HomeMy WebLinkAboutGAI Consultants Inc./ENG/$42,200/106th Street and Westfield Blvd Roundabout ASA #2a GAI Consultants,Inc.
Engineering Department-2024
Appropriation#2200 0 44-628.71 2020 Road Bond Fund;P.O. #109694
Contract Not To Exceed$42,200.00
ADDITIONAL SERVICES AMENDMENT TO APPROVED
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") entered into by
and between the City of Carmel and GAI Consultants, Inc. (the "Professional"), as City Contract dated December 2,
2020 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 GAI Consultants, Inc.
By: By:
/ i Digitally signed by Scott F.
(/��t �y Hornsby
Date:2024.06.12 13:31:03-04'00'
Ja s Crider, Chief of Staff Authorized Signature
Date: 6/12/24 Printed Name: Scott Hornsby
Vice President
Title
FID/TIN:
Date: 6/12/2024
GAI Ind+ana offices located in
Exhibit A Fishers Fort Wayne Indianapolis and Vevay
y
gal consultants
April 16, 2024
GAI Project No. D191300.00
Mr. Jeremy Kashman, P.E.
City Engineer
City of Carmel
One Civic Square
Carmel, Indiana 46032-2584
106th Street and Westfield Boulevard
Dual Lane Roundabout Intersection Improvement
Supplemental Fee Proposal
Dear Mr. Kashman:
Thank you for the opportunity to provide professional services to the City of Carmel. This letter is our
response to the City of Carmel's counteroffer to the original request for supplemental fees to provide
additional professional engineering services for the final roadway design and utility coordination efforts for
the intersection improvement at 106th Street and Westfield Boulevard in the City of Carmel (City). Original
contract appropriation was 202 43-401.00, 211 43-401.00 and PO# 104304 not-to-exceed (NTE) amount
of$215,000.00 dated September 23, 2020. An amendment added appropriation 202 43-401.00 and 43-
509.00 and PO# 105885 NTE amount of$88,3030 dated December 7, 2021.A previous supplement was
approved for$242,790.00 as appropriation#2200 0 44-628.71 and PO# 109694 on May 22, 2023. Total
allotment for the project thus far is $546,120.00.
Since those appropriations and approvals, additional tasks have been requested by the City that are
outside the scope of these previous agreements. Please see below the detailed description of the
requests and efforts to complete them.
Additional Tasks Requiring Supplement
1.4 Roadway Design and Documentation
In the course of negotiating for right-of-way (ROW)with the various property owners, there have been
multiple requests by the City for changes to design or for additional information by the property owners.
Driveways have been added, trail segments deleted, and additional exhibits and displays created to help
the owners better understand how ROW changes would impact their properties.
■ Altman parcel—Involved seven lots within platted subdivisions and only two of those lots actually
have homes with auxiliary buildings constructed upon them. The owner requested that driveways
be placed on the project for two of the vacant lots and an abandoned drive on a third lot have the
approach restored.
o New driveway locations were designed and profiles set on two lots.
o One drive required a culvert pipe to perpetuate the drainage pattern.
o The existing approach was replaced in the plans and a profile set to cross the 106th
Street trail.
o Cross sections were revised to reflect the addition of the driveways.
o Quantity changes for earthwork, structures, and approach pavement have been added to
the plans and estimate.
o Owner requested drainage review meeting with the design team.
gaiconsultants.com
Mr.Jeremy Kashman Page
April 16, 2024
GAI Project No 0191300 00
• Tanner and Bielawski parcels— ROW changes were requested to eliminate takes from properties
where the owners were not moving toward settlement with the City. Tanner parcel only required a
slight regrade and changes to the construction limits and ROW shown on the plans. Bielawski
parcel had to eliminate a trail segment on the subject parcel and the next parcel to the east.
o Shorten the driveway approach to the subject parcel.
o Change grading to pull construction limits within the City's GIS-established existing
property line. Change the ROW line on the plans.
o Cross sections were revised to reflect the grading change.
o Quantity changes for earthwork, trail pavement, approach pavement, and incidentals
have been made to the plans and estimate.
• Orchard Park Presbyterian Church requested an exhibit that included an aerial photograph of the
church's property showing the existing and proposed ROW to help their property committee
understand the total impacts to the Church. The requested exhibit is not a normal part of the
ROW documentation.
• The City has requested an exhibit for display on their website showing the proposed roundabout.
This exhibit is not a normal deliverable for contract documents on a transportation project.
• The tasks requested being out of scope of the agreement required tracking of the hours spent to
complete the task requests and compiling them into a supplement request.
• May letting documents except for the utility work plans and utility certification were completed and
submitted to INDOT. Right-of-Way certification from the City was not available in time, and the
letting has been rescheduled for August 2024. New letting documents for the revised letting date
will have to be completed. Those documents include:
o Contract preparation document
o Cost estimate
o Environmental consultation form
o Recurring special provisions menu
o Recurring special provision editable documents
o Transmittal letter
• All final tracings documents must be reloaded to the INDOT electronic file room for the August
2024 letting.
1.10 Utility Coordination
Utility coordination on this project has required measures outside the norm for coordination on a public
project. Locations of some utilities had to be requested multiple times to get the project area fully marked.
Once they were marked, a tape survey was completed to add the utility to the plans. Communication
utilities have suggested they would combine into a multiple conduit duct bank along Westfield Boulevard
to conserve ROW and make relocation more straight forward. Changes to ROW after work plans have
been received from utilities are requiring re-coordination on the Bielawski parcel with approximately seven
utilities. One new utility has been installed on the project since coordination was initiated. The City has
requested that Duke Energy revise their work plan to place underground conduit in place of overhead
powerlines. This affects underbuilt utilities and impacts other utilities that were already underground for
their relocation.
• Verizon placed fiber optic lines on Westfield Boulevard and east on 106th Street in the past year.
Their presence requires a work plan from an additional utility.
• CenterPoint Energy refused to submit a work plan without the existing gas lines being shown on
the plans. The gas mains were never marked prior to survey despite nine location tickets being
requested and renewed twice for the location of the lines. Tape survey was conducted to collect
the location of the gas mains once they were located and used to add the mains to the CAD
information in the plans.
gaiconsultants.com
Mr Jeremy Kashrnan Page 3
April 16,2024
GAI Project No D191300.00
• Carmel Water has requested their utility specification be included in the contract for the removal
of a water supply line and the installation of a new water supply line.
• TriCo has also requested their utility specification be included in the contract for lowering of
service lines and adjustment of their manhole casting within the project.
• Spectrum, Lumen, and Metronet have approached Duke Energy about partnering on a duct bank
for each utility to have their own conduit without four utilities having to install them separately. GAI
has been involved in those discussions to promote completion of relocation work plans for the
three utilities.
• Duke Energy and CenterPoint Energy both requested CAD drawings be converted to AutoCAD
format from MicroStation format. That conversion has been done twice. Once before the
Bielawski ROW change and again after the change. Duke Energy is revising their work plan to
move facilities underground at the request of the City of Carmel. Coordination with other utilities
will be required due to this change.
• ROW changes on the Tanner and Bielawski parcels required a review of the work plans that had
been received and fresh coordination with those with yet to be completed work plans. Completed
work plans from CenterPoint, Duke Energy, AT&T, Crown Castle and Everstream had to be
requested again without the right of way on the Bielawski property. While it was part of the
original scope of work to coordinate with each of these utilities, work that was completed had to
be redone due to the change in the right of way.
• Duke Energy was requested in January 2024 to put as much of their facilities as possible
underground. This is once again requiring work that had been completed to coordinate with Duke
Energy,AT&T, Spectrum, Lumen National, and Metronet to be redone.
The tasks listed above have been itemized with hours in Exhibit A - Manhour Justification.
(remainder of page intentionally left blank)
gaiconsuitants.com
Mr.Jeremy Kashman Page-1
April 16,2024
GAI Project No. D191300.00
Summary of Professional Fees
We propose the total estimated cost under the original agreement, the first supplemental, and this
supplemental be increased from a NTE amount of$546,120 to$588,320, an increase of$42,200 per the
following breakdown.
Fee Original Supplement Supplement Total
Section Item Type Fee #1 #2 Amount
1.1 Engineers Assessment LSUM $ 12,300 $0 $0 $ 12,300
1.2 Traffic Analysis LSUM $ 5,600 $ 27,600 $0 $ 33,200
1.3 Topographic& Location Control Route LSUM $ 42,600 $ 4,900 $0 $ 47,500
Survey
1.4 Roadway Design and Documentation LSUM $100,400 $107,800 $28,300 $240,500
1.5 Hydrology and Hydraulics Services LSUM $ 35,200 $ 6,400 $0 $ 41,600
1.6 Geotechnical Investigation LSUM $ 3,100 $ 3,100 $0 $ 6,200
1.7 Environmental Document LSUM $ 37,000 $ 23,500 $0 $ 60,500
1.8 Permits LSUM $ 6,900 $ 3,200 $0 $ 10,100
1.9 Public Information Meeting LSUM $ 3,200 $0 $0 $ 3,200
1.10 Utility Coordination NTE- $ 14,900 $ 3,500 $13,900 $42,5001
Hourly
1.11 Lighting Design LSUM $ 6,500 $0 $0 $ 6,500
1 12 Abstracting, ROW Engineering&Appraisal Unit Cost $ 24,830 $ 39,990 $0 $ 64,820
Problem Analysis
1.13 Project Management, Status, Meetings LSUM $ 5,800 $ 5,800 $0 $ 11,600
1.14 Bid and Construction Phase Services NTE- $ 5,000 $0 $0 $ 5,000
Hourly
1.15 Structural Design of Headwalls LSUM $0 $ 17,000 $0 $ 17,000
TOTAL NTE $303,330 $242,790 $42,200 $588,320
NOTES:
1. Utility coordination will be performed hourly using GAl's hourly rates established at the time the service is performed.
Thank you again for the opportunity to provide engineering services to the City of Carmel. If you have any
questions with this proposal, please contact the undersigned at R.Webb@GAIConsultants.com or
317.436.9143.
Sincerely,
GAI Consultants, Inc.
/? g 1 Dige:2 signed by Ronald E.Webb
�7� W Date:2024.44.161558:53-04'OQ'
Ronald E. Webb, P.E.
Senior Engineering Manager
Digitally signed by Scott F.
Y' Hornsby
Date:2024.04.17 15:13:03-04'00'
Scott F. Hornsby, P.E.
Vice President
REW:SFH/kam
Attachment: Exhibit A- Manhour Justification
gaiconsultants.com
EXHIBIT A
Manhour Justification
gaiconsultants.com
GAI CONSULTANTS, INC. (;
MANHOUR JUSTIFICATION gal `Tints
Project Name: 106th Street at Westfield Blvd
GAI Project Number: D191300.00
DES No.: 1901895
DESCRIPTION: 1.4 Roadway Design Sup2 Task Completion Year: 2023 Date: 04/16/24 _
ESTIMATED TIME
Senior
WORK CLASSIFICATION Engineering Engineering Technical *Senior
Manager! Manager/ Project *Senior TOTAL
-
Specialist) Lead I TOTAL FEE
'Indicates employees that are non-exempt and Senior Project Leader Engineer pesi ner Technician HOURS
receive 1.5 DL(premium)overtime. Project Manager g
Manaaer
Revise Driveways for Altman parcel _
Plan view geometry,labels,etc 3 2 2 7 $ 1,136.44
Revised cross sections 4 2 2 8 $ 1,271.83
Size culvert pipe 2 2 4 $ 646.08
Update QTO,estimate 2 1 4 7 $ 1,071.86
-
Drainage Meeting 2 1 3 $ 592.98
Display for Orchard Park Church
Add aerial photo to plans 2 2 4 $ 659.71
Lable existing features,removed 4 $ 659.71
elements,changes to parking 2 2
Right of Way Changes
Bielawski parcel width changes 4 8 12 $ 2,303.97
Cross sections 1 8 2 11 $ 1,981.05
Drainage checks 2 4 4 10 $ 1,630.87
Utility Work Plan impacts 2 1 3 6 $ 1,023.54
Update QTO,estimate 2 1 4 7 $ 1,071.86
Website Exhibit
Develop exhibit for website 2 6 8 $ 1,267.76
Track Out of Scope Efforts
Identify,separate hours for out of 24 24 $ 4,879.68
scope tasks
Resubmit Letting Documents _
Update 5 documents for letting 6 1 7 $ 1,406.26
Reload Contract documents 2 2 $ 406.64
TOTAL HOURS 54 33 0 18 19 0 124
NEGOTIATED HOURLY RATE $ 203.32 $ 186.34 $ 158.65 $ 119.72 $ 143.52 $ 108,81
FEE PER CLASSIFICATION _$ 10,979.28 $ 6,149.11 $ - $ 2,154.95 $ 2,726.88 $ - _$ 22,010.23 1
DIRECT COSTS(see below) $ 6,300.00
TOTAL FEE $ 28,310.23
DIRECT COSTS 'UNIT COST QUANTITY COST
Right of Way Staking $ 450.00 14 $ 6,300.00
Travel $ 0.58 0 $ -
Lodging $ 96.00 0 $ -
Per Diem $ 26.00 0 $ -
TOTAL $ 6,300.00
1.4 Roadway Design Sup2
GA)CONFIDENTIAL
GAI CONSULTANTS, INC.
MANHOUR JUSTIFICATION 4a"'S�i�°`s
Project Name: 106th Street at Westfield Blvd
GAI Project Number: D191300.00
DES No.: 1901895
DESCRIPTION: 1.10 Utility Coordination Sup2 Task Completion Year: 2024 Date: 04/16/24
ESTIMATED TIME
Senior
i WORK CLASSIFICATION Engineering Engineering
Manager! Manager! Technical *Senior *Senior TOTAL
Specialist/ Lead - TOTAL FEE
indicates employees that are non-exempt and Senior Project Leader Designer Technician HOURS
receive 1.5 DL(premium)overtime. Project Manager
Manager
Utility Specifications in Work Plans
Carmel Water specifications for main 10 $ 1,649.49
tap 2 8 ,
TriCo sanitary specifications for
service lines and casting adjustments 10 $ 1,649.49
2 8
Common duct coordination 2 16 18 $ 2,867.57
Convert CAD plans for utilities 1 6 7 $ 1,111.25
Change in Right of Way Widths
Bielawski right of way change 3 2 2 7 $ 1,347.00
Add Gas Main that was not marked
for survey
Field measure location markings 6 6 $ 1,294.21
Draw measured location markings 12 12 $ 1,385.19
Duke Change to Underground
Review revised work plans 1 6 7 $ 1,129.26
Coordinate with other utilities 1 8 9 $ 1,433.79
TOTAL HOURS 17 3 0 54 12 0 86
NEGOTIATED HOURLY RATE $ 215.70 $ 197.68 $ 168.31 $ 152.26 $ 115.43 $ -
LABOR COST $ 3,666.94 $ 593.05 $ - $ 8,222.06 $ 1,385.19 $ - $ 13,867.24
DIRECT COSTS(see below) $ -
TOTAL FEE $ 13,867.24
DIRECT COSTS UNIT COST _QUANTITY COST
Mounting,Outside printing $ 0.10 $ -
Travel $ 0.58 $ -
Lodging $ 96.00 $ -
Per Diem $ 26.00 $ -
TOTAL $
1.10 Utility Coordination Sup2
GA!CONFIDENTIAL
INDIANA RETAIL TAX EXEMPT Page 1 of 1
City of Cariririe1 CERTIFICATE NO.003120155 002 0 PURCHASE ORDER NUMBER
FEDERAL EXCISE TAX EXEMPT 109694
ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES,AlP
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
1 4/21/2023 354689 20-13-Professional Services Agreement 1212/20- ASA 2-
Design&ROW Services
GAI CONSULTANTS INC City Engineering's Office
VENDOR ATT: ACCOUNTS RECEIVABLE SHIP 1 Civic Square
385 EAST WATERFRONT DRIVE TO Carmel, IN 46032-
HOMESTEAD, PA 15120--5005 Laurie Slick
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT
76907
—
QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION
Department: 2200 Fund: 0 2020 Road Bond
Account: 44-628.71
1 Each 20-13 -ASA 2 -Additional Funding 106th Street and $242,790.00 $242,790.00
Westfield Boulevard RAB-Design & ROW Services
1 Each 20-13 -ASA 2a -Additional Funding 106th Street and $42,200.00 $42,200.00
Westfield Boulevard RAB -Design & ROW Services
Sub Total $284,990.00
(:615—F------- -'
/07...,„......--
l#�. , ''''')
k.
Send Invoice To:
Jill Newport
f
CrossRoad Engineers, PC
115 N. 17'h Avenue `' . ,_ ,----'—
Beech Grove, IN 46107 # l -_
'new portla,crossroadengineers.com �€ —PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT —1 PROJECT PROJECT ACCOUNT AMOUNT
PAYMENT $284,990.00
SHIPPING INSTRUCTIONS "AlP VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE
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.0 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 �' -4-*--e�.c•O
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY
Jeremy Kashman James Crider
TITLE Director Chief of Staff
CONTROL NO. 109694