DLZ Indiana, LLC/Eng/Adl Serv #3/242,043.70/Main Street and Gray Road and Gray Road Multi-Use Trail – Construction InspectionDLZ lndiana,.LLC
Engineering Department - 2017
Appropriation # 2016 COIT Bond Fund P.O. #100531
Contract Not To Exceed $242,043.70 �QROV�
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 DLZ Indiana, LLC (the "Professional"), as City Contract dated March 31, 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, INDIANA
by -and through its Board of Public
Works and Safety
By:
aures Brainard Presi ingOffic
Date:
Ma An urke; Meer� �
Date: //
Lori S. Watso , er
Date: r7 161
A ES
Christine Pauley, C efk-Treasurer
Date:
jS'.Z141nnsVtNSRG—J, SvcalCnrinmin5\-'OIRUIZ Indiana. LLCASA kl.Joc.6P9/36172.561-M)
DLZ Indiana, LLC
By'
Authoriz d Signatur
Gary K. Fisk, P.E.
Printed Name
Vice President
Title
FID/TIN: 31-1741713
Last Four of SSN if Sole Proprietor:
Date: July 10, 2017
EXHIBIT "A"
SERVICES TO BE FURNISHED BY PROFESSIONAL:
In fulfillment of this Contract, the PROFESSIONAL shall comply with the requirements of the appropriate
regulations and requirements of the City of Carmel, Indiana.
The PROFESSIONAL shall be responsible for performing the following activities for the Construction
Observation of the Main Street and Gray Road Roundabout, Multi -Use Trail along W. Side Gray Rd.
from N. of 116th to S. of 136th St. Project Numbers 16 -ENG -55 & 16 -ENG -97:
Services by PROFESSIONAL
A. Engineering Personnel
For the fulfillment of all services outlined in Section B below, the PROFESSIONAL will provide one (1)
fulltime Resident Project Representative, Construction Observer(s), Inspectors and clerical personnel as required
for a period of time necessary to complete the construction project and final construction report. The
qualifications and experiences of personnel provided by the PROFESSIONAL are subject to approval by the CITY
and no personnel will be assigned to the project until CITY approval is obtained. The fulltime Resident Project
Representative will take directions from and report to the CITY's Representative on all matters concerning
contract compliance and administration. The fulltime Resident Project Representative will coordinate project
activities with the City's Project Coordinator. -
B. Description of Services
1. Construction Schedule: Review the construction schedule prepared by the Contractor for
compliance with the Contract, and give to the CITY detailed documentation concerning its
acceptability.
2. Conferences: Attend pre -construction conferences as directed by the CITY, arrange a
schedule of progress meetings, and such other job conferences as required for the timely
and acceptable conduct of the job, and submit such scheduled prepared, to the CITY for
notification to those who are expected to attend. Record for the CITY, as directed, minutes
of such meetings. The PROFESSIONAL shall be available for conferences as requested by the
CITY to review working details of the project. The CITY may review and inspect the activities
whenever desired during the life of the Agreement.
3. Liaison: Serve as the CITY's liaison with the contractor, working principally through the
Contractor's field superintendent or such other person in authority as designated by the
Contractor. Acting in liaison capacity, the fulltime Resident Project Representative shall be
thoroughly familiar with the plans and specifications applicable to the project to monitor
that all provisions therein are complied with. Any deviation observed shall be reported to
the CITY by the fulltime Resident Project Representative.
4. Cooperate with the CITY in dealing with the various Federal, State and Local Agencies having
jurisdiction over the project.
5. Assist the CITY in obtaining from the Contractor a list of his proposed suppliers and sub-
contractors.
6. Assist the CITY in obtaining from the Contractor additional details or information when
needed at the job site for proper execution of work. A
•pCHIBIT __
io(7
7. Equipment — Furnish all equipment necessary to sample and test materials in accordance
with required procedures.
8. Samples — Obtain field samples of materials delivered to the site as required and deliver
such samples to the appropriate laboratory office.
9. Shop Drawings:
a. Receive shop drawings and falsework drawings. Check for completeness and then forward
to CITY personnel for approval.
b. Review approved shop and falsework drawings, specifications and other submissions,
record receipt of this data, maintain a file of all drawings and submissions, and check
construction for compliance in accordance with the Contract Documents.
c. Alert the Contractor's field superintendent when it is observed that materials or
equipment are being or about to be used or installed before approval of shop drawings
or samples, where such are required, and advise the CITY when he believes it is
necessary to disapprove work as failing to conform to the Contract Documents.
10. Review of Work, Inspection and Tests:
a. Conduct on-site inspections for the CITY of the work in progress as a basis for
determining that the project is proceeding in accordance with the Contract Documents.
b. Provide on-site acceptance testing of materials in the manner and extent prescribed by
the CITY and in accordance with current accepted practices.
c. Accompany visiting inspectors, representing Local, State or Federal Agencies having
jurisdiction over the project, and report details of such inspection to the CITY.
d. Verify that required testing has been accomplished.
11. Modification: Consider and evaluate the Contractor's suggestions for modifications in
drawings and/or specifications and report them with recommendations to the CITY.
12. Records:
a. Prepare and maintain at the job site orderly files of correspondence, reports of job
conferences, shop drawings and other submissions, reproductions of original Contract
Documents, including all addenda, change orders and additional drawings subsequent
to the award of the Contract, progress reports and other project related documents.
b. Keep a diary or log book, recording hours on the job site, weather conditions, list of
visiting officials, decisions, general observations, and specific observations with regard
to test procedures. Upon request, furnish copies of such a diary or log book to the CITY.
c. Maintain for the CITY, a record of names, addresses and telephone numbers of all sub-
contractors and major material suppliers.
d. Maintain a set of drawings on which authorized changes are noted, and deliver to the
CITY upon request, but in any event at the completion of the project.
e. Prepare the Final Construction Record and Final Estimate as required by the INDOT and
the CITY.
13. Reports: Furnish to the CITY at periodic intervals, as required, progress reports of the
project, including the Contractor's compliance with the approved construction schedule.
14. Progress Estimates: Prepare progress estimates for periodic partial payments to the
Contractor and deliver to the CITY for review and processing. The payments to the
"EXHIBrr
260
Contractor will be based on estimates of the value of work performed and materials
complete in place in accordance with the contract.
15. Project Responsibility: The Resident Project Representative will be. responsible for the
documentation of pay quantities and estimates, and the maintenance of appropriate
records related to the construction of this project.
16. Work Schedule and Suspension: The PROFESSIONAL'S staff will be required to regulate their
work week to conform to the contractor's hours in accordance with the directions of the
CITY. If work on the construction project is suspended and all matters concerning contract
compliance and administration are complete, the services of the PROFESSIONAL may also be
suspended without cost to the project.
17. Contract Administration: The PROFESSIONAL will administer the contract in accordance with
CITY'S procedures.
18. Conflict of Interest: The PROFESSIONAL acknowledges and agrees that the PROFESSIONAL, a
firm associated with the PROFESSIONAL or an individual associated with the PROFESSIONAL
cannot accept or perform any work (including but not limited to construction engineering,
production staking, falsework drawings, shop drawings) for the contractor, material supplier
of the contractor or for any of the contractor's subcontractors on this project. For purposes
of this section a firm is associated with the PROFESSIONAL if the firm and PROFESSIONAL
have a common director, common officer or a common owner. For purposes of this section
an individual is associated with the PROFESSIONAL if the individual is an employee of the
PROFESSIONAL or an employee of a firm associated with the PROFESSIONAL.
For purposes of this section the following definitions shall be used:
Director — Any member of the board of directors of a corporation.
Officer — The president, secretary, treasurer, or such other officers as may be prescribed by
the corporation's bylaws.
Owner — A sole proprietor, any partner in a partnership, or any shareholder of a corporation.
INFORMATION AND SERVICES TO BE FURNISHED BY THE CITY:
A. The CITY shall furnish the PROFESSIONAL with the following:
1. CITY shall designate an employee as Project Coordinator to coordinate activities between
PROFESSIONAL, and CITY.
2. Assistance to the PROFESSIONAL by placing at his or her disposal all available information
pertinent to the project including but not limited to: The Standard Specifications and Standard
Drawings applicable to the project; All written views pertinent to the location and
environmental studies that are received; necessary permit forms and permit processing (US
Army Corps of Engineers, US Coast Guard, and/or Indiana Department of Natural Resources).
SCHEDULE:
No work under this Contract shall be performed by the PROFESSIONAL until the PROFESSIONAL
receives a written notice to proceed from the CITY.
All work by the PROFESSIONAL under this Contract shall be completed and delivered to the CITY for
review and approval within the approximate time periods shown in the following submission schedule:
"EXHIBIT •
3
��7
The PROFESSIONAL will be prepared to begin the work under this Agreement within five (5) days after a
letter of notification to proceed is received from the CITY. The PROFESSIONAL shall conform to the below listed
items:
1. Pre -Construction Minutes written and distributed for concurrence, five (5) days after the Pre -
Construction Meeting is held
2. Final Construction Records to the CITY within forty-five (45) days after pre -final inspection has
been held
3. Amended Final Construction Record as necessary to meet the requirements for Tree Plantings
and Notice of Termination within ten (10) days of Tree Planting acceptance or Notice of
Termination filing.
4. Based on the letting date in July 2017 and the proposed scope of work of the project, the
estimated construction completion date is November 30, 2017.
COMPENSATION:
A. Amount of Payment
1. The PROFESSIONAL shall receive as payment for the work performed under this
Contract the total amount not to exceed $242,043.70 unless a supplement is executed
by the parties that increases the maximum amount payable.
2. The PROFESSIONAL will be paid for the actual hours of work performed exclusively on
this Contract in accordance with the negotiated hourly billing rates per classification:
Labor Classification 2017
Billable
Rate
Senior Project Manager $185.00
Construction Observer Manager $125.00
Construction Observer $100.00
Clerical $65.00
3. For those services performed by the PROFESSIONAL, the PROFESSIONAL will be
reimbursed the direct non -salary costs (the actual cost of such out-of-pocket expenses
directly attributable to the Contract, such as fares, mileage, long distance calls,
equipment rentals, reproductions, etc.) as approved by CITY
4. For those services performed by other than the PROFESSIONAL, the PROFESSIONAL will
be reimbursed for the actual invoice plus 20% for the services performed by other than
the PROFESSIONAL, provided that each such claim voucher shall be subject to approval
as reasonable by the CITY prior to any reimbursement therefore.
"EXHIBIT '
`/ 6
5. The Project Representatives and/or Observers shall be on the construction site
whenever the Contractor is engaged in any activity requiring inspection or testing
concurrent with the construction or activity. In order for the contractor to comply with
the Contract Plans and Specifications and complete the work within the time required, it
is often necessary for the Contractor to work more than an 8 -hour day and more than a
5 -day week. This in turn may require the Resident Project Representative and
Observers to work over 40 hours per week. The PROFESSIONAL shall not bill for
overtime for any individual until 40 hours have been worked on the Contract for the
week by that individual. Holiday hours not worked on the Contract do not apply to the
40 -hour week total.
B. Method of Payment
1. The PROFESSIONAL may submit a maximum of one invoice per calendar month for work
covered under this Contract. The claim vouchers shall be submitted to:
City of Carmel
Department of Engineering
One Civic Square
Carmel, IN 46032
ATTN: Mr. Jeremy Kashman, PE
2. The invoice shall represent the value to the CITY (CITY) of the partially completed work
as of the date of the invoice. When submitting an invoice, the PROFESSIONAL shall
furnish a copy of records showing the individuals who worked on this Contract during
the month, their classification, the number of hours worked since the last invoice was
submitted, and the hourly rate.
3. If the CITY does.not agree with the amount claimed by the PROFESSIONAL on a claim
voucher, the CITY will send the PROFESSIONAL a letter by regular mail and list the
differences between actual and claimed progress.
4. If, prior to the satisfactory completion of the services under this Contract, the total of
the direct and indirect costs incurred by the PROFESSIONAL is within ten percent (10%)
of the maximum amount payable, the PROFESSIONAL shall notify CITY and the status
will be evaluated.
"EXHIBIT /\ `
Fee Proposal Main Street and Gray Road and Trail along Gray Projects 16 -ENG -55 and 16 -ENG -97
Manhours & Rates
2017
Total
Negotiated
Rates
2:,
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Name
Classification
Hourly
Rate
Number of Estimated Manhours
Michael Smith, DLZ
Construction
Observer
Manager
$125.00
80
250
220
200
120
870
$108,750.00
Tom Stoffl, DLZ
Senior Project
Manager
$185.00
01
1
81
20
201
-
16
8
72
$13,320.00
Construction Observer, DLZ
Construction
Observer
$100.00
160
250
220
200
120
950
$95,000.00
PT Construction Observer, DLZ
Construction
Observer
$100.00
01
80
80
80
0
240
$24,000.00
Total. Majnhours 201 T". . ..-; _
, :' n .
0;;
0
0
�..'` 0
: -.., 0
i =-
Of
248'
.600_
; 540
.,,496
X48
_ 2132
e$241070..00.
Expenses
Rate
Estimated Number of Work Mileage
Mileage
$0.54
0 300 580 480 440 20
1820
$973.70
Total Zi6ens6s, ...v. ...
_
$973,70;
Grand Total Hours and free. Proposal for.Gray;Road Corridor GE :' .
$242,043:7Q
* Overtime included for months of September through November due to compressed construction schedule
Q
DLZ INDIANA, LLC - STANDARD FEE STRUCTURE
ENGINEERING/ARCHITECTURAL
2017
Activity Cade
m
EmployeeClassification
-
Houry
Rate
1
Principal
$220.00
49/49D
Division Manager/Director
$205.00
50
Department Manager
$185.00
55/4
Registered Land Surveyor/Survey Coordinator
$135.00
80/217
Senior Project Manager / Project Manager II
$185.00
21/216
Project Manager 1
$170.00
L:341/340/556/557
Electrical/Mechanical/Structural Engineer VI
$170.00
555/565/214
Engineer V/Architect V/Landscape Arch. V/Planner V/Scientist V/Geologist V/ Surveyor V
$165.00
554/564
Engineer IV/Architect IV/Landscape Architect IV/Planner IV/Scientist IV/Geologist IV
$160.00
53/58
Engineer III/Architect III/Landscape Architect III/Planner III/Scientist III/Geologist III
$140.00
52/57
Engineer II/Architect II/Landscape Architect II/Planner II/Scientist II/Geologist 11
$130.00
51/56
Engineer I/Architect I/Landscape Architect I/Planner I/Scientist I/Geologist 1
$105.00
28
Designer 1
$95.00
472
Designer II
$110.00
473
Designer III
$125.00
29
Technician
$75.00
126/147
Construction Observer Manager /Administrator
$125.00
152
Construction Observer
$100.00
43
Clerical
$65.00
430
Office Services Coordinator
$75.00
06
Intern
$50.00
Rei'rnbursable Eicpehses; _;;Rate,
Mileage $0.535/mile
Travel Expenses @ Cost
Living Expenses @ Cost
Reproduction Cost plus 20%
Subconsultants Cost plus 20%
Equipment Rental Cost plus 20%
Rates are subject to revision on January 1 of each year. Cost of living/inflation increases of 3 to 7% per annum can be anticipated. 'EXHIBIT
S:\Dept\Administration\Clerical\RATES\2016 Hourly Rates - DLZ Indiana.docx
a
76-C7
3
E6w0assjficatiort �= ��'
20I7�Iourty;Rdte
142/99
142/99
2 - person Topographic Survey Crew (straight time)
2 — person Topographic Survey Crew (over time)
$200.00
$265.00
63
1— person Field Crew
$120.00
63
1— person Field Crew (over time)
$160.00
GPS
1— person GPS/RTK Field Crew
$160.00
SCAN
HDS Laser Scanning Crew
$260.00
13/94
Field Survey Technician / Survey -Mapping Assistant
$85.00
Rei'rnbursable Eicpehses; _;;Rate,
Mileage $0.535/mile
Travel Expenses @ Cost
Living Expenses @ Cost
Reproduction Cost plus 20%
Subconsultants Cost plus 20%
Equipment Rental Cost plus 20%
Rates are subject to revision on January 1 of each year. Cost of living/inflation increases of 3 to 7% per annum can be anticipated. 'EXHIBIT
S:\Dept\Administration\Clerical\RATES\2016 Hourly Rates - DLZ Indiana.docx
a
76-C7
La1_1.__cDLZ
ARCHITECTURE• ENGINEERING• PLANNING
SURVEYING •CONSTRUCTION SERVICES
June 23, 2017
Mr. Jeremy Kashman, PE
City Engineer
City of Carmel, Indiana
One Civic Square
Carmel, IN 46032
INNOVATIVE IDEAS
EXCEPTIONAL DESIGN
UNMATCHED CLIENT SERVICE
Re: Proposal for Construction Observation Services
Main St. and Gray Road Roundabout & Multi -Use Trail along W. Side Gray Rd. from N. of 116th to S. of
136th St. Project Numbers 16 -ENG -55 & 16 -ENG -97
Dear Mr. Kashman:
Per your request, DLZ Indiana, LLC (DLZ) is pleased to submit this proposal for construction observation
services for the construction of the project located along the Gray Road Corridor noted above. Based upon
your request, these services will consist of providing full time construction observation.
PROJECT DESCRIPTION
The project includes construction observation services for the construction of a roundabout intersection at
Main Street and Gray Road, and a Multi -Use Trail along the west side of Gray Road from 116th St. to 136th St.
SCOPE OF SERVICES
Anticipated work elements for the normal scope of construction are those as described in the attached
proposed scope of services. These services include construction observation and administration activities
following the City of Carmel Standard Specifications and normal industry standards. DLZ proposes to have
Mr. Michael Smith, serve as the Construction Observer Manager on the project with Mr. Thomas Stoffl, PE
providing oversight and supplemental assistance as required. Additionally, we have included time for
additional construction observers given the compressed construction schedule and the expectation that the
contractor will work overtime and in multiple locations in order to meet the substantial completion date and
final completion date.
SCHEDULE
The scheduled term of these services will be from the date of the Notice to Proceed from City of Carmel to
the date that the Final Construction Record is completed and submitted, within the allotted time as provided
for by the contract. We have assumed the following schedule for the project:
• Contract Letting Date: July 2017
• Anticipated Notice to Proceed for Construction Observation: August 15, 2017
• Anticipated Road Closure Date: September 15, 2017
157 E Maryland St, Indianapolis, IN 46204-3608 I OFFICE 317.633.4120 I ONLINE WWW.DLZ.COM
Akron Arlington Heights Burns Harbor Chicago Cleveland Columbus Detroit Fort Wayne Frankfort Hammond Indianapolis Joliet
Kalamazoo Lansing Louisville Melvindale Saint Joseph South Bend Toledo
s;�
DLZ
iu�
ARCHITECTURE- ENG I NEER ING•PLANNING
SURVEYING • CONSTRUCTION SERVICES
INNOVATIVE IDEAS Mr. Jeremy Kashman
EXCEPTIONAL DESIGN Gray Road and Main Street Construction observation
UNMATCHED CLIENT SERVICE Page 2 of 2
• Substantial Completion Date: November 15, 2017
• Final Project Completion Date: November 30, 2017
Should these schedule dates or construction amount change, we will modify this proposal accordingly.
COMPENSATION
DLZ respectfully requests for performing the herein described construction observation services to be
compensated on the basis of actual hours of work performed by essential personnel on an hourly basis using
hourly rates shown on Exhibit A. DLZ also requests payment for other direct non -salary costs (mileage, office
supplies, copying) as approved by the City. DLZ proposes to receive as payment for the work performed
under this agreement a total amount not to exceed $242,043.70.
This fee was calculated based on the assumed schedule listed above, estimated hours of involvement from
various DLZ staff, other associated costs and an engineer's estimate of $3,038,625. The proposed Scope of
Work (Exhibit "A"), fee breakdown and expense estimate, and the 2017 DLZ Standard Fee Structure is
attached.
DLZ wishes to thank the City of Carmel for their continued confidence in our firm and we look forward to
working with you on these important projects. If you should have any questions on this proposal or wish to
further discuss the contents, please feel free to contact our office at (317) 633-4120 or email at
liohnson@dlz.com.
Very truly yours,
DLZ INDIANA, LLC
��77� _ 6q_
Brian L. Glaze, PE
President
Attachment: as noted
cc: M. Leavitt, H. Ghumman, T. Stoffl, M. Jent, file
Xauk�� D.
Laurie D. Johnson, .E.
Vice President
City ®f Carmel
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
Page 9 of 1
PURCHASE ORDER NUMBER
SHIPPING INSTRUCTIONS
FEDERAL EXCISE TAX EXEMPT
100531
ONE CIVIC SQUARE
35-6000972
THIS NUMBER MUST APPEAR ON INVOICES, AIP
CARMEL, INDIANA 46032-2584
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
6/28/2017
061515
Project 16 -ENG -55 and 16 -ENG -97; Contract Date 03.31.16
DLZ INDIANA, LLC.
City Engineering's Office
VENDOR 157 EAST MARYLAND ST
SHIP 1 Civic Square
TO Carmel, IN 46032 -
INDIANAPOLIS, IN 46204 -
Kate Lustig
PURCHASE ID
BLANKET
CONTRACT
PAYMENT TERMS
FREIGHT
16665
QUANTITY
UNIT OF MEASURE
DESCRIPTION
UNIT PRICE EXTENSION
Department., 2200 Fund:0
Account: 94-650.04
1 Each
Send Invoice To:
Skip Tennancour
,American Structurepoint, Inc.
.8425 Wicklow Way
Brownsburg, IN 46112
2016 COIT Bond
COIT Bond Fund
ASA 3 - Main Street and Gray Road and Gray Road Multi -Use $242,043.70
Trail - Construction Inspection
Sub Total
PLEASE INVOICE IN DUPLICATE
$242,043.70
$242,043.70
DEPARTMENT ACCOUNT
PROJECT PROJECT ACCOUNT AMOUNT
PAYMENT $242,043.70
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 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
TITLE Director
CONTROL NO. 100531 CLERK -TREASURER
Douglas Haney
Corporation Counsel