VS Engineering/ENG/$78,500/Construction Insp River Rd Culvert VS Engineering. Inc.
Engineering- 2013
Appropriation#211-4462300: P.O.#26572
Contract Not To Exceed$78.600.00
AGREEMENT FOR PROFESSIONAL SERVICES e
oc4
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-2013
Appropriation#211-4462300; P.O.#26572
Contract Not To Exceed$78.600.00
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 211-4462300 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 Seventy Eight Thousand Six Hundred Dollars ($78,600.00) (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.
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-2013
Appropriation#2 1 1-44623 00; P.O.#26572
Contract Not To Exceed S78.600.00
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, 2013, 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-2013
Appropriation#211-4462300: P.O.#26572
Contract Not To Exceed$78.600.00
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.
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.
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VS Engineering. Inc.
Engineering-2013
Appropriation#211-4462300; P.O.#26572
Contract Not To Exceed 578,600.00
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 E-Verify
Pursuant to I.C. § 22-5-1.7 et seq., Company shall enroll in and verify the work eligibility status of all of its
newly-hired employees using the E-Verify program, if it has not already done so as of the date of this
Agreement. Company is further required to execute the attached Affidavit, herein referred to as Exhibit D,
which is an Affidavit affirming that: (i) Company is enrolled and is participating in the E-verify program, and
(ii) Company does not knowingly employ any unauthorized aliens. This Addendum incorporates by reference,
and in its entirety, attached Exhibit D. In support of the Affidavit, Company shall provide the City with
documentation that it has enrolled and is participating in the E-Verify program. This Agreement shall not take
effect until said Affidavit is signed by Company and delivered to the City's authorized representative.
Should Company subcontract for the performance of any work under this Addendum, the Company
shall require any subcontractor(s) to certify by affidavit that: (i) the subcontractor does not knowingly employ
or contract with any unauthorized aliens, and (U) the subcontractor has enrolled and is participating in the E-
verify program. Company shall maintain a copy of such certification for the duration of the term of any
subcontract. Company shall also deliver a copy of the certification to the City within seven (7) days of the
effective date of the subcontract.
If Company, or any subcontractor of Company, knowingly employs or contracts with any
unauthorized aliens, or retains an employee or contract with a person that the Company or subcontractor
subsequently learns is an unauthorized alien, Company shall terminate the employment of or contract with
the unauthorized alien within thirty (30) days ("Cure Period"). Should the Company or any subcontractor of
Company fail to cure within the Cure Period, the City has the right to terminate this Agreement without
consequence.
The E-Verify requirements of this Agreement will not apply, should the E-Verify program cease to exist.
7.12 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.
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VS Engineering, Inc.
Engineering-2013
Appropriation#211-4462300: P.O.#26572
Contract Not To Exceed$78.600.00
7.13 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 Engineering Carmel City Attorney
One Civic Square One Civic Square
Carmel, Indiana 46032 Carmel, Indiana 46032
ATTENTION: Michael McBride
PROFESSIONAL:
VS Engineering, Inc.
10305 Dawson Creek Boulevard
Fort Wayne, IN 46825
260-489-6635
ATTENTION: Sanjay B. Patel
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.
7.14 Effective Date.
The effective date (Effective Date") of this Agreement shall be the date on which the last of the parties
hereto executes same.
7.15 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.
7.16 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.
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VS Engineering,Inc.
Engineering-2013
Appropriation#211-4462300: P.O.#26572
Contract Not To Exceed$78,600.00
7.17 Non-Assignment.
Professional shall not assign or pledge this Agreement nor delegate its obligations hereunder without City's
prior written consent.
7.18 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.
7.19 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.
7.20 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.
7.21 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.
7.22 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.
7.23 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.
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VS Engineering, Inc.
Engineering-2013
Appropriation#211-4462300; P.O.#26572
Contract Not To Exceed$78,600.00
7,24 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.
7.25 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.
7.26 IRAN CERTIFICATION.
Pursuant to I.C. § 5-22-16.5, the Consultant shall certify that, in signing this document, it does not engage in
investment activities within the Country of Iran.
(remainder of page intentionally left blank)
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VS Engineering,Inc.
Engineering-2013
Appropriation#211-4462300; P.O.#26572
Contract Not To Exceed$78,600.00
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:
Ir
.0" we 6 . I'
/mes Brainard, P esiding fficer Authorized Sign. ure
Date: 3/2 B /i
Printed Name: Sanjay B. Patel, P.E.
„a ,.a�/ Tltie: President
M. Ann :urke, Member
Date: 3 - 0-0 -1 3 FIDTTIN: 35-1494479
/ Last Four of SSN if Sole Proprietor:
Lori S. W- o , M mber Date: March 8, 2013
Date. 3p0/(3
ATTEST:
A Ai d ./
Diana ordray, I' t C Clerk-Treasurer
Date: . •- •
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PROPOSAL
TO PROVIDE PROFESSIONAL ENGINEERING SERVICES
CONSTRUCTION INSPECTION
River Road Culvert Replacement
Over Elizabeth Warren Ditch
Project No. 11-07
CITY OF CARMEL, ;;IN
March 4, 2013
Exhibit
® ® i V s ENGINEERING . INC .
® I 4275 North High School Road Indianapolis, Indiana 46254
1 I vsei @vsehgineering.com www.vsengineering.com
�._� Phone: (317) 293-3542 Fax: (317) 293-4737
SECTION 1
DESCRIPTION OF PROPOSED PROJECT
River Road Culvert Replacement Over Elizabeth Warren Ditch
Project Area
The City of Carmel is located within Hamilton County, Indiana. The project is
located along River Road immediately south of Haverton Way and Prairie Trace
Elementary School.
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PROJECT AREA k
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VSE
Project Description
Over the years, the existing 3-sided culvert along River Road over Elizabeth
Ditch has deteriorated requiring replacement. This project will replace the
existing structure with a 12' x 10' Contech ConSpan culvert structure. In addition
to culvert replacement, linear ditch grading with underdrains, new sidewalk and
pavement replacement are included as part of the project. The replacement of
the existing structure will also remove the sub-standard guardrail and place the
culvert ends outside of the roadway clear zone, therefore not requiring
replacement of the guardrail. Critical project elements include tree clearing, utility
relocation, erosion control, dewatering and culvert construction. Pavement
replacement, curb/gutter, ADA crossing, etc. shall be in compliance with City of
Carmel standards/specifications.
VSE
SECTION 2
SCOPE OF SERVICES
Services to be furnished by VS ENGINEERING, INC. (VSE):
For the fulfillment of all services outlined below, VSE will provide a Project Manager (off-
site), Full-time Project Supervisor (on-site) and Construction Inspector, only as-needed,
during project construction. VSE offers true 3`d party construction inspection for the
River Road Culvert Replacement project.
All project personnel provided by VSE are subject to approval by City of Carmel officials
and their representatives, and no personnel will be assigned to the project until such
approval is obtained
VSE will be responsible for performing the following activities:
Construction Administration and Inspection
A. DESCRIPTION OF SERVICES
1. Construction Schedule: Review the Contractor's initial construction
schedule for compliance with the contract and give to City officials detailed
documentation concerning its acceptability. VSE Project Supervisor shall
identify "gaps" in Contractor's scheduling that can be compressed into
sometimes significantly shorter construction period(s). Schedule review by
Project Supervisor will be on-going throughout the length of the project, and
schedule updates will be provided at each progress meeting.
2. CONFERENCES: Attend preconstruction conferences as directed by City
officials, 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 schedules. Record minutes of such meetings.
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 liaison capacity, the Project
Supervisor shall be thoroughly familiar with the plans and specifications
applicable deviation observed shall be reported to City officials.
Serve as City's liaison with the traveling public and nearby affected business
owners and property owners. If necessary, the Project Supervisor will attend
and participate in any public information meetings.
4. Assisi- City officials in obtaining from the Contractor a list of his proposed
suppliers and subcontractors.
5. EQUIPMENT: Furnish all equipment necessary to sample and test materials
6. SHOP DRAWINGS:
a. Receive shop drawings and falsework drawings. Check for completeness
and review with City officials as necessary.
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 City officials when he believes it is necessary to disapprove work
as failing to conform to the Contract Documents.
7. REVIEW OF WORK, INSPECTION, AND TESTS
a. Conduct on-site inspections 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 latest edition of the INDOT Construction Manual and/or
in accordance with current accepted practices.
c. Accompanying visiting inspectors representing local, state, or federal
agencies having jurisdiction over the project, and report details of such
inspection to City officials.
d. Verify that all materials have been tested in the manner and extent
prescribed, and in accordance with current accepted practices
8. MODIFICATION: Consider and evaluate the Contractor's suggestions for
modifications in drawings and/or specifications and report them with
recommendations to City officials.
9. 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 logbook 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 diary or logbook to City officials.
c. Maintain a record of names, addresses, and telephone numbers of all
subcontractors and major material suppliers.
d. Maintain a set of drawings on which authorized changes are noted and
deliver to City officials upon request, but in any event at the completion of
the project.
e. Supply GPS coordinates of all project structures for future GIS
documentation and operation.
f. Prepare the Final Construction Record and Final Estimate as required by
the City.
10. REPORTS: Furnish to City officials at periodic intervals, as required,
progress reports of the project, including the Contractor's compliance with
the approved construction schedule.
11. PROGRESS ESTIMATES: Prepare progress estimates for periodic partial
payments to the Contractor and deliver to City officials for review and
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processing. The payments to the Contractor will based on estimates of
the value of work performed and materials complete and in place in
accordance with the contract.
12. PROJECT RESPONSIBILITY: The Project Supervisor will be responsible for
the documentation of pay quantities and estimates and the maintenance
of appropriate records related to the construction of this project.
13. DETAIL OF TYPICAL REPORT REQUIREMENTS
Several reports prepared by the project supervisor. The following is a list
of report requirements typical for this project.
• Daily Report
• Weekly Reports
• Weekly Sign and Barricade Inspection Report
• Monthly Progress Report
• Change Order
• Progress Pay Estimate
• Material Record
• Comparison of Estimates — Original and Final
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SECTION 3
MANHOUR AND FEE JUSTIFICATION
River Road Culvert Replacement Over Elizabeth Warren Ditch
ESTIMATED MANHOURS BY EMPLOYEE CLASSIFICATION
TASK Project Project Construction TOTAL
Manager Supervisor Inspector
Al Review and monitor the construction schedule 8 8
A.2 Schedule and conduct job.conferences 16 16
A.3 Serve as the Owner's liaison with the Contractor
A.4 Obtain from the Contractor a list of proposed suppliers and
•
subcontractors
A.5 Furnish testing/sampling equipment(note#1)
A.6 Review and approve shop drawings 8 8
A.7 Conduct on-site inspections,and review Contractor's work.tests 620 80 700
and certifications
A.8 Consider and evaluate Contractor's suggestions and modifications 4 ,
A.9 Prepare and maintain construction reports and records 16 '
A.10 Prepare progress reports 8
A.11 Prepare progress estimates for periodic partial payments to the 6
contractor
A.12 Document pay quantities and estimates and maintain records
A.13 Develop project reports '
Total Hours 66 620 80 732
Average Hourly Billing Rate $158.49 $97.14 $79.13
Subtotal Labor $10,460.34 $60,224.01 $6,330.40 $77,014.75
Direct Costs
Transportation-$0.50/mile 3250 miles $1,825.00
Subtotal Direct Costs $1,625.00
TOTAL FEE ESTIMATE RIVER ROAD CULVERT REPLACEMENT 578,639.75
USE $78,600.00
Note#1-Contractor shall complete all required testing per contract documents.
' Manhours not assigned as these tasks are to be completed during field construction observation Task A.7.
4
97
VSE