Loading...
HomeMy WebLinkAbout6D 15�'b C► o Community & Economic Development . is . 1200 County -City Building, 227 West Jefferson, South Bend, Indiana 46601 -1830 Phone 574/235 -9371 Fax 574/235 -9021 To: Redevelopment Commission, Park Board From: Bill Schalliol, Economic Development Planner IR5 Subject: Resolution 2894 and Addendum To Master Agency Agreement Voorde Park Planning and Construction Date: June 9, 2011 Attached to this memorandum is Resolution 2894 and Addendum To Master Agency Agreement for the Voorde Park Planning and Construction project. Attached to the Addendum is a copy of the professional services proposal from Lehman & Lehman to provide project planning and construction drawings and inspection related to the construction of Voorde Park improvements. As we move into the next phase of work at Voorde Park, it is now appropriate to enter into the second phase of contract work for the Voorde Park project. Previously, the Commission has approved a contract to do initial site planning, a second contract to do survey work and prepare and complete a rezoning for a parcel of land to be transferred to the adjacent Hoosier Tank, and now this third contract would finalize the planning work for the entire property and prepare construction and bid documentation. The proposal amount for this work is $27,000.00. Additionally, there will be a total of $350,000 of Commission funding available for the construction of the park improvements. Staff requests approval of Resolution 2894 and the Addendum To Master Agency Agreement for the Voorde Park Planning and Construction project. What We Do Today Makes A Difference! RESOLUTION NO. 2894 RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION APPROVING AND AUTHORIZING THE EXECUTION OF AN ADDENDUM TO THE MASTER AGENCY AGREEMENT ( Voorde Park Planning and Construction Project) 2894 -11 WHEREAS, effective June 20, 2011, the South Bend Department of Redevelopment, acting by and through its Redevelopment Commission (the "Commission ") and the South Bend Board of Park Commissioners (the "Park Board ") entered into a Master Agency Agreement which authorized the Park Board to act as agent for and on behalf of the Commission for certain projects during 2011; and WHEREAS, pursuant to the Master Agency Agreement, the Commission desires to add the Voorde Park Planning and Construction Project to the Master Agency Agreement 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 ( Voorde Park Planning and Construction Project) 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 Commission's approval of such changes. The Clerk is hereby directed to file a copy of the Addendum with the Park I: • . �I Section 2. This Resolution shall be in full force and effect after its adoption by the Commission. Section 3. Commission staff members are authorized to execute on behalf of the Commission any documents necessary to carry out the intent of this resolution. ADOPTED at a meeting of the South Bend Redevelopment Commission held on June 14, 2011, at 4:00 p.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 ( Voorde Park Planning and Construction Project) 2894 -11 This Addendum to Master Agency Agreement (this "Addendum "), made and entered into as of the 23rd day of June, 2011, 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 Park Commissioners (the "Park Board ") for purposes of the Commission designating the PARK BOARD to act as the Commission's agent to undertake the Voorde Park Planning and Construction Project (the "Project "). WHEREAS, effective January 1, 2011, the Commission and the Park Board entered into a Master Agency Agreement which authorized the Park Board to act as agent for and on behalf of the Commission for certain projects during 2011; and WHEREAS, pursuant to the Master Agency Agreement, the Commission desires to add the Voorde Park Planning and Construction 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 Park Board and the Commission agree as follows: 1. The Commission hereby empowers and appoints the Park Board, pursuant to the Master Agency Agreement, to act as the Commission's agent 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 terms and conditions of the Master Agency Agreement shall control this appointment and this Addendum shall be attached to the Master Agency Agreement. 3. Commission staff members are 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 PARK COMMISSIONERS ATTEST: Exhibit "A" VOORDE PARK PLANNING AND CONSTRUCTION PROJECT See attached proposal from Lehman & Lehman dated April 8, 2011 and Revised June 7, 2011 LE H MAN & LE H MAN Transforming Horizons April 8, 2011 (Revised June 7, 2011) Agreement for Design and Planning Services Construction Design and Renovation of Voorde Park For the South Bend Department of Parks and Recreation This agreement defines the scope of construction design and documentation services Between the Owner: South Bend Board of Park Commissioners (hereinafter referred to as Owner) and the Landscape Architect: Lehman & Lehman, Inc. (hereinafter referred to as Consultant) for the following project: Construction Design and Renovation of Voorde Park Keller Street, South Bend, IN On behalf of Lehman & Lehman, Inc. (Consultant) and our professional team, we are pleased to submit this Letter of Agreement for Professional Services to the City of South Bend Park Board (Owner) for the development of construction documents for the site improvements at Voorde Park. This Letter of Agreement is a continuation of our current involvement with the Voorde Park master plan. This agreement will outline the project scope, our professional services, a tentative schedule and related professional fees. PROJECT INFORMATION: Voorde Park is 12 -acre public park located near the South Bend Regional Airport bound by Voorde Drive to the north and Keller Street to the south. This neighborhood park currently offers tennis courts, playground equipment, basketball courts, picnic tables, and restrooms and will soon be home to a local rugby organization. The scope of work will include the development of construction documents for the revitalization of the park and development of new uses including: • New Internal Sidewalk /ADA Connections — In an effort to improve accessibility and provide additional walking routes, the development of internal sidewalks connecting the new and proposed park features (i.e. playground, restrooms, parking, etc.) is desired. • New Basketball Court — As one of the most heavily used features of the park, the basketball court is in poor condition and in need of repair. Adjacent to the basketball court is a seldom used play court in similar disrepair. The intent is to remove this existing asphalt surface and construct a new basketball court west of the existing restroom. • Remove /Replace Older Individual Play Equipment —To provide safer and more modern play equipment, the existing individual play structures, except the newer "Bigfoot" slide, will be removed. New play equipment will be added to the proposed expansion of the central playground area. New play equipment will most likely include full size swings, a climbing structure and a permanent playground edge. • New Rugby /Soccer Fields — Provide reconditioned, competitive quality turf areas for local rugby and soccer organizations 510 LINCOLNwAy EAST, SUITE C. MISHAWAKA, IN 46544 TEL 574.257.0255 FAx 574.257.1966 LANDSCAPE ARCHITECTURE AND PLANNING WWW.LEHMANANDLEHMAN.COM Agreement for Professional Services I Construction Design and Renovation of Voorde Park — South Bend, IN I Page 2 of 7 South Bend Board of Park Commissioners and Lehman & Lehman, Inc. OCopyright 20111 April 8, 2011 (Revised June 7, 2011) • Restroom Building Repairs — In an effort to bring the existing restroom into compliance with current building and ADA codes, interior renovations are required. In addition to the interior improvements, minor exterior repairs such as new soffit, trim, fascia and brick cleaning will be included as part of this project. • Landscape Improvements — Additional trees will be planted to replace those removed as part of the site renovation and to improve and develop shade areas near the playground. • Replace /Upgrade Site Furnishings — Similar to the play equipment, the site furnishings are outdated and in need of replacement. New furnishings will be strategically located to best serve the user and follow designated traffic patterns. SCOPE OF SERVICES: Based on the above understanding of the project scope, the Consultant will provide the following professional services: 1) Site Survey: GIS Data has been provided to the Consultant for use during the master plan process. For construction design purposes, a boundary and topographic site survey will be performed, including the eastern most parcel, currently owned by District 11 Little League. The site survey will be used as a base for the park renovation design and construction layout and will include the following: a) Location of existing property lines, right -of -ways and easements b) Utilities from observed evidence, flags and markings placed by utility companies, or as -built plans c) 1 -foot topographic contours d) Spot elevations of existing features and open areas on a 50 -foot grid e) Existing pavements, structures, park amenities, playground borders, etc. f) Vegetation (trees and trunk diameter) g) The topographic survey will include the adjacent streets, up to and including the opposite curb line 2) Hoosier Tank Rezoning: Hoosier Tank & Manufacturing, Inc. is located directly west of the park site and is in the process of acquiring approximately two acres of Voorde Pak for a building expansion. At the same time Hoosier Tank is processing the acquisition of acquire park land, the Park Department is processing the acquisition of three acres of property directly east of the park currently controlled by District 11 Little League. Acquisition of this District 11 property by the Park Department will allow for Hoosier Tank to expand while not reducing overall park land area. As part of this project, the Consultant team will prepare and file all rezoning requirements for the transfer of property and will present /participate in all public meetings necessary for the project to move forward. Hoosier Tank shall supply their current site plan and elevation drawings showing the proposed expansion to the Consultant for use in all filings and public meetings. 3) Construction Design Services: Prepare a set of construction design plans for bidding and construction implementation. The Consultant will also develop final plans and related specifications based on the Owner's designated budget. The design will incorporate the previously prepared master plan including: Agreement for Professional Services I Construction Design and Renovation of Voorde Park — South Bend, IN I Page 3 of 7 South Bend Board of Park Commissioners and Lehman & Lehman, Inc. ©Copyright 20111 April 8, 2011 (Revised June 7, 2011) a) Landscape Architectural /Site Development Services i. Demolition /site preparation plan ii. Rule 5 /Stormwater Pollution Prevention Plans iii. Construction layout and grading plans and details, including site, playground, athletic fields and landscape iv. Renovation work related to the existing Tennis Courts v. Design /selection of site amenities (i.e. play equipment, benches, grills, etc.) vi. Project manual /construction specifications vii. Coordination with the City of South Bend Engineering, Park and Utility Departments viii. One (1) plan revision based on Owner's review. Additional Plan revisions will be conducted at the Consultant's current hourly rates b) Architectural Services Prepare plans and specifications necessary for the renovation and code compliance of the existing restroom. The restroom improvement plans will be prepared as part of the overall project, but may be bid as an alternate. Architectural services include: i. Architectural plans noting demolition and new floor plan ii. Plumbing, Mechanical and Electrical plans iii. Building related specifications iv. City of South Bend and State of Indiana plan approval v. Coordination with the City of South Bend Building Department vi. One (1) plan revision based on Owner's review. Additional Plan revisions will be conducted at the Consultant's current hourly rates vii. Construction administration and observation of building work only c) Bidding & Negotiation Services i. Preparation of bidding document ii. Coordination with local printing agency on plan production and distribution iii. Assist the Owner in review of submitted bids and make recommendation iv. Preparation /execution of contract between Owner and Contractor d) Construction Administration Construction Administration and Inspection services will be performed on behalf of the Owner once a bid /quote is accepted and include, but are not limited to: i. Facilitation of a Pre - Construction meeting, if necessary ii. Request for Information (RFI) review and response iii. On -site progress meetings and construction review iv. Shop drawing review v. Application and Certificate of Payment review vi. Communication liaison between the Owner and Contractor vii. Final construction punch list, walk through and project closeout viii. Changes to scope, schedule or budget ix. Technical construction assistance and observation as requested by Owner Agreement for Professional Services I Construction Design and Renovation of Voorde Park — South Bend, IN I Page 4 of 7 South Bend Board of Park Commissioners and Lehman & Lehman, Inc. ©Copyright 20111 April 8, 2011 (Revised June 7, 2011) 4) Time Schedule The Consultant will work with the Owner on their project schedule and milestones, but it is anticipated that the design and plan preparation services can begin immediately after receiving a notice to proceed. The following outlined schedule can be used as a guide, but may require modifications as the project progresses. April S, 2011 Submittal of Professional Services Proposal eV JAS Jth ;fiend, Notr>ue.Tso April 15, 2011 Commencement of Site Survey fl� 00,d ti axe i for dune W � May 16, 2011 Delivery of Site Survey; initiate development of construction documents #)zress:lrnr,,tstr + irnts ids #rev#w dd , June 21, 2011 Area Plan Commission Meeting for Hoosier Tank Rezoning July 11, 2011 Council Public Hearing for Hoosier Tank rezoning moist l: i� 1 tjelf'+ tic z�rf August 29, 2011 Approval of Construction Contract; Notice to Proceed Commence Construction (May require a special meeting) �i%t1i�n 1t1 .?r�jst Gtnr� Agreement for Professional Services I Construction Design and Renovation of Voorde Park —South Bend, IN I Page 5 of 7 South Bend Board of Park Commissioners and Lehman & Lehman, Inc. ©Copyright 20111 April 8, 2011 (Revised June 7, 2011) 5) Compensation Fees for Professional Services will be a stipulated lump sum as follows: a) Site Survey: Seven Thousand Five Hundred Dollars .............................. ............................... ......................$7,500.00 b) Rezoning of Property Transfer: Two Thousand Five Hundred Dollars ................................. ............................... ......................$2,500.00 c) Construction Design Services: TwentyNine Thousand Dollars ......................................... ............................... .....................$29,000.00 TOTAL: Thirty Nine Thousand Dollars ............................................ ............................... .....................$39,000.00 Fee Breakout for Site Survey and Rezoning of Property Transfer: Stipulated sum not to exceed Ten Thousand Dollars ......... ............................... .....................$10,000.00 Fee Breakout for Construction Design Services: Stipulated sum not to exceed Twenty Nine Thousand Dollars ......................... .....................$29,000.00 d) Rezoning Site Plan and Elevation Drawings: The Consultant will utilize site plan and elevation drawings prepared by Hoosier Tank or their consultants for all petition filings and public meetings, assuming they meet the requirements of the Area Plan Commission. If site and elevation drawings are not available and the Consultant must develop said drawings, an additional fee of $1,800.00 shall be added to line item 'b)' - Rezoning of Property Transfer noted above. e) For services preformed above and beyond those noted above, the Owner will be billed at the Standard 2011 hourly rates as follows: Lehman & Lehman, Inc. Staff: (1) Principal Landscape Architect ...................................................... ............................... $110.00 /hour (2) Project Architect .......................................................................... ............................... $110.00 /hour (3) Project Landscape Architect Level II ............................................... ............................... $85.00 /hour (4) Project Landscape Architect Level I ................................................ ............................... $70.00 /hour (5) Graduate Landscape Architect Level I ............................................. ............................... $60.00 /hour (6) Technical CAD Designer .................................................................. ............................... $65.00 /hour (7) Intern Landscape Architect Level III ................................................ ............................... $55.00 /hour (8) Intern Landscape Architect Level II ................................................. ............................... $50.00 /hour (9) Intern Landscape Architect Level I .................................................. ............................... $45.00 /hour (10) Clerical Staff .................................................................................... ............................... $40.00 /hour ii) These rates are subject to review and maybe changed at the beginning of each calendar year. Agreement for Professional Services I Construction Design and Renovation of Voorde Park — South Bend, IN I Page 6 of 7 South Bend Board of Park Commissioners and Lehman & Lehman, Inc. ©Copyright 2011 1 April 8, 2011 (Revised June 7, 2011) 5) Reimbursables a) Reimbursables are in addition to the base fee consisting of the site survey and normal project - related business costs, including printing /reproduction costs, filing fees, shipping charges, etc. It is anticipated that the reimbursable costs will be in the range of $1,500 to $2,000. 6) Site Visits and Meetings: a) Fees include three (3) visits /meetings for the design phase of the project and four (4) construction progress meetings. Additional meetings or tasks not included in the scope of services or above the allocated seven (7) planned meetings shall be reimbursed at our current hourly professional rates. 7) Additional Information a) Key staff assigned to this Project: i) Charles F. Lehman, ASLA, FRSA, Lehman & Lehman — Principal In Charge ii) Michael J. Bultinck, ASLA, Lehman & Lehman — Project Manager iii) Edward M. Fisher, Fisher Land Surveying Services — Surveyor iv) Chester T. Gamble, CTG & Associates — Building Architect b) Complete electronic design files (CADD drawings) are to be submitted via CD to the City of South Bend for archiving. 8) Information Provided by the City of South Bend a) The following information, records and electronic media will be provided to the Consultant at no cost: i) City standard construction details (walks, site lighting, etc) ii) Copy of 'Front End' documents used by the City of South Bend in competitive bid projects iii) Prevailing wage rates for the identified construction period, for inclusion within the bid documents 9) Term of Contract: a) This contract is effective for nine (9) Months (April 2011— December 2011) and may be terminated by either party following 30 days notice. In the event all or any portion of the work prepared or partially prepared by the Consultant be suspended, abandoned, or terminated, the Client shall pay the Consultant for all fees, charges, and services provided for the Project, not to exceed any contract limit specified herein. NOTICE OF TERMINATION SHALL BE IN WRITING. b) All original papers, documents, CADD files are instruments of service in respect of the Project and copies thereof, produced as a result of this contract, except documents which are required to be filed with public agencies, shall remain the property of the Consultant. Owner may make and retain copies for informational reference of the Project, but not for reuse on extensions or other projects. The Client agrees to waive all claims against the Consultant resulting in any way from any unauthorized changes or re -use of CADD drawings, and /or data for any other project by anyone other than the Consultant. Agreement for Professional Services I Construction Design and Renovation of Voorde Park — South Bend, IN I Page 7 of 7 South Bend Board of Park Commissioners and Lehman & Lehman, Inc. ©Copyright 20111 April 8, 2011 (Revised June 7, 2011) c) Services provided within this Agreement are for the exclusive use of the Client for the Project only. d) The Consultant makes no representation concerning the estimated quantities and cost figures made in connection with maps, plans, specifications, or drawings other than that all such figures are estimates only and the Consultant shall not be responsible for fluctuations in cost factors. 10) Payments: a) Payments are typically due and payable 30 days from the date of the Consultant's invoice. The Owner will make every attempt to make these payment schedules. If the Owner shall violate or breach the terms or conditions of this contract, the Owner shall pay all costs and expenses including any attorney fees incurred by the Consultant in connection with its exercising his rights or remedies he may have under this agreement because of such violation or breach. If this letter proposal properly sets forth the scope of the construction design, please countersign below so we can begin work on your project. Thank you for the opportunity to submit this proposal. We look forward to working with you. If you have any questions please do not hesitate to contact us. Charles F. Lehman, ASLA, FRSA South Bend Board of Park Commissioners Landscape Architect and President Lehman & Lehman, Inc. Date Staged Authorization to Proceed: — Site Survey / Rezoning of Property Transfer Authorized: Date: — Construction Design Services Authorized: Date: