CrossRoad Engineers/Eng/26,000/Adl Serv #8/Main Street Drainage Improvement ProjectCrossRoad Engineers, P.C.
Engineering Department - 2016
Appropriation: ASA #8; #43-509.00; Storm Water; P.O. #33945
Contract Not To Exceed $26,000.00 '�QRO�Q
ADDITIONAL SERVICES AMENDMENT TO �Ao
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") entered into
by and between the City of Carmel and CrossRoad Engineers, P.C. (the `Professional'), as City Contract dated
March 16, 2016 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".
Furthermore, the terms of the Agreement shall be amended to include the E -verify requirement as stated in Indiana
Code § 22-5-1.7 et seq., which is attached hereto and incorporated herein as Exhibit `B", as well as the required E -
verify Affidavit, attached hereto and incorporated herein as Exhibit "C". Also, pursuant to I.C. § 5-22-16.5,
Professional shall certify that in signing this document, it does not engage in investment activities within the Country
of Iran. 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
by and through its Board of Public
Works and Safety
/BDy: Brainard, Presiding Offic r
e
Mary Burke, Mr!7-1Z
e
Date: /
N 0+- fnR n
Lori S. Watson, Member
CrossRoad Engineers, P.C.
By: % S
1 v
Authorized Signature
1(y vc� e rk -
Printed Name
�f
rc
Title
FID/TIN: 3S_—) 333 /
Last Four of SSN if Sole Proprietor:
Date:
ISaCmmn 1,T,.1Sv , fi G— ASA 09 Add2 Sw Amnul3.27-2012 ��id� &\Yrif, IanOunFc.d,i :JIS!?01C 11:31 ANT]
May 6, 2016
Mr. Jeremy Kashman, P.E.
City Engineer
City of Carmel
1 Civic Square
Carmel, IN 46032
RE: Fee Proposal
Main Street Drainage Improvement Project
Carmel, Indiana
Dear Jeremy:
CrossRoad Engineers is pleased to present this Scope of Services and Fee Proposal to provide
professional services associated with a Drainage Improvement Project on Main Street from
Guilford Road to 4th Avenue Southwest. The total length of this project is approximately 2,300
feet.
From our recent discussions, we understand that the project will involve improving the drainage
along the south pavement edge and possibly also adding curb in sections of the north pavement
edge where gaps exist. The south pavement edge improvements will include adding curb, curb
turnouts, and drainage structures where necessary. It is anticipated that the City will do an
asphalt surface mill and overlay project following this drainage improvement project.
We have based our Fee Proposal on the aforementioned assumptions. The following Scope of
Services is designed to assist you in the development of this project:
A. TOPOGRAPHIC SURVEY
CrossRoad Engineers will perform the field work and office work necessary to complete
a Topographic Survey for this site. Included will be information such as one foot
contouring, existing street elevations, existing sanitary and storm structures, and
verification of existing utilities. This survey will also include all research, office work,
and field work necessary to re-establish the existing Right -of -Way throughout the length
of the project.
B. PRELIMINARY PHASE
After the survey is completed, we will prepare a preliminary layout that will identify the
existing site amenities and will identify proposed project features such as the proposed
Mr. Jeremy Kashman, P.E.
City of Carmel
May 6, 2016
Page 1 of 4 /�
curb, drainage improvements, etc. Once the layout has been completed, we will meet
with you to discuss and make any necessary adjustments. This plan will then be used to
complete the design of the project.
C. DESIGN & CONSTRUCTION DRAWINGS
We will design all of the elements of the development necessary to insure the workability
of:
Curbs and any impacted sidewalks, ramps, drives, etc.
Storm structures as necessary
Drainage and grading
Construction drawings will be prepared in accordance with all state and local laws and
ordinances and will include the following:
■ Curb plan and profiles
■ Storm structures & drainage
■ Ditch grading as necessary
■ Erosion control plans
■ Maintenance of Traffic Details
D. REGULATORY SUBMITTALS & BIDDING PHASE
We will prepare the necessary applications for submittal and review and/or approval of
the construction plans prepared as part of this agreement. This task will include the
necessary administration services for preparing the submittals as well as time associated
with the coordination efforts with the local regulatory agencies. This work will also
include the services necessary to facilitate bidding of the project.
E. CONSTRUCTION STAKING, INSPECTION & AS -BUILT PLANS
Once design is complete, CrossRoad Engineers can perform construction staking,
inspection, and as -built plans if requested by the City of Carmel. This work will include
all office work and field work to complete the construction and final record drawings of
the project.
Mr. Jeremy Kashman, P.E.
City of Carmel
May 6, 2016
Page 2 of 4
::_� XI I I
F. METHOD FOR PAYMENT OF ENGINEERING FEES
During the course of this work, progress invoices will be prepared for the portions of the
work done to date based on the Fee Schedule included with this document as Attachment
"A". Prior to preparing these invoices, we will contact you to discuss the amount of
work that is complete and, therefore, the dollar amount that each invoice will be. These
invoices will be submitted by the 5th of each month and will become due by the 30th of
that same month. Invoices not paid within 30 days after submission to you will accrue
interest at a rate of 1.5% per month.
G. UNDERSTANDINGS
For additional services not covered herein, the work will be performed as authorized by
you at a mutually agreed upon rate.
Items not included are acquisition of building permits, sanitary sewer connection permits,
regulatory fees to accompany permit applications, and permits normally obtained by the
contractor(s). Payment for these items will not be the responsibility of CrossRoad
Engineers.
We are ready to begin and appreciate your allowing CrossRoad Engineers to design this project
for you. If you have any questions, please call me at 780-1555 ext. 114.
Sincerely,
CrossRoad Engineers, PC
Trent E. Newport, P. E., L. S.
President
Please signify your acceptance by signing below:
City of Carmel
Date
Mr
Jeremy Kashman, P.E.
City of Carmel
May 6, 2016
Page 3 of 4
FEE SCHEDULE
The total lump sum fee is divided into the following work components for billing purposes:
A. TOPOGRAPHIC SURVEY
B. PRELIMINARY PHASE
C. DESIGN & CONSTRUCTION DRAWINGS
D. REGULATORY SUBMITTALS & BIDDING PHASE
E. CONSTRUCTION STAKING, INSPECTION & AS -BUILT PLANS
TOTAL LUMP SUM FEE
(Not Including Item E above)
$ 6,500
$ 3,000
$12,500
$ 4,000
$ 26,000
Our total lump sum proposed fee is divided into the above work components for billing
purposes.
Mr. Jeremy Kashman, P.E.
City of Carmel
May 6, 2016
Page 4 of 4
CrossRoad Engineers, P.C.
Engineering Department - 2016
Appropriation: ASA #8; #43-509.00; Storm Water; P.O. #33945
Contract Not To Exceed $26,000.00
EXHIBIT `B"
E -verify requirement
All terms defined in I.C. § 22-5-1.7 et seq. are adopted and incorporated into this section of the Amendment.
Pursuant to I.C. § 22-5-1.7 et seq., Vendor shall enroll in and verify the work eligibility status of all of its newly -hired
employees using the E -Verify program, if it has not already done so as of the date of this Addendum. Vendor is further
required to execute the attached Affidavit, herein referred to as "Exhibit C", which is an Affidavit affirming that: (i) Vendor is
enrolled and is participating in the E -verify program, and (ii) Vendor does not knowingly employ any unauthorized aliens. This
Addendum incorporates by reference, and in its entirety, attached "Exhibit C." In support of the Affidavit, Vendor shall
provide the City with documentation that it has enrolled and is participating in the E -Verify program. This Agreement
shall not take effect until said Affidavit is signed by Vendor and delivered to the City's authorized representative.
Should Vendor subcontract for the performance of any work under this Addendum, the Vendor shall require any
subcontractor(s) to certify by affidavit that: (i) the subcontractor does not knowingly employ or contract with any unauthorized
aliens, and (ii) the subcontractor has enrolled and is participating in the E -verify program. Vendor shall maintain a copy of such
certification for the duration of the term of any subcontract. Vendor shall also deliver a copy of the certification to the City
within seven (7) days of the effective date of the subcontract.
If Vendor, or any subcontractor of Vendor, knowingly employs or contracts with any unauthorized aliens, or retains
an employee or contract with a person that the Vendor or subcontractor'subsequently learns is an unauthorized alien, Vendor
shall terminate the employment of or contract with the unauthorized alien within thirty (30) days ("Cure Period"). Should the
Vendor or any subcontractor of Vendor fail to cure within the Cure Period, the City has the right to terminate this Agreement
without consequence.
The E -Verify requirements of this Agreement will not apply, should the E -Verify program cease to exist.
[S:\ConImclssTrof.Svcs R Goods Svcs\Enginecring@016\CrossRond ASA N8 Ad81 Svcs Amend 3-27-2012 with E -Verify Inngungc.doc:5/182016 11:31 AMI
CrossRoad Engineers, P.C.
Engineering Department - 2016
Appropriation: ASA #8; #43-509.00; Storm Water; P.O. #33945
Contract Not To Exceed $26.000.00
Exhibit "C"
E -Verify Affidavit
being first duly sworn, deposes and says that
he/she is familiar with and ha personal knowledge of the facts herein and, if called as a witness in this
matter, could testify as follows:
I am over eighteen (18) years of age and am competent to testify to the facts contained
herein.
2. 1 am now and at 'all times relevant herein have been employed by
►-05 kv &tee" C (the "Company") in the position
of I'CStC�iehf'
I am familiar with the employment policies, practices, and procedures of the Company and
have the authority to act on behalf of the Company.
4. The Employer is enrolled and participates in the federal E -Verify program and has
provided documentation of such enrollment and participation to the City of Carmel,
Indiana.
5. The Company does not knowingly employ any unauthorized aliens.
FURTHER AFFIANT SAYETH NOT.
EXECUTED on the l844' day of i"lA-.� , 201
Printed:
I certify under the penalties for perjury under the laws of the United States of America and the State of
Indiana that the foregoing factual statements and representations are true and correct.
Printed: v-.�
ISaCmitrxt.V'mLSc.+ R G-k ASA N8 Add1 S-, Amen 13-27-2012,0h E-Wflfy hqi geAd 5/19/2016 1101 AM]
Cityof Carmel
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
Page 9 of 1
PURCHASE ORDERNUMBER
JL
FEDERAL EXCISE TAX EXEMPT
33945
ONE CIVIC SQUARE
35-6000972
THIS NUMBER MUST APPEAR ON INVOICES, AIP
CARMEL, INDIANA 46032-2584
THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
VOUCHER, DELIVERY MEMO, PACKING SLIPS,
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997
SHIPPING LABELS AND ANY CORRESPONDENCE
(PURCHASE ORDER DATE
DATE REQUIRED
I REQUISITION NO.
VENDOR NO.
DESCRIPTION
5/17/2016
068025
Project 16-SW-72; Contract Date 03.16.16 - USE Enc. P.O. 33467
CROSSROAD ENGINEERS, PC
City Engineering's Office
VENDOR 3417 S SHERMAN DR
SHIP 1 Civic Square
TO Carmel, IN 46032-
BEECH GROVE, IN 46107 -
Kate Lustig
PURCHASE ID BLANKET
CONTRACT
PAYMENTTERMS
FREIGHT
4955
QUANTITY UNIT OF MEASURE
DESCRIPTION
UNIT PRICE EXTENSION
Department: 250 Account., 43-509.00 Fund: 250 Storm Water
1 Each ASA 8 - Main Street Drainage Improvement Project
Send Invoice To:
City Engineering's Office
Kate Lustig
1 Civic Square
Carmel, IN 46032 -
PLEASE INVOICE IN DUPLICATE
$26,000.00
Sub Total
$26,000.00
$26,000.00
DEPARTMENT I ACCOUNT
PROJECT PROJECT ACCOUNT AMOUNT
PAYMENT $26,000.00
SHIPPING INSTRUCTIONS
' AIP VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A
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.O.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
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY
TITLE
CONTROL No. 33945 CLERK -TREASURER
May 17, 2016
Mr. Chip Charles, P.E.
Mr.Trent Newport, P.E.
CrossRoad Engineers, P.C.
3417 South Sherman Drive
Beech Grove, IN 46107
,JAMES BRAINARD, MAYOR
RE: Additional Service Amendment #8, P.O. #33945
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, dated March 16, 2016, I have requested and received from you the proposed
scope of services and fee estimates for the following work task:
Additional Service Amendment #8 — Main Street Drainage Improvement Project
Not to Exceed: $26,000.00
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,
Jere . Kashman, P.E.
City Engineer
Reviewed and approved by:
C. Engel&g
Director of Administration
DEPARTMENT OF ENGINEERING
ONE CIVIC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAx 317.571.2439
EMAIL engineering®carmel.in.gov
Received
05-18-16A10:07 RCVD
City of Carmel
Department of Law
LETTER OF TRANSMITTAL
Date: May 17, 2016
To: Doug Haney
Department of Law
From: Jeremy Kashman
Department of Engineering
RE: CrossRoad Engineers Additional Service Amendment
An additional service amendment is needed for Crossroad Engineers for the June 1st BPW meeting,
please.
Attached please find CrossRoad's scope of work and purchase order.
Contract Information:
Project Name: ASA #8 — Main Street Drainage Improvement Project
Vendor:
CrossRoad Engineers, P.C.
Amount:
$26,000.00
Appropriation:
P.O. 33945; 250-R4350900 Storm Water
Signature:
Chip Charles
Address:
3417 South Sherman Drive
Beech Grove, IN 46107
Phone:
317/780-1555
Fax:
317/780-6525
Email:
ccharles@crossroadengineers.com