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HomeMy WebLinkAboutCrossRoad Engineers/Eng/409,000/Adl Serv #3/Carmel Drive and City Center Roundabout DesignCrossRoad Engineers, P.0 Engineering Department - 2016 e Appropriation: ASA #3; #94-650.04; 2016 General Obligation Bond; P.O. # 33745 Contract Not To Exceed $409,000.00 ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR PURCHASE OF GOODS AND SERVICES THIS AMENDMENT TO THE GOODS AND SERVICES AGREEMENT ("Agreement") entered into by and between the City of Carmel and CrossRoad Engineers, P.C. (the "Vendor"), as City Contract dated March 16, 2016 shall amend the terms of the Agreement by adding the additional services to be provided by Vendor consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A". Furthermore, the terms of the Agreement shall be amended to include the E -verify requirement as stated in Indiana Code § 22-5-1.7 et seq., which is attached hereto and incorporated herein as Exhibit 'B", as well as the required E -verify Affidavit, attached hereto and incorporated herein as Exhibit "C. Also, pursuant to I.C. § 5-22-16.5, Vendor shall certify that in signing this document, it does not engage in investment activities within the Country of Iran. The terms and conditions of the Agreement shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA by and through its Board of Public Works and Safety By: James Brainar PresidingOffice Date: ^� `-/rc' A n Date 213 Lori S. Wbinber Date:L—V- 1.6 I I CrossRoad Engineers, P.C. By: Authorized Signature ` 1 Printed Name ?c, -e,5 ldtv%� 105 FID/TIN: Last Four of SSN if Sole Proprietor: Date: OS' 091201,0 1S:,Gontrac�s+PmL$rc<R GuaA, S..:.Vaq;incaing1201GU:rm.Rmd ASA 03 Add1 S— An—d 3.27-2012 with G-Vaify 3M P\11 CrossRoad Engineers, P.C. Engineering Department - 2016 Appropriation: ASA #3; #94-650.04; 2016 General Obligation Bond; P.O. # 33745 Contract Not To Exceed $409,000.00 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:\Conuac1s\Prof.Svcs & Goods Svcs\Enginccring\2016\Cro-LsRond ASA N3 Add -1 Sva Amcnd 3.27-2012 with E -Verify Ianguagc.doc:5N2016 3:08 Phq CrossRoad Engineers, P.C. Engineering Department - 2016 Appropriation: ASA #3; #94-650.04; 2016 General Obligation Bond; P.O. # 33745 Contract Not To Exceed $409,000.00 Exhibit T" E -Verify Affidavit �� �. ►1 ovk , being first duly sworn, deposes and says that he/she is familiar with and has ersonal 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 - Ck v*sR o i v4eer C (the "Company") in the position of re -sl d -e,- 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 cls day of �" `�-t , 20110. 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. Printed: LJ6 e4 IS:'.Guwac+a+PrnLSvcc R ASA P3 Add'I Spy:.+ An ad 3.27-2012 Drib PMJ April 15, 2016 Mr. Jeremy Kashman, P.E. City Engineer City of Carmel 1 Civic Square Carmel, IN 46032 Re: Guilford Road & Carmel Drive Roundabout Guilford Road & City Center Roundabout Carmel Drive & City Center Roundabout Preliminary Engineering & R/W Engineering Services Fee Proposal Dear Jeremy: Based on our conversations with you and our current knowledge of the project areas, we have prepared this fee proposal for your review. This proposal addresses three separate intersections which will be developed simultaneously and let in a single bid contract to provide for an economy of scaled and in order to adequately coordinate the maintenance of traffic during the construction. It should be noted that the utility coordination, design, and plan preparation services for the Carmel Drive & City Center Roundabout project will be provided directly to the City by others and are not included in this proposal. 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 EXHIBIT /4 4 Trent E. Newport, P. E. ^ President v 3417 Sherman Drive ■ Beech Grove, Indiana 46107 ■ Tel 317.780.1555 N Fax 317.780.6525 GUILFORD ROAD/CARMEL DRIVE/CITY CENTER INTERSECTION IMPROVEMENTS CrossRoad Engineers, PC I. PROJECT DESCRIPTIONS Each of these three projects involves the conversion of a traditional intersection into a roundabout. Included in this proposal is the preliminary engineering services necessary for the complete development of the proposed improvements for two of the projects: Guilford Road / Carmel Drive and the Guilford Road / City Center roundabouts. Also included in this proposal is the topographic survey, maintenance of traffic design, and bid documents for these projects as well as the third project: Carmel Drive / City Center roundabout. The utility coordination, roundabout design, lighting design, permit applications, and plan preparation for this third project will be performed directly for the City by others. II. SCOPE OF PROFESSIONAL SERVICES 1. Route Survey and Topographic Survey A Route Survey will be prepared for the three 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. 2. Roundabout Capacity Analysis/Preliminary Schematics This work involves evaluating the expected performance of each roundabout 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. EXHIBIT ?of y 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) A public information meeting is not included. 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 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. Maintenance of Traffic The maintenance of traffic services will be provided for all three project locations. EX 1_11I T 14 ,�q This will include determining and evaluating phasing options to minimize vehicular, pedestrian, and business impacts in the general area. The options will likely dictate that no more than one of the three intersections can be closed at the same time. Maintenance of traffic plans of the selected construction phasing will be prepared. 8. 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. Ill. PROPOSED FEES TASK DESCRIPTION INTERSECTION LOCATION TOTALS Guilford Rd/ Carmel Dr Guilford Rd/ City Center Carmel Dr/ City Center 1. Route Survey & Topo Survey $26,000 $26,000 $26,000 $78,000 2. RAB Capacity Analysis/Schematics 10,000 10,000 20,000 3. Road Design 112,000 112,000 --- 224,000 4. Lighting Design 8,000 8,000 --- 16,000 5. Utility Coordination 7,000 7,000 --- 14,000 6. Permit Applications 7,000 7,000 --- 14,000 7. Maintenance of Traffic 6,000 6,000 6,000 18,000 8. Bid Docs and Bidding Phase 9,000 9'0007,000 25,000 TOTALS $185,000 $185,000 $39,000 $409,000 I b- ENG -23 Ifo - C06;-2 4 I b - Er -i c-2 5 City ®f Carmel INDIANA RETAIL TAX EXEMPT CERTIFICATE NO.003120155 002 0 Page 1 of 1 PURCHASE ORDER NUMBER FEDERAL EXCISE TAX EXEMPT 33745 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, AIP CARMEL, INDIANA 46032-2584 VOUCHER, DELIVERY MEMO, PACKING SUPS, 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 4/15/2016 068025 Project 16 -ENG -23,16 -ENG -24,16 -ENG -25; ASA 3 - Contract 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 PURCHASEID BLANKET CONTRACT I PAYMENTTERMS FREIGHT 4078 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 2200 Account: 94-650.04 Fund: 0 General Obligation Bond 1 Each Carmel Drive and City Center Roundabout Preliminary and $409,000.00 Right of Way Engineering Sub Total Send Invoice To: Jill Newport CrossRoad Engineers, P.C. 3417 Sherman Drive Beech Grove, IN 46107 2016 SW Bond/G.O. Bond/ $409,000.00 $409,000.00 PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT PAYMENT $409,000.00 SHIPPING INSTRUCTIONS `SHIP PREPAID. 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY TITLE CONTROL N0. 33745 CLERK -TREASURER 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 AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. V Fv. Company ID Number. 440231 To be accepted as a participant in E -Verify, you should only sign the Employees Section of the signature page. If you have any questions, contact E -Verify at 888-4644218. mployer CrossRoad Engineers, PC (Jill Newport (Please Type or Print) Mile �Name Electronically Signed 08115/2011 Signature 'Dale ,Department of Homeland Security —Verification Division �USC1S Verification Division Name (Please Type or Print) Title LEl9ctroqjcaI!yA1g!!e4____ 811612011 ,Signature iDBle Information Required for the E -Verify Program 'information relating toYM o r.C_o_m__ IL .______.PompApy Name: CrossRoad Engineers, PC Company Facility Address:' --13417 Sherman Drive ,Beech Grove, IN 46107 Company Altemate 417 Sherman Drive :Beech Grove, IN 46107 County or Parish:— MARION Employer Identification Number: __J?6.196333.1-- Page 12 of 131 E -Verify MOU for Employer I Revision Date 09/01109 . www.dhs.gav1E­VerIfy Euermfv. UW Company ID Number: 440231 I ---.-. North American Industry Classification Systems Administrator. Number of Employees: 20 to.99 Number of Sites Verified for: ►re you verifying for more than I site? If yes, please provide the number of sites verified for M each State: • INDIANA I sites) Information relating to the Program Administrator(s) for your Company on policy questions or operational problems: Name: Jill A Newport Telephone Number. (317) 780 -1555 ext. 120 E-mail Address: jnewporl(a crossroadengincers.crom Name: Wailer E Charles Telephone Number: (317) 780 -1559 ext. 115 r -mail Address: cchnrtesoa crossroadengineers.eum rax Number. (317) 780 - 6.525 Fax Number: (317) 780.6525 s , Page 13 of 131E Verify MOU for Employer i Revision Dale 09101109 www.dhs.gov/E-Verify Received F5 -06-16P01:37 RCVD City of Carmel Department of Law LETTER OF TRANSMITTAL Date: April 21, 2016 To: Doug Haney Department of Law From: Jeremy Kashman 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 #3 — Carmel Drive and City Center Roundabouts Project 16 -ENG -23; Guilford Road and Carmel Drive Roundabout Project 16 -ENG -24; Guilford Road and City Center Roundabout Project 16 -ENG -25; Carmel Drive and City Center Roundabout Vendor: CrossRoad Engineers, P.C. Amount: $409,000.00 Appropriation: P.O. 33745;'2016 General_Obligation-Bona Signature: Chip Charles Address: 3417 South Sherman Drive Beech Grove, IN 46107 Phone: 317/780-1555 Fax: 317/780-6525 Email: ccharles@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 #3, P.O. #33745 Dear Chip and Trent: L 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 #3 — Guilford Road and Carmel Drive Roundabout Guilford Road and City Center Roundabout Carmel Drive and City Center Roundabout Preliminary Engineering and Right of Way Engineering Services Not to Exceed: $409,000.00 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, Jere gashman, P.E. Cit f Engineer eviewed and approved by: e DEPARTMENT OF ENGINEERING , ONE CMC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAx 317.571.243 S. C. gelking EMAIL engineering@carmel.in.gov Director of Administration