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JAMES BRAINARD, MAYOR
July 20,2016
Mr.Trent Newport
CrossRoad Engineers,PC
3417 S. Sherman Drive
Beech Grove,IN 46107
RE: Notice-To-Proceed; Project 16-SW-88; Small Structure and Culvert Lining—Culverts
8, 14, 30, 33, 49, 76, 98, 104, 165
Dear Trent:
Please let this serve as the official Notice to Proceed with the City of Carmel for Small Structure
and Culvert Lining. This contract agreement was signed at the Board of Public Works and Safety
meeting held July 20,2016 and is subject to the granting of this"Notice to Proceed."
Sincerely,
Jeremy Kashman
City Engineer
Cc: Jill Newport, CrossRoad Engineers
Chris Ogg, City of Cannel
DEPARTMENT OF ENGINEERING
ONE CIVIC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAx 317.571.2439
EMAIL engineering@carmel.in.gov
CrossRoad Engineers, P.C.
Engineering Department -2016
Appropriation: ASA#13;#94-650.04:P.O.#34002 2016 Storm Water Bond
Contract Not To Exceed$56.500.00
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ADDITIONAL SERVICES AMENDMENT TO FAO
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 CrossRoad Engineers, P.C.
by and through its Board of Public
Works and Safety
By: By:
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James Brainard, Presiding Officer uthori i ur
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July 8,2016 Lli14101111
Mr. Jeremy Kashman, P.E. CROSSROAD
ENGINEERS, PC
City Engineer
City of Carmel
1 Civic Square
Carmel, IN 46032
RE: 2016 Storm Water Bond
Small Structure and Culvert Lining
Culverts# 8, 14, 30, 33, 49, 76, 98, 104, and 165
Fee Proposal
Dear Jeremy:
As we discussed, we have prepared this proposal to provide surveying and engineering services
for the 9 different culverts as listed above. This project will be under the Small Structure and
Culvert Lining phase of the 2016 Storm Water Bond Program and will include lining of 6
culverts and the total reconstruction of 3 culverts.
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 the reconstructed structures only which include Culverts . No
survey will be required for the culvert linings. Included in the required survey 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
and relevant lot lines and platted drainage easements throughout the length of the
projects.
B. PRELIMINARY PHASE
To date on the project,we have completed evaluations on the condition of each culvert
and coordination with Carmel Engineering on the condition of the culverts and
recommendations for either lining or replacements. Due to the nature of culvert linings,
and the increases in velocities,we did field work to verify existing culvert conditions
(size, slope, etc.) and calculated the existing and resulting peak full-flow velocities. We
will also perform HY-8 modeling of the culverts to get actual velocities experienced in
Mr.Jeremy Kashman,P.E.
i�"'� H q B iT City of Carmel
l-mJ1 � July 8,2016
Page 1 of 4
the culvert and downstream creek. We have engaged Contech to provide
recommendations for the stream stabilization and energy dissipation, and we have field
measured these areas. We have begun the coordination of the permitting process with
IDEM and USACE and verified the locations of HCSO legal drains, and confirmed that
DNR does not have jurisdiction of the streams.
C. DESIGN & CONSTRUCTION DRAWINGS
We will design all of the elements of the development necessary to insure the workability
of:
• Any impacted curbs, sidewalks,ramps, drives, etc.
• Storm sewer and structures as necessary
• Culvert linings
■ Drainage and grading and energy dissipation features
Construction exhibits will be prepared in accordance with all state and local laws and
ordinances and will include the following:
• Storm structures& drainage exhibits
• Grading as necessary
■ Erosion control plans including energy dissipation features
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 creating the bid specifications and 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.
EX
HIBIT'
Mr.Jeremy Kashman,P.E.
City of Carmel
July 8,2016
Page 2 of 4
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
/if
Trent E.Newport, P. E., L. S.
President
Please signify your acceptance by signing below:
City of Carmel Date
Mr.Jeremy Kashman,P.E.
E_, 12 7 City of Carmel
July 8,2016
Page 3 of 4
ATTACHMENT "A"
FEE SCHEDULE
The total lump sum fee is divided into the following work components for billing purposes:
A. TOPOGRAPHIC SURVEY $ 8,000
B. PRELIMINARY PHASE $ 18,000
C. DESIGN & CONSTRUCTION DRAWINGS $ 22,500
D. REGULATORY SUBMITTALS & BIDDING PHASE $ 8,000
E. CONSTRUCTION STAKING, INSPECTION & AS-BUILT PLANS TBD
TOTAL LUMP SUM FEE $ 56,500
(Not Including Item E above)
Our total lump sum proposed fee is divided into the above work components for billing purposes.
Mr.Jeremy Kashman,P.E.
E• 'F U?" T City of Carmel
�B �a July 8,2016
Page 4 of 4
CrossRoad Engineers,P.C.
Engineering Department-2016
Appropriation: ASA#13;#94-650.04;P.O.#34002 2016 Storm Water Bond
Contract Not To Exceed$56,500.00
EXHIBIT"B"
E-verify requirement
All terms defined in 1.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.
1S:1ConIracls\Prof-Svcs&Goods SvcslEnginccrin020161CrossRoad ASA 413 Add'I Svcs Amcnd 3-27-2012 will,E-Vcrify lauguagc.doc:7/12/2016 3:16 PK
CrossRoad Engineers,P.C.
Engineering Department-2016
Appropriation: ASA#13;#94-650.04;P.O.#34002 2016 Storm Water Bond
Contract Not To Exceed$56,500.00
Exhibit"C"
E-Verify Affidavit
Gr'C �11.k.O , 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
CY O55&04 lo;v%eews , PC (the "Company") in the position
of le-esitteb.4-
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 'Z4IL day of , 201b.
P nted: .T
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 repres tations are true and ect.
I Tinted: f I t-it.
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Company 1D Number: 440231
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 CrossRoad Engineers, PC
Jill Newport
Name(Please Type or Print) Title
Electronically Signed 08/15/2011
Signature Date
Department of Homeland Security--Verification Division
USCIS Verification Division
..............................._.. ....
Name(Please Type or Print) Title
Electronically Signed 08/16/2011
ignature Date
Information Required for the E-Verify Program
Information relating to your Company:
Company Name-CrossRoad Engineers,PC
Company Facility Address 3417 Sherman Drive
Beech Grove,IN 46107
Company Alternate
Address: 417 Sherman Drive
Beech Grove,IN 46107
County or Parish MARION
Employer Identification
Number 351963331
Page 12 of 13 I E-Venfy MOU for Employer Rev"sion Date 09/01/09 www.dhs.gov!E-Verify
Irc f ' �`' Apis �`t
Company ID Number: 440231
North American Industry
Classification Systems
Code: 541
Administrator:
Number of Employees: i20 to 99
Number of Sites Verified
for: 1
Are you verifying for more than I site? If yes, please provide the number of sites verified for
in each State:
• INDIANA 1 site(s)
Information relating to the Program Administrator(s) for your Company on policy
questions or operational problems:
Name: Jill A Newport
Telephone Number: (317)780-1555 ext. 120 Fax Number. (317)780-6525
E-mail Address: jnetirport@erossroadcngineers.eem
Name: Walter E Charles
Telephone Number: (317)780-1555 ext. 115 Fax Number: (3(7)780-6525
E-mail Address: eelcella rlcsln)crossrondenpineers.com
Page 13 of 13 I E-Verify MOU(or Employer I Revision Dale 09101(09 www.dhs.gov/E-Verify
Received
07-12-16A11 :59 RCVD
City of Carmel
Department of Law
LETTER OF TRANSMITTAL
Date: July 11, 2016
To: Doug Haney
Department of Law
From: Jeremy Kashman µ1-
Department of Engineering
RE: CrossRoad Engineers Additional Service Amendment
An additional service amendment is needed for Crossroad Engineers for the July 20th BPW meeting,
please.
Attached please find CrossRoad's scope of work and purchase order.
Contract Information:
Project Name:ASA 13 — Small Structure and Culvert Lining — Culverts #8, 14, 30, 33, 49, 76, 98, 104,
and 165
Vendor: CrossRoad Engineers, P.C.
Amount: $56,500.00
Appropriation: P.O. 34002; 2016 Storm Water Bond
Signature: Chip Charles
Address: 3417 South Sherman Drive
Beech Grove, IN 46107
Phone: 317/780-1555
Fax: 317/780-6525
Email: ccharles a(�crossroadengineers.com
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1 1
July 11,2016
CI �, ., r� EL
JAMES BRAINARD, MAYOR
Mr. Chip Charles, P.E.
Mr.Trent Newport,P.E.
CrossRoad Engineers, P.C.
3417 South Sherman Drive
Beech Grove, IN 46107
RE: Additional Service Amendment#13,P.O.#34002
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#13— Small Structure Replacement and Culvert Lining
Culverts#8, 14,30,33,49,76,98, 104,and 165
Not to Exceed: $56,500.00
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 Cannel with your
professional quality services. If you should have any questions,please give me a call.
Sincerely,
J my . Kashman, P.E.
City Engineer
Re iewed and approved by:
S. C. gelking
DEPARTMENT OF ENGINEERING Director of Administration
ONE CIVIC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAx 317.571.2439
EMAIL engineering@carmel.in.gov
City of cIariririie1
INDIANA RETAIL TAX EXEMPT Page 1 of 1
CERTIFICATE NO.003120155 002 0 PURCHASE ORDER NUMBER
I
1 FEDERAL EXCISE TAX EXEMPT 34002
ONE CIVIC SQUARE 35-6000972
CARMEL, INDIANA 46032-2584 THIS NUMBER MUST APPEAR ON INVOICES,A!P
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL-1997 VOUCHER,DELIVERY MEMO,PACKING SLIPS,
. SHIPPING LABELS AND ANY CORRESPONDENCE
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO VENDOR NO.
DESCRIPTION -'-
7/11/2016 068025 Project 16-SW-88;Contract Date:03.16.16
CROSSROAD ENGINEERS, PC
VENDOR 3417 S SHERMAN DR City Engineering's Office
SHIP 1 Civic Square
TO Carmel, IN 46032-
BEECH GROVE, IN 46107-
- . Kate Lustig
1
PURCHASE ID BLANKET i CONTRACT
PAYMENT TERMS
6422 I 1
FREIGHT
;
I UNIT
QUANTITY OF MEASURE
DESCRIPTION - - _
UNIT PRICE . EXTENSION
Department 2200 Fund: 0 2016 Storm Water Bond
Account: 94-650.04
1 Each ASA 13 -Small Structure and Culvert LiningCulverts 8, 14,
30, 33,49, 76, 98, 104, 165 $56,500.00 $56,500.00
Sub Total
$56,500.00
Ok +
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4 $ SI;
Send Invoice To: 'g
1
Jill Newport
CrossRoad Engineers, P.C.
3417 Sherman Drive "- - '
\\\Beech Grove, IN 46107 1:4101 AO�" � 'j
G.O./Storm Water Bonds x
_ PLEASE INVOICE IN DUPLICATE
DEPARTMENT —�_
.___----- ACCOUNT PROJECT -- --
I PROJECT ACCOUNT
PAYMENT $56,500.00
SHIPPING INSTRUCTIONS ,A!P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A
'SHIP PREPAID. PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN
C.O.D.SHIPMENT CANNOT BE ACCEPTED. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN
`PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL /60.{.
THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
`THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99,ACTS 1945
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY
TITLE
CONTROL NO. 34002 CLERK-TREASURER