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HomeMy WebLinkAboutCrossRoad Engineers/Engr (2) C COPYCLCI" 303/ DB rossRoad Engineers, P.C. C/ Engineering Department 2010 Appropriation #2009 Bond Fund; P.O. #21787 APP Contract Not To Exceed $180,000.00 APPROVED, l4 FORM gy: IJ ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR PURCHASE OF GOODS AND SERVICES THIS AMENDMENT TO THE GOODS AND SERVICES AGREEMENT by and between the City of Carmel and CrossRoad Engineers, P.C., (the "Vendor"), shall amend the following terms of the agreement 2009 COIT Bond Management, Program Management Fee (the "Agreement"). (Contract 030310.03 and P.O. #21777, 21778 21779). All other previously agreed upon terms, to and including, Notices, Indemnifications and Warranties shall remain the same as set forth in the Agreement. The Additional Services shall be provided by Vendor consistent with the Scope of Work attached as Attachment "A IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA CROSSROAD ENGINEERS, P.C. by and through its Board of Public Works and Safety By: By: ND i'2�5 '7 A .1 A /0/414 �1 James Brainard, Presiding Officer Autrzed Signe ire ate Y a M Printed Name M. Burke, ember A Date: C L�j, w 7 Title _i ce Lori S. Wat embe FID/TIN: 1 Date: 4/4/ o SSN if Sole Proprietor: ATTEST: Date: Diana Cordray, I MC, Cle -T rer Date: l �ZE B: My 0ncvpmisTnkznolal SentaatFORKSIAdebucoal S Sevipy Amend Goals k Sv.xa+-dac.4W1010 15.23 ref) tk p March 29, 2010 CI1 i L Mr. Chip Charles, P.E. JAMES BRAINARD, MAYOR Mr.Trent Newport, P.E. CrossRoad Engineers, P.C. 3417 South Sherman Drive Beech Grove, IN 46107 RE: Additional Service Amendment #2, P.O. #21787 Dear Chip and Trent: As we discussed, the City of Carmel has a need for additional professional services and pursuant to our current contract with CrossRoad Engineers, Contract #030310.03 dated March 3, 2010, 1 have requested and received from you the proposed scope of services and fee estimates for the following work task: Additional Service Amendment #2— 2009 COIT Bond Management Program Management Fee See "Attachment A" Not to Exceed: $180,000.00 Per our contract procedural requirements, I hereby approve these Additional Professional Services estimates, and request that the Board of Public Works ratify the above referenced Contract Amendment. PLEASE NOTE Please be advised that "Additional Services" performed on City contracts must be billed separately from the original contract and other additional services. More importantly, the invoice must reference the appropriate Additional Service and P.O. shown above. Invoices received without the Additional Service referenced will be returned for proper identification. Thank you for your continued assistance in providing the City of Carmel with your professional, quality services. If you should have any questions, please give me a call. Sincerely, 7 2 7 -422 7 6= Michael T. McBride, P.E. City Engineer Reviewed and approved by: S eve' Engelki Director of A i ministration DEPARTMENT OF ENGINEERING ONE CIVIC SQUARE, CAILMEI., IN 46032 OFFICE 317.571.2441 FAX 317.571.2439 EMAIL, engineering ©cannel.in.gov r, ATTACHMENT "A" �.t March 23, 2010 (R05SROAD E111, P,C Mr. Mike McBride, City Engineer City of Carmel 1 Civic Square Carmel, IN 46032 Re: 2009 Carmel Bond Program Program Management Fee Proposal Dear Mike: We are excited about the prospect of continuing our involvement in the City's 2009 Bond Program by providing services to those we have been providing for the 2004 and 2006 Bond Programs. The total project cost for the 2009 Program is estimated at $20 million. Continuing our role from the prior programs, CrossRoad Engineers is proposing to be the Program Manager for the efforts being funded by this bond. As such, we would be providing various professional services for the City of Carmel, essentially serving as an extension of the City Engineer's staff. These services are delineated as follows: 1. Prepare for and hold regular meetings with representatives of each project as necessary in order to monitor the progress of the specific projects as well as the overall program. 2. Provide technical, periodic reviews of the plans being prepared by the engineering firms. Coordinate the project design overlap between the various projects and provide technical input and guidance to the engineering firms, where appropriate. 3. Assist the City Engineer in developing an overall program budget. Monitor the work being performed for budget compliance, tracking deviations and reporting same to the City Engineer. 4. Prepare reports and maps for coordination of the individual Bond Projects. Monitor the work being performed for adherence to the project schedules, tracking deviations and reporting same to the City Engineer. 5. Compare monthly payment requests from engineering firms, contractors, utility companies, etc., with actual progress of the work satisfactorily completed. 3417 Sherman Drive Beech Grove, Indiana 46107 Tel 317.780.1555 Fax 317.780.6525 Mr. Mike McBride, City Engineer City of Carmel March 23, 2010 Page 3 6. Review final bid documents prepared by the engineering firms. Assist the City Engineer in procuring bidders for the construction work. 7. Assist the Director of the Department of Community Relations with public relations. This will include helping to keep the City's Web Page current relative to the construction efforts, helping prepare press releases, conversations and meetings with property owners to keep them informed of construction efforts and the anticipated time schedule for each phase of the construction to occur. 8. Coordinate with various utility companies. We will communicate and coordinate with the utility companies having facilities within the geographic areas included within this Program. This will include holding project progress meetings during the design phase, seeking input from representatives of the utility companies, and monitoring the relocations necessary to accommodate the proposed construction. 9. Coordinate with designers, contractors, utility companies, etc. to ensure the City receives electronic files for all improvements included within this program; this includes Final Design and Record Drawings. In addition to the above services, there are specific projects for which we will provide Right -of- Way Management services. This will include the selection and supervision of various sub consultants that will perform specific functions required for the procurement of right -of -way parcels or easements. These functions include the appraising and buying services as well as the preparing and recording of the transfer documents. We will prepare an Asset Inventory of all right -of -way procured as a result of this program. This inventory will assist the City in complying with the requirements of GASB 34. We propose to provide the services described in Items 1 through 9 above for the 2009 Bond Program, including any Right -of -Way Management services that may be needed, for a lump sum of $180,000, which is 0.9% of the estimated construction cost of the projects within the Program. We propose to bill a lump sum amount of $7,500 for each month of the duration of the 24 -month Program. If the Program is completed sooner than expected, we will bill the remainder of the lump sum amount upon completion. If the Program schedule is longer than expected, then the final month's billing of $7,500 will not be billed until the Program is completed. Direct project expenses, including fees from sub consultants, will be considered reimbursable and billed at cost plus a 10% markup for administrative effort. We appreciate the City's trust in our ability to continue providing these services and look forward to working closely with you to make this 2009 Bond Program a success. Mr. Mike McBride, City Engineer City of Carmel March 23, 2010 Page 3 If you should have any questions or need any further information, please do not hesitate to call me. Sincerely, CrossRoad Engineers, PC Chi harles, P. E. Prei:ent