HomeMy WebLinkAboutItem 06.l Date: February 3, 2020 Item No.
ACCEPT PROPOSAL FROM WSB FOR PROFESSIONAL RIGHT-OF-WAY SERVICES
FOR THE 2020 STREET RECONTRUCTION PROJECT
Proposed Action
Staff recommends adoption of the following motion: Move to accept proposal for professional
right-of-way services from WSB for the 2020 Street Reconstruction Project, City Project 20-02.
Overview
The City Council ordered improvements and authorized the preparation of plans and
specifications for the 2020 Street Reconstruction Project at its December 2, 2019 meeting. The
project includes an inclusive public engagement process that identified additional roadway
drainage, maintenance and safety improvements along 172nd Street and 175th Street. The final plans
and specifications are complete, and the City Attorney and City Staff determined that additional
easements outside the existing right-of-way are necessary to construct these improvements.
WSB’s proposal identifies the scope of services and estimated cost to complete the permanent and
temporary easement acquisitions.
Primary Issues to Consider
• Proposal is subject to the Master Agreement for Professional Engineering Services between
the City and WSB approved by the City Council on July 18, 2016.
• Right-of-way services are intended to provide adequate time to acquire the necessary
easements without impacting the overall project construction schedule.
• The Lakeville 5-year Capital Improvement Plan (2020-2024) identifies funding sources
(primarily G.O. Improvement Bonds) for CP 20-02. A project summary of funding and
funding sources will be shared with the City Council in March after the bid opening and
calculation of costs.
Supporting Information
• WSB proposal dated January 26, 2020
Financial Impact: $96,472 Budgeted: Y☒ N☐ Source: Multiple Sources
Related Documents: Lakeville 5-year Capital Improvement Plan (2020-2024)
Envision Lakeville Community Values: Design that Connects the Community
Report Completed by: Zach Johnson, City Engineer
K:\013281-000\Admin\Contract\ROW Services\13281-000 City of Lakeville 2020 Street Reconstruction Project ROW Services
Proposal.docx BOLD | VISIONARY | AUTHENTIC | PASSIONATE | OPTIMISTIC
January 26, 2020
Mr. Alex Jordan, PE
Assistant City Engineer
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
RE: Agreement to Provide Right of Way Services
For Parcels 172nd Street and 175th Street, City Project 20-02
Dear Mr. Jordan:
WSB & Associates, Inc. is pleased to submit this proposal for the acquisition services required for
the Lakeville 2020 Reconstruction Project, specifically along 172nd Street and 175th Street. These
services will be provided in accordance with the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970, as amended and other applicable state and federal
laws and rules.
We have assumed fourteen properties that will be impacted as part of this project. These
properties include ten properties on 172nd Street and four on 175th Street.
Scope of Services -
1. Project Management -
• Ben Barker will be WSB’s project manager for the right of way work on this project. He
will coordinate all works tasks, establish and monitor budgets, attend meetings and be
the point of contact for all correspondence with the City. Monthly parcel status reports
will be provided and a detailed contact log for the impacted parce ls will be provided upon
completion of the acquisition. Communication will be maintained with the City throughout
the process to resolve any issues or concerns that arise quickly and efficiently which, in
turn, keeps the project on schedule. We will also coordinate, through our sub-
consultants, owners and encumbrance reports, uncomplicated appraisals and appraisal
reviews.
2. Pre-Acquisition Services:
• Early Notification Letters will be sent to the owners to inform them of the upcoming
project, introduce our staff and the appraisers. We will include a contact information form
so they can respond with the best contact numbers and times they are available to meet
as well as the required Guidebook for Property Owners
• Field Title Reports will include an on-site visit with the owner, if they are available to
meet. Our agent will view the parcel, discuss the project, gathering ownership interests
and verify improvements that may be impacted by the project.
3. Acquisition Services -
• Offer letters and supporting documents will be prepared and presented to the owner in
person, if possible, or by Certified Mail if we are unable to meet them in person. Offer
packets will include an offer letter, summary statement, landowner rights brochure and
the conveyance documents.
K:\013281-000\Admin\Contract\ROW Services\13281-000 City of Lakeville 2020 Street Reconstruction Project ROW Services
Proposal.docx
• Negotiations will be conducted in good faith with the property owners to reach an
agreement that is fair to the owners and the city as well. City staff will be contacted on
any owner issues in an effort to resolve or minimize impacts. Upon settlement,
easements will be obtained. In addition, our staff will obtain mortgage consents on
permanent easement parcels, unless directed otherwise by the City. If a settlement is
reached that is higher than the offer, administrative settlements will be prepared and
submitted to the City for approval. Upon completion, the original files will be delivered to
the City. Negotiations will continue through the title and possession date. If the City
requests negotiations to continue past that date, those services will be provided at the
hourly rate shown on the attached estimate.
4. Survey Services:
• WSB staff will spot all titles, plats and existing easement for the entire project.
• Parcel sketches and legal descriptions will be prepared.
• Easement areas on the parcels will be staked prior to the Field Title Report meetings
5. Eminent Domain Assistance:
• WSB staff will provide documentation and assistance to the City Attorney related to
eminent domain proceedings.
City responsibilities include:
• Processing of payment requests
• Preparation of easement templates
• Recording of signed conveyances
WSB & Associates – Estimated Fee for Right of Way/Survey Services:
$57,972.00
Sub-Consultant Services –Estimated Fee
$38.500.00
See tasks detailed below
TOTAL ESTIMATE $96,472.00
Scope of Services: Sub-Consultant Services:
Owners and Encumbrance Reports
• Land Title
Owners and Encumbrance Reports will be provided for the parcels impacted as part of
the project.
Appraisals and Appraisal reviews
• Appraisals – Valbridge Property Advisors
• Appraisal Reviews – Evergreen Land Services
All appraisal and appraisal review work will comply with the state, federal and USPAP
regulations. The assumption is that the fourteen appraisals will be uncomplicated
appraisals. If a more detail appraisal report is required, the appraisal fee may increase.
The appraiser will extend the opportunity to landowners to view the property and
impacted area. Appraisals drafts will be submitted for review as they are completed and
certified once the reviews are completed. The appraiser will provide two hard copies and
an electronic copy of the final reports covering each parcel of real estate on which an
appraisal is made.
K:\013281-000\Admin\Contract\ROW Services\13281-000 City of Lakeville 2020 Street Reconstruction Project ROW Services
Proposal.docx
Thank you for the opportunity to be of service to you. If you are in agreement with the terms of
this proposal, please sign below on the space provided and return one copy to us for our records.
If you prefer to provide a letter of engagement, that is also acceptable.
Additional Fee:
Upon request, appraisal updates, hearing preparation and expert testimony in hearings or trial
can be provided at the current hourly rate charged by WSB staff and the appraisers.
Thank you for the opportunity to be of service to you. If you are in agreement with the terms of
this proposal, please sign below on the space provided and return one copy to us for our records.
If you prefer to provide a letter of engagement, that is also acceptable.
If you would like to further discuss any aspect of our proposal, please do not hesitate to contact
me at 763-231-4868 with any questions or comments.
Sincerely,
WSB & Associates, Inc.
Penny Rolf Monica Heil, PE
Director of Right of Way Senior Director of Municipal Services
ACCEPTED BY:
City of Lakeville
Name __________________________
Title __________________________
Date __________________________
Project
Manager
and R/W
Agent
R/W
Agent
Ben Barker Brian
Mielke
1 Project Management 30 6 36 $5,742
1.1 General Project Management, Status Update Reports
1.2 Coordinate delivery of title work, appraisals and reviews
2 Pre-Acquisition Services 10 25 35 $5,065
2.1 Early Notification Letters
2.2 Field Title Reports
3 Acquisition Services 80 160 240 $35,040
3.1 Offer Letters
3.2
Negtiations, Administrative Settlements, Obtain
Easements, Mortgage Consents (Permanent Easement
Only)
4.0 Survey Services $11,550
4.1 Review Titles - $125 per parcel
4.2 Parcel Sketches, Legal Descriptions,/$600/parcel
4.3 Staking of Easements Areas - $100/parcel
5 Eminent Domain Assistance 1 3 4 $575
5.1 Provide documentation and assistance to the County
Attorney related to eminent domain proceedings
121 194 315
$164 $137
$57,972
$700
$29,400
$8,400
$38,500
$96,472
City of Lakeville
2020 Street Reconstruction Project
January 26, 2020
Costs
Costs associated with word processing, cell phones, reproductions of common correspondence are included in the
hourly rates.
Task Description TOTAL
HOURS
Right of Way Services
4. Eminent Domain services are estimated to be 4 hours. If additional services are needed beyond the 4 hours, they
will be billed at the hourly rates shown above.
2. Our estimate assumes 14 Uncomplicated Appraisal Reports.
4 Owner's & Encumbrance Reports - Land Title
14 Uncomplicated Appraisals - Valbridge - $2,100 per appraisal
14 Appraisal Reviews - Evergreen Land Services - $600 per review
Sub-Total: Sub-Consultant Services
Total Right of Way Services
3. Right of Way negotiations will continue until the title and possession date. Any services requested beyond that
date would be billed at our standard hourly rates shown above.
Sub-Consultants:
1. There are 14 parcels on this project with permanent and temporary easement acquisitions.
Total Hours - WSB Staff
Average Hourly Fees (includes overhead and profit)
ASSUMPTIONS:
Sub-Total: Right of Way Services