HomeMy WebLinkAboutPaul I. Cripe/Street/$11,543.00/Feasibility Study Programming Break Area - ASA 1CzTfshfzHsfdivlijobu22;63bn-Kbo16-3134
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
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1/19/2023
1/19/2023
1/19/2023
Exhibit A
Telephone 317.844.6777www.cripe.biz
9339 Priority Way WestDrive, Suite 100,Indianapolis, Indiana 46240
November 15, 2022
Mr. Matt Higginbotham
Street Commissioner
City of Carmel Street Department
st3400W. 131St.
Carmel, Indiana 46074
PROPOSAL FOR FEASIBILITY STUDY AND PROGRAMMINGFOR EXPANSION OF EXISTING
STREET DEPARTMENT MAINTENANCE SHOP BREAK AREAINCARMEL, INDIANA
Dear Mr. Higginbotham:
Paul I. Cripe, Inc. dba Cripe wantsto thank you for the opportunity to submit this
proposal forarchitectural servicesfor the above referenced project (“Project”). We
look forward to working withthe Cityof Carmel Street Departmenton this Project.
To that extent, we have reviewed the proposed project and have attempted to
anticipate the necessary scope of servicesfor the project in orderto provide
professionalservices.
SCOPE OF SERVICES
Based upon information provided by you in our meetings,Cripeunderstandsthe current
scope of servicesto be as follows:
Preliminary programmingand feasibility study services for the proposed
interior expansion of the existing Street Departmentmaintenance
stworkshopbreakareaandfleetserviceofficesat3400W. 131St.in
Carmel, Indiana.
Based upon this understanding, Cripehas developed the following detailed Scope of
Services to be rendered:
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
Telephone 317.844.6777www.cripe.biz
9339 Priority Way WestDrive, Suite 100,Indianapolis, Indiana 46240
ARCHITECTURAL DESIGN SCOPE OF SERVICES
Design phase servicesincluded withinour work effort are proposed to be as follows:
Space programming.
Architecturalservices only at this time.
Preliminary design phase only atthis time. This will involve facility walk-throughs
to confirm as-built conditions and meetingswith leadership of the Street
Department. Deliverables to involvestreet departmentprogrammatrix, 2D floor
planof programrepresenting proposedinterior expansion layout of break area
and fleet offices, and other documentation necessary in evaluating the best and
most appropriate use of the proposed expansion areas.
Proposed expansion of maintenance shop break area and fleetserviceoffices
will require modification and/orrelocation of adjacent utilities including return
exhaust ductwork, HVAC ductwork and design,and an overhead bay radiant
heater.
Review and layout of added showers in existing Men’s and Women’s
restroom/locker room areas.
ARCHITECTURAL ASSUMPTIONS/EXCLUSIONS
The above Scope of Services was based on the following assumptions and/or
exclusions:
Platform above existing and expanded maintenance shop break area and fleet
services offices to be designed for overflow storage. Access to be utilizedby use
of a wall-mounted ladder.
Upon completion of the planning phase,we will then provide a design services
proposal based on the outcome as wellas desired construction delivery method.
Construction Documentsand Construction Administrationare not included in this
scope of services.
If these assumptions prove not valid or the services require variance from the above
assumptions and exclusions, Cripe may request an additional services contract to
perform any additional scope ofservices requested by the Owner.
Mr. MattHigginbotham
CityofCarmelStreetDepartment
November15, 2022Page 2
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
Telephone 317.844.6777www.cripe.biz
9339 Priority Way WestDrive, Suite 100,Indianapolis, Indiana 46240
MEP ENGINEERNGSCOPE OF SERVICES
AEC’sscope of work for this project includessurvey of the maintenance building, assess
existing systems and offer recommendations for renovating the facility including
increasing breakroom into a training room, and adding showers space. The intent of
the evaluation will be to identify portions of the building systems that are indisrepair,
beyond expected lifetime, not meeting current codes, not meeting desired
performance characteristics, not functioning as intended, and/or unsafe. The total
square footage isapproximately 12,000 SF.
The feasibility study will be used by Carmel todetermine the cost for the project which
may evolve into a future design project beyond the scope of this study. Our study will
concentrate specifically on system impacted by the proposed areas being renovated
and may not include all the system in the building.
Our efforts will be based on review of existing & proposed drawings and visual
inspection of existing conditions. Our efforts will be based on reviewing the following
Systems within the building:
HVAC
Electrical (excludes low voltage system like security, data, servers, A/V, etc.)
Fire Alarm (if applicable)
Fire Protection (if applicable)
Plumbing Systems (potable water supply, water heating, natural gas, sanitary,
and storm drainage inside the building).
Meetings and Site Visits:
AEC’s engineering services will include participation at meetings and anticipated site
visits listed below. Additional site visits can be provided for an additional fee.
1.Kickoff / Site Visit / Site investigation –We anticipate up to one (1)kickoff / site
visit meeting.
2.Owner Meetings -We anticipate up to two (2)meetings, one to discuss
preliminary concept andanother to review our findings andrecommendations.
Mr. MattHigginbotham
CityofCarmelStreetDepartment
November15, 2022Page 3
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
Telephone 317.844.6777www.cripe.biz
9339 Priority Way WestDrive, Suite 100,Indianapolis, Indiana 46240
Deliverables:
Written study inPDF format.
Report giving a description ofthe current mechanical, electrical and plumbing
systems. The report will include the following:
a.Basic description of the site and building systems
b.Identification of the general condition of systems
c.Identification of significant deficiencies and whether or not systems and
components have been adequately maintained
d.Opinion of remaining useful life of the replaceable items of the MEP
systems
e.Photographs of representative deficiencies
Opinion of probable costs are anticipated to be estimated by others.
MEP ENGINEERINGASSUMPTIONS/EXCLUSIONS
The above Scope of Services was based on the following assumptions and/or
exclusions:
Value Engineering after owner approval ofdeliverables as noted above and
changes that require re-designis not included.
Printing and plotting of drawings except for our own useis not included.
Existing equipment inventoryis not included.
Additional meetingsarenot included.
Addition submissionsis not included.
Study will be completed integral to the architectural package.
Cost estimating will be completed by others outside this contract. Review of
budgets or cost estimates associated with the design are notincluded in this fee.
If air or water flow and temperature information is required, it will be providedby
the owner or services will be procured by a 3rd party. We have not included any
fee for this.
Documents prepared by the Engineer will be prepared based upon reasonable
assumptions derived from existing information provided by the Owner and from
limited observation of accessible and visible existing conditions by the Engineer
without the benefit of extensive field measurements and investigation prohibited
by expense and inconvenience to the Owner. It is understood and agreed that
unforeseen conditions uncovered during the progress of the project may require
changes in the project, resulting in additional cost and delay.
Mr. MattHigginbotham
CityofCarmelStreetDepartment
November15, 2022Page 4
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
Telephone 317.844.6777www.cripe.biz
9339 Priority Way WestDrive, Suite 100,Indianapolis, Indiana 46240
If these assumptions prove not valid or the services require variance from the above
assumptions and exclusions, Cripe may request anadditional services contract to
perform any additional scope ofservices requested by the Owner.
PROJECT BUDGET & SCHEDULE
Cripe’s staff will attend weekly or bi-weekly planning design meetings working
with Street Departmentinvolved.Three(3)design meetings are anticipated.
Project cost is unknown at this time.
Design tobegin immediately upon Notice to Proceed. An overall schedule is
below in draft form:
Duration:
1WeekStreetDepartmentmeeting&facilitywalkthrough
2 WeeksFirstStreetDepartmentprogramming review
2 WeeksSecond StreetDepartment programming review
1WeekFinal deliverables
Detailed cost estimating is not a part of this proposal.
PROPOSALFEE
Our fixed fee to complete the above-described scopeof services is as follows:
ArchitecturalProgrammingServices......................................................$7,000.00
MEP Design Narrative.................................................................................$4,543.00
Total....................................................................................................$11,543.00
Our fees are to be invoiced monthly on a percentage complete basis.
Costs for advances and other reimbursable expenses including but not limited to,
reproductions, photography, equipment charges, courier fees, application fees, review
fees, permit fees, and mileage are extra to the fees stated above and will be invoiced
under a separate line item.
Cripewill also furnish Additional Services as you may request in writing.
Mr. MattHigginbotham
CityofCarmelStreetDepartment
November15, 2022Page 5
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
Telephone 317.844.6777www.cripe.biz
9339 Priority Way WestDrive, Suite 100,Indianapolis, Indiana 46240
This proposal is valid for thirty (30) days following submittal.Thisproposal is only an offer
of Cripe' scope of services and is not binding on either party until acceptable terms and
conditions have been negotiated and agreed upon between both parties.
We have attached our Terms and Conditions for your review. Upon receipt of an
executed copy of the Terms and Conditions accepting the scope of services and fee
stated in the proposal letter and the Terms and Conditions, Cripe can begin immediate
work on the project.
Thank you for the opportunity to submit this proposal, and we look forward toworking
with you. Iwill follow-upwithyouregarding this proposal letter;however, if you have any
questions, please do not hesitateto contact me at 317-844-6777.
Sincerely,
CRIPE
Eric Beaman, AIA, NCARB
Director of Architecture
O:\\2022\\PRO2022\\City of Carmel\\Street Department Workshop Expansion\\Proposal\\Arch_prop ltrCarmel Street Department Workshop Expansion_2022.11.15
Mr. MattHigginbotham
CityofCarmelStreetDepartment
November15, 2022Page 6
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57
Paul I. Cripe, Inc. d/b/a Cripe
9339Priority Way WestDrive, Suite 100
Indianapolis, IN 46240
317-844-6777
FAX: 317-706-6451
www.cripe.biz
TERMS ANDCONDITIONS
PAYMENT TERMS:Payment shall be rendered as follows:
Payment shall be due upon receipt of the invoice but in no event no later than thirty (30) daysfrom the date of the invoice. Invoices
not contested in writing within ten (10) business days of receipt are considered accepted byClient and are payable in full. Failure to make
payment as provided herein could result in Cripe filing a lien againstthe real property which isthe subject of this Contract.
By executing these Terms andConditions, the authorized signer accepts full responsibility for payment of all invoices regardless of third party
involvement or outsidefinancing arrangements.
Payment shall be made to the following address: Paul I. Cripe, Inc., P.O. Box 2132, Indianapolis, IN 46206-2132.
Failure to make payment when due shall be cause for suspension of services or, ultimately, termination, unless and until Cripe has been paid in
full all amounts due for services, expenses and other related charges.
Interestat 1½% permonth, effective rate of 18% per annum, will be due and payable on amounts not paid within thirty (30) days.
Cripe shall beentitled to attorney's fees and other costs incurred by us in collecting delinquent accounts.
In the event of disputedamounts, payments shall be made to Cripe promptly on all amounts that are not in dispute.
Byexecuting these Terms and Conditions,Clientwaives any limitation on the period in which Cripe may file notice of intention to hold a lien
against theowner’s property to secure payment of our fees.
REIMBURSABLE EXPENSES:Costs for advances and other reimbursables including but not limited to, blueprints, photography, equipment charges,
courier fees and mileage are extra to the fees. Inaddition to the above fee, these costs would include reproduction costs of all drawings and documents
used internally in the normal work process.
INVOICES:Unless otherwise agreed upon, Cripe will submit monthly invoices to Clientfor Services performed and advances to date.
ADDITIONAL SERVICES:Additional Services shall be defined assignificant changes in the scope, extent or character of the portion of the project
designed or specified by Cripe or itsdesign requirements including, but not limited to, changes insize, complexity, Client’s schedule, character of
construction ormethod of financing. In addition, Additional Services shall include the revision of previously accepted studies, reports, drawings,
specifications or contract documents when such revisions are required by actualchanges or interpretation in laws, rules, regulations, ordinances, codes
or orders enacted subsequent to or during the preparation of such studies, reports, drawings, specifications or contract documents,andunforeseen
conditions thatare due to causes beyond Cripe’s control. Change in Services shall entitle Cripe to an adjustment in compensation. Cripe shall notify
Client of these changes prior to providing such Additional Services.
SAFETY RESPONSIBILITY:Client shall assign responsibility toits contractor for all site construction safety procedures and Cripe shall have no
responsibility for enforcement of said procedures or liability resulting therefrom.
PERMITTING: Cripe shall prepare and obtain all applicable regulatory state and local agency submittals, with the exception of building permits and any
other permits normally obtained by the contractor(s). Choose appropriate selection:
Client shall provide the required checks for the permitting fees. or
Cripe shall immediately submit to Client an invoice with the estimated permitting fees to apply against the required permits. At the end
of the project, if there is a balance remaining inthe permitting allowance, Cripe shall either apply the balance to the fee balance or return the unused
allowance to Client.
STANDARD OF CARE:The standard of care forall professional services performed or furnished byCripe under this Agreement will be the skill and
care used by members of Cripe’s profession practicing under similar circumstances atthe same time and in the same locality. Cripemakes no
warranties, express or implied, under thisAgreement orotherwise, in connection with Cripe’s services.
CONSENT OF OWNER:The undersigned isthe owner of the property or the authorized agent of the owner on which Scope of Services described above
is to be performed and hereby consents to performance of the Scope ofServices. The parties to this contract agree that these Terms and Conditionsmay
beexecuted simultaneously or in two or more counterparts each of which shall be deemed an original but all of which together shall constitute one and
the same document. The parties hereto further agree that delivery of this document may be accomplished by electronic facsimile reproduction (FAX) and
ifFAX delivery is utilized, the FAX copy shall constitute an original.
INDEMNIFICATION:Client and Cripe each agree to indemnify, defendand hold the other harmless, and their respective officers, employees, agents
and representatives, from and against liability for all claims, losses, damages and expenses, including reasonable attorneys’ fees, to the extent such
claims, losses, damages, orexpenses are caused by the indemnifying party’s negligent acts, errors or omissions. In the event claims, losses, damages
or expenses are caused by the joint or concurrent negligence of Client and Cripe, they shall beborne by each party in proportion to its negligence.
TERMINATION:The obligation to provide further services under these Terms and Conditionsmay beterminated by either party upon seven (7) days'
written notice inthe event of substantialfailure by the other party to perform inaccordance with the terms hereof through no fault of the terminating
party. In the eventof any termination, Cripe will be paid for all services rendered to the date of termination, reimbursables and termination expenses.
DELAYS:Cripe shall not be responsible for delays in its work occasioned by fires, floods, explosions, riots, strikes, errors of others, acts of God or
change ingovernment regulations. Should a delay occur for a reason outlined herein, the term of this agreement shall automatically be extended for a
period equal to the delay.
DISPUTE RESOLUTION:Client and Cripe agreethat for any disputes in the amount of $6,000.00(inclusive ofattorneys fees, costs and interest) or
more that cannot be resolved through informal discussions between the parties, the party raising the dispute shall serve written notice tothe other party
outlining the details of the dispute and request the dispute to be resolved through mediation.The parties shall confer todiscuss the selection ofthe
Terms & Conditions
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mediator and agree upon the rules and procedures within twenty (20) days from the date of receipt ofrequest for mediation. Any issues that remain
unresolved after mediation shallbe resolved bysubmitting those issues to binding arbitrationwith the parties conferring to discuss the selection of the
arbitrator within twenty (20) days from the unsuccessful conclusion of the mediation. The arbitration procedure shall utilize a different neutral party than
was used for the mediation processand be performed in the State of Indiana.If the parties are unable to agree on the selection of a mediator or an
arbitrator, the parties agree to submit the matter to the American Arbitration Association and be bound byits rules and procedures for the selection of
mediators and arbitrators and the conduct of mediations and arbitrations. The parties agree that the existence of the dispute, the nature of any such
claims asserted in the dispute and the resolution of the dispute shall be kept confidential.
INSTRUMENTS OF SERVICE:Drawings, specifications and other documents, including those in electronic format, prepared by Cripe and its
consultants, are Instruments of Service for use solely with respect to this project. Cripe and its consultants shall be deemed the authors and owners of
their respective Instruments of Service and shall retain all common law, statutoryand other reserved rights, including copyrights. Upon execution ofthese
Terms and Conditionsand upon all moniesdue and owing to Cripe from Client, Cripe grants to Client a nonexclusive license to reproduce Cripe's
Instrument of Service. Ifthe Client provides copies of the Instruments of Service to third-parties, the parties agree that such third-party is not a beneficiary
of this agreement and that they may not rely onthe Instruments of Service for any purpose. Client shall not use the Instruments of Service for future
projects or for additions or alterations to the project without the prior written consent of Cripe. Any unauthorized use of the Instruments ofService shall be
at Client's sole risk and without liability to Cripe and/or Cripe's consultants.Please refer to the following paragraph for use of Instruments of Service.
USE OF INSTRUMENTS OF SERVICENOTICE: The Instruments of Service referred to in the preceding paragraph (i.e drawings, specifications and
other documents including those in electronic format), are often subject tointerpretation, coordination and/or clarification. In order to insurethat you or
your contractor properly interpret and understand these Instruments of Service, itis essential that you or your contractor contact Cripe directly and obtain
a written clarification orinterpretation regarding any question, clarification, interpretation or ambiguity that may pertain to the Instruments of Service. In
addition, whenever acontractor is provided with anInstrument ofService, make sure that you provide them with a complete set of the Instrument of
Service as these documents may be cross-referenced to various pages, details, etc. and must be read in their entirety. It is the contractor’s responsibility
to utilize construction documents in their total and to coordinate their use. Lack of project coordination, including coordination of the drawings and
specifications as well as subcontractors and others using these Instruments of Services will not be cause forclaims against Cripe.
CLIENT SERVICES AND PROVIDED DOCUMENTATION: Cripe shall be entitled to rely on the accuracy, clarity, completeness and format of
documentation, services and information furnished by the Client. Cripe shall provide prompt notice tothe Client if Cripe becomes aware of any errors,
omissions, inconsistencies or formatting errors in such documentation, services or information and it shall be the responsibility ofClient to correct any
errors, omissions orinconsistencies. If Cripe cannot utilize the provided documentation for its intendedpurpose, this shall entitle Cripe to anadjustment
in the Scope of Services and Compensation. Cripe shall notify the Client of these changes prior to providing such services.
WAIVER OF CONSEQUENTIAL DAMAGES.Notwithstanding any other provision of this Agreement, and to the fullest extent permitted by law, neither
the Client nor Cripe, their respective officers, directors, partners, employees, contractors or subconsultants shall beliable to the other or shall make any
claim for any incidental, indirect or consequential damages arising out ofor connected in any way to the Project or to this Agreement. This mutual
waiver of consequential damages shall include, but is not limited to, loss of use, loss of profit, loss of business, loss of income, loss ofreputation and any
other consequential damages that either party may have incurred from any cause of action including negligence, strict liability, breach of contract and
breach of strict or implied warranty. Both Cripe and the Client shall require similar waivers of consequential damages protecting all the entities or
persons named here in all contracts and subcontracts with others involved in this project.
LIMIT OF LIABILITY.In recognition of the relative risks and benefits of the Project to both the Client (Owner) and Cripe, the risks have been allocated
such that the Client agrees, tothe fullest extent permitted by law to limit the liability ofCripe,its officers, directors, employees and sub-consultants for
any and all claims, losses, costs, damages to the sum of $250,000or Cripe’s fee, whichever isgreater.
GOVERNING LAW: Thelaws of the State of Indiana shall govern as toall questions arising under these Terms and Conditions.
This Agreement accepted this __________ day of ______________,20___.
Client Authorized SignatureCripe Authorized Signature
Printed & TitlePrinted & Title
Terms & Conditions
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18th 23
BPW Members, City of Carmel
Mary Ann Burke Lori Watson
January
12/7/2022
CRIPE
SUITE 200
INDIANAPOLIS, IN 46240 -
108127
3939 PRIORITY WAY S DR
City of Carmel
ONE CIVIC SQUARE
CARMEL, INDIANA 46032-2584
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
FEDERAL EXCISE TAX EXEMPT
35-6000972
PURCHASE ORDER NUMBER
THIS NUMBER MUST APPEAR ON INVOICES, A/P
VOUCHER, DELIVERY MEMO, PACKING SLIPS,
SHIPPING LABELS AND ANY CORRESPONDENCE
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
VENDOR SHIP
TO
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT
EXTENSION
Street Department
3400 W. 131st Street
Carmel, IN 46074-
317) 733-2001
00350309
UNITPRICEDESCRIPTIONUNITOFMEASUREQUANTITY
Page 1 of 1
Matt Higginbotham
72257
2201Department:2201Fund:Motor Vehicle Highway FND
43-509.00Account:
Feasibility Study/Programming for expansion of existing
maintenance shop break area
1 $11,543.00 $11,543.00Each
11,543.00SubTotal
11,543.00
Send Invoice To:
PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT
SHIPPING INSTRUCTIONS
SHIP PREPAID.
C.O.D. SHIPMENT CANNOT BE ACCEPTED.
PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO.
THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945
PAYMENT
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.
CONTROL NO. 108127
ORDERED BY
TITLE
CONTROLLER
Street Department
3400 W. 131st Street
Carmel, IN 46074-
Lee Higginbotham
317) 733-2001
Commissioner
DocuSign Envelope ID: E35D61E6-7B79-45EC-933E-FA86BEAE9A57