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Home My WebLink About01/03/2006, C6 - CONTRACT ADMENDMENT NO. 1 FOR ADDITIONAL RIGHT OF WAY SERVICES FOR TANK FARM GRAVITY SEWER, LIFT ST council 3 zoo6 acenda nepout ".N.,64 CITY O F SAN LUIS O B I S P O FROM: John Moss,Utilities Directo Prepared By: David Hix,Wastewater Di ion Manager SUBJECT: CONTRACT ADMENDMENT No. 1 FOR ADDITIONAL RIGHT OF WAY SERVICES FOR TANK FARM GRAVITY SEWER, LIFT STATION AND FORCE MAIN. CAO RECOMMENDATION Approve amendment number one to agreement with Hamner, Jewell and Associates for Right of way Acquisition Services in the amount of$47,000 and authorize the Mayor to execute the contract. DISCUSSION The Tank Farm Gravity Sewer, Lift Station and Force Main project will require the purchase of additional easements for the siting of the gravity sewer along Tank Farm Road. These new easements have become necessary when it was determined that the Tank Farm Gravity Sewer could not be placed in the roadway because traffic impacts could not be mitigated during the sewer's construction. These acquisitions are critical to the project which will replace two aging and overcapacity lift stations and serve significant portions of the Margarita and Airport annexation and the entire Orcutt annexation area. City staff lacks the expertise to negotiate these easements and would expend significant amounts of staff resources. Currently this project is in re-design for the Tank Farm Road segment because of the unmitigatable traffic impacts and subsequent gravity sewer realignment. The City will soon have draft documents to allow review by the staff and other interested agencies and parties and complete bid documents should be completed by June of this year. Hamner; Jewell & Associates (HJ&A) have submitted, per the City's request, a comprehensive proposal for negotiating the additional easements and updating an appraisal for the sewer forcemain for this project. HJ&A is a pre-approved consultant for the City and specializes in government real estate services and have successfully negotiated several City easement and right of way for numerous City projects. HJ&A's are very familiar with the Tank Farm project and understand the City's desire for an expedient appraisals,negotiations and acquisition of these easements. FISCAL IMPACT The cost of this contract amendment is $47,000. Funding for this amendment is available from the account set aside to fund encroachment permits. About $80,000 of unexpended funds remains in the account that could be used to fund the recommended action. t�� Council Agenda Report--Contract Amendment for.Right of Way Services Page 2 Initial funding for right of acquisition services ($4,480) were approved in the 2003-05 Financial Plan, Mid Year Budget Review, pgs C-6 & 7. Approval of the contract amendment will increase the total compensation to Hamner,Jewell and Associates for these services to $51,480. Proposed Encroachment permits 520.58900.90491.58900491.90553 $80,000 $47,000 $33,00.0 Contract services 520.55300.7227 $4,480 $47,000 $51,480 Attachments Amendment to Agreement No. 1 Proposal AMENDMENT TO AGREEMENT NO 1. THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City,and Hamner,Jewell and Associates,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on March 25, 2005 the City entered into an Agreement with Contractor for Right of Way Acquisition Services;and WHEREAS,the City desires to amend the scope of services to include additional Right of way Acquisition Services and Contractor.has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day, and year fust written above. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR By: Ci Attey �xt N riAMNER, JEWELL & ASSOCIATES Government Real Estate Services a division of Beacon Integrated Professional Resources, Inc. Ventura County Office: 3639 Harbor Boulevard, Suite 210, Ventura, California 93001 Tel: (805) 658-8844 Fax: (805)658-8859 San Luis Obispo County Office: 340 James Way, Suite 150, Pismo Beach, Califomia 93449 Tei: (805) 773-1459 Fax: (805) 773-2418 Writer's e-mail address: Ijewell@hamner-jewell.com ------------------ December 13, 2005 David Hix L y' Wastewater Division Manager City of San Luis Obispo l Utilities Department 879 Morro Street CITY 0= Sr,S LU".S 051Is o v?!LI;I S _DEPT. San Luis Obispo, CA 93401 Subject: City of San Luis Obispo—Tank Farm Lift Station Project Proposal for Right of Way Acquisition Services Dear Dave, This is to follow up and provide you with some budgetary.numbers for the additional right of way acquisitions for the realigned tank farm sewerline project. From the information you provided me and the site meeting you held with John Butler of my office and appraiser Todd Murphy, it is my understanding that the project will now involve five additional ownerships. These include: o The Union Oil/Chevron properties on each side of Tank Farm, since the line jogs back and forth across the road; o The property owned by Curry, AP#076-381-009,015; c The property owned by the Hidden Hills Mobile lodge, AP#076-381-416; and o A small easement, or perhaps only a temporary one, on AP#076-.352-14. Since the acquisition of the Tank Farm sewer lift station was never completed and the appraisal previously done is now about a year old, we also recommend updating the Coker Ellsworth appraisal. To pursue and complete the acquisition of these additional rights of way, you will need to provide us with construction plans showing the easement and property lines, legal descriptions for the temporary and-permanent easement areas, and area calcs for each required easement. We will need to obtain title reports and appraisals, and then prepare offer packages, present offers, work with property owners and City staff to reach agreement for the r/w purchases, prepare and obtain signed purchase agreements and deeds, and process the transactions through an escrow to completion, payment, and deed recordation. David Hix �xhihi t f� December 13, 2005 Page—2 of 3 For our services, we would bill monthly based upon time.and materials expended, in accordance with our time and materials fee schedule authorized per our standing professional services contract with the City of San Luis Obispo. In setting a budget for this work, we estimate an average of 50 hours of HJA time per parcel, plus a direct pass through of appraisal and title report charges. Todd Murphy has provided a proposal requesting a not-to exceed budget of $21,000 for appraisal work, which he says he can complete within 12 weeks from authorization to proceed. If you wish to retain Todd Murphy for this appraisal work, through our contract with the City, the required budget for the right of way acquisition process would need to be: ❑ Title Reports $ 2,000 ❑ Todd Murphy Appraisals $21,000 ❑ HJA Time: Offers and Acquisition Process $24,000 Total $47,000 Please let me know if you have any questions or want to further discuss proposal, staffing, and scope of work options for this project, or if you wish to accept this proposal and authorize an amendment to our prior authorization to proceed on this project. I look forward to your responses! .Sincerely, Lillian D. Jewell Hamner,Jewell&Associates Government Real Estate Services ATT: 2006 Time and Materials Fee Schedule