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Community & Economic Development ~~ ~Y~.,;,
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1200 County-City Building, 227 West Jefferson, South Bend, Indiana 46601-1830 Phone 574/235-9371 Fax 574/235-9021
To: Redevelopment Commission
From: Bill Schalliol, Economic Development Planner
Subject: Revised proposal for planning and design services related to Mayflower Road
realignment
Date: February 17, 2011
Attached to this memo is a Revised Proposal for Planning Services, Survey Services and
engineering Services to prepare a Variance Petition, and Construction Plans for the proposed
Hutsfield Drive, Design/Engineering work for parking/delivery area as part of Mayflower Road
realignment project. The original proposal was approved on March 1, 2010, to hire Dancher, Harner
and Associates, Inc., to prepare design and construction plans for the realignment and construction
of new roadways related to the Hutsfield Square subdivision project at the northeast corner of
Mayflower and Cleveland Road. The roadway construction plans are complete and this revised
proposal will allow for completion of some additional items that have been required as this design
process has progressed.
The revised scope of work has a total contract amount of $33,600 for a full scope of work detailed in
the attached proposal. It is anticipated that with the completion of these work items, and after the
final plat approval for the subdivision on April 7th, the city would be able to proceed with
development of the infrastructure related to this mixed use development site. As a companion
project to this work, the Mayflower Trunk Sewer project will also be paired with this project to allow
for coordinated construction development for the two projects.
Staff requests approval of the revised proposal to complete predevelopment work associated with
this project.
What We Do Today Makes A Difference!
Danch, Harner & Associates, Inc.
Effective Date: January 12, 2007
SCHEDULE OF HOURLY RATES AND DIRECT EXPENSES
CLASSIFICATION HOURLY BILLING RATE
Senior Professional Engineer $138.00
$80.00
En ~neering Designer -
$70~~
_ Pro~ect En Weer $138
00
Senior Professional Land Sun~eyor .
____,
_
Senior Survey/En ineering Tech $80.00
Sun~ey/En - Bering Tech $55.00
Senior Professional Landscape Architect _ $138.00
Two Person Pield Crew _ _ $120.00
$70.00
Survey Manager 5138.00
Principal $45.00
Clerical
ITEM UNITS UNIT PRICE
Mileage Miles $0.50
Co ies*
Each $0.2~
Standard Size Prints {24 x 36) Each 54.00
Oversize Prints Scare Foot $ I.00
Vellums (24 x 3G size) Each $10.00
Overni ~t Travel:
Meals
~~
Cost
L.od in _
Cod
Public Tran nation
*Note: Copies include 81/2 x 11, S1/2 x 14, or 11 x 17 size sheers.
Other direct expenses may include cost to obtain copies of documents such as deeds or plats, maps, or
other items purchased as a direct result of employment on the project. NOTE THAT MILEAGE IS
NOT CHARGED FOR PROJECTS WITHIN ST. JOSEPII COUNTY, INDIANA OR BERRIEN
COUNTY, MICHIGAN.
vFi~
Uanch, f-/arner~ ~Z Associates, Inc.
Land Surveyors ~ Professional Engineers
Landscape Architects ~ Land Planners
Office: (574)234-4003 / (800)594-4003 ~ Fax: (574)234~F009
1643 Commerce Drive ^ South Bend, IN 46628
March 1, 2010
Revised March 10, 2010
Mr. Bill Schalliol
Planner
Community and Economic Development Department
Cit~ 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 Raad 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 Traff c 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 preven#ion 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:
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.
3. We would orient provided cad drawings to our established local coordinate
system, perfann 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 Construciion Details.
7. Standard Specifications.
8. Roadway Lighting Plan
9. Engineer's Estimate of Probable Cost.
Traffic Engineering Services for Si~aalization of the Re-alined Mavflower 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.
1. Prepare roadway engineering, layout, plan & profile drawings:
Includes: Cover Sheet, Existing Site Conditions, Overall Site Layout and
Alignment Plan, Typical Road Cross-section, Road Pian & 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 ail 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.
M__ayflower 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 Hamer will provide bid ready, final
construction draw7ngs that will include landscape plans, bio-retention planting plans,
details, specifications, and final construction cost estimates.
Cost for Streetscape services listed above ........................................... $12,244
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 detaiied 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, Harper & Ass nc.
Michael J. Danch - Presid
Board of Public Works: Approved By & Date
Memb r V
. C~-_
M tuber
Member
1316 COUNTY-CITY BUILDING
227 W. ]EFFERSON BOULCVARD
SouTI{ BEND, INDIANA 46601-1830
CITY OF SOUTH BEND STEPHEN J. LtJECKE, MAYOR
BOARD OF PUBLIC WORKS
May 24, 2014
Mr. Michael Danch
Danch, Harney & Associates
1643 Commerce Drive
South Bend, Indiana 46628
PHONe574/235-9251
Fax 5741235-9171
TDD 574/ 235-5567
RE: Professional Services Proposal -Mayflower Realignment and Improvement Project
Project No. 110-036
Dear Mr. Danch:
The Board of Public Works, at its meeting held on May 24, 2010, approved the above
referenced Professional Services Proposal in the amount of $124,725.00.
Enclosed is a copy of the Proposal for your records.
If you have any questions, please contact lne at (574) 235-9251.
Sincerely, .
\~
Linda M. Martin, Clerk
Enclosure
Bill Schalliol, CED
Rob Nichols, Engineering
GARY A. GILUT, P.E. DONALD E. INKS CARL P. LITTRELL
PRESIDENT MEMBER MEMBER
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date May 18, 2010 Department
BPW Date May 24, 2010 Phone
C&ED
235-5842
Name Bill Schalliol
Legal ® Attorney Name Lawrence Meteiver
Controller review is required for all Contracts $5,000.00 or more
Controller ^ and greater than one year in length per the City Purchasing
Policy
Other Appropriate Reviewers ^
.;~.k.#~~ ~ ~~°;~}'~ .~ Check the Aopropriate Item Tvpe -Required for All Submissions
A reement Contract ~ Proposal Addendum
Claim
^ Bid Opening Bid Award Req. to Advertise Title Sheet
Quote Openin Quote Award
Chg Order No. ^ C/O ~ PCA No. PCA
Ease./Encroach. Traffic Control ^ Resolution
Other:
' '~`~ ~r~ '~~~~.~~~ ;. Reauired:lnformation :,~' ~ "~'
~.~~3i~~~. k+ 4. '-a
Com any or Vendor Name Danch, Harner & Associates
Project Name Mayflower Reali nment and Improvement Project
Project Number (En .
Fundin Source AEDA
Account No. 324-1050-460-31.02
Amount $ 924,725.00
Terms of Contract
Purpose/Description Professional services contract for Danch Harner & Associates to
design roadway and infrastructure improvements
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,r{~~,~~~..~.. Dispersal After Approval ~~~~~~~.~~-~~,~~~n~~~~,, r~~~,~~~;
Copy Original
^ ® Mike Danch, DHA
® ^ Bill Schalliol, C&ED-ED