Shrewsberry & Associates, LLC/Eng/Adl Serv #3/44,475/Spring Mill Road Landscape Improvements-DesignShrewsberry & Associates, LLC'
Engineering Department - 2017.
Appropriation4,2016 CO1T Bond Fund P.O. #1100121
Contract Not To Exceed $44,475.00
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 Shrewsberry &.Associates, LLC the, "Professional', as City Contract dated
March 9, 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". 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 fNDIANA
by and through its Board of Public
Works and Safety
Byi
d, Presiding Officer
AN
Mary An lurke, - mjer
Date: --✓✓ - j J // %
Lori S `•&66n, Member
Date:
ATTEST:
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Shrewsberry & Associates, LLC
By:
Authorized Signature
Printed Name
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Title
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Last Four of-SSN:if Sole Proprietor.
Date: ;271.2-12,9 Ipj
Suite 160
■ 7321 Shadeland Station DATE: January 30, 2017
Indianapolis, Indiana 46256 RE: Engagement Contract for Services
(t) 317-841-4799 PROJECT NAME: City of Carmel, Spring Mill Road
Ff U ( f ) 317-841-4790 Landscape Improvements
(w) shrewsusa.com PROJECT SITE NAME: Spring Mill Road, 106th
Street — Main Street
PROJECT LOCATION: Carmel, Indiana
PROJECT NO. 17-0012
1 (o — EfV 6y — 0
colT
Jeremy Kashman, PE, City Engineer
City of Carmel
Department of Engineering
One Civic Square
Carmel, Indiana 46032
Re: Fee Proposal for Spring Mill Road Landscape Improvements Design Services
Jeremy:
To ensure a better understanding of Shrewsberry & Associates' ("Shrewsberry") services to the City
of Carmel ("Client"), this contract is to confirm the Client's request for services and to outline the
terms of Shrewsberry's arrangement with our Client. It is our understanding fees associated with
these services will be included as an amendment to Shrewsberry's current professional services
agreement with the City of Carmel.
SCOPE OF SERVICES: The Scope of Services is as described in the attached Schedule A — Scope of
Services.
COMPENSATION: The Services will be performed under this contract for a lump sum fee of
$41,375.00 for base design services inclusive of project related expenses. If public bidding of
landscape improvements construction is desired, an additional lump sum fee of $3,100.00 inclusive
of project related expenses will be required. Associated billing rates are as listed in the attached
2016 Market Billing Rate schedule.
INVOICES: Unless otherwise agreed upon, Shrewsberry will submit monthly invoices to the Client for
Services performed and advances to date. Our invoice will be sent to:
Skip Tenanncour
American Structurepoint, Inc.
8425 Wicklow Way
Brownsburg, Indiana 46112
stennancour@structurepoint.com
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Spring Mill Road Landscape Improvements Design Proposal
City of Carmel, Department of Engineering
January 30, 2017
Scope of Services
PROJECT UNDERSTANDING
Shrewsberry will provide a landscape plan for Spring Mill Road between 106th Street and Main Street
corridor that may include canopy, ornamental and evergreen trees, along with appropriate
understory plantings such as woody shrubs and perennials consistent with City standards and
landscape aesthetics. Shrewsberry understands Spring Mill Road has been designed and
reconstructed between 106th Street and Main Street, approximately 2 -1/2 -miles in length. The
roadway is being widened with one thru traffic lane in each direction with a center curbed median in
certain sections and one new roundabout will be constructed at 111th Street. New sidewalks and
multi -use paths are included at various locations throughout the corridor all within the existing right-
of-way. The existing roundabouts will remain at 106th Street, 116th Street, Dorset Boulevard, and
Main Street.
A consistent landscape aesthetic is desired within the existing right-of-way of the corridor, along the
roadway edges and within the landscape medians with an emphasis on buffering and screening of
adjacent residential neighborhoods. As part of Shrewsberry tasks, in coordination with the -City, a
meeting with the residents at the Spring Mill Ridge neighborhood to listen to their concerns with
current construction activities will take place. The effort will allow the team to coordinate suggested
improvements into the project that may include landscape improvements within the northwest and
southwest quadrants, as well as within the Dorset Boulevard roundabout. In addition, it was noticed
:that the roundabout at 106th Street may require additional landscape treatment to be consistent with
the current aesthetic of Carmel.
Shrewsberry will use the available roadway design information, including CADD files, clear sight
triangle requirements and turning radii exhibits as necessary, as base design information for the
landscape improvements and will coordinate the landscape design with the city engineering and
street department staff. Landscape improvements will consist of tree, shrub, ornamental grass and
perennial plantings. A complete automatically controlled irrigation system will be included for
roundabouts, splitter islands and median areas in the bidding documents. The extent of edge
buffering and screening will be contingent on existing buffering and screening to remain following
roadway and sanitary sewer construction. Shrewsberry will assess existing plantings following
clearing and grubbing operations to determine additional edge landscape needs.
Carmel intends to solicit pricing for construction of landscape improvements for the project in late
Summer, 2017, as a change order to the roadway construction contract, with the completed
construction of landscape improvements in Spring, 2018. In the event the City of Carmel elects to
procure construction of the landscape improvements, separately as part of a public bidding process a
separate fee line item is included in the Compensation section.
TASK I: PROJECT KICK OFF AND COORDINATION
The first step in this process will be a coordination meeting with City Staff to confirm expectations,
schedule and project deliverables. This will provide the opportunity to discuss the design intent and
the anticipated construction budgets. On-site visual assessment during a site visit will allow the team
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Spring Mill Road Landscape Improvements Design Proposal
City of Carmel, Department of Engineering
January 30, 2017
to gain insight into the surrounding character and/or constraints of the project area for incorporation
into the proposed design plans.
TASK II: CONCEPT DEVELOPMENT AND CLIENT REVIEW
Shrewsberry will take the information gained from the coordination meeting and prepare a
preliminary concept. The City will arrange a meeting with the Spring Mill Ridge residents for input
that can be incorporated into the preliminary concept. This will be reviewed with City Staff.
Following the staff review meeting a final design concept will be prepared and will be used to start
design development services. The final design concept will be reviewed with Spring Mill Ridge
residents in a second meeting. The concept will include landscaping, incorporation of the hardscape
materials into the design; placement and quantities of site components. A preliminary opinion of
construction cost will be prepared and submitted with the preliminary concept. During preparation
of the Design Development and Construction Documents follow up coordination will be provided to
Spring Mill Ridge Residents if requested by the City.
TASK III: DESIGN DEVELOPMENT AND CLIENT REVIEW
Shrewsberry will take the approved final concept and information from the staff review meeting and
prepare the design development drawings. This task will consider vehicular sight lines, safety
requirements, hardscape elements, lighting, irrigation, plant palette, and maintenance. Initial
development of details and installation techniques will be provided with the design development
drawings. The opinion of probable construction cost will be updated and submitted with the design
development drawings.
.Once the design development drawings and opinion of construction costs are complete, Shrewsberry
will meet with the City of Carmel Engineering Staff to discuss. This will give the City an opportunity to
provide comments on the plans and solidify the budget. The plans will then be updated to reflect any
recommended changes or modifications.
TASK IV: CONSTRUCTION DOCUMENTS AND SPECIFICATIONS
Upon approval of the Design Development submission by the City, Shrewsberry will complete
Construction Documents and Specifications. The Construction Documentation will include layout,
grading, planting and irrigation design, detailing and preparation of technical specifications for the
approved design elements. Shrewsberry will coordinate with the City of Carmel to incorporate
technical specifications with current front-end specifications and bidding requirements.
TASK V: BIDDING PROCESS
Shrewsberry will assist the City and the roadway contractor with pricing of the landscape
improvements construction as a change order to the current roadway construction agreement, by
responding to landscape bidder questions and clarification requests, issuing an Addendum if
required, and assisting with bid evaluations as needed. An optional line item is included as part of
the compensation if public bidding of the project will be required by the City of Carmel. In addition
to the above tasks the optional public bidding fee proposal will include attendance at a pre-bid
meeting. The optional fee proposal for public bidding assumes the project will be bid following
solicitation of pricing as part of a roadway construction agreement change.
3
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Spring Mill Road Landscape Improvements Design Proposal
City of Carmel, Department of Engineering
January 30, 2017
TASK VI: CONSTRUCTION OBSERVATION SERVICES
Shrewsberry anticipates an overall construction duration of approximately 4 months and will assist
the City providing the following services during construction:
• Attend the pre -construction meeting.
• Respond to Requests for Information and proposal requests.
• Review construction submittals including product data and shop drawings.
• Review and evaluate change order requests.
• Attend up to 6 construction progress meetings on site including periodic site visits.
• Attend final completion and review punch list item completion.
ASSUMPTIONS
• The City will provide available plans, studies, topographic surveys and roadway design plans in
AutoCADD format for use as the base for plan development.
• Meetings and public presentations in addition to those noted above are not included in this
scope of services.
• Preparation of three-dimensional perspective graphics and similar presentation quality graphics
are not included in this scope of services.
• Extensions or evaluation of existing utilities beyond the site are not included in this scope of
work.
• Landscape improvements for up to three roundabouts are included in the proposed scope of
services. Improvements to additional roundabouts will require renegotiation of this scope of
services.
SCHEDULE
Shrewsberry is prepared to immediately begin the design process for the Spring Mill Road Landscape
Improvements upon notice to proceed. We anticipate the design and bidding documents to be
completed and available for bidding four months following Notice to Proceed. This schedule may be
adjusted based on availability of plans, meetings, review times and coordination with the roadway
widening construction. It is anticipated the Notice to Proceed for this amendment will be issued in
March and proposals will be solicited from the current roadway contractor as a change order to the
existing roadway construction contract in late Summer 2017.
CityofCarni,el
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
Page 1 of 1
PURCHASE ORDER NUMBER
FEDERAL EXCISE TAX EXEMPT
100121
ONE CIVIC SQUARE
35-6000972
THIS NUMBER MUST APPEAR ON INVOICES, AIP
CARMEL, INDIANA 46032-2584
VOUCHER, DELIVERY MEMO, PACKING SUPS,
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR
CITY OF CARMEL -1997
SHIPPING LABELS AND ANY CORRESPONDENCE
PURCHASE ORDER DATE
DATEREQUIRED.
REQUISITION NO.
VENDOR NO.
DESCRIPTION
1/30/2017
370383
Project 16 -ENG -13; Contract Date 03.09.16
SHREWSBERRY
City Engineering's Office
VENDOR 7321 SHADELAND STATION, STE 160
SHIP 1 Civic Square
TO Carmel, IN 46032 -
INDIANAPOLIS, IN 46256 -
Kate Lustig
PURCHASE ID
BLANKET
CONTRACT
PAYMENTTERMS
FREIGHT
12349
QUANTITY
UNIT OF MEASURE:
DESCRIPTION
UNIT PRICE EXTENSION
Department 2200 Fund: 0 COIT Bond Fund
Account: 94-650.04
1 Each ASA 3 -Spring Mill Road Landscape Improvements.- Design $44,475.00
Sub Total
( 11
Send Invoice To:
$44,475.00
$44,475.00
Skip Tennancour „mac f
American Structurepoint, Inc.
8425 Wicklow Way n*
Brownsburg, IN 46112
2016 COIT Bond
PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT PROJECT F PROJECTACCOUNT AMOUNT
PAYMENT $44,475.00
SHIPPING INSTRUCTIONS • AVP 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 UNOBUGATED 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
Jeremy Kashman Douglas Haney
TITLE Director Corporation Counsel
CONTROL NO. 100121 CLERK -TREASURER