HomeMy WebLinkAboutRundell Ernstberger Assoc. LLC/Engr Rundell Ernstberger Associates, LLC CCY14-retd V oq, I 0 C�
Engineering Department 2010
Appropriation #220 4462401; P.O. #21640 $24,500.00
Department of Community Services
Appropriation #1192 4462401; P.O.# 21640- $2,500.00
Contract Not To Exceed $27,000.00
AGREEMENT FOR PURCHASE OF GOODS AND SERVICES
APFn'OV7O AS TO FORM BY
THIS AGREEMENT FOR PURCHASE OF GOODS AND SERVICES "Agreement is hereby entered ihto°by
and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety "City and
Rundell Ernstberger Associates, LLC, an entity duly authorized to do business in the State of Indiana "Vendor").
TERMS AND CONDITIONS
1. ACKNOWLEDGMENT, ACCEPTANCE:
Vendor acknowledges that it has read and understands this Agreement, and agrees that its execution of
same constitutes its acceptance of all of the Agreement's terms and conditions.
2. PERFORMANCE:
City agrees to purchase the goods and /or services (the "Goods and Services from Vendor using City
budget appropriation number 2200 4462401 1192 4462401 funds. Vendor agrees to provide the Goods
and Services and to otherwise perform the requirements of this Agreement by applying at all times the
highest technical and industry standards.
3. PRICE AND PAYMENT TERMS:
3.1 Vendor estimates that the total price for the Goods and Services to be provided to City hereunder
shall be no more than Twenty Seven Thousand Dollars ($27,000.00) (the "Estimate Vendor shall
submit an invoice to City no more than once every thirty (30) days detailing the Goods and Services
provided to City within such time period. City shall pay Vendor for such Goods and Services within
sixty (60) days after the date of City's receipt of Vendor's invoice detailing same, so long as and to
the extent such Goods and Services are not disputed, are in accordance with the specifications set
forth in Exhibit A, are submitted on an invoice that contains the information contained on attached
Exhibit B, and Vendor has otherwise performed and satisfied all the terms and conditions of this
Agreement.
3.2 Vendor agrees not to provide any Goods and Services to City that would cause the total cost of the
Goods and Services provided by Vendor to City hereunder to exceed the Estimate, unless City has
previously agreed, in writing, to pay an amount in excess thereof.
4. WARRANTY:
Vendor expressly warrants that the Goods and Services covered by this Agreement will conform to those
certain specifications, descriptions and /or quotations regarding same as were provided to Vendor by City
and /or by Vendor to and accepted by City, all of which documents are incorporated herein by reference, and
that the Goods and Services will be delivered in a timely, good and workmanlike manner and free from
defect. Vendor acknowledges that it knows of City's intended use and expressly warrants that the Goods
and Services provided to City pursuant to this Agreement have been selected by Vendor based upon City's
stated use and are fit and sufficient for their particular purpose.
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Rundell Ernstberger Associates, LLC
Engineering Department 2010
Appropriation #220 4462401; P.O. #21640 $24,500.00
Department of Community Services
Appropriation #1192-4462401; P.O.# 21640- $2,500.00
Contract Not To Exceed $27,000.00
5. TIME AND PERFORMANCE:
This Agreement shall become effective as of the last date on which a party hereto executes same "Effective
Date and both parties shall thereafter perform their obligations hereunder in a timely manner. Time is of
the essence of this Agreement.
6. DISCLOSURE AND WARNINGS:
If requested by City, Vendor shall promptly furnish to City, in such form and detail as City may direct, a list of
all chemicals, materials, substances and items used in or during the provision of the Goods and Services
provided hereunder, including the quantity, quality and concentration thereof and any other information
relating thereto. At the time of the delivery of the Goods and Services provided hereunder, Vendor agrees to
furnish to City sufficient written warning and notice (including appropriate labels on containers and packing)
of any hazardous material utilized in or that is a part of the Goods and Services.
7. LIENS:
Vendor shall not cause or permit the filing of any lien on any of City's property. In the event any such lien is
filed and Vendor fails to remove such lien within ten (10) days after the filing thereof, by payment or bonding,
City shall have the right to pay such lien or obtain such bond, all at Vendor's sole cost and expense.
8. DEFAULT:
In the event Vendor: (a) repudiates, breaches or defaults under any of the terms or conditions of this
Agreement, including Vendor's warranties; (b) fails to provide the Goods and Services as specified herein;
(c) fails to make progress so as to endanger timely and proper provision of the Goods and Services and does
not correct such failure or breach within five (5) business days (or such shorter period of time as is
commercially reasonable under the circumstances) after receipt of notice from City specifying such failure or
breach; or (d) becomes insolvent, is placed into 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
(1) terminate all or any parts of this Agreement, without liability to Vendor; and (2) exercise all other rights
and remedies available to City at law and /or in equity.
9. INSURANCE AND INDEMNIFICATION:
Vendor shall procure and maintain in full force and effect during the term of this Agreement, with an insurer
licensed to do business in the State of Indiana, such insurance as is necessary for the protection of City and
Vendor from all claims for damages under any workers' compensation, occupational disease and /or
unemployment compensation act; for bodily injuries including, but not limited to, personal injury, sickness,
disease or death of or to any of Vendor's agents, officers, employees, contractors and subcontractors; and,
for 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 in attached Exhibit C. Vendor shall
cause its insurers to name City as an additional insured on all such insurance policies, shall promptly provide
City, upon request, with copies of all such policies, and shall provide that such insurance policies shall not be
canceled without thirty (30) days prior notice to City. Vendor shall indemnify and hold harmless City from and
against any and all liabilities, claims, demands or expenses (including, but not limited to, reasonable attorney
fees) for injury, death and /or damages to any person or property arising from or in connection with Vendor's
provision of Goods and Services pursuant to or under this Agreement or Vendor's use of City property.
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Rundell Ernstberger Associates, LLC
Engineering Department 2010
Appropriation #220 4462401; P.O. #21640 $24,500.00
Department of Community Services
Appropriation #1192-4462401; P.O.# 21640- $2,500.00
Contract Not To Exceed $27,000.00
Vendor further agrees to indemnify, defend and hold harmless City and its officers, officials, agents and
employees from all claims and suits of whatever type, including, but not limited to, all court costs, attorney
fees, and other expenses, caused by any act or omission of Vendor and /or of any of Vendor's agents,
officers, employees, contractors or subcontractors in the performance of this Agreement. These
indemnification obligations shall survive the termination of this Agreement.
10. GOVERNMENT COMPLIANCE:
Vendor agrees to comply with all federal, state and local laws, executive orders, rules, regulations and codes
which may be applicable to Vendor's performance of its obligations under this Agreement, and all relevant
provisions thereof are incorporated herein by this reference. Vendor agrees to indemnify and hold harmless
City from any loss, damage and /or liability resulting from any such violation of such laws, orders, rules,
regulations and codes. This indemnification obligation shall survive the termination of this Agreement.
11. NONDISCRIMINATION:
Vendor represents and warrants that it and all of its officers, employees, agents, contractors and
subcontractors shall comply with all laws of the United States, the State of Indiana and City prohibiting
discrimination against any employee, applicant for employment or other person in the provision of any Goods
and Services provided by this Agreement with respect to their hire, tenure, terms, conditions and privileges of
employment and any other matter related to their employment or subcontracting, because of race, religion,
color, sex, handicap, national origin, ancestry, age, disabled veteran status and /or Vietnam era veteran
status.
12. NO IMPLIED WAIVER:
The failure of either party to require performance by the other of any provision of this Agreement shall not
affect the right of such party to require such performance at any time thereafter, nor shall the waiver by any
party of a breach of any provision of this Agreement constitute a waiver of any succeeding breach of the
same or any other provision hereof.
13. NON- ASSIGNMENT:
Vendor shall not assign or pledge this Agreement, whether as collateral for a loan or otherwise, and shall not
delegate its obligations under this Agreement without City's prior written consent.
14. RELATIONSHIP OF PARTIES:
The relationship of the parties hereto shall be as provided for in this Agreement, and neither Vendor nor any
of its officers, employees, contractors, subcontractors and agents are employees of City. The contract price
set forth herein shall be the full and maximum compensation and monies required of City to be paid to
Vendor under or pursuant to this Agreement.
15. GOVERNING LAW; LAWSUITS:
This Agreement is to be construed in accordance with and governed by the laws of the State of Indiana,
except for its conflict of laws provisions. The parties agree that, in the event a lawsuit is filed hereunder, they
waive their right to a jury trial, agree to file any 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.
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Rundell Ernstberger Associates, LLC
Engineering Department 2010
Appropriation #220 4462401; P.O. #21640- $24,500.00
Department of Community Services
Appropriation #1192- 4462401; P.O.# 21640- $2,500.00
Contract Not To Exceed $27,000.00
16. SEVERABILITY:
If any term of this Agreement is invalid or unenforceable under any statute, regulation, ordinance, executive
order or other rule of law, such term shall be deemed reformed or deleted, but only to the extent necessary to
comply with same, and the remaining provisions of this Agreement shall remain in full force and effect.
17. NOTICE:
Any notice provided for in this Agreement will be sufficient if it is in writing and is delivered by postage
prepaid U.S. certified mail, return receipt requested, to the party to be notified at the address specified
herein:
If to City: City of Carmel
One Civic Square
Carmel, Indiana 46032
ATTN: Mike McBride, City Engineer
Mike Hollibaugh, Director, Department of Community Services
AND
Douglas C. Haney, City Attorney,
Department of Law
One Civic Square
Carmel, Indiana 46032
If to Vendor: Rundell Ernstberger Associates, LLC
429E. Vermont Street, Suite
Indianapolis, Indiana 48202
Telephone: 317- 263 -0127
E -Mail:
ATTENTION:
Notwithstanding the above, notice of termination under paragraph 18 hereinbelow shall be effective if given
orally, as long as written notice is then provided as set forth hereinabove within five (5) business days from
the date of such oral notice.
18. TERMINATION:
18.1 Notwithstanding anything to the contrary contained in this Agreement, City may, upon notice to
Vendor, immediately terminate this Agreement for cause, in the event of a default hereunder by
Vendor and /or if sufficient funds are not appropriated or encumbered to pay for the Goods and
Services to be provided hereunder. In the event of such termination, Vendor shall be entitled to
receive only payment for the undisputed invoice amount representing conforming Goods and
Services delivered as of the date of termination, except that such payment amount shall not exceed
the Estimate amount in effect at the time of termination, unless the parties have previously agreed in
writing to a greater amount.
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Rundell Ernstberger Associates, LLC
Engineering Department 2010
Appropriation #220 4462401; P.O. #21640- $24,500.00
Department of Community Services
Appropriation #1192- 4462401; P.O.# 21640- $2,500.00
Contract Not To Exceed $27,000.00
18.2 City may terminate this Agreement at any time upon thirty (30) days prior notice to Vendor. In the
event of such termination, Vendor shall be entitled to receive only payment for the undisputed
invoice amount of conforming Goods and Services delivered as of the date of termination, except
that such payment amount shall not exceed the Estimate amount in effect at the time of termination,
unless the parties have previously agreed in writing to a greater amount.
19. REPRESENTATIONS AND WARRANTIES
The parties represent and warrant that they are authorized to enter into this Agreement and that the persons
executing this Agreement have the authority to bind the party which they represent.
20. ADDITIONAL GOODS AND SERVICES
Vendor understands and agrees that City may, from time to time, request Vendor to provide additional goods
and services to City. When City desires additional goods and services from Vendor, the City shall notify
Vendor of such additional goods and services desired, as well as the time frame in which same are to be
provided. Only after City has approved Vendor's time and cost estimate for the provision of such additional
goods and services, has encumbered sufficient monies to pay for same, and has authorized Vendor, in
writing, to provide such additional goods and services, shall such goods and services be provided by Vendor
to City. A copy of the City's authorization documents for the purchase of additional goods and services shall
be numbered and attached hereto in the order in which they are approved by City.
21. TERM
Unless otherwise terminated in accordance with the termination provisions set forth in Paragraph 18
hereinabove, this Agreement shall be in effect from the Effective Date through December 31, 2010, and
shall, on the first day of each January thereafter, automatically renew for a period of one (1) calendar year,
unless otherwise agreed by the parties hereto.
22. HEADINGS
All heading and sections of this Agreement are inserted for convenience only and do not form a part of this
Agreement nor limit, expand or otherwise alter the meaning of any provision hereof.
23. BINDING EFFECT
The parties, and their respective officers, officials, agents, partners, successors, assigns and legal
representatives, are bound to the other with respect to all of the covenants, terms, warranties and obligations
set forth in Agreement.
24. NO THIRD PARTY BENEFICIARIES
This Agreement gives no rights or benefits to anyone other than City and Vendor.
25. ADVICE OF COUNSEL:
The parties warrant that they have read this Agreement and understand it, have had the opportunity to obtain
legal advice and assistance of counsel throughout the negotiation of this Agreement, and enter into same
freely, voluntarily, and without any duress, undue influence or coercion.
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Rundell Ernstberger Associates, LLC
Engineering Department 2010
Appropriation #220 4462401; P.O. #21640 $24,500.00
Department of Community Services
Appropriation #1192-4462401; P.O.# 21640- $2,500.00
Contract Not To Exceed $27,000.00
26. ENTIRE AGREEMENT:
This Agreement, together with any exhibits attached hereto or referenced herein, constitutes the entire
agreement between Vendor and City with respect to the subject matter hereof, and supersedes all prior oral
or written representations and agreements regarding same. Notwithstanding any other term or condition set
forth herein, but subject to paragraph 16 hereof, to the extent any term or condition contained in any exhibit
attached to this Agreement or in any document referenced herein conflicts with any term or condition
contained in this Agreement, the term or condition contained in this Agreement shall govem and prevail.
This Agreement may only be modified by written amendment executed by both parties hereto, or their
successors in interest.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as follows:
CITY OF CARMEL, INDIANA RUNDELL ERNSTBERGER ASSOC., LLC
by and through its Board of Public
Works and Safety
By: By:
Ja es Brainard, PresidintOffa uthorized Signature
Date: —I/
/C•Yih O Printed Name
M. An :urke, Me ber
Date: —/D Frio e c
Title
Al 1r Pa t
Lori S. Watson, Member FID/TlN: 3s
Date: S/ /PO
SSN if Sole Proprietor:
ATTEST: a
Date: 7. �i f! .1 to
/biana Cordray, IAMCIerk- Treasurer
Date:
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City of Carmel
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Carmel, IN 46032
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O re: US 31 Corridor I Context Sensitive Solutions (CSS) Review Services
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Dear Mike:
Rundell Ernstberger Associates, LLC is pleased to submit the following revised proposal for
consulting design services related to the US 31 corridor through the City of Carmel. We
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appreciate the opportunity to assist Carmel in this undertaking and are eager to continue our
work to assist Carmel in crafting a vision for this corridor that we helped start so many years
o ago.
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Project Understanding:
Based on our conversations with you, we have the following understanding of the scope of
z work for this project:
1. The City of Carmel wishes to engage the services of REA to advise and consult on INDOT's
proposed design of the US 31 Corridor. The immediate task is to assist in crafting a
coordinated response by Carmel and Westfield to INDOT's proposed CSS features
throughout the corridor. REA will coordinate our efforts with those of Westfield's
consultants. The project area includes the US 31 corridor from 1465 on the south to 146th
Street on the north; Westfield will focus on the area from 146th north to SR 32.
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2. The focus of REA's efforts will be to develop a clear set of design principles to be endorsed
a by Carmel and Westfield and submitted to INDOT for their inclusion in CSS considerations.
Collectively, these principles should define an overall identity for each community, provide
a visual continuity along the corridor, establish a high quality visual image along the
corridor, ensure pedestrian connectivity across the corridor, and determine pedestrian
focused detailing of the major infrastructure components.
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3. It is expected that REA will review and evaluate INDOT's proposed CSS design elements in
order to promote the incorporation of the City's design principles. REA will advise the City,
attend meetings as necessary, and provide design review.
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0 4. It is also expected that REA will prepare conceptual design graphics to communicate the
intended design principles in practice and help guide the CSS decisions proposed by
INDOT. Conceptual design elements to be considered by REA include, but are not
z necessarily limited to, landforms, planting design, lighting, gateways, intersection
treatments, bridge treatments, special pavements, and sculpture /public art.
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EXHIBIT
o 429 E. VERMONT STREET SUITE 110 INDIANAPOLIS, INDIANA 46202 TE [317] 263.0127 FX 263.2080
z M U N C I E OFFICE: T E 7 6 5 7 4 7 9 7 3 7 F X 7 6 5] 747.5053
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Carmel US 31 Corridor page 2 of 3
SCOPE OF WORK:
Based on the above understanding, we propose the following scope of work:
1. Evaluation of Current Plans:
Working from plans provided by the City, REA will review the current plans in detail in order
to understand and evaluate opportunities for potential CSS enhancements within the
design and engineering requirements of each project.
2. Design Principles:
REA will assist the City in developing a clear set of design principles to be submitted to
INDOT for their inclusion in CSS considerations. It is anticipated that up to three meetings
will be required to develop the principles, with additional meetings required to submit and
present them to INDOT and their consultants.
3. CSS Review:
REA will assist the City in reviewing and responding to INDOT's proposed CSS design. It is
anticipated that this work will include review meetings with the City, preparation of
coordinated response documentation in the form of written and graphic materials, and
meetings with INDOT and their consultants to review the City's response to proposed CSS
design elements.
4. Conceptual Design:
Utilizing INDOT's base plans REA will develop conceptual plans, elevations, and sections to
illustrate both hardscape and softscape enhancements. In addition, REA will assist the City
in preparing preliminary cost opinions for the proposed CSS enhancements.
COMPENSATION:
As the exact scope of work, outcomes, and amount of time required to complete this work is
difficult to predict, we propose to work on an hourly, as needed basis. Therefore, we propose a
fee of $27,500.00 for this work.
Services will be performed as needed and invoiced on an hourly basis.
Fees will not to be exceeded without prior written approval from the City of Carmel. Should
it be determined that the time and expenses invested by REA will increase beyond the
above described fee amount, notification will be given to the City and a request for
additional services will be prepared. We will proceed with the additional services upon
approval of the request by the City.
An allowance of $1,000 for reimbursable expenses is included in the above fees and will
be invoiced according to the attached schedule.
Additional services beyond those indicated herein will be billed per our hourly rates in
effect at the time services are rendered or on a negotiated fee basis. Such services will be
performed only when authorized in advance.
Costs for special renderings or presentation drawings are not included in the fee. If
requested by the client, these items will be billed at our direct cost.
Mike, I have tried to outline the steps we believe are necessary for a successful completion of
this project. If the terms of this proposal are agreeable to you, your signature below will
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Carmel US 31 Corridor page 3 of 3
constitute a satisfactory form of agreement between Rundell Ernstberger Associates, LLC and
the City of Carmel. Please return one (1) original copy to this office. Should you elect to utilize
a different form of agreement, please attach a copy of this letter as an exhibit.
If you have any questions or concerns regarding this proposal, please call me. Thank you for
the opportunity to provide you with this proposal. We look forward to hearing from you soon.
Sincerely,
Kevin Osburn, ASLA
Principal
attachment: REA Standard Fee and Reimbursement Schedule
Accepted: CITY OF CARMEL
By:
Date:
Ars
Val STANDARD FEE AND REIMBURSEMENT SCHEDULE
L a Indianapolis, IN 1 Mantic, IN 1 Louisville, KY
Effective April 2010
Rates indicated are subject to semi annual review and revision
PROFESSIONAL AND TECHNICAL STAFF HOURLY RATE
Principal $165.00
Associate $120.00
Professional Staff (Registered Land. Arch.) 100.00
Technical Staff (Graduate Land. Arch.) 70.00 $90.00
Clerical 60.00
A surcharge of fifty percent (50 will be added to hourly rates for expert witness testimony and /or for
participation at hearings, depositions, etc.
REIMBURSABLE EXPENSES
Mileage Standard Mileage Rate
Travel, Lodging, and Meals Cost
Telephone, Telex, Telecopy, Faxes, etc. Cost
Postage, Handling, etc. Cost
Copies
Black White (8 1 /2 x 11) $0.05 /copy
Black White (11 x 17) $0.10 /copy
Color In -House Printer
8 x 11 Inkjet $1.00
8 x 11 Presentation $1.50
8 x 11 Photo Paper $2.50
11 x 17 Inkjet $2.00
11 x 17 Presentation Paper $2.75
11 x 17 Photo Paper $3.50
CD Copies $5.00
Plots
Black White In -House Plots
Bond $1.00 SF
Vellum $1.50 SF
Mylar $1.75 SF
Color In -House Plots
Heavy bond $4.00 SF
Semi -Gloss $5.00 SF
High -Gloss $6.00 SF
Materials Cost 5%
Equipment Rental Cost 5%
Subcontract Services Cost 5%
INVOICES
Invoicing and payment schedule are detailed in the contract. Balances remaining unpaid after
thirty (30) days are subject to a monthly finance charge of 1.5% (18% annually) until paid.
RUNDELL ERNSTBERGER ASSOCIATES, LLC
INDIANAPOLIS, IN j MUNCIE, 15 j LOUISVILLE, KY j www.reasite.com
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