VS Engineering Inc./Engr r\ C4a4 ft i cj jL 0 3
Engineering Inc.
r Engineering Department 2010 APPROVED, S
Appropriation 206 -R401; P.O. #21792 FO.* I
Contract Not To Exceed $25,610.00
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES "Agreement is hereby made and
entered into by and between the City of Carmel, Indiana, acting by and through its Board of Public Works
and Safety (hereinafter "City and VS Engineering, Inc., (hereinafter "Professional
RECITALS
WHEREAS City owns and is responsible for the operation and maintenance of its property,
personnel, public works and infrastructure; and
WHEREAS, from time to time, City needs professional assistance in fulfilling its foregoing
responsibilities; and
WHEREAS, Professional is experienced in providing and desires to provide to City the
professional services "Services referenced herein; and
WHEREAS,, City desires to engage Professional as an independent contractor for the purpose of
providing to City the Services referenced herein;
NOW, THEREFORE, in consideration of the foregoing recitals and the covenants and conditions
set forth herein, City and Professional mutually agree as follows:
SECTION 1. INCORPORATION OF RECITALS
The foregoing Recitals are hereby incorporated into this Agreement and made a part hereof.
SECTION 2. SCOPE OF SERVICES
2.1 City desires to engage Professional as an independent contractor for the Services set forth in
attached Exhibit A, incorporated herein by this reference.
2.2 Professional understands and agrees that City may, from time to time, request Professional to
provide additional or modified Services to City. When City desires additional Services from
Professional, the City shall notify Professional of such additional Services desired, as well as the
time frame in which same are to be provided. Only after City has approved Professional's time
and cost estimate for the provision of such additional Services, has encumbered sufficient monies
to pay for same, and has authorized Professional, in writing, to provide such additional Services,
shall such Services be provided by Professional to City. A copy of the City's authorization
documents for the purchase of additional Services shall be numbered and attached hereto in the
order in which they are approved by City.
2.3 Time is of the essence of this Agreement.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 206 -R401; P.O. #21792
Contract Not To Exceed $25,610.00
SECTION 3. CITY'S RESPONSIBILITIES
3.1 City shall provide such information as is reasonably necessary for Professional to understand the
Services requested.
3.2 City shall provide all data required for provision of Services. Professional may assume that all
data so provided is correct and complete.
3.3. City shall arrange for Professional to enter upon public and private property as reasonably required
for Professional to perform the Services.
3.4 City shall designate payment of the Services from City budget appropriation number 206 -R401
funds.
3.5 City shall designate the Mayor or his duly authorized representative to act on City's behalf on all
matters regarding the Services.
SECTION 4. PROFESSIONAL'S RESPONSIBILITIES
4.1 Professional shall perform the Services pursuant to the terms of this Agreement and within any
applicable time and cost estimate.
4.2 Professional shall coordinate with City its performance of the Services.
4.3 Professional shall provide the Services by following and applying at all times reasonable and
lawful standards as accepted in the industry.
SECTION 5. COMPENSATION
5.1 Professional estimates that the total price for the Services to be provided to City hereunder shall be
no more than Twenty -Five Thousand Six Hundred Ten Dollars ($25,610.00) (the "Estimate
Professional shall submit an invoice to City no more than once every thirty (30) days for Services
provided City during the time period encompassed by such invoice. Invoices shall be submitted on
a form containing the same information as that contained on the Professional Services Invoice
attached hereto as Exhibit B, incorporated herein by this reference. City shall pay Professional for
all undisputed Services rendered and stated on such invoice within sixty (60) days from the date of
City's receipt of same, or be subject to a late charge of one percent (1 of such unpaid and
undisputed invoice amount for each month same remains unpaid.
5.2 Professional agrees not to provide any Services to City that would cause the total cost of same to
exceed the Estimate, without City's prior written consent.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 206 -R401; P.O. #21792
Contract Not To Exceed $25,610.00
SECTION 6. TERM
Unless otherwise terminated in accordance with the termination provisions set forth in Section 7.1
hereinbelow, this Agreement shall be in effect from the Effective Date through December 31,
2010, and shall, on the first day of each January thereafter, automatically renew for a period of one
(1) calendar year, unless otherwise agreed by the parties hereto.
SECTION 7. MISCELLANEOUS
7.1 Termination.
7.1.1 The obligation to provide all or any portion of the Services under this Agreement may be
terminated by City or Professional, without cause, upon thirty (30) days' notice.
7.1.2 The obligation to provide all or any portion of the Services under this Agreement may be
terminated by City, for cause, immediately upon Professional's receipt of City's "Notice
To Cease Services."
7.1.3 In the event of full or partial Agreement termination, and as full and complete
compensation hereunder, Professional shall be paid for all such Services rendered and
expenses incurred as of the date of termination that are not in dispute, except that such
payment amount shall not exceed the Estimate. Disputed compensation amounts shall be
resolved as allowed by law.
7.2 Binding Effect.
City and Professional, and their respective officers, officials, agents, partners and successors in
interest are bound to the other as to all Agreement terms, conditions and obligations.
7.3 No Third Party Beneficiaries.
Nothing contained herein shall be construed to give rights or benefits to anyone other than the
parties hereto.
7.4 Relationship.
The relationship of the parties hereto shall be as provided for in this Agreement, and neither
Professional nor any of its agents, employees or contractors are City employees. Professional shall
have the sole responsibility to pay to or for its agents, employees and contractors all statutory,
contractual and other benefits and /or obligations as they become due. Professional hereby warrants
and indemnifies City for and from any and all costs, fees, expenses and /or damages incurred by
City as a result of any claim for wages, benefits or otherwise by any agent, employee or contractor
of Professional regarding or related to the subject matter of this Agreement. This indemnification
obligation shall survive the termination of this Agreement.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 206 -R401; P.O. #21792
Contract Not To Exceed $25,610.00
7.5 Insurance.
Professional shall procure and maintain with an insurer licensed to do business in the State of
Indiana such insurance as is necessary for the protection of City and Professional from all claims
under workers' compensation, occupational disease and /or unemployment compensation acts,
because of errors and omissions, because of bodily injury, including, but not limited to, the
personal injury, sickness, disease, or death of any of Professional's employees, agents or
contractors and /or because of any injury to or destruction of property, including, but not limited to,
any loss of use resulting therefrom. The coverage amounts shall be no less than those amounts set
forth on attached Exhibit C. Such insurance policies shall not be canceled without thirty (30)
days' prior written notice to City.
7.6 Liens.
Professional shall not cause or permit the filing of any lien on any of City's property. In the event
such a lien is filed and Professional fails to remove it within ten (10) days after the date of filing,
City shall have the right to pay or bond over such lien at Professional's sole cost and expense.
7.7 Default.
In the event Professional: (a) repudiates, breaches or defaults under any of the terms or conditions
of this Agreement, including Professional's warranties; (b) fails to perform the Services as
specified; (c) fails to make progress so as to endanger timely and proper completion of the
Services and does not correct such failure or breach within five (5) business days after receipt of
notice from City specifying same; or (d) becomes insolvent, files, or has filed against it, a petition
for receivership, makes a general assignment for the benefit of creditors or dissolves, each such
event constituting an event of default hereunder, City shall have the right to terminate all or any
part of this Agreement, without liability to Professional and to exercise any other rights or
remedies available to it at law or in equity.
7.8 Government Compliance.
Professional agrees to comply with all laws, executive orders, rules and regulations applicable to
Professional's performance of its obligations under this Agreement, all relevant provisions of
which being hereby incorporated herein by this reference, to keep all of Professionals' required
professional licenses and certifications valid and current, and to indemnify and hold harmless City
from any and all losses, damages, costs, liabilities, damages, costs and attorney fees resulting from
any failure by Professional to do so. This indemnification obligation shall survive the termination
of this Agreement.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 206 -R401; P.O. #21792
Contract Not To Exceed $25,610.00
7.9 Indemnification.
Professional shall indemnify and hold harmless City and its officers, officials, employees and
agents from all losses, liabilities, claims, judgments and liens, including, but not limited to, all
damages, costs, expenses and attorney fees arising out of any intentional or negligent act or
omission of Professional and /or any of its employees, agents or contractors in the performance of
this Agreement. This indemnification obligation shall survive the termination of this Agreement.
7.10 Discrimination Prohibition.
Professional represents and warrants that it and each of its employees, agents and contractors shall
comply with all existing and future laws prohibiting discrimination against any employee,
applicant for employment and /or other person in the subcontracting of work and /or in the
performance of any Services contemplated by this Agreement with respect to hire, tenure, terms,
conditions or privileges of employment or any matter directly or indirectly related to employment,
subcontracting or work performance hereunder because of race, religion, color, sex, handicap,
national origin, ancestry, age, disabled veteran status or Vietnam era veteran status. This
indemnification obligation shall survive the termination of this Agreement.
7.11 Severability.
If any provision of this Agreement is held to be invalid, illegal or unenforceable by a court of
competent jurisdiction, that provision shall be stricken, and all other provisions of this Agreement
that can operate independently of same shall continue in full force and effect.
7.12 Notice.
Any notice, invoice, order or other correspondence required or allowed to be sent pursuant to this
Agreement shall be written and either hand delivered or sent by prepaid U.S. certified mail, return
receipt requested, addressed to the parties as follows:
CITY:
City of Carmel Douglas C. Haney
Department of Administration Carmel City Attorney
One Civic Square One Civic Square
Carmel, Indiana 46032 Carmel, Indiana 46032
ATTENTION:
PROFESSIONAL:
VS Engineering, Inc.
4275 North High School Road
Indianapolis, Indiana 46254
ATTENTION: Sanjay B. Patal, P.E.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 206 -R401; P.O. #21792
Contract Not To Exceed $25,610.00
Notwithstanding the above, City may orally provide to Professional any notice required or
permitted by this Agreement, provided that such notice shall also then be sent as required by this
paragraph within ten (10) business days from the date of such oral notice.
7.13 Effective Date.
The effective date "Effective Date of this Agreement shall be the date on which the last of the
parties hereto executes same.
7.14 Governing Law; Lawsuits.
This Agreement shall be governed by and construed in accordance with the laws of the State of
Indiana, except for its conflict of laws provisions, as well as by all ordinances and codes of the
City of Carmel, Indiana. The parties agree that, in the event a lawsuit is filed hereunder, they
waive any right to a jury trial they may have, agree to file such lawsuit in an appropriate court in
Hamilton County, Indiana only, and agree that such court is the appropriate venue for and has
jurisdiction over same.
7.15 Waiver.
Any delay or inaction on the part of either party in exercising or pursuing its rights and /or
remedies hereunder or under law shall not operate to waive any such rights and /or remedies nor in
any way affect the rights of such party to require such performance at any time thereafter.
7.16 Non Assignment.
Professional shall not assign or pledge this Agreement nor delegate its obligations hereunder
without City's prior written consent.
7.17 Entire Agreement.
This Agreement contains the entire agreement of and between the parties hereto with respect to the
subject matter hereof, and no prior agreement, understanding or representation pertaining to such
subject matter, written or oral, shall be effective for any purpose. No provision of this Agreement
may be amended, added to or subtracted from except by an agreement in writing signed by both
parties hereto and /or their respective successors in interest. To the extent any provision contained
in this Agreement conflicts with any provision contained in any exhibit attached hereto, the
provision contained in this Agreement shall prevail.
7.18 Representation and Warranties.
Each party hereto represents and warrants that it is authorized to enter into this Agreement and that
any person or entity executing this Agreement on behalf of such party has the authority to bind
such party or the party which they represent, as the case may be.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 206 -R401; P.O. #21792
Contract Not To Exceed $25,610.00
7.19 Headings.
All headings and sections of this Agreement are inserted for convenience only and do not form a
part of this Agreement nor limit, expand or otherwise alter the meaning of any provision hereof.
7.20 Advice of Counsel.
The parties warrant that they have read this Agreement and fully understand it, have had an
opportunity to obtain the advice and assistance of counsel throughout the negotiation of same, and
enter into same freely, voluntarily, and without any duress, undue influence or coercion.
7.21 Copyright.
City acknowledges that various materials which may be used and /or generated by Professional in
performance of Services, including forms, job description formats, comprehensive position
questionnaire, compensation and classification plan and reports are copyrighted. City agrees that
all ownership rights and copyrights thereto lie with Professional, and City will use them solely for
and on behalf of its own operations. City agrees that it will take appropriate action with its
employees to satisfy its obligations with respect to use, copying, protection and security of
Professional's property.
7.22 Personnel.
Professional represents that it has, or will secure at its own expense, all personnel required in
performing the services under this agreement. Such personnel shall not be employees of or have
any contractual relationship with City. All of the services required hereunder will be performed
by Professional or under his supervision and all personnel engaged in the work shall be fully
qualified to perform such services.
7.23 Records and Inspections
Professional shall maintain full and accurate records with respect to all matters covered under this
agreement for three (3) years after the expiration or early termination of this agreement. City shall
have free access at all proper times to such records and the right to examine and audit the same
and to make transcripts there from, and to inspect all program data, documents, proceedings and
activities.
7.24 Accomplishment of Project
Professional shall commence, carry on, and complete the project with all practicable dispatch, in a
sound economical and efficient manner, in accordance with the provisions thereof and all
applicable laws. In accomplishing the project, Professional shall take such steps as are appropriate
to ensure that the work involved is properly coordinated with related work being carried on within
City's organization.
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VS Engineering Inc.
Engineering Department 2010
Appropriation 14206-R401; P.O. #21792
Contract Not To Exceed $25,610.00
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as follows:
CITY OF CARMEL, INDIANA VS ENGINEERING, INC.
by and through its Board of Public
Works and Safety
BY: BY:
Ja es Brainard, Pr- sidin! Officer Autho 'red Signature
IP ate: 4"/"
Printed Name: Bhaawan C. Patel
M. y A Burke, Member Title: Chairman
Date: 1 /0
F.ID /TIN: 35- 1494479
Lori S. at§• Member SSN if Sole Proprietor: N/A
Date 5 Date: May 5. 2010
ATTEST:
Lana Cordray, IAM Treasurer
Date: g /6 1
17.00nnahPtelhunnal Swore coou,&St, i rarm.u+accoMnl svwwa; FORM ACV a n .d. 129110101026 AM] 8
PROPOSAL
TO PROVIDE PROFESSIONAL SERVICES
CITY OF CARMEL, INDIANA
WILSON VILLAGE DRAINAGE IMPROVEMENTS
SCOPING REPORT PREPARATION
APRIL 2010
VS ENGINEERING INC.
1 I Civil Structural Transportation Environmental
"EXHIBIT tk 11D
TABLE OF CONTENTS
SECTION A DESCRIPTION OF PROPOSED PROJECT
SECTION B SCOPE OF WORK
SECTION C MANHOUR AND FEE JUSTIFICATION
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1
VSEI
SECTION A
DESCRIPTION OF PROPOSED PROJECT
"FX1-1I IT k -51 tD �a
SECTION A
DESCRIPTION OF PROPOSED PROJECT
PROJECT DESCRIPTION
The City of Carmel, Department of Engineering has received many complaints over the years
regarding flooding within Wilson Village, as well as areas immediately adjacent to the arm of
Little Cool Creek north of Emerson Road. To further investigate these complaints, the City of
Carmel, Department of Engineering is seeking a proposal to prepare a scoping report for
drainage improvements within the Wilson Village Subdivision and adjacent to the Wilson Village
Condominiums.
EXISTING CONDITIONS
Generally speaking, the Wilson Village Subdivision drains via overland flow to a culvert that
flows under Emerson Road and into an open channel which is an arm of Little Cool Creek. It
should be noted that portions of the Wilson Village Subdivision is served by an enclosed storm
sewer system. The outlet of the existing enclosed storm sewer system is not currently known at
this time. Little Cool Creek north of Emerson Road is an open channel, approximately 3 feet
wide, with dense vegetation within its banks.
PROJECT LOCATION
In general, the project limits include the properties that meet the following criteria:
Areas platted as part of Wilson Village
Properties abutting the arm of Little Cool Creek between Emerson Road and Wilson
Terrace Court.
It should be noted that all proposed drainage improvements will be limited to R/W and the
channel of Little Cool Creek. There will be no work performed in front, rear or side yards.
Figure 1 below depicts both the project limits and all logged citizen complaints (blue pins) within
the project limits.
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Figure 1: Project Limits
VSEI
SECTION B
SCOPE OF WORK
"EXH1:IT q(0
SECTION B
SCOPE OF WORK
VS Engineering's (VSE) scope of professional services required to prepare the scoping
report for the Wilson Village Drainage Improvements Project are detailed below.
DATA COLLECTION AND ANALYSIS
Data collection and analysis will include gathering and analyzing maps, reports and data
including but not limited to the following:
1. Existing Topography Maps
2. Available GIS Information
3. Existing Plans and Drainage Computations
4. Existing Drainage Studies
5. Resident Complaints
A project kick -off meeting will be held prior to beginning the Data Collection and Analysis
Phase.
TOPOGRAPHIC FIELD SURVEY
Plan, coordinate and complete surveying activities for the entire project area including utility
corridors. Field survey activities will include, but are not limited to the following:
1. Plan, coordinate, monitor and document field survey activities.
2. Establish vertical and horizontal control using GPS technology.
3. Collect top of casting, invert elevations and pipe sizes for each structure identified
during the Data Collection and analysis phase.
4. Collect ground elevations as required to determine existing drainage patterns (Note:
Collection of ground elevations will be limited in nature and is not intended to be a full
topographic survey).
5. Plot existing roadways and property lines based upon available GIS information and
aerial photography.
PRELIMINARY REPORT PREPARATION
During preliminary report preparation VS Engineering will assess and layout alternatives for
proposed solutions to drainage problems. VS Engineering will complete preliminary report
preparation services for the project as defined by the following items:
1. Plan, coordinate, monitor and document preliminary design activities.
2. Conduct one (1) site visit.
3. Identify locations of existing drainage problems using information collected during the
Data Collection and Analysis and Field Survey Phases.
4. Develope and analyze (includes necessary hydrologic and hydraulic computations)
alternatives addressing identified drainage problems
5. Select a preferred alternative for each identified drainage problem.
"EXHIBIT (a CQ 9�
6. Prepare a preliminary scoping report detailing existing conditions, proposed
alternatives, preferred alternatives and exhibits detailing preferred alternative.
7. Prepare a preliminary cost estimates for preferred alternatives.
8. Submit preliminary scoping report and cost estimate to City of Carmel for review.
FINAL REPORT PREPARATION
Upon the submission and review of the preliminary scoping report to the City of Carmel, VSE
will conduct a field check with City of Carmel Staff. VSE will then incorporate all comments
and finalize all items listed in the preliminary report preparation phase and submit a final
scoping report to the City of Carmel.
"EXHIB1 T
VS Ei
SECTION C
MANHOUR AND FEE JUSTIFICATION
"EXHIBIT B
SECTION C
MANHOUR AND FEE JUSTIFICATION
Fees For Professional Services
MANHOURS BY EMPLOYEE CLASSIFICATION
DESCRIPTION PROJECT PROJECT DESIGN LAND 2 -MAN CAD
MANAGER ENGINEER ENGINEER SURVEYOR CREW TECH
DATA COLLECTION AND ANALYSIS
Plan, Coordinate, Monitor, and Document 2
Data Collection and Analysis Activities
Prepare for and Attend Project Kick -Off 2 4
Meeting
Collect and analyze existing maps, reports 2 4
and data
TOPOGRAPHIC SURVEY
Plan, Coordinate, Monitor, and Document 2 4
Data Collection and Analysis Activities
Establish Vertical and Horizontal Control 2 4
Collect Top of Castings, Invert Elevations
and Pipe Sizes for Existing Structures 2 16 4
Collect Ground Elevations 2 16 4
Plot Existing Roadways and Property Lines 4 8
PRELIMINARY REPORT PREPARATION
Plan, Coordinate, Monitor, and Document 2
Preliminary Report Preparation Activities
Prepare for and Conduct Site Visit 4 2 2
Identy Locations of Existing Drainage 4 8
Problems
Develop and Analyze Alternatives 8 16 16
Addressing Identified Drainage Problems
Select a Preferred Alternative for Each 2 4
Identified Drainage Problem
Prepare Preliminary Scoping Report 8 24 16
Prepare Preliminary Cost Estimate 2 8 4
Submit Preliminary Scoping Report and Cost 2 4
Estimate
FINAL REPORT PREPARATION
Plan, Coordinate, Monitor, and Document 2
Final Report Preparation Activities
Prepare for and Conduct Field Check 4 2 2
Incorporate Comments and Prepare Final 2 16 4
Scoping Report and Cost Estimate
Submit Final Scoping Report and Cost 2 4
Estimate
10 44 84 14 36 68
$144.00 $115.00 $90.00 $125.00 $140.00 $67.00
$1,440.00 $5,060.00 $7,560.00 $1,750.00 $5,040.00 $4,556.00
PROFESSIONAL SERVICES FOR WILLSON VILLAGE SCOPING REPORT FEE $25,406.00
USE $25,400.00
FXH 11T
Other Direct Costs
Transportation $0.50 mile
Topographic Survey 5 Trips 40 Miles Per Trip 100.00
Project Meetings /Field Checks 3 Trips 40 Miles Per Trip 60.00
Printing Costs 50.00
Total Other Direct Costs 210.00
Summary of Fees
Fees for Professional Services $25,400.00
Other Direct Costs 210.00
TOTAL FEE $25,610.00
C�
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