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• r a n d u ni
Community & Economic Development
1200 County -City Building, 227 West Jefferson, South Bend, Indiana 46601 -1830 Phone 574/235 -9371 Fax 574/235 -9021
To: Redevelopment Commission and Board of Public Works
From: Bill Schalliol, Economic Development Planner
Subject: Resolution 2908
Amendment To The Addendum To The Master Agency Agreement
Mayflower Realignment and Improvement Project - Supplement #2
Date: June 22, 2011
Attached to this memo is Resolution 2908 which is an Amendment to the Addendum of the Master
Agency Agreement related to the Mayflower Realignment and Improvement Project. The purpose
of the Amendment is to approve the Project Close -out Proposal for Planning Services, Survey
Services and Engineering Services related to the Hutsfield Square subdivision project. The original
proposal was approved on May 21, 2010, to hire Danch, 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
plan was amendment with Supplement #1 on February 28, 2011, to expand the scope of the
contract.
The total amount of this project close -out proposal is $51,550.00 bringing the total spent on
predevelopment services for this project to $209,875.00.
Staff requests approval of Resolution 2908 and the Amendment To The Addendum To The Master
Agency Agreement for Mayflower Realignment and Improvement Project — Supplement #2.
What We Do Today Makes A Difference!
RESOLUTION NO. 2908
RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION
APPROVING AND AUTHORIZING THE EXECUTION OF AN AMENDMENT
TO THE ADDENDUM TO THE MASTER AGENCY AGREEMENT
(Mayflower Realignment and Improvement Project - Supplement #2)
(2908 -11)
WHEREAS, effective January 1, 2011, 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 2011; and
WHEREAS, effective January 1, 2011, the Commission and the BPW entered
into a Master Agency Agreement which authorized the BPW to act as agent for and on
behalf, of the Commission for the limited purpose of contracting for and managing the
completion of existing Projects; and
WHEREAS, pursuant to the Master Agency Agreement, the Commission added
the Mayflower Realignment and Improvement Project - Supplement #2 to the Master
Agency Agreement by way of an Addendum on June 28, 2011; and
WHEREAS, the Commission desires to amend the Addendum by way of this
Amendment.
NOW, THEREFORE, BE IT RESOLVED by the South Bend Redevelopment
Commission as follows:
Section 1. The Commission hereby approves the Amendment to the
Addendum to the Master Agency Agreement (Mayflower Realignment and Improvement
Project - Supplement #1) 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
this Amendment to the Addendum with the BPW.
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 28, 2011, at 4:00 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
AMENDMENT TO THE ADDENDUM TO THE
MASTER AGENCY AGREEMENT
(Mayflower Realignment and Improvement Project - Supplement #2)
(2908 -11)
This Amendment to the Addendum to the Master Agency Agreement (this
"Amendment "), made and entered into as of the 11th day of July, 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 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 Improvement Project - Supplement #1 (the "Project ")
WHEREAS, effective January 1, 2010, the Commission and 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, effective January 1, 2011, the Commission and the BPW entered
into a Master Agency Agreement which authorized the BPW to act as agent for and on
behalf of the Commission for the limited purpose of contracting for and managing the
completion of existing Projects; and
WHEREAS, pursuant to the Master Agency Agreement, the Commission added
the Mayflower Realignment and Improvement Project to the Master Agency Agreement
by way of an Addendum on May 24, 2010; and
WHEREAS, the Commission amended the Mayflower Realignment and
Improvement Project by way of an Amendment (Supplement #1) on February 28, 2011.
WHEREAS, the Commission desires to amend the Addendum by way of this
Amendment.
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 agent for the limited purpose of
contracting for and managing the completion of the Project, the scope of said Project
being originally described in "Exhibit A ", amended as described in "Exhibit B ", and now
amended as described in "Exhibit C ", 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.
(Signature Page Follows)
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, Harper & Associates, Inc. dated March 10, 2010
1316 COUNTY -CITY BUILDING
2-77 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601 -1830
CITY OF SOUTH BEND STEPHEN J. LUECKE, MAYOR
BOARD OF PUBLIC WORKS
May 24, 2010
Mr. Michael Danch
Danch, Hamer & Associates
1643 Commerce Drive
South Bend, Indiana 46628
PHONE 574; 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 me at (574) 235 -9251.
( Sincerely,
in
L a M. Martin, Clerk
Enclosure
c: Bill Schalliol, CED
Rob Nichols, Engineering
GARY A. GILOT, P. E. DONALD E. INKS CARL P. LI7TRELL
PRESIDENT MEMBER MEMBER
I "I, "A001
J>anch, "&i-napp ck ozlssaceatas, Inc.
Land Surveyors W, Professional Engineers
Landscape Architects Land Planners
Office: (574)234 -4003 1 (800)594 -4003 Fax: (574)234-4009
1643 Commerce Drive w South Bend, IN 46628
March 1, 2010
Revised March 10, 2010
Mr. Bill Schalliol
Planner
Community and Economic Development Department
CitZ of South Bend
12` Floor Comity -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, Harper & 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
bearings 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.
Plannine 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.
?. 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, perform a drawing translation, and incorporate them into our cad database
for the project.
Total Cost of Surveying Services as listed above .. ............................... S19,775
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.
EnLyineerinQ Services:
We will provide the following engineering plans and services based upon our project
meeting.
I . 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 (l 00 -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 Signalization 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.
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 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 a storm -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 Streetscape:
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 Harper will provide bid ready, final
construction drawings that will include landscape plans, bio - retention planting plans,
details, specifications, and final construction cost estimates.
Costfor 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:
0 Extended Watershed Analysis (North of Brick Road.)
IDEM S WPPP 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 S 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, Harper & Ass ' nc.
Michael J. Danch - Presid
Board of Public Works: A uroved By & Date
i r r
Member
Oanch, Harner & Associates, Inc.
Effective Date: January 12, 2007
SCHEDULE OF HOURLY RATES AND DIRECT EXPENSES
*Note: Copies include 81/2 x 11, 81/2 x 14, or 1 I x 17 size sheets.
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. JOSEPH COUNTY, INDIANA OR BERRIEN
COUNTY, MICHIGAN.
Exhibit "B"
MAYFLOWER REALIGNMENT AND IMPROVEMENT PROJECT -
SUPPLEMENT #1
See attached Amendment dated January 26, 2011
1316 COUNTY -CITY B17ILDINC
227 W. JEFFERSON BOULEY0,D
SOUTH BEND, INDIANA 46601 -1830
CITY OF SOUTH BEND STEPHEN J. LuEcu, MAYOR
BOARD OF PUBLIC WORKS
February 28, 2011
Mr. Mike Danch
Danch Hamer & Associates
1643 Commerce Drive
South Bend, Indiana 46628
PHONE 574/ 235 -9251
FAx 574/ 235 -9171
RE: Professional Services Agreement — Mayflower Realignment & Improvement — Roadway
& Infrastructure Design
Project No. 110 -036
Dear Mr. Danch:
The Board of Public Works, at its meeting held on February 28, 2011, approved the
above referenced Professional Services Agreement in the amount of $33,600.00.
Enclosed is a copy of the Professional Services Agreement for your records.
If you have any questions, please contact me at (574) 235 -9251.
Sincerely,
Linda M. Martin, Clerk
Enclosure
c: Bill Schalliol, CED
Judy Love, CED
Beth Leonard, CED
GARYA. GILOT, P.E. DONALD E. INKS CARL P. Li'TTRELL
PRESIDENT MEMBER MEMBER
arch, krarnewr ssoci� mss, Inc.
Land Surveyors Professional Engineers
Landscape Architects Land Planners
office: (574)234 -4003 / (800)594 -4003 Fax: (574)234 -4009
1643 Commerce Drive a South Bend, IN 46628
March 1, 2010
Revised January 26, 2011
Mr. Bill Schalliol
Planner
Community and Economic Development Department
Cityy of South Bend
12" Floor County -City Building
227 West Jefferson Blvd.
South Bend, Indiana 46601
RE: 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, South Bend, Indiana.
Dear Mr. Schalliol:
Danch, Harrier & Associates, Inc. (DHA) is pleased to submit this revised proposal for
professional Planning, Surveying and Engineering services to prepare a Variance
Petition, provide Design and Engineering for a parking /delivery area for Corporate
Services property adjacent to the proposed realigned Mayflower Road project and
providing engineering services for the preparation of road plans for proposed Hutsfield
Drive, South Bend, Indiana. These services are being provided in addition to the existing
work being completed for the Mayflower Road realignment project.
We anticipate the following scope of services will be provided by DHA for the above
additional work:
2
REVISED SCOPE OF SERVICES:
Revised Planning Services:
1). Preparation of a proposed site improvement plan for the Corporate Services East
Parking/Delivery facility located at the Southwest corner of Brick Road, and Mayflower
Blvd. This plan is being required to attempt to eliminate any delivery trucks to the
Corporate Services facility from using Mayflower Blvd. as a Truck Maneuvering area.
The plan is to re- design the existing parking /delivery area to add new entrance onto Brick
Road and adjust interior parking areas to move parking spaces closer to Mayflower Blvd.
and Brick Road. This will allow for truck maneuvering within existing parking lot and
not onto Mayflower Blvd. Working with property owner to redesign parking area.
2). Preparation of Variance Petition to the Area Board of Zoning Appeals with a
Preliminary Site Plan, Application/justification forms, Notice to adjacent owners, Notice
of Public Hearing, Mailings, Legal Advertisement costs, and representation at Public
Hearing. 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 Revised Planning Services including fees ............................... $ 4,750
Revised Engineering Services for Hutsfield Drive:
We will provide the following engineering plans and services:
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.
2. SWPPP /SESC Plan & Details.
3. Standard Construction Details.
4. Standard Specifications.
5. Roadway Lighting Plan
6. Engineer's Estimate of Probable Cost.
7. Phased Construction costs.
3
Total Cost for Engineering services as listed above ............................. $ 17,500
Construction Engineering /Inspection would be done on our standard hourly rates as
needed.
Engineering of redesigned Parking /delivery area at Corporate Services:
1.) Engineered Site Plan set detailing:
a. Survey of Existing Conditions and Removals Plan.
b. Site Layout Plan with tabulated data.
c. Grading and Drainage Plan with storm water analysis /calculations.
d. Standard Specifications and Details
e. Landscape Plan.
f. Storm -water Retention Plan and /or Storm Sewer Connections and Details
as needed.
g. Engineer's cost estimate of improvements.
Costfor a -f above ......................................... ............................... $ 7,350
Pedestrian walk connection plan from Mavflower Blvd to Residential homes to East
of PUB site:
Pedestrian connection 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, plant materials, amenity
types and styles along with their proposed locations, light locations 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 Harper will provide bid ready, final
construction drawings that will include landscape plans, bio- retention planting plans,
details, specifications, and final construction cost estimates.
Costfor Streetscape services listed above ............ ............................... $ 4,000
We anticipate that, given our current workload, we can prepare the construction plans
with sufficient detail for preliminary review within 4 -5 weeks of receiving your approval.
The Estimated Total Cost of this additional contract is S 33,600 as detailed above.
M
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
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 & Associates, Inc.
M'chael J. Danch - President
Board of Public Works: Approved By & Date
Member
Member
Member
Exhibit "C"
MAYFLOWER REALIGNMENT AND IMPROVEMENT PROJECT -
SUPPLEMENT #2
See attached Amendment dated June 22, 2011
10>"Adles
L>anch, fanner &?iz associates, Inc.
Land Surveyors M 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 June 22, 2011
Mr. Bill Schalliol
Planner
Community and Economic Development Department
Citz of South Bend
12' Floor County -City Building
227 West Jefferson Blvd.
South Bend, Indiana 46601
RE: Project close -out Proposal for Planning Services, Survey Services and
Engineering Services to prepare Construction Plans for the proposed
Hutsfield Drive, Design /Engineering
work for parking/delivery area as part of Mayflower Road realignment
project, South Bend, Indiana.
Dear Mr. Schalliol:
Danch, Hamer & Associates, Inc. (DHA) is pleased to submit this project close -out
proposal that covers the final professional Planning, Surveying and Engineering services
to prepare a Variance Petition, a Subdivision Replat, Design and Engineering for a
parking/delivery area for Corporate Services property adjacent to the proposed realigned
Mayflower Road project and providing engineering services for the preparation of road
plans for proposed Hutsfield Drive, South Bend, Indiana. The services also provided
included drawing set revisions, extensive budget and project- engineering construction
cost estimates for various phasing options of the project to obtain the best bids for the
project. These services are being provided in addition to the existing work being
completed for the Mayflower Road realignment project.
The project closeout included the following scope of services that were provided by
DHA for the above additional work:
2
REVISED SCOPE OF SERVICES:
Revised Planning Services:
1). Preparation of a proposed site improvement plan for the Corporate Services East
Parking/Delivery facility located at the Southwest corner of Brick Road, and Mayflower
Blvd. This plan is being required to attempt to eliminate any delivery trucks to the
Corporate Services facility from using Mayflower Blvd. as a Truck Maneuvering area.
The plan is to re- design the existing parking /delivery area to adjust interior parking areas
to move parking spaces closer to Mayflower Blvd. and Brick Road. This will allow for
truck maneuvering within existing parking lot and not onto Mayflower Blvd. Working
with property owner to redesign parking area.
2). Preparation of Variance Petition to the Area Board of Zoning Appeals with a
Preliminary Site Plan, Application /justification forms, Notice to adjacent owners, Notice
of Public Hearing, Mailings, Legal Advertisement costs, and representation at Public
Hearing. Additional meetings with affected property owners & City to discuss project
and review proposed access for affected property owners to re- aligned Mayflower Road.
3). Preparation of Subdivision Replat for the Corporate Services property as required due
to the existing non - access easement located along Brick Road and lack of required
easement area for proposed improvements including pavement and drainage structures
along the Corporate Services North and East property lines. Also included meeting with
City Engineering and County Engineering to work out final details related to truck traffic
entering and exiting Corporate Services property.
Cost of Revised Planning Services including fees ............................... $ 7,500
Revised Engineering Services for Mayflower Blvd. Hutsfield Drive:
We will provide the following engineering plans and services:
1. Prepared revised 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.
2. Revised SWPPP /SESC Plan & Details.
3. Standard Construction Details.
4. Standard Specifications.
5. Roadway Lighting Plan.
3
6. Revised Engineer's Estimate of Probable Cost for several requested Phasing
Options for bidding purposes.
7. Revised Phased Construction costs for varying construction options.
Total Cost for Revised Engineering services as listed above .............................
$ 32,000.
Construction Engineering/Inspection would be done on 'our standard hourly rates as
needed.
Revised Engineering of redesigned Parking /delivery area at Corporate Services:
1.) Revised Engineered Site Plan set detailing based on meetings with County & City:
a. Survey of Existing Conditions and Removals Plan.
b. Site Layout Plan with tabulated data.
c. Grading and Drainage Plan with storm water analysis /calculations.
d. Standard Specifications and Details
e. Landscape Plan.
f. Storm -water Retention Plan and /or Storm Sewer Connections and Details
as needed.
g. Engineer's cost estimate of improvements.
Costfor a -f above ......................................... ............................... $ 8,550
Revised Pedestrian walk connection plan from Mayflower Blvd. to Residential
homes to East of PUD site:
Revised Pedestrian connection Plans:
Revisions made to Pedestrian connection plans to match revisions made to Road plans for
both Mayflower Blvd. and Hutsfield Drive as requested. Theses revisions included design
changes to the integrated pedestrian path, landscape plans & material usage, plant
materials, amenity types and styles along with their proposed locations, light locations
and probable construction cost estimates.
Revised Construction Documents:
This included revisions to the drawing set based on changes requested after review and
approval from City. Revised bid ready, final construction drawings were provided for
bidding purposes to contractors.
Cost for Streetscape services listed above ............ ............................... $ 3,500
The Project closeout total cost of this additional contract is $ 51,550 as detailed
above.
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 with
prior approval of City required.
Terms
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 with prior approval
of City required.
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 & Associates, Inc.
Michael J. Danch - President
Board of Public Works: Approved By & Date
Member
Member
Member