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HomeMy WebLinkAboutWilliams Creek Consulting, Inc/Eng/Adl Serv #3/329,800/Regional Detention and Kawachinagano Japanese Garden Expansion – Final DesignWilliams Creek Consulting, Inc. Engineering Department - 2017 Appropriation N 2016 Storm Water Bond Fund P.U. #t 101056Contract Ej NotTo Exceed $329,800.00 � ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES THIS AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") entered into by and between the City of Carmel and Williams Creek Consulting, Inc. (the "Professional"), as City Contract dated October 15, 2015 shall amend the terms of the Agreement by adding the additional services to be provided by Professional consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A". 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: �J aures Brainard, Presiding Officer Mary'Ann Bine, Mern Date: Lori S. Watson ,,t0 mber Date: Aly T!, Pauley, Clerk= Date: IS t'.nv,a,w,Y S—&C d.s.nl1&,nv Cied C—Iwj. k. ANA 4Id.c Ilgf,N71109- A sq Williams Creek Consulting, Inc. Z-4FI C - W Printed Name Title FID/TIN: '/Q1 11 Last Four of SSN if Sole Proprietor: Date: Project Plan and Scope of Services Regional Detention and Kawachinagano Japanese Garden Expansion Carmel, Indiana Prepared for.- One Civic Square Carmel, Indiana 46032 Prepared by. - 0 WILLIAMS CREEK CONSULTING 619 North Pennsylvania Street Indianapolis, Indiana 46204 11 December 2017 �. '0 PROJECT DEFINITION Williams Creek Consulting, Inc. (Williams Creek) has prepared this Project Plan and Scope of Services to assist the City of Carmel, Department of Engineering (CLIENT) with sustainable design engineering and landscape architecture services to support the creation of a regional detention facility / stormwater park (PROJECT) immediately south of the existing Kawachinagano Japanese Garden near City Hall. The existing Japanese Garden provides a unique opportunity to expand the current cultural landmark in the City and develop it into a more prominent amenity for the community. The PROJECT will utilize an existing commercial site to provide a regional detention and reduce flooding in the surrounding areas. The purpose of the PROJECT is to 1) accommodate regional stormwater detention needs, 2) serve as an extension of the Kawachinagano Japanese Garden in an actively changing area of the City, and 3) create a gateway to City Hall. This SCOPE OF SERVICES is based upon: 1) Williams Creek's knowledge of existing conditions onsite based on past work and 2) unique understanding of the project after detailed discussions with the CLIENT. SCOPE OF SERVICES PHASE 1: Program and Data Analysis The objective of this PHASE 1 is for Williams Creek to confirm the PROJECT's program elements, identify existing features and site characteristics, outline permitting requirements, gather input from the CLIENT and other identified stakeholders, and produce new maps and program summary to be used as the basis for further design. Williams Creek will perform the following tasks to meet the PHASE 1 objective: Task 1: Data Collection - Williams Creek will review available data pertinent to the PROJECT including, but not limited to local ordinances and development standards, geotechnical data, topographic survey, boundary and property ownership information, utility plans, and adjacent improvement plans which may affect the PROJECT. Williams Creek will conduct a site visit to collect existing photographic data. 7ask2: Kickoff Meeting(with CLIENTrepresentatives and otherproject team members) to review a. Project site ownership and access b. Project goals and objectives c. Project team roles and responsibilities d. Stakeholder interests e. Jurisdictional agencies and anticipated permit requirements and approval timelines f. Existing conditions and potential constraints g. Project budget TXHIBIT 2 Williams Creek Consulting, Inc. Regional Detention / Kawachinagano Japanese Garden Scope of Services n LTJ h. Communications and decision making protocol i. Anticipated schedule j. Invoicing and payment Task 3: Geotechnicaiinvestigation Report - Williams Creek will work with a geotechnical engineering firm to develop and provide a geotechnical investigation report to inform to inform the footing design of proposed structures including both walls and bridge structures within the PROJECT. Task 4: Topographic and Boundary Survey - Williams Creek will work with a Registered Land Surveyor to provide a topographic and boundary survey for the SITE. This survey will be used to establish horizontal and vertical ground control and inform the design layout and constraints within the PROJECT boundary. Task 5: Base Map Preparation - Williams Creek will prepare base maps utilizing the collected existing data and topographic and boundary survey information. Task 6: Develop Project Program - Williams Creek will prepare a written summary of the program to include administrative approvals and process, design program, PROJECT schedule, identified issues and constraints with action items. PHASE 1 Deliverable Materials 1 Electronic Adobe® PDF File of Project Base Maps and Program Summary PHASE 2: Schematic Design Previous efforts on the preliminary design of the proposed Kawachinagano Japanese Garden coordinated between Williams Creek and the CLIENT have been focused on developing an overall vision that fits within the surrounding context. A primary focus has been placed on assuring that the Kawachinagano Japanese Garden provides a significant regional detention benefit and is able to freely interact with the stormwater from the ditch running adjacent to the Monon Trail. To fully complete these preliminary efforts, Williams Creek proposes to finalize a formal Schematic Design package for review feedback and approval from the CLIENT. PHASE 2 will include the following tasks. Task 1 - Preparation of Schematic Design Documents - Following approval and input provided in PHASE 1 Program and Data Analysis, Williams Creek will prepare Schematic Design Documents to illustrate site layout, geometry, scale, and incorporation of the program elements within the PROJECT boundaries. This will include preliminary engineering design for the following project elements. • Stormwater Management • Grading "'XI i,31T__ • Hardscape Improvements • Landscape Improvements 3 Williams Creek Consulting, Inc. Regional Detention/ Kawachinagano Japanese Garden Scope of Services • Utilities • Site Lighting and Electrical • Structural Design for Bridges and Walls 7ask2 - Coordinate with Suppliers and Manufacturers - for items to be manufactured and collect information to be utilized in refining Construction Cost Opinions and Specifications. Task 3 - Coordination with Utility Providers Task 4 - Review Schematic Design Documents with CLIENT (Meeting) Task 5 - Review Schematic Design Opinion of Probable Cost with CLIENT (Meeting) Task 6 - Review Schematic Design documents with Jurisdictional Agencies PHASE 2 Deliverable Materials 1 Electronic Adobe® PDF File Schematic Design Documents 1 Electronic Adobe® PDF File Construction Cost Opinion 1 Electronic Adobe® PDF File Meting Summaries PHASE 3: Design Development Task 1 - Preparation of Design Development Documents - Williams Creek will refine the design, based on feedback and input provided in PHASE 2 Schematic Design to finalize the design, refine Preliminary Engineering, and prepare Design Development documents including plans, list of details, list of anticipated specifications, product information, and provide material samples for review. Task 2 - Refine Construction Cost Opinion 7ask3 - ReviewDesign Developmentdocuments with CLIENT(Meeting) Task 4 - ReviewDesign Development documents with JunsdictionalAgencies PHASE 3 Deliverable Materials 1 Electronic Adobe® PDF File Design Development documents 1 Electronic Adobe® PDF File Construction Cost Opinion 1 Electronic Adobe® PDF File Meeting Summary PHASE 4: Construction Document, Task 1 - Preparation of Construction Documents - Williams Creek will finalize the design documents, based on feedback and input provided in PHASE 3 Design Development, finalize Preliminary Engineering, and prepare Construction Documents for bidding and construction including plans, design details, and written technical specifications. _ A L Task 2 - Finalize Construction Cost Opinion LI b r 4 Williams Creek Consulting, Inc. Regional Detention / Kawachinagano Japanese Garden Scope of Services u Task 3 -Review Construction Documents with CLIENT (Meeting) PHASE 4 Deliverable Materials 1 Electronic Adobe® PDF File Construction Documents 1 Full Size Hardcopy Construction Documents 1 Electronic Adobe® PDF File Construction Cost Opinion 1 Electronic Adobe® PDF File Meeting Summary 1 Electronic Adobe® PDF File Updated Project Program PHASE 5: Permitting Williams Creek will prepare and submit permit documents for obtaining required permits. Williams Creek will prepare written response(s) to review letter(s) received from jurisdictional agencies and prepare one set of revisions, if required. PHASE 5 Deliverable Materials 1 Electronic Adobe® PDF File Permit Documents, Responses, Revisions PHASE 6: Bidding and Negotiation, Williams Creek will place Construction Documents in an online digital plan room of the CLIENT's choosing, for bidding distribution, prepare and submit Legal Notice required for advertisement of Public Bid, conduct a Pre - Bid Meeting with interested parties, answer questions submitted through the bidding a and record results, prepare a Bid Tabulation, and issue a Bid Results Summary and Recommendations Letter. PHASE 6 Deliverable Materials 1 Electronic Adobe® PDF File Bidding Documents, Legal Notice, Addenda, Bid Tabulation, Bid Results Summary and Recommendations Letter 5 Williams Creek Consulting, Inc. Regional Detention / Kawachinagano Japanese Garden Scope of Services �_J COMPENSATION PHASE BASIC SERVICES 1 Program and Data Analysis 2 Schematic Design 3 Design Development 4 Construction Documents and Specifications 5 Permitting 6 Bidding and Negotiations TOTAL FEE Fee Fee Type $55,100.00 $85,300.00 $63,800.00 $94,400.00 $7,400.00 $23,800.00 $329,800.00 Lump Sum Williams Creek appreciates the opportunity to be of continued service to the City of Carmel. If you have any questions concerning the Project Plan and Scope of Services, please contact us. Best Regards, Williams Creek Consulting, Inc. Neil B. Myers Principal Williams Creek Consulting, Inc. Jim Rinehart, PE Director "EXHIBIT. A- 6 ac �. 6 Williams Creek Consulting, Inc. Regional Detention / Kawachinagano Japanese Garden Scope of Services Exhibit A Professional Labor Hourly Rate Principal $240.00 Associate Principal $180.00 Level V $140.00 Level IV $110.00 Level III $100.00 Level II $ 90.00 Level 1 $ 80.00 Intern $ 50.00 Professional Expenses Mileage $ 0.575 per mile Reimbursable Items 1.05 times direct cost or per quote Materials 1.05 times direct cost or per quote Equipment Rental 1.05 times direct cost or per quote Please note. These rates are for the 2017ca/endaryearand are subject to change. "EXI-MIT -A- 7 o �7 Williams Creek Consulting, Inc. Regional Detention / Kawachinagano Japanese Garden Scope of Services }�'�'� (� City ®f C armelCERTIFICATE INDIANA RETAIL TAX EXEMPT NO. 003120155 002 0 Page 1 &1 PURCHASE ORDER NUMBER ------- -- FEDERAL EXCISE TAX EXEMPT 101056 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, NP CARMEL, INDIANA 46032-2584 VOUCHER DELIVERY MEMO, PACIONG 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 12/12/2017 360137 Project 17 -SW -14; Contract Date 10.15.15 WILLIAMS CREEK CONSULTING City Engineering's Office VENDOR 619 N. PENNSYLVANIA ST. SHIP 1 Civic Square TO Carmel, IN 46032 - INDIANAPOLIS, IN 46204 - Kate Lustig PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 21576 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 2200 Fund: 0 2016 Storm Water Bond Account., 94650.04 1 Each ASA 3 - Regional Detention and Kawachinagano Japanese $329,800.00 Garden Expansion - Final Design Sub Total ��OFCgR� rn Send Invoice To: Jill Newport CrossRoad Engineers, P.C. \ 3417 Sherman Drive ���—'--�-- Beech Grove, IN 46107 a}.'''J� �J"��! $329,800.00 $329,800.00 G.O./Storm PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT _ PROJECT ; P_RO_JE_CTACCOLINT AMOUNT PAYMENT $329,800.00 SHIPPING INSTRUCTIONS ' AVP 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 UN013UGATED 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 f► 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 x� ANDACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO, ORDERED BY --- -- Jeremy Kashman James Crider TITLE Director Administration CONTROL NO. 101056 CLERK -TREASURER