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HomeMy WebLinkAbout05(F) - Authorize a consultant pool work order for right-of-way services for the CH 21/Revere Way Intersection Improvements (CP 2020-29) ReportPage 1 of 2 Public Works Consultant Pool Work Order CSAH 21/Revere Way Intersection Improvements KIMLEY HORN & ASSOCIATES, INCORPORATED This work order (“Work Order”) is issued on this 1st day of November 2021 by the City of Prior Lake (“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated April 6, 2020 (“Contract”) between the City and Kimley Horn & Associates, Incorporated (“Consultant”). Based on the mutual promises and covenants set forth herein, the sufficiency of which are hereby acknowledged, the City and Consultant agree as follows: 1. Scope of Work Order. Consultant agrees to provide, perform and complete all the services requested by the City in this Work Order and attached Exhibit 1 (“Work”), which Work shall be subject to the terms and conditions of this Work Order and the Contract. 2. Term of Work Order. All Work requested by this Work Order shall be completed by December 31, 2022. 3. Compensation for Work Order. City agrees to pay the Consultant an hourly sum not to exceed $28,250 as full and complete payment for the Work requested by this Work Order. 4. Consultant Representative. Consultant has designated Chadd Larson, PE to manage the Work Order subject to the supervision of Consultant’s representative. ISSUED BY CITY OF PRIOR LAKE ___________________________________ Mayor ___________________________________ City Manager RECEIVED AND ACCEPTED BY CONSULTANT _____________________________________ Signature: _____________________________________ Title: Page 2 of 2 Exhibit 1 – Scope of Work Order 1 kimley-horn.com OFFICE ADDRESS PHONE October 20, 2021 Mr. Andy Brotzler, P.E. Public Works Director/City Engineer City of Prior Lake 4646 Dakota Street SE Prior Lake, MN 55372 Re: Amendment Number 1 to Professional Services Agreement CSAH 21 and Revere Way Intersection Improvements Dear Mr. Brotzler: Kimley-Horn and Associates, Inc. (“Kimley-Horn” or “Consultant”) and the City of Prior Lake (“Client”) entered in a Professional Services Agreement dated May 3, 2021 (“Agreement”) concerning the CSAH 21 and Revere Way Intersection Improvements. (“Project”). The parties now desire to amend the Agreement to include services to be performed by Kimley-Horn for compensation as set forth below in accordance with the terms of the Agreement, which are incorporated by reference. Kimley-Horn will provide the services specifically set forth below. Title Commitments Title commitments will be provided for three (3) parcels on the project. This work will be performed by a Kimley-Horn subconsultant, Pioneer Engineering. Right of Way Appraisal and Acquisition Services Right of way appraisal and acquisition services will be provided for three (3) parcels on the project. The scope of work included with these services is as follows: Prepare owner notifications and field title reports Prepare appraisals and review appraisals for acquisitions Prepare offer packages to property owners Participate in negotiation activities This work will be performed by a Kimley-Horn subconsultant, SRF Consulting Group. We will provide our services as expeditiously as practicable with the goal of acquiring all right of way for an early 2022 project bidding. EXHIBIT 1 2 kimley-horn.com OFFICE ADDRESS PHONE Kimley-Horn will provide the scope of services identified in this amendment on an hourly labor fee plus expense basis. The following is a summary of the estimated fees and expenses for the tasks identified in this amendment. Work Task Estimate Amount Title Commitments $ 1,500 Right of Way Appraisal and Acquisition Services $26,750 Total $28,250 We appreciate the opportunity to provide these services to you. Please contact me if you have any questions. Sincerely, KIMLEY-HORN AND ASSOCIATES, INC. Chadd B. Larson, P.E. Vice President Attachments:  SRF Proposal October 6, 2021 SRF# 15118.PP Chadd Larson, P.E. Kimley- Horn 767 Eustis Street, Suite 100 St. Paul, MN 55114 Subject: Proposal for Right of Way Appraisal and Acquisition Services CSAH 21- City of Prior Lake Dear Chadd Larson, We appreciate your interest in utilizing SRF’s professional right of way services on the above referenced project. All acquisition activities will comply with the Uniform Relocation and Real Property Acquisition Policies Act of 1970, as amended, as well as all State and Federal guidelines. SRF has been recognized for its accurate and efficient record keeping by the MNDOT State Aid personnel on several federally funded projects. The SRF team includes right of way professionals who have a wide variety of experience in highway, municipal, utility, relocation, and community redevelopment projects. The project will be led by Cindy Wiste, SRF Senior Associate, who has over 14 years of experience in the right of way profession. Acquisition Activities Project Management SRF’s Project Manager will maintain contact with the City of Prior Lake and Kimley Horn (City) throughout the project and provide weekly status reports. Title Analysis Provided by Kimley Horn Owner Notifications and Field Title Reports SRF will provide owners of the three tax parcels with notification of the project; prepare full field title reports, including tenant information. Assumptions: 3 Owners (3 Tax Parcels) Appraisals and Review Appraisals Appraisals will be provided by Kelly Lindstrom. Review Appraisals will be provided by Patty Nolan with Evergreen Land Services Assumptions: 3 Appraisals and 3 Appraisal Reviews Mr. Chadd Larson, P.E. October 8, 2021 Page 2 Offer Packages and Document Preparation SRF will prepare the offer letter, statement of compensation, appraisal notification and receipt, and any other documents and forms required by the city. The city will provide sample conveyance documents to be used for this project. Assumptions: 3 Owners (3 Tax Parcels) Negotiation Activities The offers will be presented to the owners, in person, if possible, at the earliest possible time the affected owner is willing to meet with SRF personnel. In the case of an out-of-town owner, or when required by time constraints, the offer will be presented by certified mail, but continuing attempts will be made to contact the owner and meet at the earliest possible time after mailing the offer. The owner will receive a copy of the appraisal report, unless we are directed otherwise. All concerns and issues raised by an owner will be communicated to the City. Communications will be by means of periodic status reports, telephone, or written correspondence, depending upon the nature of the issue. We will make recommendations and prepare an administrative settlement form for the parcel if a settlement more than the certified offer seems appropriate. Assumptions: 3 Owners (3 Tax Parcels). Also, there is no minimum compensation, or loss of Going Concern Analysis included in this scope. Mortgage Consents SRF will assist with obtaining any required lender consents or subordinations. This task is assumed to be needed on one parcel. Any fees required by the lender are NOT included in this proposal. Submittal of Parcel Files The acquisition files will include a contact diary in which every contact or attempted contact with the property owner are noted, whether by the agent responsible for the parcel or by other SRF staff. This diary will include relevant detail about the substance of each contact. SRF will complete an internal review of all parcel files and submit a complete acquisition file to the city for payment and recordation. Schedule SRF will complete this work within a mutually agreed-upon time schedule. The estimated cost for our services relating to this project is $26,750, which includes time and expenses, except the mortgage consent fees noted above. This fee breaks down as Follows for 3 Tax Parcels • Appraisals (3) $ 11,000 • Review Appraisal (assumes 3 reviews)- will be invoiced as an expense $ 2,500 • Document Preparation, Negotiations, File Submittal $12,900 • Expenses (mileage, postage, etc.) $ 350 TOTAL $26,750 Mr. Chadd Larson, P.E. October 8, 2021 Page 3 Basis of Payment/Budget We propose to be reimbursed for our services on an hourly basis for the actual time expended. Direct project expenses, such as printing, supplies, reproduction, etc., will be billed at cost, and mileage will be billed at the current allowable IRS rate for business miles. Invoices are submitted monthly for work performed during the previous month. Payment is due within 30 days. It is understood that if the scope or extent of work changes or additional services are requested, the cost will be adjusted accordingly. Before any out-of-scope or additional service work is initiated; however, we will submit a budget for the new work and will not begin work until we receive authorization from you. Acceptance/Notice to Proceed A signed copy of this proposal or a separate letter of authorization either mailed or emailed to our office, will serve as our notice to proceed. We sincerely appreciate your consideration of this proposal and look forward to working with you on this project. Please feel free to contact us if you have any questions or need additional information. Sincerely, SRF CONSULTING GROUP, INC. Ken Helvey Principal KH/cjw APPROVED: (Signature) Name Title Date This cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost estimate after 90 days from the date of this proposal.