HomeMy WebLinkAboutAdden 01 - .�,....._ -
CAG-15-177, Adden #1-16
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Washington State
�� Department of 7Yansportation
Supplemental Agreement Organization andAddress
Number 1 Otak,Inc.
11241 Willows Road NE
Onginal Agreement Number xeamond,wa 98052
CAG-15-177 Phone:
Project Number Execution Date Completion Date
32468 August 26, 2015 December 31, 2016
Project Title New Maximum Amount Payable
Lake Washington Loop Trail $ 33(,'J61.QQ
Description of Work
Amendment No. l amends the original agreement with additional right-of-way acquisition services required
to complete preliminary (30%) design. Other additional engineering and surveying services will be completed
utilizing Management Reserve for the Preliminary Engineering Phase of the project.
The Local Agency of Citv of Renton
desires to supplement the agreement entered in to with Otak. Inc.
and executed on August 26. 2015 and identified as Agreement No. CAG-1 5-177
All provisions in the basic agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
I
The PURPOSE of this Supplemental Agreement as follows:
Provide additional right-of-way services which are required to complete preliminary design of the project.The additional services
are described in the attached and incorporated Exhibit A, Scope of Services,Preliminary Engineering Services,Amendment No. 1.
I I
The TIME FOR EXECUTION AND COMPLETION of this project is amended as follows:
There is no change in completion date.
III
PAYMENT shall be amended as follows:
The original maximum amount payable is$301,891.The additional services added by this Supplemental Agreement increase the
maximum amount payable by$34,870,making the new maximum amount payable$336,761.The basis for the increase in the
maximum amount payable is detailed within the attached and incorporated Exhibits B-1,B-2,and B-3.
as set forth in e attached Exhibit(s), and by this reference made a part of this supplement.
If you concu with this supplement and agree to the changes as stated above, please sign in the Appropriate
spaces bel and return t is office for final action.
Otak nc. 't f Renton
By: By: ..
� �� Q
Con ant Signature rovi Aut i i ature
pf�b)/6
DOT Form 140-063
Revised 09/2005
EXHIBIT A
SCOPE OF SERVICES
PRELIMINARY ENGINEERING SERVICES
Amendment No. 1
City of Renton, Washington
Lake Washington Loop Trail
Otak Project No. 32468
March 2016
Description of Project:
The purpose of the Lake Washington Loop Trail Project is to design and eventually build a 7,000
lineal feet regional trail facility to connect the e�sring Lake Washington Trail from the Logan
Avenue/Cedar River junction to a new trail at Rainiex Avenue North. The pYoject will complete a
missing gap in the regional trail s��stem. The proposed trail will be primarily located on the north
side of rlirport Way and the east side of Rainier Avenue North. Traffic lanes will be reconfigured to
allow for the new combined pedestrian/bicyclist facility. The trail will accommodate pedestrians,
runners,bicyclists,and other non-motorized trail users.
The following Amendment No. 1 Scope of Work describes right-of-way acquisirion services
required to complete preliminary (30%) design. Other additional engineering and surveying services
will be completed utilizing the e�isring Management Reserve for the Preliminary Engineering Phase
of tbe project.
SUBCONSULTANTS
• Universal Field Ser�rice—Right-of-�X�a��Ac9uisirion—See attached Scope of Ser�=ices
EXPENSES
• Utility L,ocate Service
ASSUMPTIONS
• The CITY will pay for all required permit fees.
• The CITY will obtain all Rights of Entry needed to perform survej�or other invesrigation on
private property necessary to support the project.
• The CITY will acquire all necessary Tide Reports.
• Environmental/permitring will be provided by others. OTAK will provide support as noted.
City of Kenton — Lake Wa .rhington Loop Trail 1
otak
K:Aproject\32400\32468\Contract\Scope.�mendment]_032976.doc
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March 9,2016 UNZVERSAL
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Scope of Work
City of Renton/Lake Washington Loop Trail
Right of Way Services
Background - Federal funds are participating in the project, particularly the Right of Way phase, therefore
Universal Field Services, Inc. (UFS) will complete all Right of Way services in accordance with the City of
Renton's (CITY) Washington State Department of Transportation's (WSDOT) approved Right of Way
Acquisition Procedures, the federal Uniform Relocation Assistance and Real Property Acquisitions Policies Act
(URA), WSDOT Local Agency Guidelines — Section 25 (Right of Way Procedures), and the Washington
Administrative Code(WAC 468-100)state Uniform Relocation Assistance and Real Property Acquisition.
Based on preliminary drawings and exhibits provided by the CITY's design team OTAK, it is assumed one (1)
tax parcel will require various real property rights including; a partial strip fee simple; permanent slope
easement; and a temporary construction easement as shown in Table A below. The current business (Pete's
Automotive) appears to be displaced by the project. Additionally, it is assumed the business is a tenant,
therefore the Owner/Landlord is also considered displaced by the project and may be eligible for Landlord
relocation assistance benefits. As such Relocation Assistance services will be provided in accordance with the
CITY's approved procedures and the URA.
Additional parcels or real property rights other than those shown in Table A will require an amendment to this
scope of work and related fee estimate. Right of Way plans or other reliable acquisition exhibits are not
available for review and use at this time.
This scope of work is based on the following:
1.) Review of Preliminary Drawings and Exhibit.
2.) Review of limited public on-line information (aerial mapping/ownership information)
3.)Schematic Drawing and Exhibits—Right of Way plans not available
Sub-Task Work Elements:
A. Preparation and Administration - Discuss, strategize and plan overall process with CITY, UFS and other
consulting staff. Attend project kickoff meeting with CITY and up to eight (8) progress meetings — CITY
office. Progress meetings can be facilitated by conference calling if preferred. Provide up to 12 monthly
progress reports indicating the work completed for the invoiced month and identify issues requiring the
CITY's input or assistance. UFS will provide sample acquisition and relocation documents for the CITY's
review and approval for use. The CITY's pre-approved forms will be used when provided. When
appropriate, prepare parcel files to include fair offer letters, recording and ancillary documents, a
standard diary form indicating all contacts with owner(s), and other items necessary for negotiations.
Deliverables:
• Attend Project Kickoff Meeting—CITY office
• Attend eight (8) Progress Meetings-CITY office/Conference Calls if preferred
• Provide twelve(12) Progress Reports
• Coordinate CITY approval of Acquisition and Relocation forms for project use
• Prepare parcel acquisition and relocation files for negotiations
B. Title/Ownership Review—Obtain title reports from the CITY and perForm reviews of existing right of way
and ownership information. Review special exceptions described in each title report to determine the
CITY's acceptance of title at closing. Provide the CITY with a Parcel Title Summary Memo listing
ownerships,title exceptions, etc.
Deliverable:
• Prepare one (1) Parcel Title Summary Memo listing ownerships,title exceptions,etc.
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March 9,2016
C. Public Outreach - Assist CITY in preparation of a boilerplate "Introduction Informational Letter" for
delivery to the property owners. The letter will describe the purpose of the project,the project schedule,
identify the CITY's consultants (Engineering, Land Survey, Right of Way Acquisition/Appraisal) and the
purpose of each. As part of a vetting process UFS to schedule and attend a "one on one" on-site meeting
with the property owner to discuss the project design and obtain input from the property owner to help
build trust and rapport in advance of acquisition negotiations. Project design team (OTAK) to attend if
needed.
Deliverables:
• Boilerplate "Introduction Letter" for delivery by CITY to the property owner via regular U.S. Mail.
UFS will assist with delivery if needed.
• Schedule and attend up to one (1) "one on one" on-site meeting with the property owner.
D. True Cost Estimate—In lieu-of a Project Funding Estimate, UFS will develop a True Cost Estimate (TCE) as
defined and described in WSDOT's Local Agency Guideline Manual — Section 25. Individual parcel
worksheet(s) will be prepared to estimate the amount of just compensation using King County's adjusted
assessed values and comparable land sales if available, including information obtained from the project
Right of Way plans, Exhibits and further information provided by the CITY and OTAK.
The TCE will provide an estimated cost of all related Right of Way Acquisition and Relocation expenses
summarized in a worksheet including: estimated just compensation to property owners; appraisal;
appraisal review; negotiation consulting fees; title and closing costs; relocation consulting fees; property
management and incidentals.
It is intended the CITY will review the TCE and submit to WSDOT for review and acceptance.
Deliverable:
• True Cost Estimate.
E. Relocation Plan —A required relocation plan will be developed based on the City approved procedures
and the URA. It is assumed there will be one (1) business (Pete's Automotive) displaced as a result of this
project. Additionally, it is assumed the business is a tenant, therefore the Owner/Landlord is also
considered displaced by the project and may be eligible for Landlord relocation assistance benefits.
Universal will develop a relocation plan resulting from windshield surveys and/or personal assessment
interviews with the business owner(s) to determine their needs for replacement sites; research potential
replacement sites through discussions with local real estate brokers, search the multiple listing service,
local newspapers, internet sites and publications; prepare initial pre-move inventories and estimates for
moving costs and relocation entitlements. Upon completion of the Relocation plan, UFS will coordinate
with the City and submit to WSDOT for review and approval. If additional displacements are subsequently
discovered, the Relocation Plan will be amended by UFS and submitted to WSDOT for review and
approval.
Deliverable:
• Relocation Plan
F. FHWA Funds Authorization for ROW—Shortly after the Right of Way Plans, the TCE and Relocation Plan
have been submitted to WSDOT and assuming NEPA clearance has been obtained, the CITY would
typically receive a letter from FHWA through WSDOT Highways and Local Programs authorizing the use of
federal funds to acquire Right of Way. This letter of authorization is required in order for the CITY to
receive federal funding participation and reimbursement for costs incurred with Appraisal, Appraisal
Review,Acquisition Negotiations,and Relocation Assistance services.
Deliverable: For informational purposes only.
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March 9,2016
G. Appraisal &Appraisal Review—Upon completion of the TCE and the CITY's receipt of authorization from
FHWA to use federal funds for Right of Way acquisition, UFS will subcontract and manage the Appraisal
and Appraisal Review process with appraisal firms previously qualified by WSDOT and licensed by the
State of Washington. The Appraisal and Appraisal Review reports will be prepared in accordance with the
Uniform Standards of Professional Appraisal Practices, Washington State Department of Transportation
(WSDOT) Local Agency Guidelines, current WSDOT Right of Way Manual (in particular, Chapters 4 and 5),
and the URA.
Based on current information and project design, it is assumed one (1) Appraisal and Appraisal Review
report will be required. Total number of Appraisals and Appraisal reviews is subject to change based on
project design revisions.
UFS staff to attend the appraisal inspection to ensure the property owner understands the real property
rights being appraised, to ascertain what is personal property and real property, and to help build the
trust and rapport needed to assist in reaching amicable agreements.
Appraisal scope of work and expenses thereof for specialty studies exclude: hazardous materials research,
testing and estimating(ESA Phase 1,2, or 3), parking modification estimates,equipment appraisals, etc. It
is understood the subject parcel may contain hazardous materials—petroleum products from past use.
It is assumed the necessary Environmental Site Assessments will be completed prior to commencing the
Appraisal.
Deliverables:
• One (1)Appraisal report
• One (1)Appraisal Review report
H. Acquisition fVegotiation—Acquire various real property rights from one (1)tax parcel as shown in Table A
below. Appraisal and Appraisal Review reports completed in Task G above will be submitted to the CITY
for review and written approva) establishing the amount of Just Compensation to the property owner.
Upon written approval from the CITY, UFS will prepare the offer package and promptly present an offer to
purchase all the required real property interests and negotiate in good faith to reach a settlement. Offer
will be presented in person when at all possible.
Negotiations will be conducted in accordance with statutory and regulatory requirements and will
include: Coordinate administrative settlement approval with the CITY; Negotiate as necessary with lien
holders, assisting escrow in the closing process; Prepare and maintain parcel acquisition file to include fair
offer letters, acquisition documents, a standard diary form indicating all contacts with the owner(s), and
other items necessary for negotiations.
Negotiations shall not be deemed to have failed until at least three significant meaningful contacts have
been made and documented with the property owner and/or their representative through direct personal
contacts. Out-of-area owner(s)will be contacted by telephone and by certified mail. If negotiations reach
an impasse, UFS will provide the CITY with written notification. The filing and cost of condemnation
proceedings shall be the responsibility of the CITY.
Note: It is reasonable to assume the remainder property will be uneconomic to the property owner,
resulting in the CITY's total acquisition of the property as may be determined by the Review Appraiser in
Task G above and the Property Owner.
Deliverables:
• Acquisition Negotiation services with the owner of one (1) separate tax parcel.
• Completed parcel acquisition file including necessary records of all Right of Way Acquisition
services.
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March 9,2016
I. Relocation —It is assumed there will be one (1) business (Pete's Automotive) displaced as a result of this
project. Additionally, it is assumed the business is a tenant, therefore the Owner/Landlord is also
considered displaced by the project and may be eligible for Landlord relocation assistance benefits.
Universal will provide Relocation Assistance and Advisory Services under the guidelines of the URA,
WSDOT LAG Manual—Section 25 and the CITY's approved Policies and Procedures,as directed.
Relocation services are generally outlined as follows:
a. Inform displaced occupants, in writing, oftheir potential displacement,eligibility, entitlements, and
provide an explanation of their relocation benefits.
b.Assist in search of replacement site(s).
c.Assist displaced occupant(s) in filing relocation claims for payment.
d. Maintain a current relocation diary for each displaced occupant.
e. Create and maintain necessary records to support state audit of the relocation services portion of the
project.
Deliverables:
• Relocation Advisory and Assistance Services for one(1) displaced business occupant
• Relocation Advisory and Assistance Services for one (1) displaced landlord
• Completed relocation assistance files
J. Parcel Closeout — Escrow Closing - Upon securing required acquisition agreements, UFS will submit the
necessary acquisition documents and closing instructions to the designated Title/Escrow Company. Work
with the Title/Escrow Company in order to obtain release documentation from the encumbrance(s) of
public record that are not acceptable to the CITY in order to provide clear title to the property being
acquired, subject to the CITY's title clearing guidelines. The Escrow Company shall prepare and obtain the
owner(s) signature on the necessary closing documents. UFS will coordinate signatures on closing
documents for submittal to the CITY and payment(s) to the owner(s); coordinate with the Escrow/Title
Company in filing documents with King County.
Deliverable:
• Deliver completed original Acquisition and Relocation parcel files to the CITY
K. Right-of-Way Certification — Since there are federal funds participating in the project, Right of Way
Certification will be coordinated and completed through WSDOT. Right of Way acquisition and relocation
files will be prepared and completed to the satisfaction of a WSDOT Right of Way review to support
federal aid participation. UFS will further coordinate right of way activities with WSDOT's Local Agency
Coordinator, Mr.Tom Boyd, as needed throughout the project.
Additional Work- If other tasks are required to be performed or there are changes in pertinent information
or if negotiations exceed the industry standard for a good faith effort to negotiate (three "in-person"
landowner contacts), UFS reserves the right to request additional compensation as an equitable
adjustment. UFS shall not be responsible for delays caused beyond its control.
-- ------ - --
i'AB�»�A
-- ___ .`�.__.___---- ---- --+
Perm
No. Tax Parcel No �axpayer/ Current Use Partial Fee Slope ;emp. Const. i
Ow���r Simple Easement
_ Easement _ _
I Automotive �
1 722930-0380 Ambrose, K.L. Service X X X
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March 9,2016
CITY/OTAK will provide the followin�:
1. Preliminary Commitments (Title Reports) for the parcel shown in Table A above. If requested, UFS will
order the title report or any updates. The title company will bill the CITY directly for each report.
2. Approve designation of the escrow company used for this project. The escrow company will bill the CITY
directly for all escrow services provided.
3. Right of Way Plans and Drawings, Maps, Exhibits, Right of Way Staking, etc.,as necessary.
4. The necessary Environmental Site Assessments prior to commencing the Appraisal.
5. Legal descriptions in electronic format for all real property rights to be acquired.
6. Form approval, in electronic format, of all legal conveyance documents prior to use (i.e. offer letters,
purchase and sale agreements, escrow instructions, easements, deeds, leases and permits).
7. Review and approval of all determinations of value, established by the project appraisers, and provide
written authorization prior to an offer made to the property owner.
8. Review and approval of all relocation entitlements prior to presentation to the displacees.
9. Payment of any and all compensation payments to property owners, recording fees, relocation payments,
legal services and any incidental costs which may arise necessary to complete each transaction.
10. Send "Introduction Letter"to the property owner.
5of5
, I I
Exhibit B-I
Lake Washington Loop Trail - City of Renton
Otak Hours and Fees
Y far' �
~ ri M � � � r+ Y (�
�iC � O � R e6 R �U
V EJ L � L N p� L p�N ••�.A 7, R ra (�y p r'
•v �' Q C'i � Q Q C i"� � Q Q y � L i.�i � � � C� � � V m
Q ,, ,°a 'Sn u 'S�,� •5n •5� •� � � �c .� a .. a A [ " v
0. u � q � �' � y � � u •� c�i � >, u Y � � � v '� o ,-, u+ � u
o �.° W � W a W W G �, 3 •C .� �o a b � '� o a�, ` v �'o o �- v
q � ea 5 �`e 5 ,� 5 5 � a�'i ° c u � � ,a R u e"a � 'p �o � o '� v 'C � Z �o
v, � � U � CJ � U U w A x w a � a W C7 cn fs; "� R. �n � v� U v� ci. Total Total
5209 S180 5130 5100 S90 �85 ^ 56G SllO S80 578 S120 5110 $93 S75 �72 Hours Fces
1.0 Pro'ect Mana ement and Coordination
1.] I'rci ect hfana�ement and Coordination 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 SO
SubtotalHourr 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 SO
Subtotal Hours/Fees-Otak L.abor-Task 1.0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0
Subconsultant Costs
Universal I�ield Services-ROW Ac uisirion 837,870
Otak i�larku on Subconsultants 0.0% +��
Total Subconsultant Costs 537,870
Subconsultant Costs covered b Mana ement Reserve in ori inal a reement �3,000
Total Pro'ect Cost-Prelimina En ineerin Services-Amendment No.1 $34 870
*Note-Ratcs Shown ar�for Bud�etin�Pur oses-Actual Billed Rates crNe otiated Multi lier
i
H:\Di�isions\'I'RANSPOR.1'e\"C\DESIGN.I�NG\jwilhoit\I.al:e\\'ashington I�p"I�rail\Pcoject Files Setup\300 Design Consultant Contract\302 Consultant Agreement\3U23 Agreement�3023.1supplrow\HoursFees_Amrndment 1_03291G-rec.sls 013k
March 9, 2016 Universal Field Services,Inc.
EXHIBIT B-2
City of Renton
Lake Washington Loop Trail /Pete's Automotive
Subconsultant Fee Determination
DIRECT SALARY COSTS(DSCI
Personnel Hours Rate Cost
1 Quality Assurance 19.5 X $5530 = $ 1,078
2 Project Manager 71.0 X $44.00 = $ 3,124
3 Acquisition Specialist 106.0 X $39.00 = $ 4,134
4 Relocation Specialist 177.0 X $39.00 = $ 6,903
5 Sr Administrative Specialist 57.5 X $30.00 = $ 1,725
Total Hours 431.0 Subtotal Direct Salary Costs(DSC) _ $ 16,964
Overhead(OH) 46.97% $ 7,968
Fixed Fee (FF) 30% $ 5,089
TOTAL DSC = $ 30,022
DIRECT NONSALARY COSTS(DNSCI
Mileage 1700 miles @ $ 0.540 $ 918
Miscellaneous Expenses(see note 5 below) $ 300
TOTAL(DNSC) _ $ 1,218
SUBCONSULTANTS
Appraisals (1 each) McKee Appraisal $ 5,500
Appraisal Reviews (1 each) The Granger Company $ 1,000
Administrative Fee 2.0 %(B&O Taxes,ete.) $ ]30
TOTAL SUBCONSULTANT FEES = $ 6,630
TOTAL ESTIMATED AMOUNT = $ 37,870
Notes:
1.) Universal reserves the right to re-negotiate estimate total if Notice to Proceed not provided within
180 days from the date of this estimate.
2.) Mileage to be billed at $0.540/mile or the approved IRS rate at the time mileage is incurred.
3.) See Table A in the Scope of Work for list of parcels impacted and the real property rights to be
acquired from each.
4.) It is assumed the project appraiser has accurately identified the larger parcel(s).
5.) Reimbursable miscellaneous expenses including but not limited to, mapping,photos,postage,
parking, printing,long distance telephone,etc., at cost -no markup.
6.) This fee estimate and related scope of work is based on preliminary information. Right of�vay plans,
design plans,or other reliable information is not available.
7.) It is assumed federal funds are participating in the right of way acquisition phase.
March 9, 2016 Universal Field Services, Inc.
City of Renton Exhibit B-3
Lake Washington Loop Trail / Pete's Automotive
Right of Way Services - Estimated Hours and Mileage
Parcel Information Pro e Ri hts to be Ac uired Ac uisition Relocation
Partial Perm Slope Temp
No. Tax Pcl No. Owner Current Use Fee Easement Constrvction QA PM Neg Admin Mileage QA PM Relo Admin Mileage Relo Type
Simple Esmt
1 722930-0380 Ambrose,K.L. Automotive Service X X X 1.5 10 65 10 300 2 10 150 12 500 BUS/LL
Attend kick off meetin 4 4 0 4 60 0 0 0 0 0
Attend 8 r ress meetin -Conference Calls if Prefertred 6 15 9 0 300 0 9 3 0 180
Provide 12 monthly progress report 0 2 2 3 0 0 2 2 3 0
Coordinate C' a roval r ardin A uisition&Relocation forms for pro'ect use 0 2 1 3 0 0 3 1 2 0
Pre are one(1)Parcel Tdle Summa Memo 0 0 1 1 0 0 0 0 0 0
Assist Ciry with Introduction Letter to property owne 1 1 0 0.5 0 0 0 0 0 0
Schedule and attend one(1)early"one on one"on-site meetin with the ro erty owne 0 3 3 0 60 0 0 0 0 0
Prepare True Cost Estimat 1 4 20 6 120 0 0 0 0 0
Prepare Relocation Plan 0 0 0 0 0 0 0 20 6 60
Pre are SubconsuRant A reements/Mana ement(A raisal&Appraisal Review 2 2 0 1 0 0 0 0 0 0
Attend one 1)Ap raisal Inspection 0 0 4 0 60 0 0 0 0 0
Assist Ci with R' ht of Wa Cert�cation throu h WSDOT 1 2 1 6 60 1 2 1 0 0
Total Hours 8 Milea e 16.5 45 106 34.5 960 3 26 177 23 740
BUS-Business Relocation
LL-Landlord Relocation
1