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HomeMy WebLinkAbout6E(8) Resolution No. 2684~~~-~s~~ • . SpUTH 6F j w ~ \j~- e Community & Economic Development y~`,,~ r -_A -.. 1865..- 1200 County-City Building, 227 West Jefferson, South Bend, Indiana 46601-1830 Phone 574/235-9371 Fax 574/235-9021 To: Redevelopment Commission/Board of Public Works From: Bill Schalliol, Economic Development Planner ~~j~/ Subject: Resolution 2684 & Addendum to the Agency Agreement Mayflower Realignment and Improvement Project Professional Service Proposal -Danch, Harner & Associates Date: May 18, 2010 Attached to this staff report is Resolution 2684 and an Addendum to the Master Agency Agreement between the Commission and the Board of Public Works. Resolution 2684 and the addendum relate to the Mayflower Realignment and Improvement Project. The Mayflower Realignment and Improvement Project is part of the master planning and design development fora 60 acre tract of land in the northeast quadrant of land at Cleveland and Mayflower and the realignment and improvement of Mayflower Road is a central development component of this project. A map of the project area is attached to this report. Attached to the addendum as an exhibit is a professional services proposal from Danch, Harner & Associates for the professional and design services related to the relocation of the roadway, intersection improvements at Cleveland and the new Mayflower, and coordination with the existing Mayflower Sewer Separation Project. The proposal amount for the professional services is $124,725.00. Approval of the professional services proposal will be done by the Board of Public Works. Staff requests approval of this resolution and addendum. What We Do Today Makes A Difference! ~;. ~~ ~"~ s `,. ~ _ ~. k y ~, @~@ ~' f s ~, ~ ° ~~ ,~ 0 0 ~~`'~ i, ~;a ~ ~ t . '-^ RESOLUTION NO. 2684 RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION APPROVING AND AUTHORIZING THE EXECUTION OF AN ADDENDUM TO THE MASTER AGENCY AGREEMENT (Mayflower Realignment and Improvement Project) WHEREAS, effective January 1, 2010, the South Bend Department of Redevelopment, acting by and through its Redevelopment Commission (the "Commission"') and the South Bend Board of Public Works (the "BPW'') entered into a Master Agency Agreement which authorized the BPW to act as agent for and on behalf of the Commission for certain projects during 2010; and WHEREAS, pursuant to the Master Agency Agreement, the Commission desires to add the Mayflower Realignment and hmprovement Project by way of this Addendum. NOW, THEREFORE, BE IT RESOLVED by the South Bend Redevelopment Commission as follows: Section 1. The Commission hereby approves the Addendum to Master Agency Agreement (Brick Road-Dylan Drive Intersection Improvement Study) and hereby authorizes its execution in substantially the form attached hereto with such changes as the Commission may deem necessary or appropriate upon the advice of counsel, said execution thereof to be conclusive evidence of the Commissions approval of such changes. The Clerk is hereby directed to file a copy of the Addendum with the BPW. Section 2. This Resolution shall be in full force and effect after its adoption by the Conunission. Section 3. Don Inks or Jeff Gibney is authorized to execute on behalf of the Commission any documents necessary to can-y out the intent of this resolution. ADOPTED at a meeting of flee South Bend Redevelopment Commission held on May 21, 2010, at 10:00 a.m., in Room 1308, County-City Building, South Bend, Indiana 46601. CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT South Bend Redevelopment Commission ATTEST: South Bend Redevelopment Commission ADDENDUM TO MASTER AGENCY AGREEMENT (Mayflower Realignment and Improvement Project) This Addendum to Master Agency Agreement (this "Addendum"), made and entered into as of the 24th day of May, 2010, by and between the South Bend Department of Redevelopment, acting by and through its Redevelopment Commission (the "Commission") and the City of South Bend, Indiana, a municipal corporation duly organized and existing pursuant to the laws of the State of Indiana, acting by and through its Board of Public Works (the "BPW"") for purposes of the Commission designating the BPW to act as the Commission's agent to undertake the Mayflower Realignment and hilprovement Project (the "Project'") WHEREAS, effective January 1, 2010, the Commission and the BPW entered into a Master Agency Agn•eement which authorized the BPW to act as agent for and on behalf of the Commission for certain projects during 2010; and WHEREAS, pursuant to the Master Agency Agreement, the Commission desires to add the Mayflower Realignment and hmprovement Project to the Master Agency Agreement by way of this Addendum. NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, and for other good and valuable consideration, the receipt of which is hereby acknowledged, the BPW and the Commission agree as follows: 1. The Commission hereby empowers and appoints the BPW, pursuant to the Master Agency Agreement, to act as the Commission's a~~ent for the limited purpose of contracting for and managing the completion of the Project, the scope of said Project being more specifically described in "Exhibit A", attached hereto and made a part hereof. 2. All of the tei-~ns and conditions of the Master Agency Agreement shall control this appointment and this Addendum shall be attached to the Master Agency Agreement. 3. Don Inks or Jeff Gibney is authorized to execute on behalf of the Commission any documents necessary to carry out the intent of this resolution. IN WITNESS WHEREOF, the undersigned execute this Addendum to Master Agency Agreement to be effective as of the date first written above. CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT South Bend Redevelopment Commission ATTEST: South Bend Redevelopment Commission CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Gary Gilot, President Carl Littrell, Member Don Inks, Member ATTEST: Linda Martin, Clerk Exhibit "A" MAYFLOWER REALIGNMENT AND IMPROVEMENT PROJECT See Attached Proposal from Danch, Harner and Associates Lunch, F/arner ~ Associates, Inc. Land Surveyors • Professional Engineers Landscape Architects • Land Planners Office: (574)234-4003 / (800)594-4003 ~ Fax: (574)234-4009 1643 Commerce Drive • South Bend, IN 46628 March 1, 2010 Revised March 10, 2010 Mr. Bill Schalliol Planner Community and Economic Development Department City of South Bend 12t Floor County-City Building 227 West Jefferson Blvd. South Bend, Indiana 46601 RE: Proposal for Planning Services, Survey Services and Engineering Services to prepare Street Vacation Documents and Construction Plans for the Realignment of Mayflower Road from Cleveland Road to Brick Road and Signalization Plans for the Mayflower Road-Cleveland Road Intersection, South Bend, Indiana. Dear Mr. Schalliol: Danch, Harner & Associates, Inc. (DHA) is pleased to submit this proposal for professional Planning, Surveying and Engineering services to provide road and storm drainage construction plans for the realignment of Mayflower Road from Cleveland to Brick Roads. Services would also include providing a Traffic Impact Analysis Study for the proposed signalization of the Mayflower Road and Cleveland Road intersection and preparation of a signalization Plan for said intersection by a Traffic Engineer. Planning services would include preparing Street Vacation documents and representation at public hearings for the vacation of a portion of the southern end of the existing Mayflower Road right-of--way between Brick Road and Cleveland Road. Our design team will include Traffic Engineering Consultants, PC of South Bend, Ken Herceg & Associates, Inc. of South Bend and Alt & Witzig of South Bend. We anticipate the following scope of services will be provided by DHA and our consultants: SCOPE OF SERVICES: We would furnish construction plans for road and storm drainage improvements within the road right-of--way and drainage easements provided to the City by the landowners in the development area. A storm water pollution prevention plan will also be prepared. All of the requested services must meet applicable standards of the City of South Bend and the State of Indiana. We have listed some optional items at the end of this proposal as extra services that we can provide in the event they are needed. Our understanding is that the City would supply us with current digital drawings and survey information from Abonmarche Inc. for the pending sewer improvements along the existing Mayflower Road alignment, so that we can coordinate our work with those plans and the existing business access points. Our surveying services will include picking up all topography necessary for the proposed Mayflower Road re-alignment, for drainage improvements and for intersection tie-ins to Cleveland Road and Brick Road. We would establish temporary benchmarks for the project and tie into Abonmarches' work with a precision bench loop. Planning Services: 1). Preparation of a Street Vacation Petition for a portion of the southern end of the dedicated right-of--way of Mayflower Road as required. This will allow for the re- direction of existing traffic to access the proposed re-aligned Mayflower Road. Services includes preparation of a Street Vacation Diagram (working with Tony Molnar), all required Application forms, representation at all required Public Hearings, and meeting with affected property owners & City to discuss project and review proposed access for affected property owners to re-aligned Mayflower Road. Cost of Planning Services including fees .............................................. $ 3,250 Surveying Services: In order to proceed, we would need to conduct a topographic survey of the site and verify the provided survey information for layout and elevations. Therefore, we must include the following minimum Surveying services: 1. Survey Control: a. Locate initial horizontal and vertical control points on the project site and determine actual GPS location and elevation by OPUS solution. b. Tie into existing control points, irons, and right-of--way markers to coordinate the surveys and provided drawings. c. Tie into existing benchmarks using a precise leveling loop to ensure accuracy. d. Establish Project Benchmarks on or near the site to facilitate construction. 2. Topography: a. Conduct a topographic survey over the route of the proposed road realignment and in the areas of proposed drainage improvements, and connect to vertical and horizontal controls by Abonmarche in the existing road right-of--way. b. Verify the tie in locations and elevations of existing pavements in Cleveland Road and Brick Road. c. Verify the Location and Elevation of all existing Manhole and Inlet Rims and other structures within the proposed right-of--way and proposed intersection improvements. d. Provide additional topographic survey services to be used for the preparation of the signalization engineering plans for the intersection of Mayflower Road and Cleveland Road. We would orient provided cad drawings to our established local coordinate system, perform a drawing translation, and incorporate them into our cad database for the project. Total Cost of Surveying Services as listed above ................................. $ 19,775 Note: If for some reason the provided topographic information cannot be verified or is not sufficient for our design work, we would request additional survey work be completed, prior to commencing the Engineering Design work. That work is not included in this contract, and would be charged on a time and materials basis. Engineering Services: We will provide the following engineering plans and services based upon our project meeting. 1. Prepare roadway engineering, layout, plan & profile drawings: Includes: Cover Sheet, Existing Site Conditions, Overall Site Layout and Alignment Plan, Typical Road Cross-Sections, Road Plan & Profile Sheets, Intersection Grading Details, Sanitary Sewer and Water Main Plan & Profile Sheets with laterals, Storm Sewer Plan & Profile Sheets and Mass Grading Plan with Cut & Fill Cross-Sections. Existing utilities will be shown according to our field survey work and survey information from supplied Abonmarche drawings. 2. Bio-Retention Swale plans. 3. Storm Surge (100-yr) Retention Basin. 4. Outlet Control Structure(s) and controlled outflow pipe to Cleveland Road as required. 5. SWPPP/SESC Plan & Details. 6. Standard Construction Details. 7. Standard Specifications. 8. Roadway Lighting Plan 9. Engineer's Estimate of Probable Cost. Traffic Engineering Services for Si~nalization of the Re-aligned Mayflower Road and Cleveland Road intersection and preparation of Traffic Impact Analysis Report for intersection design: We will provide the following traffic engineering plans and services based upon our project meeting for the Re-aligned Mayflower Road Cleveland Road intersection. Prepare roadway engineering, layout, plan & profile drawings: Includes: Cover Sheet, Existing Site Conditions, Overall Site Layout and Alignment Plan, Typical Road Cross-section, Road Plan & Profile Sheets, Intersection Grading Details, Drainage/Storm Design Plan. 2. Bio-Retention Swale plans, as required or needed. 3. Standard Construction Details. 4. Standard Specifications. 5. Engineer's Estimate of Probable Cost. 6. Preparation of standard Traffic Impact Analysis report for forecasting vehicle usage of signalized intersection. 7. Traffic Signalization Plan. (Traffic Signal Design & Typical Section Design) 8. Roadway Lighting Plan, Pavement markings and Signage. 9. Demolition Plan for proposed portion of Vacated Mayflower Road. 10. Develop Construction Demolition Plans and Specifications for existing Mayflower Road and Cleveland Road intersection. 11. Prepare quantities and estimate. Engineering plans for the signalized intersection will be based on an "isolated intersection" and not an interconnected system with other intersections. Our understanding is that we would provide astorm-water management plan that will have adequate drainage and retention to serve the right-of--way development, and to include provision of connection and increased retention storage for the eventual development of all of the 44 or so acres of adjacent property. Soil Borings Services: We will contract with a local geotechnical firm to provide soil borings and furnish a geotechnical report showing the existing soil types and bearing capacities, determination of high-water table in proposed storage areas, hydraulic conductivity and percolation rate, suitability for type 'B' backfill, and providing estimated support values and pavement recommendations for the road. We would: 1. Review the geotechnical report. 2. Coordinate our design based upon that information. 3. Include pertinent information from the report in the site plans. Total Cost for Engineering services as listed above ................................ $ 89,500 Construction Engineering/Inspection would be done on our standard hourly rates as needed. Mayflower Streetscane: Preliminary Plans: This will include the submission of conceptual design options to the City staff. The conceptual drawings will address various components of the design including an integrated pedestrian path, landscape plans & material usage, bio-retention plant materials, amenity types and styles along with their proposed locations, street light locations using the City standard fixture, and probable construction cost estimates. The conceptual plans will be submitted to the City for review and comment. We anticipate two additional meetings with the City staff to finalize the conceptual design before moving to final design. Construction Documents: After review and approval from City staff, Danch Harner will provide bid ready, final construction drawings that will include landscape plans, bio-retention planting plans, details, specifications, and final construction cost estimates. Cost for Streetscape services listed above ........................................... $12,200 Special Conditions of this Contract: Copyright protection: Since we will be using drawings provided by others, we will assume that you will secure the permission(s) of those parties for our use of their drawings, and that you will indemnify us any claims, present or future, for our possession and use of the drawings in the production of our derivative works. Exclusions: The following services may not be required for this project. Therefore, they are not included in the scope of this contract. Upon request we can provide these services on a time and materials basis: ~ Extended Watershed Analysis (North of Brick Road.) • IDEM SWPPP approval. • CDR Foundation Construction Design Release • Bid documents other than sealed Construction Plans and City Standards that we normally include in our plan sets. We anticipate that, given our current workload, we can prepare the construction plans with sufficient detail for preliminary review within 12 weeks of receiving your approval. The final construction plans would be completed within two-to-three weeks after the geotechnical report, and City comments have been received. The Estimated Total Cost of this contract is $ 124,725 as detailed above. We propose that our Construction Staking Services, if requested, be billed on the basis of actual hours worked multiplied by our Schedule of Normal Hourly Rates and Direct Expenses (enclosed.) Additional services outside the scope of services will be billed on the basis of actual hours worked multiplied by our schedule of normal hourly rates and direct expenses. Terms Special Conditions as listed on page four (4) of this contract apply. If revisions to the above plans detailed above were requested by the owner or by review agencies, those revisions would be made at our standard hourly rates. Thank you for using DHA for this important project. If you have any questions, please call us at (574) 234-4003. If you find the proposal acceptable, please execute this document in the spaces provided below, and return it to us. Sincerely, Danch, Harner & Ass Inc. Michael J. Danch -Preside Board of Public Works: Approved By & Date Member Member Member Danch, Harner & Associates, lnc. Effective Date: January 12, 2007 SCHEDULE OF HOURLY RATES AND DIRECT EXPENSES CLASSIFICATION HOURLY BILLING RATE _ Senior Professional Engineer $138.00 Engineering llesigner _ __ $80.00 Project Engineer _ $70.00 Senior Professional Land Surveyor _ _ $138.00 Survey/Engineering Tech Senior ___ _ _ $80.00 _ Survey/Enginecring Tech _ $55.00 Senior Professional I~andscapc Architect $138.00 Two Person Field Crew- _ $120.00 Survey Manager $70.00 Principal _ $138.00 Clerical $45.00 ITEM UNITS UNIT PRICE Mileage Miles $0.50 Copies* _ Each $0-2? Standard Size Prints (24 x 36) Eacll $4-00 Oversize Prints Squ<lre Foot $1.00 Velhlnls (24 x 36 size) Each _ _ X10.00 Overnight Travel: _ Meals ~~ Lodginb __ ___ Cost Public Transportation _ Cost *Note: Copies include 81/2 x 11, 81/2 x 14, or 11 x 17 size sheets Other direct expenses ma}~ include cost to obtai^ copies of documents such as deeds or plats, maps, or other items purchased as a direct result of emplo}~ment on the project. NOTE THAT MILEAGE IS NOT CHARGED FOR PROJECTS WITHIN ST. JOSEPH COUNTY, INDIANA OR BERRIF,N COUNTY, MICI~IGAN.