American Structurepoint, Inc/Eng/508,180/Adl Serv #9/Rangeline Road Conceptual Design for Public Outreach and Carmel 4-Year Program American Structurepoint,Inc. •
Engineering Department-2016
Appropriation: ASA#9;#94-650.04;2016 COIT Bond;P.O.#33936704
Contract Not To Exceed$508,180.00 • 4 <'f
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ADDITIONAL SERVICES AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") entered into
by and between the City of Carmel and American Structurepoint, Inc. (the "Professional"), as City Contract dated
April 6, 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 . American Structurepoint, inc.
by and through its Board of Public
Works and Safety .
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James Brainard, Presiding Officer Authorized Signature
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"•` AMERICAN
El® STRUCTUREPOINT
INC.
April 15,2016
Mr. Jeremy Kashman
Carmel City Engineer
One Civic Square,
Carmel,Indiana 46032
Re: Rangeline Road Conceptual Design for Public Outreach and
Carmel 4-year Capital Program Public Information and Outreach
Dear Mr. Kashman:
On behalf of American Structurepoint, Inc., I am pleased to submit this proposal for conceptual
design and public outreach services.
The professional services will;include conceptual design, graphics, and rendering, as well as.
access coordination with developers and businesses for the proposed corridor improvements on
Rangeline Road.Through our subconsultant, Stakeholder International,we will also provide the
public outreach services described in ExhibitA.
Upon receiving notice to proceed from the City of Cannel, American Structurepoint will
commence with the above professional services for-a.total lump-sum fee of$508,180.
We look forward to working with the City of Carmel on this project. If you-should have any
questions,please do not hesitate to contact me at(317)'547-5580.
Very truly yours,
Aineric Structurepoint, Inc.
Willis' Conner, E
President
WRC:mek
Attachment.
cc Mike McBride EX /BIT
201502101
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City of Carmel Program Management Scope Items
Conceptual Design and Coordination Services
1. Professional will provide conceptual design rendering and coordination services for Rangeline Road
from 116th Street to 4th Street SE.
2. The Project will include VISSIM modelling for the entire corridor for one preferred scenario.Traffic
analysis and data collection will be provided by the City.
3. Conceptual design will include a 3D graphic visualization and rendering of the corridor within the
project limits.
4. Aerial photography will be provided in order to be incorporated into the rendering.
5. Professional will review developer plans for conformance with planned improvements along Rangeline
Road.
6. American Structurepoint will meet with businesses along the corridor to solicit input and discuss the
planned improvements.
a. It is assumed that four meetings will be required for business owner coordination
7. Professional will provide coordination services during design and construction of the Rangeline Road
Corridor.
8. Items Excluded:
a. Traffic study and analysis
b. Traffic data collection
ExHirarr
2.7T
May 16,2016 201502101
City of Carmel 4-Year Capital Program Public Information and Outreach
Scope Items
1.) Program Management
a. Transportation Project Communications Management
i. I day/week and twice monthly update meetings
b. Utility—Storm Water Project Communications Management
i. Monthly meetings as needed and 1/2 day/week
c. Financial Tracking
i. 16 hours/month
ii. Track purchase order expenditures to ensure P.O.amount is not exceeded
iii. Track supplemental contract amounts and change orders for P.O. adjustment
iv. Balance to cash bank statement
v. Prepare accounts payable voucher for each invoice(per P.O. number)
vi. Prepare disbursement request(list of invoices approved by Stakeholder to be paid)
. vii. Maintain financial spreadsheet(broken down by each project, income source,vendor, and
distributed to American Structurepoint monthly
viii. Monitor receipt of invoice submittals sot that they are received timely by Stakeholder in order
to meet American Structurepoint's schedule for meeting City's claim schedule
ix. Provide annual communications project cost report
x. Provide annual 1099 report and backup documentation
xi. Follow up on payment discrepancies
d. Development of a project based communications plan
i. As soon as a schedule for each of the projects is determined, a communications plan can be
finalized with a schedule for each deliverable. Because there are some components such as the
website that are independent of the projects,these elements will be started immediately.
ii. Additionally, a working description of each component in the total project will be completed
initially and used for public information documents. A photographic record of the"before"on
each project location will be made and incorporated into the descriptions.
iii. Coordination with all agencies of the state,county,and local government,including schools and
public safety, will be a critical component to be discussed and assigned to individuals/teams
during the communications planning phase.
e. City Council Relations
i. As these projects have potential for disruption in specific neighborhoods, Stakeholder will
prepare materials including brochures, handouts and charts for City Council members upon
request for their use in neighborhood meetings and their district newsletters and emails.
ii. City Council members will be invited to all public information meetings. r . �a y sr gg-1"
Ctka
f. Identification of impacted neighborhoods and groups
May 16,2016 201502101
i. Identification of neighborhoods and groups will be shared with City and American
Structurepoint for the purpose of strategic calendar planning and targeted communications.
g. Coordination of Specialized Business Support and Communications
i. There are specific projects that will impact neighboring businesses and institutions. A special
education and support program will be offered to these entities that will include calendar
planning,maps and copy for their websites,a suggested approach to dealing with the construction
such as couponing for businesses,and strategies to increase consumer traffic.
ii. Business roundtable — This will be an active stakeholder participation group that will meet
regularly with project management and city government to review project and next steps. This
is essential in providing a face to face forum to present the information from the contractor's
perspective in a positive way. At least two primary construction areas will be targeted for these
roundtables: Rangeline Road and 96th Street.
iii. Database of businesses—Unlike the Keystone reconstruction,which relied on City resources to
develop a residential and business database, this database will be purchased and consist of
business owners only in the 961h Street and the Rangeline Road project areas.This is essential to
maintaining quality communications with stakeholders in this project. The databases will be
made available in multiple formats to the Department of Community Relations and Economic
Development. The database on businesses will include profiling of business types, hours of
operation,key contacts,and headquarters information.
iv. Direct contact throughout the project — Stakeholder will put a known person on the street
throughout the project to check with stakeholders and monitor mood, provide positive
information,and provide encouragement.
v. Preparation of business information kits (maps, directions, timetables) —This service will be
targeted to assisting local businesses in communicating with potential and existing customers
during construction-related traffic interruptions.
h. Project Branding
i. Preparation of art, logo design, and standardized messaging emphasizing safety, economic
advantages,quality of life,protection of the environment,and enhanced neighborhood valuation.
At this time the brand will be Carmel Link 2.0.
i. City services coordination
i. The City provides a number of existing venues for communication, including but not limited to
a regularly published newsletter and a television program that is broadcast over the Government
Channel of the local cable network. The scope of services on this project will be to coordinate
the distribution of information using existing programs and services to minimize costs and
provide maximum efficiency whenever feasible.
j. Social media management and coordination
i. Maintain all social media communications for the project
ii. Website — The Carmel Link 2.0 website will function as a central information portal for all
project-related information, including news releases, video updates. The website will be made
mobile friendly. The website will allow for visitors to sign up for general Camel Link 2.0
notifications. These will be sent on an as needed basis to advise of progress, traffic changes,
detours, and disruptions, as well as any public meetings. These notices will initially be offered
as email and/or text notifications.
iii. Twitter — A Carmel Link 2.0 Twitter account has been established and will be managed by
Stakeholder for routine notifications and distribution of media. E X 13
May 16,2016 201502101
iv. Facebook—Carmel Link 2.0 Facebook page has been established and will be used to distribute
information and notices as well as provide a platform for information sharing. At this time, it is
not envisioned that citizen posting will be enabled. A push campaign will encourage persons to
like the Facebook page in order to expand the reach of any postings.
v. Instagram—Carmel Link 2.0 has been established on Instagram.
vi. You Tube Channel—Stakeholder will design and produce video segments to inform the public,
project management,city officials,state officials,media,and other organizations throughout the
project.
k. Email communications management
i. Email messages will be distributed as needed for all persons who have signed up on the Carmel
Link 2.0 website
ii. A blast message to all emails maintained by the City will be offered to encourage persons to sign
up on the website or the Facebook page for updates.
iii. Email messages will be shared with the City in order to allow them to distribute using their email
list.
iv. Neighborhood-specific messages will be provided to the City for use with the City's CAN
network list,
v. A monthly report of email analytics will be provided to the City for planning purposes.
1. Mobile App—A Carmel Link 2.0 mobile app will be launched that incorporates the technologies of
INRIX and Urban Airship to provide real time traffic information, travel assistance, and push
notification whether the app is live or not.
m. Text Messaging -- enabled through an opt-in provided on the webpage, these notifications can be
grouped by the user's interests i.e.,traffic notices, detour notices,utility projects,etc.
n. Newsletters and Brochures
i. Two newsletters will be prepared per year of the project term.
ii. Digital distribution of a newsletter will reduce postage costs while providing quick access to
information. The digital newsletter approach will allow daily updates if necessary, linking the
recipient to content on the website. Printed newsletters will be considered,but recommended in
limited quantities to control costs.
iii. Informational Brochure—This will evolve and be revised throughout the project. Stakeholder
will begin immediately to provide copy,photography, layout,and production of a document that
will be provided to City Council members in small quantities, stored at City Hall, and made
available in the lobby of City Hall. In addition,this brochure will be provided to thought leaders,
organizations, and institutions in the city, and made available through the website.
EXH B1T .
67:5•K
May 16,2016 201502101
American Structurepoint,Inc.
Engineering Department-2016
Appropriation:ASA#9;#94-650.04;2016 COLT Bond;P.O.#33936
Contract Not To Exceed$508,180.00
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:\Contracts'rof.Sva&Goods Svcs\Englnccring\2016\Amman Structurepoint,Inc.ASA 49 Add9 Svcs Amend 3-27-2012 with E-Vcrify langungc.doc:5/3l/2016 10:41 AM]
American Structurepoint,Inc:
Engineering Department-2016
Appropriation:ASA#9;#94-650.04;201.6 COLT Bond;P.O.#33936
Contract Not'To Exceed$508,1 S0.00
Exhibit"C"
E-Verify Affidavit
(3er7 f3ra•w✓► , being first duly sworn,deposes and says that
he/she is familiar with and has personal knowledge of the facts herein and, if called as a witness in this
matter, could testify as follows:
1. I am over eighteen (18) years of age and am competent to testify to the facts contained
herein.
2. I am now and at all times relevant herein have been employed by
M2r1'Gcr. 5+ru64eJepo.4f, /ic. (the "Company") in the position
of Vice /res,:/e,rt
3. 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 day of u NE , 20' hr.
Printed: -., 4• 1 2-./
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.
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LETTER OF TRANSMITTAL
Date: May 24, 2016
To: Doug Haney
Department of Law •
From: Jeremy Kashman
Department of Engineering
RE: American Structurepoint, Inc. Additional Service Amendment
One (1) additional service amendment is needed for American Structurepoint, Inc. for the June 15th,
BPW meeting, please.
Attached please find the work proposal and purchase order.
Contract Information:
Project Name: ASA#9; 16-ENG-75— Rangeline Road Conceptual Design for Public Outreach and
Carmel 4-Year Capital Program Public Information and Outreach
Vendor: American Structurepoint, Inc.
Amount: $508,180.00
Appropriation: PO #33936; 2016 COIT Bond
Signature: Willis R. Conner
Address: 7260 Shadeland Station
Indianapolis, IN 46256
Phone: 317/547-5580
Fax: 317/543-0270
Email: wconnerstructurepoint.com
GYP�' eaees.‘x yp"A. rp .. Y'�Td4
a°"' - t* 6-YEASTY IS A l6RYIC%Cr our
Company ID Number.254011
information Required for the E-Verify Program
Information relating to your Company:.
Company Name:American Structurepoint,Inc.
Company Facility Address:7260 Shadeland Station
Indianapolis,IN 4625E
Company Alternate
Address:
County or Parish: MARION
Employer Identification
Number: 351127317
North American Industry
Classification Systems
Code: 541
Parent Company:
Number of Employees:100 to499
Number of Sites Verified
for: 2
Are you verifying for more than.I site?If yes,please provide the number of sites verified for In
each State:
OHIO 1 site(s)
Page 12 of 13IE-Verify MOU for EmployerjRevision Date 10/20/06 www.dhs.gov/E-Verify
103
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..1(1
e-Vm11T1 35 A Havoc OF aMn
Company ID Number.254011
• INDIANA 1 site(s)
Information relating to the Program Administrator(s)for your Company on policy questions or
operational problems:
Name: Chelsea Shumaker
Telephone Number: (317)647'5510:x Fax Number (317)543-0270.
E-mail Address: cshumakerttstructurepolnt.com
Page 13 of 131E-Verify MOU for EmployerlRevision Date 10129108 www.dhs.gov/E-Verify
..rr cr2
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i
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Company ID Number.254011
To be accepted as a participant in E Verify, you should only sign the Employer's Section
of the signature page. If you have any questions, contact E-Verify at 888-464.4218.
Employer American Structurepoint,inc.
Chelsea Shumaker
Name(Please Type or Print) Title
Electronically Signed 09/17/2009
Signature Date..
Department of Homeland Security-Verification Division
USCIS Verification Division
Name(Please Type or Print) Title
Electronically Signed 09/17/2009 -
Signature Date
Page 11 of 131E-Verify MOU for EmployerlRevision Date 10/29/08 WWW.dhs.gov/E-Verify
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CITY ® ° A ° MEL
May 24,2016 JAMES BRAINARD, MAYOR
Mr. Willis R. Conner,PE, SE
Mr. Gregory L.Henneke,PE
Mr. Cash E. Canfield,PE
American Structurepoint,Inc.
7260 Shadeland Station
Indianapolis,IN 46256-3957
RE: Additional Service Amendment#9,P.O.#33936
Dear Mssrs. Conner and Henneke:
As we discussed,the City of Carmel has a need for additional professional services and pursuant to our current
contract with American Structurepoint, dated April 6, 2016. I have requested and received from you the proposed
scope of services and fee estimates for the following work tasks:
Additional Service Amendment#9— Rangeline Road Conceptual Design for Public Outreach
and Carmel 4-Year Capital Program Public Information
and Outreach
Not to Exceed: $508,180.00
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 Cannel 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:
S. C. E gelking
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
cii i t ®f IIiiriii:ie1 INDIANA RETAIL TAX EXEMPT Page 1 of 1
y CERTIFICATE NO.003120155 002 0 PURCHASE`ORD?R NUMBER
v/�/ FEDERAL EXCISE TAX EXEMPT 33 J
ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES,A/P
CARMEL, INDIANA 46032-2584 VOUCHER,DELIVERY MEMO,PACKING SLIPS,
SHIPPING LABELS AND ANY CORRESPONDENCE
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL-1997
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
5/20/2016 00350562 Project 16-ENG-75;Contract Date 04.06.16
AMERICAN STRUCTURE POINT, INC City Engineering's Office
VENDOR 7260 SHADELAND STATION SHIP 1 Civic Square
TO Carmel, IN 46032-
INDIANAPOLIS, IN 46256--3957 Kate Lustig
PURCHASE ID I BLANKET CONTRACT I PAYMENT TERMS I FREIGHT
5040
QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION
Department: 2200 Account: 94-650.04 Fund: 0 COIT Bond Fund
1 Each ASA 9-Rangeline Road Conceptual Design for Public $508,180.00 $508,180.00
Outreach and Carmel 4-Yr Program
Sub Total $508,180.00
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Send Invoice To: ; 1 , i�' z+
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Skip Tennancour ,, ,, °` / '
8425 Wicklow Way
Brownsburg, IN 46112 ,, , ,�q-rl,:T, A 3'; '. '
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2016 COIT Bond 4 ____,` c
PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT I PROJECT PROJECT ACCOUNT AMOUNT
PAYMENT $508,180.00
SHIPPING INSTRUCTIONS *AlP 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 // r
'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99,ACTS 1945
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY ,\
1
TITLE ��.`7 v
CONTROL NO. 33936 CLERK-TREASURER