Loading...
HomeMy WebLinkAboutCrossRoad Engineers/Eng/877,800/Adl Serv #2/Midtown East DesignCrossRoad En,ineers, P.C. Engineering Department - 2016 Appropriation: ASA #2; 494-650.04; 2016 COIT Bond, 2016 General Obligation Bond; P.O. #33744 Contract Not To Exceed $877,800.00 ADDITIONAL SERVICES AMENDMENT TO dt)cll� AGREEMENT FOR PURCHASE OF GOODS AND SERVICES . THIS AMENDMENT TO THE GOODS AND SERVICES AGREEMENT ("Agreement' entered into by and between the City of Carmel and CrossRoad Engineers, P.C. (the "Vendor"), as City Contract dated March 16, 2016 shall amend the terms of the Agreement by adding the additional services to be provided by Vendor consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A". Furthermore, the terms of the Agreement shall be amended to include the E -verify requirement as stated in Indiana Code § 22-5-1.7 et seq., which is attached hereto and incorporated herein as Exhibit `B", as well as the required E -verify Affidavit, attached hereto and incorporated herein as Exhibit "C". Also, pursuant to I.C. § 5-22-16.5, Vendor shall certify that in signing this document, it does not engage in investment activities within the Country of Iran. The terms and conditions of the Agreement shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA by and through its Board of Public Works and Safety By: ��s X' /�amersBrainard,Presiding Officer Dat MaryAnn ur e, Me er / Date: ��� �b Lori S. Date: AT` pristine S. P�IMAW ,TreasurDate: CrossRoad Engineers, P.C. By: Authorized Signature l/ Printed Name Title FIDMN: Last Four of SSN if /Sole Proprietor: Date: -75�(a I 7,0j(:::- & 0!(:::- & finals S—T.pi— inp"-'016'Cn Ru,d ASA Q Add] Sir. A-10 3-27-2012 wild E -Verify 1, npimpedu•:SNP_016 3:03 PSp April 15, 2016 Mr. Jeremy Kashman, P.E. City Engineer City of Carmel 1 Civic Square Carmel, IN 46032 Re: MidTown East Design Preliminary Engineering & R/W Engineering Services Fee Proposal Dear Jeremy: Based on our conversations with you, our current knowledge of the project areas, and communications with various other involved entities, we have prepared this fee proposal for your review. This proposal addresses two separate projects: • Monon Boulevard — Main Street to City Center • 4th Street SW —1st Avenue SW to S. Range Line Road Both projects will be developed simultaneously and could be let. in a single bid contract to provide for an economy of scale. These projects will be locally funded through a 2016 General Obligations Bond. The following information has been prepared and is included herein: I. Project Description II. Scope of Professional Services III. Proposed Fees We would like to thank you for this opportunity to continue our involvement in enhancing the City of Carmel through this project. If you should have any questions or need any further information, please do not hesitate to call me at (317) 780-1555 ext. 114. Sincerely, CrossRoad Engineers, PC Trent E. Newport, P. E. President XI HIBIT 3417 Sherman Drive 0 Beech Grove, Indiana 46107 0 Tel 317.780.1555 0 Fax 317.780.6525 /of'� MONON BOULEVARD - MAIN ST. TO CITY CENTER 4T" STREET SW -1ST AVE. SW TO S. RANGE LINE RD CrossRoad Engineers, PC PROJECT DESCRIPTIONS Monon Boulevard —This project involves the conversion of the existing Monon Trail into a boulevard type configuration. The trail would be flanked on each side by a one-way street — northbound traffic would travel on the east side of the trail while southbound traffic would be on the west side. On -street parking would be provided on the side of each travel lane. Included will be developing multiple intersections to accommodate the existing or proposed east -west street crossings. 4th Street SW — This project involves converting the existing T- intersection of 4th Street SW and S. Range Line Road into a roundabout. It also includes extending 4th street westward to 1St Avenue SW. Included in this proposal is the preliminary engineering services necessary for the complete development of the proposed improvements for these projects. These services include survey, road design, trail design, lighting design, utility coordination, permit applications, and contract documents. Also included in this proposal is the communication and coordination with several entities that will have a significant involvement in these projects: • Gehl Studio, Inc. • Williams Creek'Consulting, Inc. • Old Town Development, LLC • Landscape Architect (to be named) SCOPE OF PROFESSIONAL SERVICES 1. Route Survey and Topographic Survey A Route Survey will be prepared for both project areas since they each will involve right of way parcels. This work will generally follow INDOT procedures and will include locating (horizontally & vertically) all necessary features in the field such as edges of pavement, existing drainage structures and patterns, utilities, buildings, signs, etc. EXHIBIT 2 2. Roundabout Capacity Analysis/Preliminary Schematics This work involves evaluating the expected performance of the proposed roundabout at 4th Street / Range Line Road in terms of traffic volume capacity and delay. Methodology as presented in the Highway Capacity Manual, latest edition will be utilized. Three traffic volume scenarios will be evaluated: base year, design year, and maximum. The base year is expected to be the year the facility is constructed and open to traffic. The design year is expected to be 20 years after construction. The maximum scenario is the greatest amount of traffic growth the proposed facility can support within the prescribed capacity criteria. The City will provide peak hour traffic turning volumes and design year growth factor. 3. Road Design Design and construction plans for the two project locations will be prepared in accordance with the City of Carmel's standards, guidelines and directions, and using INDOT standards where applicable. CrossRoad Engineers will submit plans to the City Engineer for review at the following milestones: • Preliminary Plans (Approximately 35% complete) • Field Check Plans (Approximately 70% complete) Neither holding a public information meeting nor preparing landscaping design plans is included, but maintenance of traffic is. 4. Lighting Design Preparation of lighting plans is included. These plans will document the roadway geometry, the location of the service points (indicating voltage being supplied), location of the poles, the orientation of the luminaires, the light source type and luminaire wattage, as well as any underground wiring, conduit, handholes, and cable duct markers that are needed. 5. Utility Coordination Coordination with representatives from each of the utility companies having facilities within the project area will be included in this task: CrossRoad Engineers will communicate any relocation of facilities that may be needed and then review the relocation plans that the utility companies prepare. We will review any reimbursable claims by the utility companies and coordinate as necessary. This task does not include work associated with field locating the vertical depth of any utilities ("potholing"). This work will be in general accordance with INDOT policy and procedures currently in effect. However, this scope only addresses utility c e� e coordination through the design process. Utility coordination services during the construction phase will be provided as needed on an hourly basis. 6. Permit Applications The projects will likely require the disturbance of more than one acre of land. Therefore, an IDEM Rule 5 permit will be required for both project locations. 7. Bid Documents and Bidding Phase Following the City Engineer's approval of Field Check Plans, final bid documents will be prepared, including construction plans, project specifications and final engineer's estimate. Bidding documents will be prepared using "front end" information and documents provided by the City. A CrossRoad Engineers representative will also attend and prepare agendas and minutes for the pre-bid, bid opening and the pre - construction meetings. 8. Coordination / Communication with Other Entities During the development of these projects, an unusually large amount of coordination and communication with be required. • Gehl Studio, Inc. —The City has contracted with Gehl Studio to provide planning services in several areas of the City, including the Monon Boulevard and Range Line Road. We will work closely with their staff to incorporate their ideas and schematics into the design plans. We anticipate numerous conversations and meetings to ensure their planning intent eventually becomes encompassed within the design plans. • Williams Creek Consulting, Inc. — At the recommendation of the City, we will be utilizing the services of Williams Creek Consulting as a subconsultant on this contract. We will work closely with the staff of Williams Creek as it develops a plan that integrates the storm water infrastructure with the use of a combination of traditional and green techniques. We anticipate numerous conversations and meetings to ensure their design concepts are fully incorporated into the design plans. IHIBITA r b L©.- I`7 • Old Town Development, LLC —This developer is undertaking a massive reconstruction in this section of the City. Therefore, adjacent to these projects, there are numerous areas where their private development must mesh with our public development. To facilitate this, we anticipate numerous conversations and meetings to communicate and coordinate the proposed improvements. Landscape Architect (to be named) —The City intends to contract with a firm to provide landscape architecture services in many areas of the City, including these two project locations. The primary focus of this firm will be to ensure that the planning concepts presented by Gehl Studio are implemented within the individual infrastructure projects. To accommodate this firm in their efforts, we anticipate several conversations and meetings being required. III. PROPOSED FEES TASK DESCRIPTION PROJECT LOCATION Monon Blvd — Main St. to City Center 4th St. SW —15Y Ave. SW to S. Range Line Road 1. Route Survey & Topo Survey $52,000 $34,000 2. RAB Capacity Analysis/Schematics --- 10,000 3. Road Design 378,000 114,000 4. Lighting Design 20,000 10,000 5. Utility Coordination 18,000 9,000 6. Permit Applications 18,000 7,000 7. Bid Docs and Bidding Phase 15,000 9,000 8. Coord/Comm w/ Other Entities 44,000 4,000 i. Williams Creek Consulting 135,800 --- SUBTOTALS $680,800 $197,000 CONTRACT TOTAL $877,800 EXHIBIT -A CrossRoad Engineers, P.C. Engineering Department - 2016 Appropriation: ASA #2; #94-650.04; 2016 COIT Bond, 2016 General Obligation Bond; P.O.'#33744 Contract Not To Exceed $877,800.00 EXHIBIT `B" E -verify requirement All terms defined in I.C. § 22-5-1.7 et seq. are adopted and incorporated into this section of the Amendment. Pursuant to I.C. § 22-5-1.7 et seq., Vendor shall enroll in and verify the work eligibility status of all of its newly -hired employees using the E -Verify program, if it has not already done so as of the date of this Addendum. Vendor is further required to execute the attached Affidavit, herein referred to as "Exhibit C", which is an Affidavit affirming that: (i) Vendor is enrolled and is participating in the E -verify program, and (ii) Vendor does not knowingly employ any unauthorized aliens. This Addendum incorporates by reference, and in its entirety, attached "Exhibit C." In support of the Affidavit, Vendor shall provide the City with documentation that it has enrolled and is participating in the E -Verify program. This Agreement shall not take effect until said Affidavit is signed by Vendor and delivered to the City's authorized representative. Should Vendor subcontract for the performance of any work under this Addendum, the Vendor shall require any subcontractor(s) to certify by affidavit that: (i) the subcontractor does not knowingly employ or contract with any unauthorized aliens, and (ii) the subcontractor has enrolled and is participating in the E -verify program. Vendor shall maintain a copy of such certification for the duration of the term of any subcontract. Vendor shall also deliver a copy of the certification to the City within seven (7) days of the effective date of the subcontract. If Vendor, or any subcontractor of Vendor, knowingly employs or contracts with any unauthorized aliens, or retains an employee or contract with a person that the Vendor or subcontractor subsequently learns is an unauthorized alien, Vendor shall terminate the employment of or contract with the unauthorized alien within thirty (30) days ("Cure Period"). Should the Vendor or any subcontractor of Vendor fail to cure within the Cure Period, the City has the right to terminate this Agreement without consequence. The E -Verify requirements of this Agreement will not apply, should the E -Verify program cease to exist. [S:\ContractsNroLSv & Goads Svc Tnghiccring\2016\CrossRoM ASA #2 Add? Svcs Amend 3-27-2012 with E-V"i(y L ngwge.doc:5/92016 3:03 Ph1] CrossRoad Engineers, P.C. Engineering Department - 2016 Appropriation: ASA #2; #94-650.04; 2016 COIT Bond, 2016 General Obligation Bond; P.O. #33744 Contract Not `I o Exceed $577,800.00 Exhibit T" ^r E -Verify Affidavit •" I '� w 0�/ , being first duly sworn, deposes and says that he/she is familiar with and h• s personal knowledge of the facts herein and, if called as a witness in this matter, could testify as follows: I am over eighteen (18) years of age and am competent to testify to the facts contained herein. 2. I am now and at all times relevant herein have been employed by Lino` Ryeirl 'L�S4 1 vice -s . PC (the "Company") in the position of Fre5idevJ- 3. I am familiar with the employment policies, practices, and procedures of the Company and have the authority to act on behalf of the Company. 4. The Employer is enrolled and participates in the federal E -Verify program and has provided documentation of such enrollment and participation to the City of Carmel, Indiana. 5. The Company does not knowingly employ any unauthorized aliens. FURTHER AFFIANT SAYETH NOT. EXECUTED on the day of 9ft , 20J to. i ` V Printed: I certify under the penalties for perjury under the laws of the United States of America and the State of Indiana that the foregoing factual statements and representations are true and correct. J'Z-o/v � i Printed: 7�rfelt L 1je7� [sX-1.,10.f.S- &- G -J. ASA 02 AM] s.- A -O +7-2012 umb M PMJ Company ID Number: 440231 To be accepted as a participant in E -Verify, you should only sign the Employer's Section of the signature page, if you have any questions, contact E -Verify at 888.464-42% tmpioyer s.rossimunu zngrneers, r%- Jill'Newport — E Name (Please Type or Print) Willa Electronically Signed _ —_— — ;0811512011 Signature Pate I Department of Homeland Security — Verification Division USCIS'Verification Division Name (Please Type or Print) Title Electronically Signed _— — X0811512011 ignature Oale Information Required for the E -Verify Program Information relating to your Company, — n Name 1CrossRoad Engineers, PC r Company Facility Address:}`3-417 Sherman Drive - - yBeech Grove, IN 46107 Company Altemate Address: 417 Sherman Drive _ -- Beech Grove, IN 46107 _ County or Parish: MARION_—.__—_ -- Employer Identification L963331 Number: Page 12 of 13 1 E -Verify MOU for Employer I Revision Date 09/01/09 www.dhs.gov/E-Verify 11 �. Ver' Company 1D Number: 440231 I ---._ North American Industry ----- --- . �_. __ _._. ___-•- _- ._ ._ _.--..- -- --- _..__._._._ Classification Systems — -- -- Code: 541 ---- --- .--. Number of Employees: 20 to 99 Number of Sites Verified ._._.for: ---- -- - Ire you verifying for more than 1 site? If yes, please provide the number of sites verified for n each State: • INDIANA 1 situ(s) Information relating to the Program Administrator(s) for your Company on policy questions or operational problems: Name: dill A Newport Telephone Number. (317) 780 -1555 ext. 120 13 -mail Address: jnewpori!a crossroadengincers.Lom Name: Waiter E Charles Telephone Number. (317) 780 - 155,5 ext. 115 C-mnil Address: ccharles(a crossrondengineers.cum Page 13 of 13 1 E -Verity MOU for Employer i Revision Date 09101109 !'ax Number. (317) 780 - 6525 Fax Number: (317) 780.6.•.25 www.dhs.gov/E-Verify ®,ra��INDIANA CityCaelCERTIFICATE �1J RETAIL TAX EXEMPT NO. 003120155 002 0 Page 1 of 1 PURCHASE ORDER NUMBER JJIIIL FEDERAL EXCISE TAX EXEMPT 33744 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, A/P CARMEL, INDIANA 46032-2584 VOUCHER, DELIVERY MEMO, PACKING SLIPS, FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997 SHIPPING LABELS AND ANY CORRESPONDENCE PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 4/21/2016 068025 ASA #2 - Projects: 16 -ENG -22,16 -ENG -31, 16 -ENG -32; Contract Date: 03.16.16 CROSSROAD ENGINEERS, PC Engineering VENDOR 3417 S SHERMAN DR SHIP 1 Civic Square TO Carmel, IN 46032 - BEECH GROVE, IN 46107 - Kate Lustig PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 4252 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 2200 Account: 94-650.04 Fund: 0 COIT Bond Fund 1 Each MidTown East Design (COIT) 1 Each MidTown East Design (General Obligation) Send Invoice To: Skip Tennancour 8425 Wicklow Way Brownsburg, IN 46112 2016 COIT Bond PLEASE INVOICE IN DUPLICATE $775,680.00 $102,120.00 Sub Total $775,680.00 $102,120.00 $877,800.00 DEPARTMENT I ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT PAYMENT $877,800.00 SHIPPING INSTRUCTIONS ' A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN 'SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL r ' 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY TITLE CONTROL NO. 33744 CLERK -TREASURER Received 05-06-16P01:36 RCVD City of Carmel Department of Law LETTER OF TRANSMITTAL Date: April 21, 2016 To: Doug Haney Department of Law From: Jeremy Kashmand" `& Department of Engineering RE: CrossRoad Engineers Additional Service Amendment An additional service amendment is needed for Crossroad Engineers for the May 4th BPW meeting, please. Attached please find CrossRoad's scope of work and purchase order. Contract Information: Project Name: ASA #2 — MidTown East Design Project 16 -ENG -22; Monon Trail Reconstruction Project 16 -ENG -31; 4th Street and Rangeline Roundabout Design Project 16 -ENG -32; Monon Boulevard Construction from 2nd Street to Main Street Vendor: CrossRoad Engineers, P.C. Amount: $877,800.00 Appropriation: P.O. 33744; 2016 COIT Bond,201.6-General-Obligation-Bond Signature: Chip Charles Address: 3417 South Sherman Drive Beech Grove, IN 46107 Phone: 317/780-1555 Fax: 317/780-6525 Email: ccharies@crossroadengineers.com April 21, 2016 Mr. Chip Charles, P.E. Mr.Trent Newport, P.E. CrossRoad Engineers, P.C. 3417 South Sherman Drive Beech Grove, IN 46107 JAMES BRAINARD, MAYOR RE: Additional Service Amendment #2, P.O. #33744 Dear Chip and Trent: As we discussed, the City of Carmel has a need for additional professional services and pursuant to our current contract with CrossRoad Engineers, dated March 16, 2016, I have requested and received from you the proposed scope of services and fee estimates for the following work task: Additional Service Amendment #2 — MidTown East Design Preliminary Engineering and Right of Way Engineering Services Not to Exceed: $877,800.00 Per our contract procedural requirements, I hereby approve these Additional Professional Services estimates, and request that the Board of Public Works ratify the above referenced Contract Amendment. PLEASE NOTE Please be advised that "Additional Services" performed on City contracts must be billed separately from the original contract and other additional services. More importantly, the invoice must reference the appropriate Additional Service # and P.O. # shown above. Invoices received without the Additional Service # referenced will be returned for proper identification. Thank you for your continued assistance in providing the City of Carmel with your professional quality services. If you should have any questions, please give me a call. Sincerely, Je y M. Cashman, P.E. ity Engineer Reviewed and approved by: S. C. En lking DEPARTMENT OF ENGINEERING Director of Administration ONE CIVIC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAx 317.571.2439 EMAIL engineering®carmel.in.gov