CrossRoad Engineers, P.C./Eng/Adl Serv #29/634,700/116th Street and College and 116th Street and Guilford Road Roundabout DesignCrossRoad Engineers, P.C.
Engineering Department - 2017
Appropriation k 2016 COLT Bond Fund; P.O. #100720
Contract Not To Exceed $634,700.00
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 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". 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
James Brainard, Presiding Officer
Date _ n
Mary' Ann�itrke, Mem¢er
Date: /
Lori S. Watson
Date:
Date: lellbT v
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CrossRoad Engineers, P.C.
By,
AuthdvriM Signature
Printed Name
CIE C)
Title
FID/TIN:_ S
Last Four of SSN if Sole Proprietor
Date:
June 27, 2017
Mr. Jeremy Kashman, P.E.
City Engineer
City of Carmel
1 Civic Square
Carmel, IN 46032
Re: 1161h Street & College Avenue Roundabout ► 6 - EN GI- `"F "-
116 1h
116th Street & Guilford Road Roundabout IG - EN G - y3
Preliminary Engineering & R/W Engineering Services Fee Proposal
Dear Jeremy:
Based on our conversations with you and our current knowledge of the project areas, we have
prepared this fee proposal to provide the professional services necessary to develop the 116th
Street and College Avenue intersection and the 116th Street and Guilford Road intersection into
modern roundabouts. Included with this proposal is a description of the proposed
improvements, a scope of work describing the services that will be required to complete the
project development, and our proposed fees to provide those services.
These projects will be developed through the federal aid funding process with scheduled letting
dates in Fiscal Year 2022. The preliminary engineering services, right of way engineering /
acquisition services, and land acquisition will be locally funded. The construction and inspection
will be 80% federally funded.
The following are key assumptions made in developing this proposal for both project locations:
• We presume that an official Public Hearing will not be required.
Storm water detention is not anticipated to be required and it is presumed that new inlet
structures will be connected to existing storm sewers.
• We have budgeted costs for a parcel of right of way to be acquired in each quadrant, for
a total of four at each intersection.
We would like to thank you for this opportunity to continue our involvement in enhancing the
City of Carmel through these projects. If you should have any questions or need any further
information, please do not hesitate to call me at (317) 780-1555 ext. 114.
Sincerely,
CrossRoad Engineers, PC
Trent E. Newport, P. E. 'EXHIBIT
President /Or
3417 Sherman Drive 0 Beech Grove, Indiana 46107 0 Tel 317.780.1555 E Fax 317.78o•6525
116TH STREET & COLLEGE AVENUE
116TH STREET & GUILFORD ROAD
INTERSECTION IMPROVEMENTS
CrossRoad Engineers, PC
I. PROJECT DESCRIPTION
These projects involves the conversion of two traditional intersections into roundabouts.
Included in this proposal is the preliminary engineering and right of way engineering
services necessary for the complete development of each of the proposed improvements.
II. SCOPE OF PROFESSIONAL SERVICES
1. Route Survey and Topographic Survey
A Topographic Survey of the project limits will be performed in order to produce a
topographic base map in accordance with applicable Indiana Code. Upon the
completion of the field work, we will establish right-of-way lines, and property lines
per deeds and platted subdivisions with minimal deed analysis; complete all survey
line work; generate the TIN surface model and also create one foot interval contours;
and add all relative survey notes to the drawings. Blood Hound Inc. (BHUG) will
perform independent company utility locates for this project. BHUG's services will
include locating the public and private utilities including service lines except for
sanitary laterals. BHUG will conduct non-destructive investigations, utilizing ground
penetrating radar and electromagnetic locating to identify underground
infrastructures and anomalies. Their findings will be incorporated within the
topographic survey and into the design plans. A Route Survey will be prepared for
each project area since it will involve right of way parcels. This work will follow INDOT
procedures.
2. Roundabout Capacity Analysis/Preliminary Schematics
This work involves evaluating the expected performance of the roundabout in terms
of traffic volume capacity and delay. Methodology as presented in the Highway
Capacity Manual, latest edition will be utilized. Three traffic volume scenarios will
be evaluated: base year, design year, and maximum. The base year is expected to
be the year the facility is constructed and open to traffic. The design year is expected
to be 20 years after construction. The maximum scenario is the greatest amount of
traffic growth the proposed facility can support within the prescribed capacity
criteria. The City will provide peak hour traffic turning volumes and design year
growth factor.
A
'EXHIBIT_ -
20 -f6-
3. Road Design and Plans
Design and construction plans will be prepared in accordance with the accepted
standards for such work and in general accordance with the following documents in
effect as of the effective date of the agreement: American Association of State
Highway and Transportation Officials"'A Policy on Geometric Design of Highways and
Streets"; Indiana Manual on Uniform Traffic Control Devices; and, Indiana Design
Manual.
4. Lighting Design
Preparation of lighting plans is included. These plans will document the roadway
geometry, the location of the service points (indicating voltage being supplied),
location of the poles, the orientation of the luminaires, the light source type and
luminaire wattage, as well as any underground wiring, conduit, handholes, and cable
duct markers that are needed.
5. Utility Coordination (During Design)
Coordination with representatives from each of the utility companies having facilities
within the project area will be included in this task. CrossRoad Engineers will
communicate any relocation of facilities that may be needed and then review the
relocation plans that the utility companies prepare. We will review any reimbursable
claims by the utility companies and coordinate as necessary. This task does not
include work associated with field locating the vertical depth of any utilities
("potholing"). This work will be in general accordance with INDOT policy and
procedures in effect as of the date of this proposal. However, this scope only
addresses utility coordination through the design process. Utility coordination
services during the construction phase will be provided as needed on an hourly basis.
6. Environmental Document
Utilizing a subconsultant for the Section 106 Documentation and the Archaeological
Report and Phase 1a Archaeological Reconnaissance, CrossRoad Engineers will
perform Environmental Services work in compliance with National Environmental
Policy Act (NEPA) and related regulations and guidelines. This work will follow the
Federal Highway Administration (FHWA) / Indiana Department of Transportation
(INDOT) Streamlining Process and comply with INDOT's Procedural Manual for
Preparing Environmental Studies and Categorical Exclusion Manual as of the Effective
Date in anticipation that the required Environmental Document will be a Categorical
Exclusion Level 2. Additionally, based on initial investigations of cultural and
historical resources, there is a site or structure within the preliminarily defined Area
of Potential Effects (APE) for the proposed project at College that is listed or eligible
to be listed in the National Register of Historic Places. Therefore, the fees presented
in this Attachment "A" for that site includes an Archaeological Report, a Section 106
Historic Properties Report Long Form, and a Phase 1a Archaeological
Reconnaissance. The project at Guilford is similar except the Section 106 is not
expected to be a Long Form. Additional or more advanced studies and reports are
not included.
'EXHIBIT A-2
7. Landscape Design
CrossRoad Engineers will utilize the services of a subconsultant to prepare schematic
designs and construction plans. These services are more fully described in the
subconsultant's proposals dated May 19, 2017 and June 26, 2017, both of which are
attached to, and made a part of, this Attachment "A".
8. Permit Application
It is anticipated the construction of the project will disturb more than one acre of
ground and therefore an Indiana Department of Environmental Management (IDEM)
Rule 5 Notice of Intent will be required. CrossRoad Engineers will prepare a Storm
Water Pollution Prevention Plan, submittal of public notice, and permit application
forms. Neither wetlands determination nor delineation is anticipated to be needed,
and is therefore not included. No other permits are anticipated to be required.
9. Geotechnical Investigation & Pavement Design
CrossRoad Engineers will utilize the services of a subconsultant to provide an
evaluation of the subsurface conditions and assess the impact of these conditions on
the proposed construction. This Geotechnical Investigation and Pavement Design
shall be in accordance with the Indiana Department of Transportation's policy as of
the Effective Date. See subconsultant's proposals dated February 16, 2017 and June
26, 2017, both of which are attached to, and made a part of, this Attachment "A".
10. Post Design Services
CrossRoad Engineers will prepare for and attend the pre -construction meetings,
respond to construction questions from the contractors, make plan revisions as
requested to accommodate on-site construction decisions made or approved by City's
representatives, and reviewing and approving shop drawings submitted by the
contractors.
11. R/W Engineering
CrossRoad Engineers will, utilizing subconsultants for the title research and appraisal
problem analyses, perform Right -of -Way Engineering work consisting of preparing title
research, legal descriptions, route survey plats or right-of-way parcel plats, acquisition
instruments, appraisal problem analysis, and other materials to be used in the
acquisition of right-of-way in accordance with the Right -of -Way Engineering Procedure
Manual, hereinafter called the MANUAL, 865 I.A.C. 1-12.
12. R/W Acquisition
CrossRoad Engineers will be responsible for administration, scheduling and
coordinating all activities necessary to certify that the right-of-way has been acquired
and the project is clear for construction letting. Utilizing various subconsultants,
CrossRoad Engineers will perform this Right -of -Way Acquisition work consisting of the
following activities:
"EXHIBIT
�CA.
1. Perform real estate appraisals and prepare appraisal reports in accordance with
'The INDOTAppraisal Manual".
2. Make a prompt offer to acquire each parcel for the full amount, which has been
established and approved by City as just compensation for the acquisition. The
offer will be made in a Uniform Land and Easement Acquisition Offer letter
which will be given to each parcel owner in person or sent by certified mail with
return receipt requested. In accomplishing the above, the following will be
performed:
a. Make all reasonable efforts to personally contact each owner or his
designated representative, explain the acquisition, and offer in writing the
approved estimate of just compensation. When all efforts to make personal
contact have failed, or in the event the property owner resides out of state,
the owner may be contacted by certified or registered first class mail or
other means appropriate to the situation.
b. No later than the first contact where the offer is discussed, give the
property owner a brochure describing the land acquisition process and the
owner's rights, privileges and obligations.
3. Sufficiently document the parcel(s) to meet the minimum standards set out in
Title 49 CFR Part 24, dated March 2, 1989 and all attachments and amendments
thereto. Said Title CFR Part 24, attachments and amendments are incorporated
into this Agreement by reference and made a part hereto. Follow accepted
principles and techniques in purchase of real estate in accordance with existing
State Laws, the "Buying Section Policy and Procedures Manual", this Attachment
"A", and any necessary interpretation of these furnished by City or INDOT.
a. When attempts to buy are successful, a signed statement is to be prepared
to the effect that:
i. The written agreement secured, embodies all considerations agreed to
by the property owner;
ii. CrossRoad Engineers has no direct or indirect, present or contemplated
future personal interest in the property or in any monetary benefit from
the acquisition of the property; and,
iii. The agreement was reached without coercion of any type.
b. When attempts to buy are unsuccessful, recommendations for action will
be recorded and submitted to City:
i. The recommendation will consider administrative settlement, include
the amount of settlement and reasons for a settlement,
ii. Otherwise, a condemnation report will be filled out and submitted with
the completed file.
N
Provide an updated title and encumbrance report upon submission of any
secured or condemned parcel. IXA
'HIBIT
5�d
M. PROPOSED FEES
TASK DESCRIPTION
COLLEGE
GUILFORD
1. Route Survey & Topo Survey
$28,000
$30,000
2. RAB Capacity Analysis/Schematics
20,000
15,000
3. Road Design
140,000
135,000
4. Lighting Design
10,000
10,000
5. Utility Coordination (During Design)
10,000
10,000
6. Environmental Documentation Ill
33,000
26,000
7. Landscape Design
9,500
9,500
8. Permit Application (2)
10,000
10,000
9. Geotechnical Investigation/Pavement Design (3)
16,000
16,500
10. Post Design Services
3,000
3,000
Total PE Phase Budget
$279,500
$264,500
11. R/W Engineering
a. Preliminary T & E Reports (4 parcels @ $450 ea.) (4)
1,800
1,800
b. Engineering, Plats & Descriptions (4 parcels @ $2,100 ea.)
8,400
8,400
c. Appraisal Problem Analysis (4 parcels @ $250 ea.) I4I
1,000
1,000
12. R/W Acquisition
a. Value Finding Appraisal (3 parcels @ $2,000 ea.) I4I
6,000
b. Short Form Appraisal (3 parcels @ $3,100 ea.) I4I
9,100
c. Long Form Appraisal (1 parcel @ $4,400 ea.) I4I
4,400
4,400
d. Review Appraisals I4I
6,500
4,900
e. Title Update & Guaranty (4 parcels @ $175 ea.) I4I
700
700
f. Negotiations (4 parcels @ $1,900 ea.) I4I
7,600
7,600
g. Document Preparation/Recordation (4 parcels @ $250 ea.)
1,000
1,000
h. Partial Mortgage Release/Recording (4 parcels @ $300 ea.)(')
1,200
1,200
i. R/W Management (4 parcels @$1,000 ea.)
4,000
4,000
j. R/W Staking (4 parcels @ $500 ea.) (6)
2,000
2,000
Total R/W Phase Budget
$47,700
$43,000
Total PE & R/W Services Budget
$327,200
$307,500
Ill The lump sum fee shown for College assumes a LFHP Report and Phase 1 archaeological reconnaissance.
(2) It is anticipated that an IDEM Water Quality "Rule 5" permit will be the only permit required for the project.
The lump sum fee shown does not include the payment of any fees to procure permits from the variously
affected agencies such as application fees or public advertisements. Any such fees will be invoiced at the
actual cost plus a 10% mark-up for task coordination and administrative efforts.
(3) This is a subcontracted item and the fee shown here is estimated. The final cost will consist of the actual
invoiced amounts from the subcontractor.
(4) This is a subcontracted item and the fee shown here is estimated. The final cost will consist of the actual
invoiced amounts from the subcontractor plus a 10% mark-up for task coordination and administrative
efforts.
(5) These are fees that will be incurred for partial mortgage releases, recordations, etc., and the fee shown here
is estimated. The final cost will consist of the actual fees charged plus a 10% mark-up for task coordination
and administrative efforts.
(6) This is a function that is sometimes requested by the appraisers and/or buyers. Only those parcels actually
staked will be invoiced.
'IXHIBIT _ -
6We�
City (1) l Carmel
INDIANA RETAIL TAX EXEMPT
CERTIFICATE NO. 003120155 002 0
FEDERAL EXCISE TAX EXEMPT
ONE CIVIC SQUARE 35-6000972
CARMEL, INDIANA 46032-2584
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO.
9/12/2017 1 068025
Page 1 of 1
PURCHASE ORDER NUMBER
100720
THIS NUMBER MUST APPEAR ON INVOICES, A/P
VOUCHER, DELIVERY MEMO, PACKING SLIPS,
SHIPPING LABELS AND ANY CORRESPONDENCE
DESCRIPTION
Project 16 -ENG -42,16 -ENG -43; Contract Date 03.16.16
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 I BLANKET CONTRACT PAYMENT TERMS FREIGHT
18914
QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE
Department: 2200 Fund: 0 COIT Bond Fund
Account: 94-650.04
1 Each ASA 29 - 116th Street and College RAB, 116th Street and $634,700.00
Guilford RAB - Design
Send Invoice To:
Skip Tennancour
American Structurepoint, Inc.
8425 Wicklow Way
Brownsburg, IN 46112
2016 COIT Bond
PLEASE INVOICE IN DUPLICATE
EXTENSION
$634,700.00
Sub Total $634,700.00
DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT
PAYMENT $634,700.00
SHIPPING INSTRUCTIONS'A/PVOUCHER CANNOT BEAPPROVED FOR PAYMENT UNLESS THE P.O. NUMBER ISMADE 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 --- — -- —
Jeremy Kashman James Crider
TITLE Director Administration
CONTROL NO. 100720 CLERK -TREASURER