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Home My WebLink AboutEagle Ridge Civil Engr. Serv/Engr , Company,. Department - 2007 Appropriation # 203-4462200 Contract Not To Exceed $ 14.700.00 Con-\<cc.t W:r C~.Dl. D1.o I APPROVED" A A} JP FORM BY; YliJT I P.o. # 16837 1} RECEIVED JUL i 92001 DOCS AGREEMENT FOR PROFESSIONAL SERVICES '\ '''' \ - ....,. ., ", -'.-0. THIS AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") is hereby~ade and entered into by and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety (hereinafter "City"), and Eagle Ridge Civil Engineering Services, LLC (hereinafter "Professional "). RECITALS WHEREAS City owns and is responsible for the operation and maintenance of its property, personnel, public works and infrastructure; and WHEREAS, from time to time, City needs professional assistance in fulfilling its foregoing responsibilities; and WHEREAS, Professional is experienced in providing and desires to provide to City the professional services ("Services") referenced herein; and WHEREAS, City desires to engage Professional as an independent contmctor for the purpose of providing to City the Services referenced herein; NOW, THEREFORE, in consideration of the foregoing recitals and the covenants and conditions set forth herein, City and Professional mutually agree as follows: SECTION 1. INCORPORATION OF RECITALS The foregoing Recitals are hereby incorporated into this Agreement and made a part hereof. SECTION 2. SCOPE OF SERVICES 2.1 City desires !fl engage professional as ~an independent con~mctor forthe Services set forth in attached Exhibit A, incorporated herein by this reference. - 2.2 Professional understands and,agre,es that City may, from time to,time, request-Professional to provide additIonal or modified Services to City. When City desires,additional Services from Professional, the' City shaJl notify Professional of such additional Services desired, as well as the time frame in:which'sarrieare to be provided. 'Only af!er City has approved Professio!lal's time and"cost'estiroate forthe'.proVi,sion)of such additiortal Services, has'enculnbered sUfficient m~nies to pay for saroe, anq has authorizt:4 ProfessiQnal, in writing, to pTQvide such,.,addj!ionaI,Sef\lices, shall such Services be provided by Pr()fessionalAo Qi,ty. A copy of the ~City's auQiorization documents forthe purchase of-additional Services"shal!be I!umb<;red and attached hereto in the" order in which they are approved by City. ' . , 2.3 Time is ofthee,sserlce of this Agreement. [C:\JJoou"""'ts on4 Scuiny\ilrockIMy OOCll"""'~ Ridge Civil l!n&io=ing\Pnlposals\Cannc] -MaUl sum PathIJl'i..IJ,J7IMniu Slnii Silb.1llk_l'l'ofcaiOMl;..&r.iml_FORM_Ro:v_2007.doe:71Ill1lOO7 3:00PM] Company . Deparlme~l - 2007 Appropriation # 203-4462200 Controcl Nol To Exceed $ 34. 200. 00 P.D. # 16837 SECTION 3. CITY'S RESPONSIBILITIES 3. I City shall provide such information as is reasonably necessary for Professional to understand the Services requested. 3.2 City shall provide all data required for provision of Services. Professional may assume that all data so provided is correct and complete. 3.3. City shall arrange for Professional to enter upon public and private property as reasonably required for Professional to perform the Services. 3.4 City shall designate payment of the Services from City budget appropriation number _ funds. 3.5 City shall designate the Mayor or his duly authorized representative to act on City's behalf on all matters regarding the Services. SECTION 4. PROFESSIONAL'S RESPONSIBILITIES 4.1 Professional shall perform the Services pursuant to the terms of this Agreement and within any applicable time and cost estimate. 4.2 Professional shall coordinate with City its performance of the Services. 4.3 Professional shall provide the Services by following and applying at all times reasonable and lawful standards as accepted in the industry. SECTION 5. COMPENSATION 5.1 Professional estimates that the total price for the Services to be provided to City hereunder shall be no more th~. Thirtv Four Thousand Two Hundred.Dollars ($34,2.01))(t!1e "Estimate"). Professional shall sub,mit anilivoice!o City ~omoFt::thanonce eveiythirtYJ30)ct.axsfor~ervices proviq,e9 City,duringjlie timeperiod~.ncompassed by'such invoice.'lnvoicesshall;~ submitted on a form containing the same'iilfonnation as .that contained 'on the=Prllfesslonal Services Invoice attached hereto as Exhibit B, incorporated herein by.this reference.~City shall pay .Professional for all undisputed~Services rendered and stated OV such mvoice WithiQ sixty (60rdays ifom the date of City's' receipt of same, or be'subjecCto a I~te charge of one pef~ht (l~)of'such'unpaid and undisputed invoice amount for each month same remains unpaid. . ,- .. . . 5.2 Professional agrees not to provide any Services to City that. would cause the total cost of ~ame to exceed the Estimate, Without City's prior written consent.' n SECTION 6. TERM Unless otherwise terminated in accordance with the termination provisions set forth in Section 7.1 hereinbelow, this Agreement shall be in effect from the Effective Date through December 31, 2007, and shall, on the first day of each January thereafter, automa~ically renew for a period 'of one (1) calendar year, unless otherwise agreed by the parties hereto. . IC:\l.lol:umcIllsDdSelliDp\Blud\MyDocumeats\EaclCIlidFC;"il~~I.M;JiztSlnltlPllhtXi-I~iaSUcelSidnoallo_Prorcaioo;i).e...ic;::o_I'OIlM_Re\'_2007_dw.711&11OO7J:00 PM] Company Departme~t - 2007 Appropriation #203-4467700 Contract Not To Exceed $ 14. ?nn nn P.O. # 16SJ7 SECTION 7. MISCELLANEOUS 7.1 Termination. 7.1.1 The obligation to provide all or any portion of the Services under this Agreement may be terminated by City or Professional, without cause, upon thirty (30) days' notice. 7.1.2 The obligation to provide all or any portion of the Services under this Agreement may be terminated by City, for cause, immediately upon Professional's receipt of City's "Notice To Cease Services." 7.1.3 In the event of full or partial Agreement termination, and as full and complete compensation hereunder, Professional shall be paid for all such Services rendered and expenses incurred as of the date of termination that are not in dispute, except that such payment amount shall not exceed the E'stimate. Disputed compensation amounts shall be resolved as allowed by law. 7.2 Binding Effect. City and Professional, and their respective officers, officials, agents, partners and successors in interest are bound to the other as to all Agreement terms, conditions and obligations. 7.3 No Third Partv Beneficiaries. Nothing contained herein shall be construed to give rights or benefits to anyone other than the parties hereto. 7.4 Relationship. The relationship of the parties hereto shall be as provided for in this Agreement, and neither Professional nor any of its agents, employees or contractors are City employees. Professional shall have the sole responsibility to pay to or for it~ agents, employees and contractors all statutory, contractual and other benefits and/or obligations as they become due. Professional hereby warrants and indemnifies City for and from any and all costs, fees, expenses and/or damages incurred by City as a result of any claim for wages, benefits or otherWise by any agent, employee or contractor of Professional regarding or related to the subject matter of this Agreemen( This,indemnification obligation shall survive the termination of this Agreement. [C:\DocuIll.l1lSanclSr:ltingJla~yDDClllIICntsIF.ag1cRid8=Ci~iIEnglnccrintJ't~$lCarmcI.MainSlm:tl'fllh06-11;a1lM&inSlTlll'I Sldcmllk.-'>rorelliOOlll_Scll'iecs]ORM_Rc:v_2007.doc:7111f.!007 .HlllPMl ~ Comparry D8partme~t - 2007 Appropriation # /01-44(';2200 Contract Not To Exceed $<-~ . ?nn nn P.o, # 16837 7.5 Insurance. Professional shall procure and maintain with an insurer licensed to do business in the State of Indiana such insurance as is necessary for the protection of City and Professional from all claims under workers' compensation, occupational disease and/or unemployment compensation acts, because of errors and omissions, because of bodily injury, including, but not limited to, the personal injury, sickness, disease, or death of any of Professional's employees, agents or contractors and/or because of any injury to or destruction of property, including, but not limited to, any loss of use resulting therefrom. The coverage amounts shall be no less than those amounts set forth on attached Exhibit C. Such insurance policies shall not be canceled without thirty (30) days' prior written notice to City. 7.6 Liens. Professional shall not cause or permit the filing of any lien on any of City's property. In the event such a lien is filed and Professional fails to remove it within ten (10) days after the date of filing, City shall have the right to payor bond over such lien at Professional's sole cost and expense. 7.7 Default In the event Professional: (a) repudiates, breaches or defaults under any of the terms or conditions of this Agreement, including Professional's warranties; (b) fails to perform the Services as specified; (c) fails to make progress so as to endanger timely and proper completion of the Services and does not correct such failure or breach within five (5) business days after receipt of notice from City specifying same; or (d) becomes insolvent, files, or has filed against it, a petition for receivership, makes a general assignment for the benefit of creditors or dissolves, each such event constituting an event of default hereunder, City shall have the right to terminate all or any part of this Agreement, without liability to Professional and to exercise any other rights or remedies available to it at law or in equity. 7.8 Gove~ent ComDliance. ; Professional agrees to comply with all laws, executive orders, rules and regulations applicable to Professional's performance of its obligations under this Agreement, all-relevant provisions of which being hereby incorporated herein by this reference, to keep all of Professionals' required professional licenses and certifications valid and current, and to indemnify and hold harmless City from any and all losses, damages, costs, liabilities, damages, costs and attorney fees resulting from any failure by Professional to do so. This indemnification obligation shall survive the termination of this Agreement IC:lDoolno:a1.lIIIlI SclIilI&s~\My OocwD::IlII\l'..l&k JUd&cCi>il Ea&taecrill&\J'rqlosaI.-.cmncl.MainStKd PllIIl1Xi-134nMam sUW. Sidc..lllk)'Illrcasiout.s.rvIces_PORM_Ib_2001.~7118l2OO7 J,"'l PMI Company Department- 2007 Appropriation # 203-4462200 Contract Not To Exceed $34.200.00 7.9 Indemnification. P.D. # 16R17 To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the City of Carmel, the Board, and the officers, agents and employees of the City and the Board from any and all claims, demands, damages, costs, expenses or other liability arising out of bodily injury, property damage or otherwise (collectively "Claims") but only to the extent such Claims are caused in whole or in part by any negligent act or omission of Consultant or Consultant's officers, directors, partners, employees, or subconsultants in the performance of services under this Agreement. 7.10 Discrimination Prohibition. Professional represents and warrants that it and each of its employees, agents and contractors shall comply with all existing and future laws prohibiting discrimination against any employee, applicant for employment and/or other person in the subcontracting of work and/or in the performance of any Services contemplated by this Agreement with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, subcontracting or work performance hereunder because of race, religion, color, sex, handicap, national origin, ancestry, age, disabled veteran status or Vietnam era veteran status. This indemnification obligation shall survive the termination of this Agreement. 7.11 Severabilitv. If any provision of this Agreement is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, that provision shall be stricken, and all other provisions of this Agreement that can operate independently of same shall continue in full force and effect. 7.12 Notice. Any notice, invoice, order or other correspondence required or allowed to be sent pursuant to this Agreement shall be written and either hand~delivered or sent by prepaid U.S. certified mail, return receipt requested, addressed to the parties as follows: CITY: City of Carmel Department of Administration One Civic Square Carmel, II}diana ~6032 ATIENTION: Douglas C. Haney Carmel City Attorney One Civic Square Carmel, Indiana 46032 PROFESSIONAL: Eagle Ridge Civil Engineering Services, LLC ATTENTION: Brock Ridgwav. P.E.. Owner 1321 Laurel Oak Drive Avon, IN 46123 IC:\Doculllel1lsandSoc:a:i.n&l\BndlMrOoaulae:D~RidpavilEpgiDccri~.MliDSlJcGPlD06-13~S_SidcIo'illk_PRl(cgignal);~I~D:I;_KlRM_Tl.:T_2OO1.dDt::7/18l2OO1J:OOPMl Company Departme~t - 2007 Appropriation # 203-4462200 Contract Not To Exceed $ 34.200.00 P.o.#16817 Notwithstanding the above, City may orally provide to Professional any notice required or permitted by this Agreement, provided that such notice shall also then be sent as required by this paragraph within ten (10) business days from the date of such oral notice. 7.13 Effective Date. The effective date ("Effective Date") of this Agreement shall be the date on which the last of the parties hereto executes same. 7.14 Governing Law: Lawsuits. This Agreement shall be governed by and construed in accordance with the laws of the State of Indiana, except for its conflict of laws provisions, as well as by all ordinances and codes of the City of Carmel, Indiana. The parties agree that, in the event a lawsuit is filed hereunder, they waive any right to a jury trial they may have, agree to file such lawsuit in an appropriate court in Hamilton County, Indiana only, and agree that such court is the appropriate venue for and has jurisdiction over same. 7.15 Waiver. Any delay or inaction on the part of either party in exercising or pursuing its rights and/or remedies hereunder or under law shall not operate to waive any such rights and/or remedies nor in any way affect the rights of such party to require such performance at any time thereafter. 7. J 6 Non-Assignment. Professional shall not assign or pledge this Agreement nor delegate its obligations hereunder without City's prior written consent. 7.17 Entire Agreement. This Agreement contains the entire agreement of and between the parties hereto with respect to the subject matter hereof, and no prior agreement, understanding or representation pertaining to such subject matter, written or oral, shall be effective for any purpose. No provision of this Agreement may be amended, added to or subtracted from except by an agreement in writing signed by both parties hereto and/or tjJ.eir respective--suc~essoi-s in interest. To the' extent any provision contained in this Agreement conflicts with any provision contained in any exhibit attached~ hereto, the provision contained in'tbisAgreement shall prevaiL . 7. I 8 Representation and Warranties. Each p~ hereto represents and warrants that it is llUthorizedto enter into this Agreement and that any p~~on or entity executing this ~gre.!lment on behalf ofsuch-:party has theXauthority'to bind such party or the-,party which they repres~t, as the case maybe. - T ". . , ~ IC\DocalllealslUld~\Dfod<\My~~CIviI~~.M:lii.S\rcdI"ath-ll6-ll~Sl=iSidcwalk~~=aGaIJicrV~':'f.UR~U~~"_llXl7.dc1c".711~1T):OOPMI Company Departme;'t- 2007 Appropriation # 203-4462200 Contract Not To Exceed $ 34.200.00 P.o. # 16837 7.19 Headings. All headings and sections of this Agreement are inserted for convenience only and do not fonn a part of this Agreement nor limit, expand or otherwise alter the meaning of any provision hereof. 7.20 Advice of Counsel. The parties warrant that they have read this Agreement and fully understand it, have had an opportunity to obtain the advice and assistance of counsel throughout the negotiation of same, and enter into same freely, voluntarily, and without any duress, undue intluence or coercion. 7.21 Copvright. City acknowledges that various materials which may be used and/or generated by Professional in perfonnance of Services, including fonns, job description fonnats, comprehensive position questionnaire, compensation and classification plan and reports are copyrighted. City agrees that all ownership rights and copyrights thereto lie with Professional, and City will use them solely for . and on behalf of its own operations. City agrees that it wilI take appropriate aCtion with its employees to satisfY its obligations with respect to use, copying, protection and security of Professional's property. 7.22 Personnel. Professional represents that it has, or wilI secure at its own expense, all personnel required in perfonning the services under this agreement. Such personnel shalI not be employees of or have any contractual relationship with City. AII of the services required hereunder will be perfonned by Professional or under his supervision and alI personnel engaged in the work shall be fully qualified to perfonn such services. 7.23 Records and Inspections Professional shall maintain fulI and accurate records,with-respect to all matters covered under this agreement for three (3) years after the expiration or e;trly tennination of!!1is agreement. City shall have fr~e access at alI proper til!les to such records "and ,the right to examine and~audit the~same and to make transcripts there from, and to insp~ct all program dat~ documents, proceedings lind activities. - - ~ 7.24 AccomplishmentofProiect Professional shalI ..comhlence, carry on, and complete.the project with all practicable dis. p.atch, in a sound economical and efficient manner; in accordance with the provisions. therebf and alI applicable laws. '(n ac"omplishirig the. project, p;rofessional shall take such steps lII!~llTeappropriate to ensure thai the'workinv6lvedis properly coordinated with related work bemg carried;on within - --- --- ~ City's organization.' n_' . --. u' IC:\Poc.wal:nb",ScaiDp\&OC:klMy~kidp:CMI~.MIilISP=I1':lIto0l'>-13i7lMainSln>:lSkbnlk_~_Saviccl_PORM-'lC\._2007_dlK::7/1Il1iXflJ:OO""'1 Company Departmerlt- 2007 Appropriation # 203-4462200 Contract Not To Exceed $- 34.200.00 P,D. # 16R17 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as follows: CITY OF CARMEL, INDIANA by and through its Board of Public Works and Safety Eagle Ridge Civil Engineering Services, LLC BY: .. BY: A_n.,(d ~ Printed Name: Brock Ridgwav es Brainard, Presiding Officer ate: '---rLof ~ Mary Ann Burke, Member Date: Title: Owner I I I FID/TIN : 20-3062500 Lori S. Watson Date: er ~ -~/, 07 . , SSN if Sole Proprietor: N/A Date: 7/18/07 Diana cordra~c, Date: Sj 7 IC:\l)(:o;umc:DlIaIld SWngs\DrodIMy Oocwnctll5\F_1IlIc RidgeCivilf.llginmi~IoICarmeI~MamStredPl1hU6_1]~Sll\'USI<k:wlllk_E'n.d"ClSal1Dl.Scf\'ia:s]ORM_RN_2007_o:klc'.711lll2007 3:00PM] / EXHIBIT A SCOPE OF ENGINEERING SERVICES J ENGINEERING FEES J SCHEDULE GENERAL The following scope of services describes the tasks and assumptions that apply to the work of Eagle Ridge Civil Engineering Services, LLC (Professional) to complete the survey and design of a new 6' sidewalk on the north side of Main Street from 4'" Avenue to Thornhurst Drive. This project is to be prepared on behalf ofthe City of Carmel. The project includes services for survey, design, construction plans and specifications. Tasks to be performed by Consultant are identified by bullets (.), the responsibilities of City are designated by statements beginning with "City". SCOPE OF SERVICES The work elements are grouped into the following categories: . Preliminary Engineering Tasks . Design Tasks . Bidding Support Tasks . Construction Phase Services . Project Management Tasks PRELIMINARY ENGINEERING TASKS Topographic Survey and Mapping . Prior to the survey, notifY the adjacent property owners that a surveyor will be in their area in the near future and provide Professional as a contact for questions. City Provide list of property owner names and addresses in the project area for the survey notice. . Contact the utility locator services including Indiana Underground to have utilities marked. . Conduct topographic survey and mapping and prepare a digital terrain model. Reference survey to horizontal and vertical control that is consistent with City requirements. . Set two control points for construction grade and location control at project site and on plans. Survey Limits The limits of the survey are along Main Street from 4th Avenue to Thomhurst Drive and shall include an additional I 00 feet east and west ofthe project ends. Side streets on the north side shall be surveyed to a distance of 100', on the south side only 50'. The width of the mapping should extend to the following minimums: On the north side of Main, to and Including the front face of all buildings. On the north side at the small creek crossing, 100' of existing channel north of roadway centerline. On the south side of Main, to the southern edge of pavement, except to locate the ends of existing sewers or manholes to identify connectivity. 1n addition, at street approaches, locale sidewalks on the south side to provide crosswalk connectivity. RIW and Property Research . Collect relevant property information including plat mapping and last deeds of record. . IdentifY apparent existing right-of-way on the topographic mapping. . Place parcel/property data on the project mapping, including located property monuments or comers and apparent or verified property lines, and recorded easements. Site Reconnaissance . Conduct site walkthrough of project area. Review the mapping provided by the surveyor. . Obtain a photographic record to assist in the design and to minimize short trips to the site. . Inventory Signs and other miscellaneous features that will be impacted by the project Review existing drainage patterns for areas where drainage enters and leaves project site. City and Local Coordination City Provide guidance from the City Forester relating to potential tree impacts and desired mitigation strategies when tree removals or trimming are found to be necessary. . Contact City Utilities for information about planned improvements to water, sanitary or storm sewers in the area. Request information on any known drainage, sewer, or water problems. City Provide any Planning information relating to anticipated developments in the project area. . Coordinate with the City Engineering about maintenance of traffic concepts. Utility Coordination . In an early coordination letter to utilities, request utility information including mapping available along with notification of any expected utility upgrade work they are planning. . Compare utility-provided information with survey data. . Make recommendation of where Subsurface Utility Engineering should be performed to verifY true depths and locations of utilities, if necessary. This proposal does not include the conduct of any SUE work because its need has not been identified at this time. . Minimize the impacts to utilities where possible while still meeting City's design goals. Coordinate with utilities to identifY potential conflicts and solutions to minimize impacts. . Send Utilities a copy of the Preliminary Plans (50%), and invite utilities to a Field Check & Utility Coordination Meeting if necessary. Ask them to verifY their facilities are accurately shown. Consider input at the Field Check in the development of the plans. . Review Utilities' relocation plans for consistency with sidewalk plans. Submit relocation plans to City with recommendation. Add proposed relocations to the Plans ifreceived in time. City Approve relocation plans, prepare agreements, and issue notice(s) to proceed to utilities. Obtain / Review As-Built Records and Miscellaneous Data . Review as-built and other past-project documentation that is made available by City. Copy documents useful to the project and return originals to City. DESIGN TASKS Plans . Prepare Construction Plans - Typical plan set to include: o Title Sheet - Owner, Project Title, Location Map, Sheet Index o General Notes and Utility Contacts o Legend and Reference Data o Typical Pavement Sections o Maintenance of Traffic and Erosion Control Plans o Plan and Profiles, including: . Existing Conditions . Proposed Sidewalk, Ramps, Curbs and Ditches . Proposed Grades (where needed) o Structure Extension Layout and Details, including railing o Retaining Wall Layout (if needed) o Cross Sections on 50' intervals, and at private drives and street approaches. . Prepare Plans on 11 "x 17" bond paper at an accepted scale to facilitate filing and handling of plans. Milestone Submittals . Submit plans for City and Utilities' review at the Preliminary (50%) Plan stage. . Submit Plans and Specifications for review and comment at the Draft Final (95%) stage. . Obtain review comments, revise drawings, and publish stamped plans and specifications Site and General Design It is generally understood that the City's goals for the project include the desire to avoid the need for right-ofway takings or for utility relocations. Sidewalk may even be placed at the back of the curb if needed to reduce these impacts. . Perform site and sidewalk. Inform City if site topography precludes construction of a sidewalk that is compliant with ADA, and offer recommendation of how to make it compliant, if applicable. Title and General Information Sheets . Prepare a Title Sheet that includes. the project title, City designated numbers and descriptions, a project location map, and signature blocks. pre.pare General Information Sheet(s) with an index of plan sheets, a Iistofutility contacts, a table of symbols and lines, and general notes. Typical Construction DetaUs . Prepare typical construction details or sections to describe the sidewalk, ramp and curbing features. Maintenance of Traffic Coordination and Design . Through coordination with City representatives, determine maintenance of traffic scheme for the project and provide details or notes in plans. . Prepare sheets showing the maintenance of traffic scheme for the project. Project phasing, adjacent road closures and temporary signs will be presented on these plans. Erosion Control Design . Show temporary erosion control measures on these sheets. Plan and Profde Sheets . Prepare Plan and Profile sheets. . Provide spot grades or profile data for the sidewalk, ditches or other features as needed for clarity. Landscaping Plan No landscaping plan is included per the City's direction. All areas not under pavement shall be designed for seed or sod. Drainage Design No storm sewer design is anticipated to be part of this project, except for the extension of an existing twin corrugated metal structure. Structure Layout and Culvert Extension Details . Design the extension of an existing twin corrugated metal pipe structure. . Prepare structure details of the extension Retaining Wall and RaUing Details . Prepare plan and details for industry-standard masonry retaining walls where lawns would otherwise exceed a 3:1 slope, but only as directed by the CITY. Detailed design would be required by the specifications to be performed by the manufacturer/supplier of the wall units in accordance with INDOT practice. . Prepare details for a safety rail to be placed over the end of the culvert extension as protection for sidewalk users. Detailed design would be required by the specifications to be performed by the manufacturer/supplier of the wall units-in accordance with INDOT practice. Cross Sections . Provide Cross Sections at approximate 50' intervals, at connecting drives and approaches. SpecifICations . Prepare Technical Specifications. Refer to INDOT Standard Specifications (current version) as much as possible for Materials, Construction Requirements, and Basis for Payment. Write unique Specifications for items not covered by INooT or if City standards apply. Puhlid Stakeholder Meetings . At the direction of the City, meet with the local neighborhood association or residents to discuss the proposed project and to solicit their comments. Collect comments and revise project as appropriate after consultation with Owner. / . Prepare meeting records (minutes) for meetings. City As desired, have a representative in attendance at meetings. Owner Coordination Meetings . Attend a plan review / coordination meeting with City at Preliminary Design (50%), and Draft Final Plans (95%). The meeting for the 50% plans would include a team walkthrough (field check) if desired by client or appropriate due to design issues. . Attend up to 2 additional coordination meetings with City staff during the project. . Schedule and conduct the combined field check and Utility coordination meeting. . Prepare meeting records (minutes) for meetings. Right a/Way Design . As part of the Scope of Services, identi/)' where additional right of way will be required and draw/design the needed areas on the Plans. Where possible, design proposed sidewalk to stay in existing City right-of-way. giving appropriate considerationJor ADA-compliance and utility relocations. !fit is not reasonable to stay in existing right- of-way, inJorm City and discuss the need to right-of-way services. No right oJwayservices are included in the scope oj services. It is understood that this will be added as a supplement once the scope oJthat work, including the number oj parcels. has been identified. BIDDING SUPPORT TASKS . Prepare cost estimate for use in Bid evaluation. . Prepare a set of contract documents for bidding including a Notice to Bidders, Instructions to Bidders, Bid Form, Bid Bond, General Conditions and Supplemental Conditions. City Provide applicable Wage Scales and any City-required forms for this project. . Combine documents with Technical Specifications and INDOT Standard Drawings into the Project Manual. . Prepare plans and project manual on compact disk in PDF format for City's use. Provide City two paper copies also. . Provide plan sets to up to five plan houses that typically request such plans including Construction Market Data; Dodge Report, Bidtool, and others if requested. City Publish bidding solicitation in the Indianapolis Star or other newspapers as desired. . Provide up to 15 sets of plans and project nianuaIJor bidding and solicitations. . Maintain plan holder list during bidding process. : . Respond to questions from bidders. . Prepare items for addend~ if needed.'Publish and'distribute a~dendato current plan holders.-- . Attend Prebid Meeting. . Prepare Bid Analysis and.'Recommendation City Receive, open arid process bid packages.Issue Notice of Award and phi<:ess Agreem,ents. : with:the selected:Contractor.: - - - CONSTRUCTlONPHASKT ASKS . Assist in the resolution offieldjssues and interpretations of the Plans and SpecificatiOlls as requested by City. Provide at least aninitiatresponse to questions within one day. r City Provide full-time on-site inspection and daily reporting. PROJECT MANAGEMENT TASKS . Establish phased budget to monitor project performance. . Manage subconsultants. Develop subcontracts, negotiate fees, coordinate their work and incorporate with services. Process Subconsultant invoices and other data. . Prepare Invoices to City to include supporting documentation and cost records if requested. Prepare Progress Reports in format acceptable to City. OTHER ASSUMYfIONS: Environmental Hazards Per previous visits, no known environmental hazard or sensitive areas are expected to exist on the project sites. If field investigations reveal or develop a suspicion of such a condition. then the appropriate step is to peiform an environmental Phase I or Phase II survey. This work, if required. has not been included. COMPENSATION This project is to be conducted on a Hourly basis with an agreed Maximum Cost of $34,200. In the event that additional services are needed, additional compensation will be determined using the following rates: Project Manager $IOOlhour CADD Technician $50lhour Direct Expenses At Cost Subconsultants Cost+5% Mileage Reimbursement Current IRS Rate The attached spreadsheet details the man-hour estimate by task. ESTIMATED PROJECT SCHEDULE MILESTONE ESTIMATED DATE COMMENTS Notice to Proceed August I, 2007 Estimated date Survey and Mapping Complete September 9,2007 40 days requested by - - -CrossRoad Engineers Preliminarv (50% Desil!ll) Plans October 15,2007 - Field Check and Utility Coordination Meeting October 25, 2007 Preliminarv Stakeholder Meetings Comolete October 30,-2007 , Draft Final (95% Design) Plans and 'Specifications November 3Q, 2007 and Preliminarv Cost Estimate , Final Plans (100% Desil!ll) - Readv for Letting - December 20, 2008 Bid AdvertisinglBid Opening/Construction' . , TI3D - Spring 2008 Spring 2008 .' n -- - - -- Construction is assumed m City of Carmel Project Fee Estimate 7/1812007 Main Street Sidewalk PROJECT TEAM HOURS Senior CADD Subconsultaot Reimbursable Civil Engineer Tecbnician Fees Expenses Totals . TASK Hourly RIlle $100.00 $50.00 At5% MU AI Cost I .00 PRELIM INARV TASKS $19,000 Prepare ArCll Map and Early Coord Leuec 2 $200 - Survey & Topographic and Parcel Mapping 2 515,000 $15,950 - Survey Upload &;d Terrain Modeling I 8 $500 - Utility Coordination 6 $30 $630 Survey Review, Photography & Site RecOIl .- SLoo- - 8 $900 - Miscellaneous Data Collection 2 $200 - Coordinate with eil)' Utilities 4 $20 $420 Coordinate with Other City Departmmts 2 $200 200 DESIGN TASKS $8,070 Title I Index J Genenll Notes Sheets 2 4 $400 :.Typical Conslnlction Details or Sections 4 3 $550 MainteruuJce of Access IUld Traffic Plans 4 3 $550 Erosion Control Plans 2 4 $400 Plan and Profiles SO Plan setup, sheet preparation 2 8 $600 RighI of Way Review I $100 Sidewalk layout and ADA Review 4 2 $500 Grading PLan 2 2 $300 - Prepare Structure Extension Design, Layout, Details ]2 8 $1,600 - Railing Details 3 3 $450 Retaining Wall layout 6 6 $900 CrossSeclions 8 16 $1,600 Plan Printing Costs through Milestones 2 $20 $120 I JOO DESIGN SUPPORT AND RIGUT OF WAY ENGINEERING 52,200 I Neighborhood CoordinationIMeetings 6 2 $40 $740 Technical SpecifiClltions 6 S600 Field Check and Utility Coordination Mming 8 S60 $860 I 400 BIDDING SUPPORT AND CONSTRUCTION SUPPORT $3,870 T 1- Quantity Computations and Cost Estimate 4 $400 Prepare Conrract bidding documents 4 S400 Publish 15 sets of plans and project manuals 2 $200- $400 n -- -- Receive solicitations. UPS shipping to bidders 8 $100 $900 Prepare lUld Maintain list ofplBII holders 2 $200 Prepare and publish needed Addenda 4 $40 $440 Respond to Bidders QuesliOlls I $100 ! Attend Prebid Meeting I Prepare Bid Analysis 6 . $30 "~ $630 -+espond to Field Questions (limited effort) 4 S400 . I . . . 900 PROJECT ADMINISTRATION A."I/D MANAGEMENT TASKS . . H . . 51,060 I . . MlIIlBge"t Review Subconsultants I $]00 ~ination or Plan Review Meetings (assume 2) 8 -. $60;. $860 .. I SIOO Invoicing I Status Reports - , -r- Total Htlul'll: 142 71 $15,000 $700 PROPOSAL TOTAL Fee bv Cluslflcation: $14,200 $3,550 $15,750 $700 $34,200 n Eagle Ridge Civil Engineering Services, u.c Main Street Path Fee estimate - Reuised.xbJ