0 0 0 0 1 3.0 SURVEY Control Survey 0 Topographical Survey 0 RfW Survey 0 Set New RAN Pins 0 QNQC 1 1 SUBTOTAL(HOURS) I 1 0 1 0 01 0 0 0 0 4.0 RfW MAPPING&EXHIBITS Compile existing RAN mapping with limited topography 0 Determine proposed RJW acquisition areas 4 4 Prepare preliminary COS and deed exhibits 1 1 QA/QC of Deliverables 4 1 2 1 SUBTOTAL(HOURS) 9 1 6 0 0 1 0 0 1 5.0 TITLE COMMITMENTS Secure Title Commitments 2 2 Team Coordination 4 1 2 i SUBTOTAL(HOURS) 6 1 4 1 0 0 0 0 0 6.0 APPRAISALS AND REVIEW APPRAISALS Conduct Appraisal(1) 3 1 2 Conduct Review Appraisal(1) 1 f Conduct Waiver Evaluations(3) 45 1 38 6 Team Coordination 4 1 2 1 QA/QC 2 1 1 SU13TOTAL(HOURS) 55 1 4 1 7 0 0 0 0 0 7.0 PREPARE CONTRACTS Prepare Preliminary Acquisition Documents 10 4 1 4 1 Prepare Preliminary Acquisition Costs 2 1 1 QA/QC of Deliverables 2 1 1 SUBTOTAL(HOURS) 14 6 2 5 0 0 0 0 1 8.0 ACQUISITIONS Conduct pre-acquisition meeting 4 1 2 1 Conduct Owner Meetings 54 2 40 4 4 4 Prepare Final Acquisition Documents 9 1 2 4 2 Prepare Final Acquisition Costs 7 1 2 2 2 QA/QC of Deliverables 6 2 2 2 SUBTOTAL(HOURS) 60 7 48 13 0 4 0 0 6 9.0 RAV AND DESIGN PLAN UPDATES Update Preliminary Deed Exhibits 3 1 2 SUBTOTAL(HOURS) 3 0 1 0 2 0 0 0 0 10.0 RELOCATION SERVICES Provide Property Relocation 40 10 30 SUBTOTAL(HOURS) 1 40 0 10 30 0 0 0 0 0 BOWL HKM Pagelof2 11.0 CLOSING Prepare Final Title Transfer Documents 4 1 1 2 Closing Meetings 10 1 8 1 QAJQC 2 2 SUBTOTAL(HOURS) 16 4 9 3 0 0 0 0 0 12.0 FINAL SUBMITTAL AND CLOSEOUT Deliver Completed Title Transfer Documents 3 1 2 Project Closeout 2 1 1 OP/QC of Deliverables 3 1 1 1 SUBTOTAL(HOURS) a 1 3 1 0 0 0 0 3 CONTINGENCY Negotiation Challenges 17 1 8 4 4 Total Project Hours 260 26 144 65 2 9 0 0 14 COST SUMMARY DIRECT LABOR Hours %of total Rate Extension Real Estate Manager BIN 26 10% 150.00 3,900.0 Project Manager/Coordinator TBG 144 55% 105,00 15,120.0 Right of Way/Relocation Agent RK 65 25% 140,00 9,100 0 Design Engineer SZ 2 1% 85.00 17000 Assistant Coordinator ZL,CS 9 3% 120.00 1,0800 Professional Surveyor TR 0 0% 130.00 00 Survey Crew TR&FM 0 0% 225.00 1 coo Clerical BOZ 14 5% 55,00 7700 TOTAL HOURS1 1 260 TOTAL LABOR $30,140.D DIRECT NONLABOR Miscellaneous(Bluelme punts,mylars,muRil,th paper,telephone. postage,misc equipment(ental,maps photos.survey mOs,display boards,etc.) Unit Quantity Rate Computer Hours Per Hour 0.0 Title commitments Each 4 Per Parcel $300 1,200.0 Vehicle Rental Days 2 Per Day $60 120.0 Mileage Miles 250 Per Mile $075 187.5 Airline Trips Trips 1 I Per Trip $900 900.0 Lodging Days 2 Per Day $110 220,0 Meals Days 4 Per Day $51 204.0 TOTAL DIRECT NONLABOR $2,831.5 OUTSIDE SERVICES AND SUBCONTRACTS LUMP SUM R/W Appraisals Joki and Associates 5,000,0 R/W Review Appraisals Hall-Widdoss and Co. 1.000,0 Survey DOWL HKM 11,636.013 TOTAL OUTSIDE SERVICES AND SUBCONTRACTS $17,636.0 RECAPITULATION Total Direct Labor 30,140.0 Total Direct NonLabor 2.831.s Total Outside Services&Subcontracts 17,636.0 TOTAL ESTIMATED COST(NTE) $50,607.5 BOWL HKM Page 2of2