HWC Engineering, Inc/Eng/Adl Serv #6/371,200/Carmel Drive and AAA Way Intersection and Regional Drainage – DesignHWC Engineering, Inc.
Fngineering Department - 2017
Appropriation tt43-401.00 Funds 202, 21 1, 2200; P.O. # 101057 �p0
Contract Not To Exceed $371,200.00
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 HWC Engineering, Inc. (the 'Professional'), as City Contract dated April 15,
2015 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 net 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:
A /off
James Brainard, Presiding Officer
Mary'Ann B/rke, I I,,
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Date:
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Date:
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£firistine Paul!/ZUT urer
Date:
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HWC Engineering, Inc.
By:
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Authorized Signature
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Printed Name
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Title
FID/TIN: � � 17803 95
Last Four of SSN if Sole Proprietor:
Date; A) • I 0
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EXHIBITA
Scope of Services
City of Carmel
Carmel Drive/AAA Way Intersection and Regional Drainage Improvement
Design Services
This proposal is for the design of improvements to the existing Carmel Drive/AAA Way intersection. The
improvements will consist of a double wishbone roundabout with the westernmost section connecting to AAA Way.
Drainage improvements will be sized to accommodate the recommendations from a drainage study prepared for
Carmel Drive and the surrounding area that was completed in early 2017. Design for an extension of AAA Way north
of Carmel Drive is not included in this scope of work, but may be added at a later date if directed by the City. A fee
for the design work associated with the potential road extension is provided within this contract.
The proposed work consists of the following tasks:
1. Survey
Obtain needed survey of project limits. This task includes the following elements:
a. Provide a topographical survey of the existing site conditions, as necessary for development of design
plans. Elements to be identified are the existing utilities, pavements, buildings, ground contours,
drainage conditions, and existing right-of-way.
b. Identify adjacent property owners at each intersection and obtain copies of deed descriptions and any
utility easements.
c. Establish a baseline, or route control survey line from which the project will be developed.
d. Establish a temporary benchmark system and control points along the length of the survey.
2. Route Control Survey Plat
If required, prepare and record a Location Control Route Survey Plat, for the purpose of acquiring additional
right of way.
3. Storm Drainage Improvements
Provide plans, details, and specifications sufficient for the bidding of the following storm water design
elements within the project limits:
a. For this project it is assumed that all outlets of collected storm water will continue to drain along historic
drainage patterns and drain to existing storm sewer networks.
b. Existing storm sewer networks will be reinstalled or increased in size if existing infrastructure has been
identified as in poor condition or is inadequately sized to accommodate existing or proposed conditions.
c. HWC will design new curb and gutter to direct runoff from the new street design to proposed storm
sewers for conveyance of projected flow to historic drainage patterns.
d. HWC's design approach will include the integration of green infrastructure such as rain gardens, hybrid
ditches, and bio -infiltration swales contingent on City approval and the available space adjacent to the
project limits.
e. HWC will complete one drainage and hydraulics report for the proposed project and provide it to the
CLIENT for review.
4. Roadway Design -Carmel Drive Roundabout
Prepare formal design plans for a double wishbone roundabout on Carmel Drive with the western leg of the
roundabout situated at AAA Way (this plan reflects the schematic layout reviewed and approved by the City in
July 2017). Improvements include storm drainage features, sidewalks on the south side of Carmel Drive and a
multi -use walking path on the north side of the street.
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"EXHIBIT
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a) Prepare Preliminary Field Check plans (40% complete), including the following items:
i. Title sheet
ii. Typical cross sections
iii. Plan/profile sheets
iv. Roundabout design details
V. Preliminary maintenance of traffic schematic design
vi. Cross sections
vii. Design and drainage computations
viii. Preliminary landscape plans and lighting
b) Conduct preliminary field check on site. Prepare agenda and minutes of the meeting and distribute to all
participants.
c) Assist in public meeting to present the planned improvements (if required).
d) Prepare Final Check plans (85% complete), including the following items:
i. Final Title sheet
ii. Complete plan/profile sheets
iii. Complete roundabout design
iv. Final maintenance of traffic plans
V. Structure data table
vi. Final pavement marking, lighting and signage details
vii. Complete cross sections
viii. Final landscape plans
ix. Preliminary cost estimate and specifications
e) Upon review and approval of the final check prints from City officials or City's consultant, prepare Final
Plans/Bid Documents (100% complete), including the following:
i. Final plan sheets
ii. Final quantities
iii. Applications for IDEM/Rule 5 Erosion Control Permit
iv. Final construction cost estimate
V. Final bid documents
5. Landscape Architecture Services
Provide landscape architecture services for the design of landscape and hardscale features. The anticipated
work will include decorative concrete/paver sidewalks, decorative street lights, street trees, ornamental
trees, landscape beds and a district/gateway feature, such as a low decorative wall, landscape wall or basic
signage feature.
Design work will include the following components:
a. Attend one planning meeting with the Client to identify the goals and expectations for the project relative
to streetscape design, landscape amenities, and district/gateway features. A target budget for these
features will be determined in this meeting.
b. Based on input received, prepare 3 options for various treatments of the roundabout relative to
streetscape, landscape and district/gateway goals. Options will include plan diagrams, sketches and
representative imagery.
c. Facilitate one meeting with the Client to review the options developed. Select one option for further
development.
d. Revise the selected option to incorporate Client input and resubmit for approval. This will serve as the
schematic design package and will be completed prior to the preliminary field check.
e. Prepare construction plans and specifications for the selected option. Submit plans to the client at
preliminary field check, final check print and final bid document stages. Specific work elements include
lighting, multipurpose trails along the north and south sides of Carmel Drive, pedestrian crossings,
decorative landscaping and plantings, and an irrigation system.
Note that our design scope does not include larger decorative wall systems, custom structural or elaborate
signage systems.
"EXHIBIT
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6. Utility Coordination
Coordinate with all impacted utilities during project development. Work shall include the following tasks:
a. Identify all impacted utilities within proposed project limits.
b. Request utility locates prior to survey of project.
c. Issue grade review plans to utilities to confirm locates shown on plans are correct.
d. Coordinate with all utilities prior to preparation of preliminary field check plans, to avoid any expensive
conflicts within expected construction limits.
e. Invite all utilities to participate in preliminary field check.
f. Following field check, distribute preliminary construction schedule.
g. Prepare written documentation of required utility relocations.
h. Review utility relocation plans to confirm the plans will work within roadway design.
i. Issue written utility notice to proceed with relocation efforts.
j. Provide each utility copies of final design plans and project schedule at least 60 days prior to letting.
k. Provide additional coordination during the construction phase as needed.
7. Right of Way Engineering
Based on a preliminary assessment of the project limits from the City's GIS system, it appears that there are
several parcels affected by the intersection improvement. HWC will provide a survey plat drawing and a legal
description of right of way impacts for each parcel for use in negotiation and buying of required right of way.
It is assumed that a total of 10 parcels could be impacted by the planned improvements. Other right of way
and land acquisition services identified in the project development are to be provided by City on call
agreements with other consultants.
8. Bidding Process
HWC will assist the City in the bidding process, including bid solicitation, bid opening and processing of
required contractual documents. If no bids are received or the City desires to re -bid any portion of the
project, a supplement will be required for this extra work. HWC work elements will consist of the following:
a. Distribute plan and bid documents to contractors and bid/plan agencies.
b. Solicit bids from contractors. Work includes bid packet and any necessary addendum distribution as
well as coordination of all bid related documents with the City.
c. Assist in opening of the project bids.
d. Review and tabulate received bids to provide a certified bid tab.
e. Provide award recommendation and send -out pre -construction paperwork to awarded contractor.
9. Contract Administration
Provide the following construction administration services to the City of Carmel consisting of the following
tasks:
a. Review contractor shop drawings and submittals for all project phases.
b. Facilitate one pre -construction conference.
c. Review requests for change orders for all project phases.
d. Review requests for information from the contractor.
e. Issue a weekly status report to the Local Team
f. One HWC staff member will attend up to ten construction progress meetings.
g. One HWC staff member will conduct up to ten construction site visits which shall coincide with the
construction progress meetings.
h. Attend one project walk through and develop a punch list based on outstanding issues identified at the
project walk through.
i. Review contractor's applications for payment.
j. Prepare as -built construction drawings. The as -built plans shall be based on plan markups provided to
HWC by the Contractor. No field verification of as -built information by HWC is included.
k. Attend one final inspection of the project.
10. Construction Observation (only if directed by the CLIENT)
"EXHIBIT ■
35X
HWC will provide full time construction observation to monitor the contractor's workmanship and general
compliance with the project plans and specifications. Inspection services will be provided thru the
completion of the construction of the project.
The duties and responsibilities of the Resident Project Representative (RPR) are as follows:
a. General- RPR is Engineer's representative at the Site. RPR's dealings in matters pertaining to the
Contractor's work in progress shall in general be with Engineer and Contractor.
b. Conferences and Meetings: Attend meetings with Contractor, such as preconstruction conferences,
progress meetings, job conferences and other project -related meetings, and prepare and circulate copies
of minutes thereof.
c. Review of Work and Rejection of Defective Work.-
Conduct
ork:Conduct on -Site observations of Contractor's work in progress to assist Engineer and Client in determining
if the Work is in general proceeding in accordance with the Contract Documents.
d. Records.-
i.
ecords:i. Maintain at the Site orderly files for correspondence, reports of job conferences, reproductions of
original Contract Documents including all change orders, field orders, work change directives,
addenda, additional Drawings issued subsequent to the execution of the Construction Contract,
Engineer's clarifications and interpretations of the Contract Documents, Progress Reports, Shop
Drawing and Sample Submittals received from and delivered to Contractor, and other Project -
related documents.
ii. Prepare a daily report or keep a diary or log book, recording Contractor's hours on the Site,
weather conditions, data relative to questions of change orders, field orders, work change
directives, or changed conditions, Site visitors, daily activities, decisions, observations in general,
and specific observations in more detail as in the case of observing test procedures; and send
copies to Engineer. Prepare a weekly report summarizing the project activities, to be submitted
to the Client.
iii. Record names, addresses, fax numbers, e-mail addresses, web site locations, and telephone
numbers of all Contractors, Subcontractors, and major Suppliers of materials and equipment.
iv. Maintain records for use in preparing Project documentation.
e. Reports:
i. Furnish to Engineer and Client copies of all inspection, test, and system start-up reports.
ii. Immediately notify Client of the occurrence of any Site accidents, emergencies, acts of God
endangering the Work, damage to property by fire or other causes.
f. Payment Requests.-
i.
equests:i. Review applications for payment with Contractor for compliance with the established procedure
for their submission and forward with recommendations to Engineer.
g. Completion:
i. Participate in visits to the Project to determine Substantial Completion, assist in the determination
of Substantial Completion and the preparation of lists of items to be completed or corrected.
ii. Participate in a final visit to the Project in the company of Engineer, Client, and Contractor, and
prepare a final list of items to be completed and deficiencies to be remedied.
iii. Observe whether all items on the final list have been completed or corrected and make
recommendations to Engineer concerning acceptance and issuance of the Notice of Acceptability
of the Work.
The estimated construction cost of the new roundabout and associated work on Carmel Drive is $2,822,000.
FEE SCHEDULE
HWC shall provide the each of the services described above for a fee schedule, as follows:
Work element
Fee structure Fee
1. Survey Lump Sum $ 17,500
2. Route Survey Plat (if required) Lump Sum $ 3,700
3. Storm Water Design Lump Sum $ 36,000
4 Roadway Design -Roundabout Lump Sum $ 231,100
"EXHIBIT "
5. Landscape Architecture Services
6. Utility Coordination Services
7. R/W Engineering Services
8. Bidding Process
9. Contract Administration
10. Construction Observation
SCHEDULE
Task
Fee
1.
Survey
2.
Route Survey Plat (if required)
3.
Storm Water Design
4.
Roadway Design -Roundabout
5.
Landscape Architecture Services
6.
Utility Coordination Services
7.
R/W Engineering Services
8.
Bidding Process
9.
Contract Administration
FUTURE WORK (if directed by CLIENT)
AAA Way northern extension
Lump Sum
Hourly, not to exceed
$850/Per Parcel
Lump Sum, per each
Hourly, not to exceed
Hourly, not to exceed
Total Fees:
$ 19,300
$ 19,100
$ 8,500 (estimated)
$ 7,500
$ 28,500
$ 254,000 (only if requested)
$ 625,200
Timeframe
60 days from NTP
Within 30 days from completion of PFC
Concurrent with roadway plans
240 days from receipt of survey data
Concurrent with roadway plans
Concurrent with roadway plans
45 days from PFC
45 days from acceptance of final plans
Ongoing during construction
No}
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Design for an extension of AAA Way north of Carmel Drive for a distance of approximately 650 feet. Design based
on a two lane roadway that will connect to the eastern leg of the roundabout. The planned improvements include a
storm drainage collection system, landscaping, a multi -use path and sidewalk. The design task includes coordination
with private developer in determining the number and location of access drives. Estimated costs for the construction
of this extension are $1,117,000.
Services will be the same as described for the Carmel Drive roundabout.
FEE SCH EDULE
HWC shall provide the each of the services described above for a fee schedule, as follows:
Work element
Fee structure
Fee
1.
Survey
Lump Sum
$
6,000
2.
Route Survey Plat (not required)
Lump Sum
$
0
3.
Storm Water Design
Lump Sum
$
13,300
4
Roadway Design
Lump Sum
$
82,400
5.
Landscape Architecture Services
Lump Sum
$
10,100
6.
Utility Coordination Services
Hourly, not to exceed
$
14,700
7.
R/W Engineering Services
$850/Per Parcel
$
4,250 (estimated)
8.
Bidding Process
Lump Sum, per each
$
7,500
9.
Contract Administration
Hourly, not to exceed
$
16,700
10.
Construction Observation
Hourly, not to exceed
$
100,500
Total Fees:
Schedule to be determined upon issuance of notice to proceed.
$255,450 Not Ir-,clud�d
"EXHIBIT "
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H tC
EI lGI NEER
HWC Engineering
2017 Houdy Billing Rates
POSITION
Principal
Senior Project Manager
Project Manager
Project Engineer
Landscape Architect
Designer/Technician
Draftsman
Clerical Support
Construction Inspection Manager
Construction Inspector I
Construction Inspector ii
Survey Lead
Survey Crew Leader
Survey Crew Member I
Survey Crew Member it
Intern
REIMBURSABLE EXPENSES
Confidence in the built environment.
135 N, Pennsylvania, Suite 2800
Indianapolis, Indiana 46204
www.hwcenglneedng.com
HOURLY RATE
$201.00
$196.00
$155.00
$125.00
$120.00
$100.00
$90.00
$ 75.00
$115.00
$105.00
$95.00
$120.00
$98.00
$80.00
$57.00
$56.00
• Direct Travel Expense - including mileage (the current rate allowed by the IRS), air fare, car rental,
lodging, meals, large blueprint and copying runs, etc.
• Large format black and white prints at $.375 per square foot.
• Plots at $2.00 per square foot.
• Black and white copies at $.10 per sheet.
• Color copies at $.50 per sheet
• CD's at $25.00 each.
• Actual cost of long distance telephone calls, expense charges, photographs and postage.
• Expenses will be billed at cost plus a S0% administrative fee.
• Hours worked in excess of 8 hours per day or 40 hours per week will be billed at an overtime
rate of 1.5 times the rates listed for non-exempt employees.
Indianapolis I Terre Haote I Lafayette I New Albany I Muncie.
www.hwcenglneerin&com
City
INDIANA RETAIL TAX EXEMPT Page 1 of®� Carmel
CERTIFICATE NO. 003120155 002 0 PURCHASE ORDER NUMBER
FEDERAL EXCISE TAX EXEMPT 101057
ONE CIVIC SQUARE 35-6000972 _ THIS NUMBER MUST APPEAR ON INVOICES, AR
CARMEL, INDIANA 46032-2584 VOUCHER DELIVERY MEMO, PACKING SLIPS,
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997 SHIPPING LABELS AND ANY CORRESPONDENCE
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION —1
12111/2017 366795 P,,oj e C_* I V -ENG - y (, . con Ir a ck DC -t -c
. - - - IW.Is
H W C ENGINEERING
VENDOR 601 SOUTH 3RD ST
TERRE HAUTE, IN 47807 -
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS
- 21500
QUANTITY UNIT OF MEASURE DESCRIPTION
Department. 2200 Fund. 202 Local Road & Street Fund
Account., 43-401.00
City Engineering's Office
SHIP 1 Civic Square
TO
Carmel, IN 46032 -
Kate Lustig
FREIGHT
UNIT PRICE EXTENSION
1 Each
ASA 6 - Carmel Drive and AAA Way Intersection and
$295,800.00
$295,800.00
Regional Drainage - Design
Sub Total
$295,800.00
Department. 2200 Fund:
211 CUM Cap Development
Account:
Each
Sub Total
Account: 43-401.00
1 Each
ASA 6 - Carmel Drive and AAA Way Intersection and
$50,000.00
$50,000.00
Regional Drainage - Design
Sub Total
$50,000.00
Department: 2200 Fund:
2200 Motor Vehicle Highway' t, l►
Account: 43-401.00
1 Each
ASA 6 - Carmel Drlve and AAA Way Intersection and
$25,400.00
$25,400.00
Regional Drainage - Design
Sub Total
$25,400.00
�S
Send Invoice To: 1
City Engineering's Office
Kate Lustig
1 Civic Square
Carmel, IN 46032-
PLEASE INVOICE IN DUPLICATE
DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT r AMOUNT
PAYMENT $371,200.00
SHIPPING INSTRUCTIONS'AIPVOUCHER 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 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 James Crider
TITLE Director Administration
CONTROL NO. 101057 CLERK -TREASURER