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Community & Economic Development ,
_ IKS
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: Resolution 2917 and Amendment to the Addendum
Coveleski Stadium Improvements, Phase 2 - Supplement #1
Date: August 5, 2011
Attached to this memorandum is Resolution 2917 and Amendment to the Addendum To Master
Agency Agreement for the Coveleski Stadium Improvements, Phase 2 - Supplement #1. The
purpose of this supplement is twofold: (1) to provide funding to cover final design oversight and
project administration of the stadium improvement project by Wightman Petrie and (2) to provide a
final budget amount for all change orders related to the close -out of the project.
The first item related to this amendment is shown as Exhibit B in the Amendment document and is a
professional services proposal from Wightman Petrie to cover construction oversight and project
close -out responsibilities as well as to complete some additional project design items related to the
project. Wightman Petrie was hired by the Commission and Board of Works to design the stadium
improvements and to assist in project oversight. At a point in the project, Wightman Petrie assumed
the majority of the oversight responsibilities from the City because of their technical abilities related
to construction and design and it was determined that the design budget would be used to cover the
time spent on the additional oversight responsibilities. Because of the quality control and project
management they have provided, the stadium project has been generally completed on time and on
budget. The additional items in the contract relate to some design work that was needed for a
design concept for a restaurant concept that is examining the potential for location into the Schillings
facility and some streetscape design work related to the intersections of Williams and Western as it
would relate to the sale of the Harmon Glass parcel.
The supplement contract is a not -to- exceed amount of $83,965.00 and it is not expected, based on
the current status, that the full contract amount will be paid out.
The second item related to this amendment is shown as Exhibit C in the Amendment document is
an appropriation from the SBCDA TIF to close out the Coveleski project. The Commission
previously granted $1 million for specific stadium improvements and the remainder of those funds
are being spent to cover change order expenses. But due to the tight budget nature of the project
and some unforeseen conditions that developed over the course of the project construction, staff
requests and additional appropriation of funds that can be used to close out the project. A complete
project budget will be presented to the Commission on Tuesday, August 8th to show all funding used
for the project and how those funds were expended throughout the course of the project.
Staff requests approval of Resolution 2917 and the Amendment to the Addendum To Master
Agency Agreement for the Coveleski Stadium Improvements, Phase 2 - Supplement #1.
What We Do Today Makes A Difference!
RESOLUTION NO. 2917
RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION
APPROVING AND AUTHORIZING THE EXECUTION OF AN AMENDMENT
TO THE ADDENDUM TO THE MASTER AGENCY AGREEMENT
( Coveleski Stadium Improvements, Phase 2 - Supplement #1)
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, 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 Coveleski Stadium Improvements, Phase 2 to the Master Agency Agreement by way
of an Addendum on November 2, 2010; 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 ( Coveleski Stadium Improvements, Phase 2
- 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
August 8, 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
AMENDMENT TO THE ADDENDUM TO THE
MASTER AGENCY AGREEMENT
( Coveleski Stadium Improvements, Phase 2 - Supplement #1)
2917 -11
This Amendment to the Addendum to the Master Agency Agreement (this
"Amendment "), made and entered into as of the 22nd day of August, 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
Coveleski Stadium Improvements, Phase 2 - 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 Coveleski Stadium Improvements, Phase 2 to the Master Agency Agreement by way
of an Addendum on November 2, 2010
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:
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 ", and now amended as described in "Exhibit B ",
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"
COVELESKI STADIUM IMPROVEMENTS, PHASE 2
ADDENDUM TO
MASTER AGENCY AGREEMENT
( Coveleski Stadium Improvements - Phase 2)
This Addendum to Master Agency Agreement (this "Addendum "), made and
entered into as of the 4th day of November, 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 Coveleski Stadium
Improvements - Phase 2 (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, pursuant to the Master Agency Agreement, the Commission desires
to add the Coveleski Stadium Improvements - Phase 2 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 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 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
DEVELOPM
Marcia I. J s President
South Bend Re evel'opment Commission
ATTEST: 41e"V `"
Nancy N. Kkeevelopmen Secre r
South Bend Commission
CITY OF SOUTH BEND, INDIANA
BOA�RDD OF PUBLW WORKS
4
Gary Gilot, President
e � 2 PP -47 1�-
Car Littrell, Member
n Inks, ember
ATTEST:
da Martin, Cl rk
Exhibit "A"
COVELESKI STADIUM IMPROVEMENTS - PHASE 2
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Exhibit "B"
COVELESKI STADIUM IMPROVEMENTS, PHASE 2 - SUPPLEMENT #1
See attached Proposal from Wightman Petrie dated August 4, 2011
August 4, 2011
City of South Bend
Department of Community & Economic Development
227 West Jefferson Boulevard
South Bend, IN 46601
Attention: Mr. Bill Schalliol
RE: PROPOSAL FOR DESIGN SERVICES AND PART TIME INSPECTION FOR THE
COVELESKI PARK PROJECTS, SOUTH BEND, INDIANA
Dear Bill:
Thank you for contacting Wightman Petrie regarding the design and part-time inspection work to be
performed within and around Coveleski Stadium in South Bend, Indiana. Wightman Petrie has been
fortunate to be involved in the design process of the stadium renovations, and is excited to assist the
City with the next phase of this project.
Wightman Petrie is pleased to propose the following:
Task 1-- Shillings Building Architectural Services
• Develop preliminary architectural floor plan and elevation concepts for the
existing Shillings building for potential development.
Develop a preliminary site plan for exterior improvements and provided colored
renderings for presentation.
• Provide electronic files to the City of South Bend for presentation.
WIHTMA ETR(
SURVMNG ENGtNEEPJNG ENVIRONMENTAL LANDSCAPE ARCHRECTURE
COSB — Bill Schalliol
August 4, 2011
Page 2 of 4
Task 2 — Richey's Radiator and Hannon Glass Site Improvements
• Provide to the City site designs for the existing Richey's Radiator property that
includes, but is not limited to, removal of existing curb cuts, parking
reconfiguration and the location of a decorative column which will be similar to
those installed at the intersection of Lafayette Boulevard and Western Avenue.
• Provide a site layout for a decorative column to be located on the existing
Harmon Glass property. The layout for this column shall include an easement. It
is our understanding that conceptual plans have been prepared for the
renovation of the existing building and this design should be considered when
locating the proposed column.
• New curb ramps at the southern corners of Western Avenue and William Street
will be provided.
• Construction documents and specifications will be prepared for the above listed
site improvements for bidding purposes.
Task 3 — Coveleski Renovation Construction Administration
• Daily reviews of site construction will be completed to ensure the contractor(s) is
providing the level of quality that is required for the project;
• Based upon the on -site observations and evaluations of the contractor's
Applications for Payment, assistance to the City will be provided to determine the
amounts due to the contractor;
• Wightman Petrie will provide clarification/interpretations of the Contract
Documents if such interpretations are necessary for the proper execution or
progress of work;
• Wightman Petrie shall render written recommendations on claims, disputes and
other matters in question between the owner and contractor relating to the
execution or progress of the project as provided by the Contract Documents;
• Review and approve, or take other appropriate action and forward to the City for
final disposition, the contractor's submittals such as Shop Drawings, Product
Data and Samples with respect to Contract Documents produced by Wightman
Petrie;
• Prepare responses to Request for Information (RFI) provided by the contractor;
• Prepare Change Orders for the owner's approval and execution;
• Provide field reports describing observations, problems and recommended
solutions;
• Provide punch lists based on site observations;
• Conduct inspections to determine the date or dates of Substantial Completion
and the date of Final Completion;
• Review and approve, or take other appropriate action on, the contractor's list of
items to be completed or corrected.
COSB — Bill Schalliol
August 4, 2011
Page 3 of 4
PROFESSIONAL. FEES
The estimated fees to provide the tasks outlined are as follows:
Task 1— Shillings Building Architectural Services $3,515.00
Task 2 — Richey's Radiator and Harmon Glass Site Improvements $5,225.00
Task 3 — Coveleski Renovation Construction Administration $75,225.00
$83,965.00
The total cost of professional services for the Part -Time Inspection will be conducted on a lump sum
basis and shall not exceed the sum of $83,965.00.
Should you have any questions, please do not hesitate to contact me at 574 - 232 -4388.
Sincerely,
David M. Rafinski
Vice President
I:1ProposaWity of South Bend[CoveteW StediumlSite Inspection
ServicesiCoveleski Site Inspedion 84- 11.doc
COSB — Bill Schalliol
August 4, 2011
Page 4 of 4
PROPOSAL ACCEPTANCE
This proposal for (DESIGN SERVICES AND PART TIME INSPECTION FOR THE COVELESKI
PARK PROJECTS, SOUTH BEND, INDIANA) is hereby accepted and authorization to proceed
hereby granted:
Accepted By: Date:
Pdnted name and title:
Business name:
Billing address:
Billinglaccount manager:
Phone No.:
E -mail:
Fax No.:
1:1Pmposnl %a1yofSouth BmWoveleski StadiumWte Inspection SenviceWbvelestj Sitc hupection_84-1 Um
Exhibit "C"
COVELESKI STADIUM IMPROVEMENTS, PHASE 2 - SUPPLEMENT #1
See attached Budget Schedule for Project Close -out costs