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HomeMy WebLinkAboutRatio Architects, Inc/DOCS/ ADDITIONAL SERVICES $10,000 AZ. Ratio Architects, Inc. Department of Community Services 2010 Appropriation #43404 -00; P.O. #Phase I #16150 Phase 11 #21637 Contract Not To Exceed $10,000.00 APF'rtoVZO AS TO FORM BY ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR PURCHASE OF GOODS AND SERVICES THIS AMENDMENT TO THE GOODS AND SERVICES AGREEMENT "Agreement") entered into by and between the City of Carmel and Ratio Architects, Inc. (the "Vendor') as City Contract #08.2.06.09 shall amend the terms of the Agreement by adding the additional services to be provided by Vendor 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 RATIO ARCHITECTS, INC. by and through Its Board of Public Works and Safety By. By es Brainard, Presiding icer Authorized Signature 1 -te: b d z I I P \AB Name q A.P5iZooiat Ma An :urke, mber Date: O ESt> NT Title Lori SQ6Lagn, Member FID/TIN: 45 1 4,63 O u Date: i©f f i o SSN if Sole Proprietor: N 1r� ATTEST: Date: 50er. 30, Zoto 1 ,.,/.at., 1 na Cordray, IAMC, Clerk Ueasurer Date: Jo 20 –70 1Lt biniNh Svcs tuali Sa vs1D0055RATJO ARCFOTRCTS Adddmml Serra oc Ammil.dx MS) 1 t CITY OF JAMES BRAINARD, MAYOR June 1, 2010 Ratio Architects, Inc. Attention: Mr. John D. Jackson, ASLA 107 S. Pennsylvania St., Suite 100 Indianapolis, IN 46204 -3684 1 Re: Additional Professional Services #,i( (P.O. 150 for Phase I; PO 21637 for Phase II) Dear John: The City of Carmel has a need for additional pfofessional services over and above those set out in the Agreement for Purchase of Goods and Services between the City of Carmel an Ratio Architects, Inc. dated August 2, 2006 (Contract 08.02.06.01). I have requested and received from you the proposed scope of rvices and fee estimate for the following services, more fully described in the attached exhibit yi Additional Services Take previously submitted Schematic Level plans and advance them in several specific areas: Revise the east edge of the Esplanade at the Japanese Garden /storm water facility to create overlook spaces outside of the travel way Create an illustrative plan of the corridor Develop an opinion of probable cost. The cost opinion will represent a magnitude of cost consistent with the schematic level of the drawings. It is not intended to be a detailed estimate. Provide a report on the potential benefits of the proposed stormwater management areas shown on the current plans within the trail. Attend one meeting to review the plans with Carmel DOCS staff to answer questions. Make one presentation to the CCAT group. Location: Monon Trail, beginning at Main Street and extending south to West Carmel Drive. Ratio Architects, Inc. will complete the above identified design services for the following additional, not -to- exceed fees: Urban Design $5,500.00 Sustainable Site Engineering $4,000.00 $9,500.00 In addition, reimbursable expenses will not exceed $500.00 Per our procedural requirements, I hereby approve this "Additional Professional Services" estimate, and grant you the Notice to Proceed for the above services. EXHIBIT` DEPARTMENT OF COMMUNITY SERVICES 1 (1 ONE CIVIC SQUARE, CARMEL, IN 46032 PHONE 317.571.2417, FAX 317.571.2426 P MICHAEL P. HOLLIBAUGH, DIRECTOR PLEASE NOTE: Be advised that dditional Professional Services" performed through agreement with the City of Carmel must be billed separately from the original r: ent and other additional services. More importantly, the invoice must reference the appropriate Additional Services #f n' include the Purchase Order #21637 shown above. Invoices submitted without this information will be returned to your office. 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, Michael Hollibaugh Reviewed and approved by: Director cc: Mayor James Brainard r Ln Diana Cordray, Clerk Treasurer Cindy Sheeks, Clerk Treasurer's Office S.C. Engelkin_ Director of Administration ..(16 P C�aa RAT I O Architecture Preservation Interior Design Landscape Architecture Urban Planning Design Graphic Design Mr. Michael P. Hollibaugh Director, Department of Community Services City of Carmel 1 Civic Square Carmel, Indiana 46032 Dear Mike, PRINCIPALS William A. Browne Jr., FAIA, LEEDAP Thank you for taking time recently to review the status of the Monon Esplanade schematic R. Tim Borrick, FSMPS design. We continue to be excited about the possibilities that the corridor presents as a Robert G. Proctor Jr., AIA, LEED AP unique civic place within the City of Carmel. At your request, we have revisited our Thomas A. Cheesman, AIA N. Anthony Steinhardt, FSMPS original proposal for Phase II design services for the corridor. We offer the following revised scope and fee that responds to the need for a more fiscally conservative ASSOCIATEPRINCIPALS investment at this time: John D. Jackson, ASLA, LEED AP David A. Kroll, Assoc. AIA Thomas E. Cloud, AIA, LEEDAP PROJECT SCOPE Joseph P. Briggs, AIA Charles R. Bauer, RA The Project Scope will still consist of developing schematic level plans for the Monon CONSULTING PRINCIPAL Esplanade. The Esplanade begins at Main Street in Carmel and extends south to West David J. Rausch, AIA, LEEDAP Carmel Drive. The schematic design work will be based on the Monon Esplanade Urban Design Considerations completed March 2, 2007. The objective of the Project will be to apply the concepts developed in the Considerations to the trail. This exercise will help to determine the feasibility of the right of way width, centered trail vs divided trail, alternative stormwater management opportunities, and how the Considerations might respond to unique conditions along the corridor. An exception to the geographic scope is the section of the Esplanade that occurs within the City Center project. This portion of the Monon is being designed by others. SCOPE OF SERVICES The design services will consist of taking the Schematic Level plans that we have developed to date and advancing them in several specific areas. Specifically, the design team will: Revise the east edge of the Esplanade at the Japanese Garden /storm water facility to create overlook spaces outside of the travel way Create an illustrative plan of the corridor Develop an opinion of probable cost. The cost opinion will represent a magnitude of cost consistent with the schematic level of the drawings. It is not intended to be a detailed estimate. RATIO Architects, Inc. 10 East Chester Street Champaign, Illinois 61820 -4001 217.352.7696 f: 217.352.7831 /(I RATIOarchitects.com RATIOblog.com Champaign, Illinois Indianapolis, Indiana Ll `.�vj Michael Hollibaugh Page 2 March 16, 2010 Provide a report on the potential benefits of the proposed stormwater management areas shown on the current plans within the trail (raingardens) at the south end of the corridor. The summary will generally evaluate the concept of creating a district -wide alternative stormwater facility that serves as an amenity but also supports new development along the trail by reducing the burden of individual stormwater management needs at each site. The report will act as a special overlay district within the Stormwater Technical Manual for the Monon Esplanade Corridor. Attend one meeting to review the plans with Carmel DOCS staff and answer any questions. Make one presentation to the CCAT group. We have limited the number of meetings to two in the interest of reducing the fee as much as possible. The design team is available to attend additional meetings you may feel are beneficial on an hourly basis. We are assuming that the presentation to the CCAT group will complete the Project. In the event that the CCAT presentation /discussion results in a need for changes or revisions to the drawings or stormwater report, we will conduct that effort on an hourly not to exceed basis, or can develop a lump sum fee at your preference. The deliverables will consist of: Illustrative plans of each segment of the corridor in hard copy and electronic pdf format. A written Conceptual Engineering and Technical Manual An opinion of probable cost PROJECT SCHEDULE The work will be complete by April 23, 2010, assuming a notice to proceed by March 26, 2010. COMPENSATION In consideration of the Scope, Services and Schedule, we propose to complete the Project for a fee not to exceed Nine Thousand Five Hundred Dollars ($9,500). The fee breaks down as follows: Urban Design $5,500.00 Sustainable Site Engineering $4,000.00 Total 9,500.00 Phase 2 Previous Proposal: $22,200.00 Total Fee reduction• ($12,500.00) E: \00001 -1 \SAMPLE. LET c-e'? Michael Hollibaugh Page 3 March 16, 2010 REIMBURSABLE EXPENSES Expenses attributable to your project will be invoiced as a Reimbursable Expense at 1.10 times the items expense. We estimate reimbursable expenses will not exceed Five Hundred ($500.00). Expenses may include: A. Drawing Reproduction /photographic Reproduction B. Copying C. Supplies D. Mailing /Express Mail E. Long Distance Communications F. Mileage G. Renderings H. Agency reviews I. Assistance in obtaining variances to codes or ordinances J. Geotechnical Testing during construction K. Other, approved, miscellaneous expense incurred in the interest of the project ADDITIONAL SERVICES The following are not included the typical Basic Design Services. Services and associated fees for these items will be mutually agreed upon at a later date if necessary: 1. Additional meetings 2. Development of the plans beyond a schematic design level Any additional services beyond the identified Design Services, which you may request, will be invoiced at the hourly rates of the personnel assigned to the task. The range of hourly rates listed below is the approximate rate at which billing will occur. The following firm position titles fall within each Technical Level: RANGE OF 2010 FIRM TITLES HOURLY RATES Project Role Description (Subject to Annual Adjustment) 1. Principal 1 $210.00 2. Principal 2 $180.00 3. Associate Principal $150.00 4. Senior Associate $140.00 5. Associate $130.00 Project Director, Specification Writer Construction Observer 6. Senior Professional $120.00 Architect /Landscape Architect /Planner /Interior Designer /Graphic Designer 7. Professional $100.00 E: \00001 -I \SAMPLE. LET Tic; Michael Hollibaugh Page 4 March 16, 2010 Architect /Landscape Architect /Planner /Interior Designer /Graphic Designer 8. Graduate Professional $80.00 Graduate Architect /Landscape Architect /Planner /Interior Designer Technician /CADD Operator 9. Intern $60.00 Intern Architect /Landscape Architect /Planner /Interior Designer Technical Intern 10. Administrative $60.00 Clerical Assistant, Word Processing Other Support Services as required PAYMENT SCHEDULE Our invoices will be sent monthly and will be in proportion to services performed. Amounts unpaid thirty_(30) days after receipt of payment will bear interest at one and one half percent (1 -%2 per month annualized. ABANDONMENT If the project is abandoned, in part or in whole, payment on account of the services performed will be made upon presentation of a final accounting of services rendered and expenses incurred since the last paid invoice to date of such action. Please review the proposal and if everything appears to be in order, please sign in the space provided, and return one copy to us for our files. If you have any questions concerning this proposal, do not hesitate to contact me directly. We look forward to working with you and the City of Carmel and appreciate the opportunity to be involved in this important project! Sincerely, John D. Jackson, ASLA, LEED AP BD +C Associate Principal AUTHORIZATION TO PROCEED: Mr. Michael P. Hollibaugh Date Director, Department of Community Services, City of Carmel E: \00001 -1 SAMPLE. LET ‘di