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Home My WebLink AboutCrossRoad Engineers, P.C./Eng/Adl Serv #1/1,195,000/2017 Carmel Bond Program ManagementCrossRoad Engineers, P.C. rQQ�OVF Engineering Department - 2018 Q Appropriation # 2017 LO1T Bond Fund; P.O. #101311 1 Contract Not To Exceed $1,195,000.00 JAS 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 CrossRoad Engineers, P.C. (the `Professional'), as City Contract dated February 7, 2018 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: off- James Brainard, Presiding Officer Date: A I ZE- ristine Paul rk rer Date: _ — 1SX-111—t1 Pnf Secs d Goods S.:slEnpnnrvgSu I KlCmssroaE Enp— ASA M I dx. V2310 K 2'50 PSI'; CrossRoad Engineers, P.0 By: Authorized Signature V Trent E. Newport Printed Name President Title FI DIT►N: 35-1963331 Last Four of SSN if Sole Proprietor - Date: 01/29/2018 December 19, 2017 Mr. Jeremy Kashman, P.E. City Engineer City of Carmel 1 Civic Square Carmel, IN 46032 Re: 2017 Carmel Bond Programs Program Management Fee Proposal — Revised Dear Jeremy: I5- ENG -ol We are excited about continuing our involvement in the improvement of the City's infrastructure by providing the Program Management of the 2017 Local Option Income Tax (LOIT) Bond Projects. Based on our conversations with you, our history of providing these same services on the 2016 bond programs and three previous bond programs for the City, and our current knowledge of the project areas, we have prepared this fee proposal for your review. In this role, we will be providing various profession services for the City, essentially serving as an extension of the City Engineer's staff. These Bond Management services are delineated as Exhibit 1 attached to this proposal. We will also be providing R/W Engineering and Acquisition services for any right of way and/or easement parcels necessary for the construction that will occur within the Bond Program areas. These services are delineated as Exhibit 2 attached to this proposal. We would like to thank you for this opportunity to continue our involvement in enhancing the City of Carmel and we appreciate the City's trust in our ability to continue providing these services. We look forward to working closely with you to make this 2017 Bond Program a success! 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 adait (d`�7 3417 Sherman Drive 0 Beech Grove, Indiana 46107 0 Tel 317.780.1555 0 Fax 317.780.6525 BOND MANAGEMENT for 2017 local Option Income Tax Bond PROPOSED SERVICES 1. Prepare for and hold regular meetings with representatives of each of the engineering firms in order to monitor the progress of the specific projects as well as the overall program. 2. Provide technical, periodic reviews of the plans being prepared by the engineering firms. Coordinate the project design overlap between the various projects and provide technical input and guidance to the engineering firms, where appropriate. 3. Assist the City Engineer in developing an overall program budget. Monitor the work being performed for budget compliance, tracking deviations and reporting same to the City Engineer. 4. Prepare a time schedule for the overall program. Prepare reports and maps for coordination of the individual Bond Projects. Monitor the work being performed for adherence to the time schedule, tracking deviations and reporting same to the City Engineer. 5. Provide financial tracking of the programs, including: a. Track purchase order expenditures to ensure PO amount is not exceeded b. Track supplemental contract amounts and change orders for PO adjustments C. Balance to cash bank statement d. Prepare accounts payable voucher for each invoice (per PO Number) e. Prepare disbursement request (list of invoices to be paid) f. Maintain financial spreadsheet and distribute monthly g. Monitor receipt of invoice submittals so that they are received timely in order to meet City's claim schedule h. Provide annual construction project cost report i. Provide annual 1099 report and backup documentation j. Follow up on payment discrepancies 6. Review final bid documents prepared by the engineering firms. Assist the City Engineer in procuring bidders for the construction work. 7. Assist the Director of the Department of Community Relations with public relations. This will include helping to keep the City's Web Page current relative to the construction Exhibit— �t"�__.; 2 of efforts, helping prepare press releases, conversations and meetings with property owners to keep them informed of construction efforts and the anticipated time schedule for each phase of the construction to occur. 8. Coordinate with various utility companies in addition to the designer for each project. We will communicate and coordinate with the utility companies having facilities within the geographic areas included within this Program. This will include holding project progress meetings during the design phase, seeking input from representatives of the utility companies, and monitoring the relocations necessary to accommodate the proposed construction. 9. Coordinate with designers, contractors, utility companies, etc. to ensure the City receives electronic files for all improvements included within this program; this includes Final Design and Record Drawings. PROPOSED FEES We propose to provide the services described in Items 1 through 9 above on all transportation construction projects within the 2017 LOIT Program and the services described in Item 5 above on all non -transportation construction components of the 2017 LOIT Program. We propose to provide these services for a lump sum of $1,195,000. This is 2.5% of the approximately $46 million in construction projects, and 0.5% of the approximately $9 million in non -transportation construction components. We propose to bill a lump sum amount of $29,875.00 for each month of the duration of the 40 -month Program. If the Program is completed sooner than expected, we will bill the remainder of the lump sum amount upon completion. If the Program schedule is longer than expected, then the final month's billing of $29,875.00 will not be billed until the Program is completed. Direct project expenses, including fees from sub -consultants, will be considered reimbursable and billed at cost plus a 10% markup for administrative effort. Ex1u'bit -A ,3S-7 R/W ENGINEERING & ACQUISITION SERVICES PROPOSED SERVICES CrossRoad Engineers, PC will provide R/W Engineering and Acquisition services for any right of way and/or easement parcels necessary for the construction of the projects included in the 2017 LOIT Bond Programs. We will utilize subconsultants to provide some of these services. For example, title research and appraisal services will be subcontracted. Depending upon workloads, we will perform some of the buying functions in-house while some will be performed by subconsultants. The specific services included, as well as the proposed fees for those services, are listed below. PROPOSED FEES ABSTRACTING I11 Title & Encumbrance Report (20 year Residential) $ 350 Per Report Title & Encumbrance Report (20 year Commercial) $ 450 Per Report Title & Encumbrance Report (20 year Municipal) $ 500 Per Report Temporary Report $ 150 Per Report Title Update $ 150 Per Report RIGHT OF WAY ENGINEERING R/W Engineering (Platted Area) $ 800 Per Parcel R/W Engineering (Non -Platted Area) $1,300 Per Parcel Preparation of Land Plat $ 500 Per Parcel Preparation of Legal Description $ 500 Per Description APPRAISAL PROBLEM ANALYSIS I11 Appraisal Problem Analysis See Attached Fee Schedule APPRAISING I11 Appraisals See Attached Fee Schedule REVIEW APPRAISING I11 Review Appraisals See Attached Fee Schedule BUYING Ill Buying See Attached Fee Schedule Note: An OWNER -directed second or subsequent offer shall be considered a new parcel. Exhibit - 2 f v-�� TITLE UPDATE & GUARANTY ili Title Update & Guaranty DEED RECORDATION Deed Recordation (Includes Title and Document Review) PARTIAL MORTGAGE RELEASE & RECORDATION IZi Partial Mortgage Release & Recordation RIGHT OF WAY MANAGEMENT R/W Management $ 250 Per Parcel $ 350 Per Parcel Actual Cost + 10% $1,200 Per Parcel These fees shall be paid in accordance with the following partial payment schedule for locally funded projects: R/W Management for Appraisal 60% of total fee per parcel R/W Management for Buying 40% of total fee per parcel These fees shall be paid in accordance with the following partial payment schedule for federally funded projects: R/W Management for APA 5% of total fee per parcel R/W Management for Appraisal 50% of total fee per parcel R/W Management for Review Appraisal 20% of total fee per parcel R/W Management for Buying 25% of total fee per parcel R/W Staking (3) Right of Way Staking Utility Staking (4) Right of Way Staking for Utilities $ 600 Per Parcel Hourly Basis ili This is a subcontracted item and the fee shown here is estimated. The final cost will consist of the actual invoiced amounts from the subcontractor plus a 10% mark-up for task coordination and administrative efforts. (z) These are fees that will be incurred for partial mortgage releases, record ations, etc., and the fee is unknown. The final cost will consist of the actual fees charged plus a 10% mark-up for task coordination and administrative efforts. (3) CrossRoad Engineers will provide field staking for the proposed right-of-way and/or easement parcels if requested by the City or if requested by either the appraising or buying subconsultants providing services on any of the bond projects. This work will include adequate field staking to identify the proposed right-of-way and/or easements. Only those parcels actually staked will be invoiced. (4) At the request of the City, we will provide any additional right of way staking that may be required by the various utility companies in order to expedite utility relocation efforts prior to construction within the bond areas. This field work for utility relocations will be provided on an hourly basis in accordance with our schedule of Hourly Billing Rates. Our current schedule is attached. ExhiMiAf Appraisal Services Report Type Per Parcel Fee Appraisal Problem Analysis APA $235 Waiver Valuation: Any Property Type (improved or Unimproved) $630 Value Finding: Any Property Type (improved or Unimproved) $1,785 Short Form: Any Property Type (improved or Unimproved) $2,625 Short Form: Residential / A with affected improvements or a total take $2,940 Short Form: Commercial/ Industrial/ Multi- Family/ Special/ Billboard ( with affected improvements or a total take $4,200 Long Form: Any Property Type (Unimproved) $3,150 Long Form: Residential / A (improved) $4,200 Long Form: Commercial/ Industrial/ Multi- Family/ Special (improved) $10,500 Excess Land Appraisal $600 Review Appraisal Services Report Type Per Parcel Fee Waiver Valuation: Any Property Type (improved or Unimproved) $370 Value Finding: Any Property Type (improved or Unimproved) $895 Short Form: Any Property Type (improved or Unimproved) $1,260 Short Form: Residential / A with affected improvements or a total take $1,420 Short Form: Commercial / Industrial / Multi -Family/ Special/ Billboard ( with affected improvements or a total take $2,000 Long Form: Any Property Type (Unimproved) $1,500 Long Form: Residential A Improved) $2,000 Long Form: Commercial/ Industrial/ Multi- Family/ Special (improved) $4,830 Buying Services Report Type Per Parcel Fee Total/ Partial Acquisition $1,785 Temporary/ Access Rights $1,470 Exhibit {'i 6of7 Project Number Project Name Management Fee 18 -ENG -02 106th Street and Hazel Dell Parkway Roundabout $60,000 18 -ENG -03 3rd Avenue and Carmel Drive Roundabout $60,000 18 -ENG -14 3rd Avenue from Carmel Drive to City Center $247,500 18 -ENG -04 Medical Drive and Carmel Drive Roundabout $60,000 18 -ENG -05 East 4th Street and Main Street Roundabout $60,000 18 -ENG -06 6th Street and Range Line Road Roundabout $60,000 18 -ENG -07 City Center Monon Trail Updates $70,000 18 -ENG -08 136th Street Path - Range Line Road to Keystone Parkway $52,500 17 -ENG -01 Duke Transmission Lines - 116th Street South $95,000 18 -ENG -10 Range Line Road Streetscape $52,500 18 -ENG -11 Completion of Cherry Creek Boulevard $67,500 18 -ENG -13 2nd Avenue NE from Main Street to 1st Street NE $62,500 18 -ENG -09 Golf Course Improvements and New Clubhouse $41,000 18 -ENG -12 Legacy Public Site - Bike Promenade $15,000 18 -ENG -12 Legacy Public Site — Storm Water Park $15,000 16 -ENG -80 River Road Phase II - Community Drive to 146th Street $15,000 16 -ENG -97 Gray Road Path $32,500 18 -ENG -14 3rd Avenue and City Center Roundabout $60,000 Civic Square storage and Maintenance Buildings $65,250 Land Acquisition/Sitework $0 Three Office Suites on Monon $3,750 TOTAL $1,195,000 achibit A 704"''l v Cty � ofCarmel INDIANA RETAIL TAX EXEMPT CERTIFICATE NO. 003120155 002 0 Page 1 of 1 PURCHASE ORDER NUMBER SHIPPING INSTRUCTIONS FEDERAL EXCISE TAX EXEMPT 101311 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ONINVOICES, AIP CARMEL, INDIANA 46032-2584 THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. 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 I REQUISITION NO. VENDOR NO. DESCRIPTION 1/22/2018 068025 Project 18 -ENG -01; Contract Date 02.07.18 CROSSROAD ENGINEERS, PC City Engineering's Office 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 22819 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 2200 Fund:0 Account: 94-650.04 1 Each Send Invoice To: Jill Newport CrossRoad Engineers, P.C. 3417 Sherman Drive Beech Grove, IN 46107 2017 LOIT Bond Fund ASA 1 - 2017 Bond Program Management G.O./Storm PLEASE INVOICE IN DUPLICATE 1,195,000.00 $1,195,000.00 Sub Total $1,195,000.00 DEPARTMENT ACCOUNT DEPARTMENT ACCOUNT PROJECT PROJECTS PROJECT PROJECT ACCOUNT AMOUNT PAYMENT $1,195,000.00 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 UNOBU GATED 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 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY CONTROL N0. 101311 TITLE CLERK -TREASURER Jeremy Kashman Director James Crider Administration