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HomeMy WebLinkAboutC H A Consulting/Eng/Adl Serv #1/107,900/Gray Road Trail – 136th Street to 146th Street - Design CHA Consulting,Inc. Engineering Department-2019 Appropriation#2017 COIT Bond Fund;P.O. #102671 Contract Not To Exceed$107,900.00 ADDITIONAL SERVICES AMENDMENT TO LAp % AGREEMENT FOR PROFESSIONAL SERVICES THIS AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") entered into by and between the City of Carmel and CHA Consulting, Inc. (the "Professional"), as City Contract dated March 6, 2019 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 CHA Consulting, Inc. by and through its Board of Public Works and Safety By: By: 1—/-‘7/0--ive --.- c.„.1,1 6 . ").1-L, „/t_ "ii es Brainard, PresidingOfficer Authorized Signature 9 e: 3 Y- 6 -,/' ' Printed Name Ma Ann urke, Me er In1 Date: 6r V i ( e Pe-e.s;d rn 1' Title Lori S. atso , Me bef FID/TIN: I i-- D G) C) 6 L Date: 3/(.2 11 Last Four of SSN if Sole Proprietor: ATTES . Date: f I f.q Pi G1�u�-E C istine Pauley, Clerk- easurer Date: / 5' (S:'C.....,Pcol.Sr s&Gooch Ss.,'Eoginecring12019'CtIA Consulting.Inc.ASA NI doc:2212019 3:16 PM] p bi02l.� I 2/20/2019 Gray Road Trail (136th Street to 146th Street) Scope of Services Project Description CHA Consulting, Inc. (the Consultant), is the design Consultant to the City of Cannel (the Owner) for the design of a new trail segment along Gray Road from 136th Street to 146th Street. The design will replace the existing sidewalk along the west side of Gray Road from 136th Street to 146th Street. Specific project limits are: • Continuous Trail along the west side of Gray Road from 136th Street to 146th Street consisting of the following segments: o Design of a 10'wide trail from 200 LFT north of 136th Street to 25o LFT south of Wellswood Bend for a length of 3,45o LFT; o New midblock crossing located 60o LFT south of 146th Street. The Consultant will be responsible for the management, coordination, and design of the elements required to provide t00%design plans for this project for a Local Letting by the City of Cannel. It is anticipated that design, any land acquisition if necessary, construction, and construction engineering will be locally funded. The project design shall conform to City of Carmel Design Standards augmented by the Indiana Department of Transportation (INDOT) Design Manual Chapter 307, standard details, specifications, policies and procedures (in force at the time of the execution of this Agreement) and the Indiana Manual on Uniform Traffic Control Devices (IMUTCD). The project will be developed in U.S.Customary Units. A more detailed discussion of the Consultant's services is described in the following specific sections: Section Description Section 1 Project Management Section 2 Topographic Survey Section 3 Trail Design Section 4 Utility Coordination Section 5 Permitting Section 6 Bidding and Construction Phase Services Section 1: Project Management Objective The objective of this section is to provide coordination between the Consultant, Subconsultants, the Owner, and the Owner's Program Manager to comply with funding, planning, and procedural requirements. Results/Deliverables • Monthly progress reports to Owner. Exhibit • Project Meeting Minutes. Page 1 of 13 2/20/2019 Coordination • The Consultant will direct project communications through the Owner's representative regarding contractual,design,performance evaluation,and compensation-related issues. • The Consultant will participate in inter-agency coordination meetings and facilitate coordination efforts between the Owner and others,as requested. • The Consultant will coordinate with the Owner and Owner's Program Manager regarding overall utility coordination, topographic survey requirements, traffic analysis needs and assumptions,environmental documentation,and land acquisition. Activity • The Consultant will send monthly progress reports to the Owner. • The Consultant will coordinate with the Owner to process appropriate contract documents,permit applications,and standard drawings. • The Consultant will participate in inter-agency coordination meetings and facilitate coordination efforts with the Owner. Assumptions • Monthly invoicing will occur through the duration of the project. • The City of Carmel Design Standards augmented by the Indiana Department of Transportation (INDOT) Design Manual Chapter 307, standard details, specifications, policies and procedures (in force at the time of the execution of this Agreement) will be utilized on the project. • Maximum of 5 project coordination meetings. Information Supplied by Owner • None. Items Specifically Not Included • Tasks performed by the Owner's Program Manager, overall utility coordination management,and environmental documentation. Section 2: Topographic Survey Objective The objective of this task is to complete a topographic survey for the project area. Deliverables The products of this section are as follows: • Electronic copy of Topographic Survey. Activity The CONSULTANT will perform topographic survey services described as follows: The survey shall be collected in ENGLISH FORMAT and shall contain the following minimum information: Exhibit • Original survey field book containing the following minimum information: Page 2 of 13 2/20/2019 a. Index. b. General site information. c. Complete listing of utilities,including addresses,with facilities in the area. d. Section corner references and traverse information. e. Alignment drawing with references. f. Level datum notes. • A complete listing of property owners' names and addresses with corresponding legible copies of legal descriptions and a complete Section Plat drawing. • Control points set and referenced at or near each end of the survey limits. • Fully dimensioned sketch of existing structure(s). • Electronic data and drawing files suitable for use on a WINDOWS based computer system using the most current version of Autocad including the following: a. Points file of entire survey with hard copy output. i. (single spaced,ASCII format,with data separated by spaces) ii. point number iii. northing iv. easting v. elevation vi. description b. A point description index/library shall be provided and a current copy maintained on file with SUBCONSULTANT. c. Topographic drawing file including: i. (2-D drawing,Autocad format) ii. Property lines and existing Right-of-Way. iii. Section corners. iv. Station&offset labels for topography,property corners,and Right-of-Way. v. Utilities. vi. Topography shown with appropriate symbolic representation. d. Break-line drawing file indicating slope change information. i. (2-D drawing,Autocad format) Assumptions • Gray Road (north): Beginning 200 feet north of the centerline of 136th Street (Smokey Row Road) and extending 3,50o feet north to a point 45o feet north of the centerline of Oakbrook Court. The reference alignment shall be established on the section line. The coverage width shall be from the west edge of pavement of Gray Road to the west existing right of way line of Gray Road. • Sufficient information will be gathered by use of a data collector to provide complete topography and equivalent cross-sections at 25 foot intervals along all referenced alignments. Items Specifically Not Included • Location Control Route Survey Plat. Section 3:Trail Design Objective The objective of this task is to develop i00% design plans for Local lettings based on requirements provided by the Owner and the Owner's Program Manager. The Project will be Page 3 of 13 Exhibit 2/20/2019 developed as a single project consisting of the trail segment. This will include one set of contract documents that includes the trail segment. Project development and management will be per Owner requirements and the Indiana Design Manual. Coordination will be directly with the Owner, County Surveyor's offices, and soil/water conservation agencies, as directed by the Owner. Deliverables The products of this section are as follows: • Stage i Plans for Owner review. • Preliminary Field Check(PFC)Plans for Owner review,meeting,and meeting minutes. • Stage 3 Plans for Owner Review. • Final Tracings Package for Owner review. Coordination • The Consultant will direct project communications through the Owner's representative regarding coordination, contractual,design, and compensation-related issues. • Drainage design will be coordinated with the Hamilton County Surveyor's office. • Plan submittals per the guidelines in the INDOT Design Manual (in force at the time of the execution of this Agreement). Activity • The Consultant will attend a project kickoff meeting with the Owner prior to beginning the data collection/analysis/design project tasks. • The Consultant will perform Trail design tasks as follows: o Prepare Stage i Plans(approximately 25%complete),including: • Title sheet and index. • Typical cross sections. • Miscellaneous details. • Preliminary maintenance of traffic plans, including signage, closure details and detours as required for trail construction. • Plan and Profile sheets. • Trail Design and Connectivity. • Preliminary erosion control plan,for Rule 5 Permit. • Preliminary drainage design. • Preliminary structure data tables. • Cross sections at 50'intervals. • Preliminary signing,and pavement marking plans. • Preliminary quantity calculations. • Construction cost estimate. • Draft design documentation. • Submit Plans and supporting documentation to Owner for Review. • Attend plan review meeting with Owner. o Conduct Preliminary Field Check(PFC)/Utility coordination meeting: • Incorporate review comments and changes from the Stage i Owner review. • Distribute PFC plans and PFC notification letter to key stakeholders and utilities. • Prepare and distribute Preliminary Field Check/Utility coordination meeting notes. Page4of13 Exhibit A_r_ 2/20/2019 • Submit PFC plans to local soil and water conservation districts for review of Storm Water Pollution Prevention Plan(SWPPP). o Prepare Stage 3 Review Submission Plans and documents (approximately 95% complete),including: • Incorporate review comments and changes from the Preliminary Field Check Owner review. • Finalize title sheet and index. • Finalize typical cross sections. • Finalize miscellaneous details. • Finalize maintenance of traffic plan. • Finalize plan&profile sheets. • Finalize sidewalk/multi-use trail design. • Finalize erosion control plans,for Rule 5 Permit. • Finalize drainage design. • Finalize structure data tables. • Finalize signing,and pavement marking plans. • Finalize plan tables. • Finalize cross sections at 50'intervals. • Finalize quantity calculations and construction cost estimate. • Finalize unique special provisions and prepare recurring special provisions. • Finalize design documentation. • Submit plans and supporting documentation to Owner for review. o Prepare Final Tracings Submission for Local letting. Submit plans to Owner electronically and via hard copy. Submittal will include: • Incorporate previous review comments. • Final Tracings plans, signed and certified by the Consultant, and approved by Owner. • Final quantity calculations and construction cost estimate. • Final design documentation. • Final erosion control plans. • BMP Operation and Maintenance Manual in accordance with local soil and water conservation district requirements,if necessary. • Final recurring special provisions and unique special provisions. • Permits(per Scope of Services). • Right-of-way certification letter from Owner (Right-of-Way Engineering per Scope of Services). • Utility Coordination certification and agreements(per Scope of Services). o Prepare and submit GIS submittal to Owner for storm and sanitary improvements. Assumptions • Project will utilize INDOT and Owner design standards and specifications. In case of a discrepancy,the Owner's standards and specifications will prevail. • Subsurface utility exploration (SUE), geotechnical engineering, and phase I environmental assessment is not included(by others,if required). • Hydraulic analyses and design will be done in accordance with the policies, procedures, and criteria contained in the hydraulics and hydrology portions of the Indiana Design Manual and the Hamilton County Surveyor's office. It is anticipated that a common submittal package will be prepared for review by the pertinent agencies. Development of multiple submittal packages tailored to the requirements of individual agencies is beyond this scope of work. Page 5 of 13 Exhibit 2/20/2019 • BMP design will be coordinated with Owner, and local Soil/water conservation agencies, if necessary. • Hydraulic analysis will be limited to areas immediately impacted by the project footprint. • Storm sewer manholes, inlets, and connecting pipes shall be constructed of pre-cast reinforced concrete only,unless otherwise approved by the Owner. Pipe Material Tables are not anticipated. • Sizing of trail culverts will accommodate future widening of Gray Road that could create concentrated drainage flows with consideration for future detention requirements. • Plan submittals for the project area to the Owner will occur at Stage 1, Stage 3, and Tracings. • No Level i Design Exceptions are anticipated. If a Level i Design Exception is determined to be necessary, additional review and coordination will be necessary and is beyond this scope of work. • Plan submittals for the project area to the Owner will be via if"x 17"hard copy(2 copies per submittal), with plans and special provisions, estimate, and design calculations posted(pdf)to the Consultant ftp site for retrieval. • All plans sheets for construction of the Trail including Traffic, Right-of-Way (if necessary), and Erosion Control elements the trail project area will be included in a single plan set with the Trail Plans. • The City of Carmel standard Trail pavement section will be used. • Erosion Control Plans will be included in the project. • The mid-block crossing will include ground-mounted flashing beacons, pavement markings, and signs(no overhead flashing beacons or HAWK signals). • Right of Way engineering and land acquisition will not be required. If Right of Way acquisition is required,an Additional Services Agreement(ASA)will be prepared. Information Supplied by Owner • See Appendix"A-2". Items Specifically Not Included • Geotechnical investigation. • Final Field check subsequent to Stage 3 plan submittal. • A separate set of Right-of-Way plans. • Pavement Design Section 4: Utility Coordination Objective The objective of this section is to coordinate utility relocations or adjustments to accommodate the project in accordance with io5 IAC 13 and Chapter io4 of the Indiana Design Manual. Deliverables • Approved utility work plans and relocation plans for relocation or adjustment of existing utility facilities. • Gantt chart of utility relocation schedule. • Master work plan showing proposed utility relocations within the Project. Page 6 of 13 Exhibit - ___ 2/20/2019 Coordination • The Consultant will coordinate with known utilities, the Owner, and the Owner's Program Manager. Activity The Consultant will perform the following activities: • Update the utilities that are located within the geographical limits of the Project. Efforts to make this update determination include review of INDOT-maintained utility list, investigation of field conditions, review of information from Indiana Underground Plant Protection Service (IUPPS), National Pipeline Mapping System (NPMS), and contacting the Owner. • Distribute an "Initial Notice of Proposed Improvement Project" letter and map of the project area to utilities known to exist in the project area, then gather responses and adjust utility list as needed. • Distribute a "Verification of Existing Facilities" letter and Preliminary Plans to utilities known to exist in the project area,gather responses and update plans,as appropriate. • Distribute a "Conflict Analysis" letter and Preliminary Field Check Plans to utilities known to have facilities within the project limits.A Utility Coordination Meeting will be held at the Preliminary Field Check meeting, which will be performed under Scope of Services Section 4. • Distribute"Work Plan Request"letters with Preliminary Final plans to utilities known to have facilities with the project limits. • Coordinate resolution of utility work plan conflicts, and hold one Utility Coordination Meeting to resolve conflicts,if necessary. • Review utility work plans and relocation plans,and request revisions as needed. • Prepare "Notice of Approved Work Plan" and "Notice to Proceed for Proposed Improvement"letters and submit to Owner for approval. Distribute approved work plans and relocation plans to utilities. • Prepare Utility Special Provisions for Final Tracings package. • Preparation of reimbursable agreement between Owner and utility,if necessary • Review reimbursable utility relocation cost estimates, if applicable, and provide recommendation to Owner regarding execution of reimbursable agreement between Owner and utility(s). Assumptions • Maximum of one utility work plan resolution meeting. • Activity will be coordinated through the Owner's Program Manager. Information Supplied by Owner • See Appendix"A-2". Items Specifically Not Included • Subsurface Utility Engineering(SUE)services. • Field observation of relocations prior to project letting. • Coordination work subsequent to project letting. Ethibit Page 7 of 13 2/20/2019 Section 5: Permitting Objective Provide services required to prepare and submit the necessary documentation to receive the permits required for the construction of this project. Deliverables • Permit Documents. Coordination • Work efforts will be coordinated through Owner. Activity • The Consultant will complete a Wetland Determination and Waters of the US investigation. • The Consultant will prepare and submit the necessary documentation to obtain the environmental permits required for the construction of this project. The anticipated permits include: o A Rule 5 permit for the trail project area,for a maximum of i permit. Assumptions • The Project will have land disturbance exceeding one acre at the trail project area, requiring a Rule 5 Permit. • Separate Rule 5 permit will be submitted with Stage 3 design plans for the project area. • No Section 4o1/4o4 permits are anticipated. • Permit application fees are reimbursable to the Consultant. Information Supplied by Owner • See Appendix"A-2". Items Specifically Not Included • A Section 4oi/4o4 Permit. • IDNR Construction in a Floodway Permit. • Tree mitigation. • No adverse effect/adverse effect documentation/memorandum of agreement (Section io6 Documentation). • Archaeological records review or reconnaissance. • Environmental Document,Categorical Exclusion(CE), Environmental Assessment(EA), or Environmental Impact Statement(EIS). • Additional Information(AI)Document. • Section 4(f)Evaluation. • Section 6(f)Evaluation. • Wetland or Stream Mitigation. • Air Quality Analysis. • Noise Analysis. • Asbestos inspection/testing. • Formal Section 7 coordination with the US Fish and Wildlife Service. Exhibit 4- • Phase I or II ESA. Page 8 of 13 2/20/2019 • Detailed groundwater assessment. • Resource specific cumulative impact analysis. Section 6: Bidding and Construction Phase Services Objective The objective of this section is to provide services to facilitate a competitive bid process for the Project and provide clarification of design intent during construction. Deliverables • Shop drawing reviews. • Contract document addenda(as appropriate). • Responses to Construction Contractor Requests for Information(RFI's). Coordination These activities will be coordinated with the Owner and Construction Engineer. Activity The Consultant will perform the following work under this section: • Coordination with the Owner's Contract Document Printing and Distribution Representative(Repro Graphix,Inc.). • Review plans and bid documents as advertised by the Owner and notify the Owner of inconsistencies from submitted documents which require correction. • Respond to bidder questions. • Issue addenda as appropriate to interpret, clarify, or expand the plans and bid documents that are not directly related to an error or omission by the Consultant. • Review bids received and make recommendation to Owner regarding award. • Attend Pre-construction meeting. • Review Shop Drawings for signing/lighting structures, lighting fixtures, and retaining walls. • Respond to Contractor RFI's to clarify design intent. • Attend construction progress meetings,as directed by Owner. Assumptions • Owner will advertise and receive bids. • Consultant to review shop drawings and responds to RFI's within 5 business days. • 5 RFI's maximum. Information Supplied by Owner • See Appendix"A-2". Items Specifically Not Included • Construction inspection services. • Bid Package Compilation. Exhibit_ --- Page 9 of 13 2/20/2019 Appendix"A-2" Gray Road Trail (136th Street to 146th Street) INFORMATION AND SERVICES TO BE FURNISHED BY THE OWNER: The OWNER shall furnish the CONSULTANT with the following: 1. Assist the CONSULTANT in obtaining property owner information,deeds,plans of adjacent developments, section corner information, and any other pertinent information necessary to perform work under this Agreement. 2. Criteria for design and details for signs, signals, highways and structures such as grades,curves,sight distances,clearances,design loadings,etc. 3. Specifications and standard drawings applicable to the project. 4. Plans of existing structures within the project limits,if available. 5. Written reviews pertinent to the project that are received by the OWNER. 6. Actual relocation and land acquisition costs. 7. Traffic analysis and lane configuration at each project location. 8. Available data from the transportation planning process. 9. Utility plans available to the OWNER covering utility facilities, the location of signals and underground conduits throughout the affected areas. to. Guarantee access to enter upon public and private lands as requested for the CONSULTANT under this Agreement. ii. Legal services as may be required for development of the project. 12. Ornamental sign support,light pole,and luminaire/fixture details. 13. Plan Reviews by the OWNER within 15 calendar days. Exhibit Page 10 of 13 2/20/2019 Appendix"A-3" Gray Road Trail (136th Street to 146th Street) Schedule Work by the Consultant under this Agreement shall be completed and delivered to the Owner for review and approval,if required,within the following time periods;exclusive of the Owner's review time: A. Topographic Survey 1. Field Survey complete within 45 calendar days after receipt of notice to proceed with the field survey. B. Trail Design 1. Stage 1 Plans within 45 calendar days after receipt of Notice to Proceed by the OWNER and Topographic Survey complete. 2. Preliminary Field Check Plans within 15 calendar days after approval of Stage i Plans by the OWNER. 3. Stage 3 Plans within 45 calendar days after approval of Stage i Plans by the OWNER. 4. Final Tracings within so calendar days after approval of Stage 3 Plans by the OWNER. C. Utility Coordination Utility relocation plans shall be completed concurrent with Stage 3 plans. D. Bidding and Construction Phase Services. a. This work shall be conducted as directed by the OWNER. Exhibit_A_ Page 11 of 13 2/20/2019 Appendix"A-4" Gray Road Trail (136th Street to 146th Street) Compensation A. Payment Amount a. The Consultant shall receive as payment for the work performed under this Agreement the total fee not to exceed $io7,9o0, unless a modification of the Agreement is approved in writing by the Owner. b. The Consultant will be paid for the work performed under this Agreement in accordance with the following schedule: Scope Description Fee Type and Amount Section Section 1 Project Management LSUM $6,200.00 Section 2 Topographic Survey LSUM $24,300.00 Section 3 Trail Design LSUM $59,800.00 Section 4 Utility Coordination LSUM $4,900.00 Section 5 Permitting(see note i) NTE $5,600.00 Section 6 Bidding and Construction Phase Services(see note i) NTE $7,ioo.00 Note 1. Services will be performed on a not-to-exceed basis at the hourly rates shown on the following page. Exhibit Page 12 of 13 2/20/2019 Hourly Rate Schedule CHA Consulting,Inc. Classification 2019 Rate Asst.Engineer I $T7.68 Engineer II $83.45 Asst. Project Engineer III $102.99 Project Engineer IV $122.24 Sr.Engineer V $154.69 Sr.Project Mgr. $209.36 Principal Engineer VI $220.95 Eng. Designer/Tech/CADD $71.94 Sr. Eng. Designer/Tech $92.01 Principal Eng. Design/Tech $112.78 CADD Mgr. $92.01 Designer $71.94 Scientist IV $95.77 Sr.Scientist V $119.53 Land Acquisition Specialist $125.33 Exhibit Page 13 of 13 a INDIANA RETAIL TAX EXEMPT Page 1 of 1 ciCityof Carmel CERTIFICATE NO.003120155 002 0 PURCHASE ORDER NUMBER FEDERAL EXCISE TAX EXEMPT 102671 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES,AR CARMEL, INDIANA 46032-2584 VOUCHER,DELIVERY MEMO,PACKING SLIPS, SHIPPING LABELS AND ANY CORRESPONDENCE FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL-1997 PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 2/20/2019 368938 Project 16-ENG-97;Contract Date 03.06.19 C H A CONSULTING City Engineering's Office VENDOR 300 SOUTH MERIDIAN SHIP 1 Civic Square 1 UNION STATION TO Carmel, IN 46032- INDIANAPOLIS, IN 46225- Kate Lustig PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 34029 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 2200 Fund: 0 2017 LOIT Bond Fund Account: 44-628.71 1 Each ASA 1 -Gray Road Trail -136th Street to 146th Street-Design $107,900.00 $107,900.00 Sub Total $107,900.00 ° ric*/ III n �IIt . 8 i XfZR . saw II III :. I : = '>' Send Invoice To: Ili ..s • Jill Newport illir CrossRoad Engineers, P.C. 3417 Sherman Drive Beech Grove, IN 46107 NO 1 PdAtx PLEASE INVOICE IN DUPLICATE DEPARTMENT 1 ACCOUNT —1 PROJECT PROJECT ACCOUNT I AMOUNT PAYMENT $107,900.00 SHIPPING INSTRUCTIONS '/VP 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 `S 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99,ACTS 1945 eve AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY Jeremy Kashman James Crider TITLE Director Administration CONTROL NO. 102671 CLERK-TREASURER