Crossroad Engineers/Addl Serv 24/$16,500 L R1, p
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CI ;ARMEL
July 21, 2011 JAMES BRAINARD, MAYOR
Mr. Chip Charles, P.E.
Mr.Trent Newport, P.E.
CrossRoad Engineers, P.C.
3417 South Sherman Drive
Beech Grove, IN 46107
RE: Additional Service Amendment #24, P.O. #25807
Dear Chip and Trent:
As we discussed, the City of Carmel has a need for additional professional services and pursuant to our current
contract with CrossRoad Engineers, Contract #030310.03 dated March 3, 2010, I have requested and received from
you the proposed scope of services and fee estimates for the following work task:
Additional Service Amendment #24— Clay Terrace Blvd. Path Connection to Monon
Design and Survey Services
See "Attachment A" Not to Exceed: $16,500.00
Per our contract procedural requirements, 1 hereby approve these Additional Professional Services estimates, and
request that the Board of Public Works ratify the above referenced Contract Amendment.
PLEASE NOTE
Please be advised that "Additional Services" performed on City contracts must be billed separately from the original
contract and other additional services. More importantly, the invoice must reference the appropriate Additional
Service and P.O. shown above. Invoices received without the Additional Service referenced will be returned
for proper identification. Thank you for your continued assistance in providing the City of Carmel with your
professional, quality services. If you should have any questions, please give me a call.
Sincerely,
M ael T. McBride, P.E.
City Engineer
4 ;_...a.. d approv d by:
itp. r
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S. C. Engelki g
DEPARTMENT OF ENGINEERING Director of Administra..on
ONE CIVIC SQUARE, CARMEL, IN 46032 OFFICE 317.571.2441 FAx 317.571.2439
EMAIL engineering @cannel.in.gov
INDIANA RETAIL TAX EXEMPT PAGE
C i of e l CERTIFICATE NO. 003120155 002 0
PURCHASE ORDER NUMBER
FEDERAL EXCISE TAX EXEMPT 2_ Sc
35- 60000972 ZS
ONE CIVIC SQUARE THIS NUMBER MUST APPEAR ON INVOICES, A/I
CARMEL, INDIANA 46032 -2584 VOUCHER, DELIVERY MEMO, PACKING SLIP:
:ORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL 1997 SHIPPING LABELS AND ANY CORRESPONDENCE
RCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
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DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT
PAYMENT
A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.0.
NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND
VOUCHER HAS THE PROPER SWORN AFFIDAVIT ATTACHED.
SHIPPING INSTRUCTIONS I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN
SHIP REPAID. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
C.O.D. SHIPMENTS CANNOT BE ACCEPTED.
PURCHASE ORDER NUMBER MUST APPEAR ON ALL ORDERED BY
SHIPPING LABELS.
THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 TITLE
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO.
CLERK TREASURER
IOCUMENT CONTROL NO. 2 5 8 fl 7 VENDOR COPY
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CROSSROAD eNGINEERS
Engineering 2011
Appropriation 211 -40!; P.O. #25807
Contract Not To Exceed $16,500.00
ADDITIONAL SERVICES AMENDMENT TO
ter%,
AGREEMENT FOR PURCHASE OF GOODS AND SERVICES i► A►
THIS AMENDMENT TO THE GOODS AND SERVICES AGREEMENT ("Agreement') entered into by and
between the City of Carmel and Crossroad Engineers (the "Vendor', as City Contract 030310.03 shall amend the
terms of the Agreement by adding the additional services to be provided by Vendor 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 CROSSROAD ENGINEERS
by and through its Board of Public
Works and Safety
BY By: 1
/lines Brainard, Presiding Officer Auth•"'ed Sig re
D. e:
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Printed Narr►�
ary nn Burke, Member
Da 7 i/ Pr t.S ctevk,
4.J/t-e-
Title
Lori S. Watson/Member FID/TIN: 35 3 33
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Date:
Last Four of SSN if Sole Proprietor:
ATTEST:
Date: 7 /26///
Aikk.
Di a Cordray, IAMC, C reasurer
Date:
)l4este�p.lstl,a Pw AdneJi,m4 roNrotSns A Geo& SvalLapoea. r20t I'CAOSSROAO DIG ST'+� Amod t2i- adoc7+]t+IDll t On P.M)
June 14, 2011
r
David Littlejohn, AICP tROSS1FII
NGINEk P,e
Alternative Transportation Coordinator
Department of Community Services
City of Carmel
One Civic Sq
Carmel, IN 46032
RE: Fee Proposal
Clay Terrace Path
Carmel, Indiana
Dear David:
CrossRoad Engineers is pleased to present this Scope of Services and Fee Proposal to provide
professional services associated with the construction of a recreational path along the west side
of US 31 from the southwest corner of the intersection with Clay Terrace Boulevard/Rangeline
Road going south and connecting to the Monon Trail. The total length of this project is
approximately 1700 feet. Per our conversations, the path will be constructed within the US 31
Right of Way so not easements will be necessary.
We have based our Fee Proposal on the aforementioned assumptions. The following Scope of
Services is designed to assist you in the development of this project:
A. TOPOGRAPHIC SURVEY
CrossRoad Engineers will perform the field work and office work necessary to complete
a Topographic Survey for this site. Included will be information such as one foot
contouring, existing street elevations, existing sanitary and storm structures, and
verification of existing utilities. This survey will also all research, office work, and field
work necessary to re- establish the existing Right -of -Way throughout the length of the
project.
B. PRELIMINARY PHASE I�
After the survey is completed, we will prepare a preliminary layout that will identify the
existing site amenities and will identify proposed project features such as the proposed
sidewalk/path, drainage structure improvements, etc. Once the layout has been
completed, we will meet with you to discuss and make any necessary adjustments. This
plan will then be used to complete the design of the project.
Mr. David Littlejohn, AICP
City of Carmel
June 14, 2011
Page 1 of 4
Exhibit +'J
I ct
C. DESIGN CONSTRUCTION DRAWINGS
We will design all of the elements of the development necessary to insure the workability
of:
Sidewalk/Path, ramps, crosswalks
Storm structures as necessary
Drainage and grading
Construction drawings will be prepared in accordance with all state and local laws and
ordinances and will include the following:
Storm structures drainage
Grading for path installation
Details for Path Construction
Erosion control plans
D. REGULATORY SUBMITTALS BIDDING PHASE
We will prepare the necessary applications for submittal and review and/or approval of
the construction plans prepared as part of this agreement. This task will include the
necessary administration services for preparing the submittals as well as time associated
with the coordination efforts with the local regulatory agencies. This work will also
include the services necessary to facilitate bidding of the project.
E. CONSTRUCTION STAKING, INSPECTION AS -BUILT PLANS
Once design is complete, CrossRoad Engineers can perform construction staking,
inspection, and as -built plans if requested by the City of Carmel. This work will include
all office work and field work to complete the construction and final record drawings of
the project.
F. METHOD FOR PAYMENT OF ENGINEERING FEES
Mr. David Littlejohn, A1CP
City of Carmel
June 14, 2011
Page 2 of 4
During the course of this work, progress invoices will be prepared for the portions of the
work done to date based on the Fee Schedule included with this document as Attachment
"A Prior to preparing these invoices, we will contact you to discuss the amount of
work that is complete and, therefore, the dollar amount that each invoice will be. These
invoices will be submitted by the 5 of each month and will become due by the 30` of
that same month. Invoices not paid within 30 days after submission to you will accrue
interest at a rate of 1.5% per month.
G. UNDERSTANDINGS
For additional services not covered herein, the work will be performed as authorized by
you at a mutually agreed upon rate.
Items not included are acquisition of building permits, sanitary sewer connection permits,
regulatory fees to accompany permit applications, and permits normally obtained by the
contractor(s). Payment for these items will not be the responsibility of CrossRoad
Engineers.
We are ready to begin and appreciate your allowing CrossRoad Engineers to design this project
for you. If you have any questions, please call me at 780 -1555 ext. 114.
Sincerely,
CrossRoad Engineers, PC
Trent E. Newport, P. E., L. S.
Vice President
Please signify your acceptance by signing below:
City of Carmel Date
Mr. David Littlejohn, AICP
City of Carmel
June 14, 2011
Page 3 of 4
A
3q
ATTACHMENT "A"
FEE SCHEDULE
The total lump sum fee is divided into the following work components for billing purposes:
A. TOPOGRAPHIC SURVEY 4,500
B. PRELIMINARY PHASE 1,000
C. DESIGN CONSTRUCTION DRAWINGS 7,500
D. REGULATORY SUBMITTALS BIDDING PHASE 3,500
E. CONSTRUCTION STAKING, INSPECTION AS -BUILT PLANS Hourly
TOTAL LUMP SUM FEE 16,500
(Not Including Item E above)
Our total lump sum proposed fee is divided into the above work components for billing
purposes.
Mr. David Littlejohn, MCP
City of Carmel
June 14, 2011
Page 4 00f4
A-