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Home My WebLink About6B (6)(0 g (b) Community & Economic Development !KS 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 Subject: Professional Services Proposal - Emergency Response Time Study DLZ Date: October 6, 2011 Attached to this memorandum is a professional service proposal to complete an Evaluation of Emergency Response Time Frame for Fire Stations #5 and #9. The original response time survey was completed in 2004 but with the passage of time, proposed change in station sites and changes in response time practices, it is important to update the study based on the two stations being proposed. At the present time, staff is working with the Fire Department and other team members to identify sites for a new station #5 and #9. Existing fire station #5 is located on a triangular parcel bounded by Prairie, Olive and Ewing. Fire Station #9 is currently located between 25th and 26th Streets on Mishawaka Avenue. At the present time, the City is considering a new Station #5 site southwest of the intersection of Olive and Prairie along State Road 23. The City is considering two sites on Mishawaka Avenue for a new station site. In the case of #5, the triangular parcel is too small to accommodate new construction and #9 is a locally historic designated structure that is landlocked and because of the designation the building cannot be removed. The proposal is necessary to finalize a station location for these two projects. The cost of the study is $5,200.00 and staff requests Commission approval of this request. What We Do Today Makes A Difference! DLZ ENGINEERS • ARCHITECTS • SCIENTISTS PLANNERS • SURVEYORS September 29, 2011 City of South Bend Board of Public Works 227 West Jefferson Boulevard South Bend, Indiana 46601 RE: Professional Consulting Services Letter Agreement Evaluation of Emergency Response Time Frame for Proposed Fire Station Sites 5 and 9 Gentlemen: DLZ Indiana, LLC (DLZ) is pleased to respond to your request for professional consulting services and submit this letter agreement for your consideration. DESCRIPTION The City of South Bend (City) is considering two new fire station sites to serve District No. 9 at 921 Louise Street and District No. 5 at 2610 Prairie Avenue. The following scope of services will evaluate percent of coverage by the first responding units serving Fire Districts 5 and 9, and will make comparisons between the current and proposed stationhouse locations. We understand the South Bend Fire Department (SBFD) fire district boundaries have been updated since the 2004 South Bend Fire District Study and Plan Update (2004 District Study) was prepared. Therefore, we propose that the current SBFD District Boundary Map be used for this evaluation. Also, as part of this evaluation the recommendations made in the 2004 District Study concerning Districts 5 and 9 will be reviewed and summarized. SCOPE OF BASIC SERVICES 1. Meet with designated City and SBFD personnel to obtain updates of the following information: • Changes to city limits adjacent to the subject districts. • Digital copy of the fire district boundary maps currently in effect. 2. Create District 5 and District 9 base map for use during this evaluation. 3. Summarize evaluations and recommendations made in the 2004 District Study concerning Fire Districts 5 and 9. 4. Map incremental response limits for engine /rescue at both existing and new stationhouse locations by travel time. The mapping will be performed using times that are consistent with NFPA 1710 guidelines and will be performed, in part, by linear network analysis of roadway centerlines from a central origin point and expanded outwardly at specified distances within the subject fire districts. 5. Tabulate the percentage coverage for Districts 5 and 9 serviced by the first response units from both existing and new locations in accordance with NFPA 1710 guidelines. Note, the mapping and evaluation of the percentage of coverage overlap from adjoining fire district will not be conducted under these basic services. 2211 East Jefferson Blvd. • South Bend, Indiana 46615 • (574) 236 -4400 • FAX (574) 236 -4471 With Offices Throughout The Midwest www.dlz.com DLZ ENGINEERS • ARCHITECTS • SCIENTISTS PLANNERS -SURVEYORS September 29, 2011 RE: Professional Consulting Services Letter Agreement Evaluation of Emergency Response Time Frame for Proposed Fire Station Sites 5 and 9 Page 2 6. Meet with designated City and SBFD personnel to review comparative findings of the tabulated data and the summary of 2004 District Study. 7. Summarize the findings and submit six (6) copies plus a digital inclusive of text and graphics. SCHEDULE OF SERVICES For those basic services described herein, DLZ is prepared to commence immediately upon receipt of a signed letter agreement and Notice to Proceed. One (1) week, starting from the date of the initial meeting and receipt of requested information, is anticipated to complete Task Items 2, 3 and 4. COMPENSATION In consideration for the above outlined tasks DLZ will be compensated on a Lump Sum basis in the amount of Five Thousand Two - Hundred Dollars ($5,200). Fees will be invoiced monthly based upon percentage of actual work performed to date. Additional reimbursable expenses outside this fee include, but are not limited to, mileage outside of South Bend, additional document printing and reproduction of graphic illustrations, copying, and postage. ADDITIONAL SERVICES The scope of work beyond basic services established herein shall be considered Additional Services. Compensation for such work when requested may be provided as negotiated or compensated on an hourly rate basis in accordance with the attached "Standard Fee Structure" (Attachment A). DLZ will not proceed with Additional Services without prior written authorization from the City of South Bend. Potential Additional Services may include the following: 1. Meetings with SBFD and/or the City to discuss the findings of the South Bend Fire District Analysis Update (2004) or to acquire other updated information and data that may have changed since the 2004 District Study was conducted. This updated information may include but would not be limited to: • City GIS database maps as necessary to determine status and accuracy of roadway.centerline base map and other layers of information updated since 2004. • Timelines for executing various plans and infrastructure projects. Updated information within Districts 5 and 9 on newly developed facilities that would be categorized as high hazard occupancies [i.e. schools, hospitals, 3 story or higher buildings and nursing homes /assisted living facilities /retirement communities] through fieldwork and/or windshield surveys. 2. Meetings or further analysis to determine alternative locations for the new stationhouses. 3. Tabulating the percentage of overlapping coverage occurring from the fire districts surrounding Districts 5 and 9 and/or coverage areas outside the city limits. 4. Mapping and analysis utilizing ISO recommended travel distances as a secondary analysis to the NFPA 1710 guidelines. October 7, 2011 RE: Professional Consulting Services Letter Agreement Evaluation of Emergency Response Time Frame for Proposed Fire Station Sites 5 and 9 Page 3 5. Mapping and analysis of incremental response limits for SBFD Quint Companies at the new or existing stationhouse locations. 6. Updates to the current SBFD District Boundary Map. STANDARD TERMS AND CONDITIONS The "Standard Terms and Conditions" (Attachment B) are incorporated here into and made part of this agreement. The CLIENT referred to in the "Standard Terms and Conditions" is the City of South Bend, Indiana Redevelopment Commission. Thank you for the opportunity to present this agreement for your consideration and for your continued confidence in our firm. Please do not hesitate to contact us should there be questions or clarification. Very truly yours, DLZ INDIANA, LLC L Gary K. Fi k, P.E., S.I.T. Vice President cc: Rob Nichols, John Engstrom JCZ, BLG, JKH, AMB CITY OF SOUTH BEND, INDIANA REDEVELOPMENT COMMMSSION (Printed name) By: (Printed name) ATTEST: Approved as to Legality and Form: Attorney for City of South Bend M: \Proposals\2011 \61 10 - LA Planning \South Bend \Fire Stations 5 and 9 Location Evaluation \Agreement \Agreement -rev 2011- 10- 07.docx DLZ ENGINEERS • ARCHITECTS • SCIENTISTS PLANNERS • SURVEYORS October 7, 2011 RE: Professional Consulting Services Letter Agreement Evaluation of Emergency Response Time Frame for Proposed Fire Station Sites 5 and 9 Page 3 5. Mapping and analysis of incremental response limits for SBFD Quint Companies at the new or existing stationhouse locations. 6. Updates to the current SBFD District Boundary Map. STANDARD TERMS AND CONDITIONS The "Standard Terms and Conditions" (Attachment B) are incorporated here into and made part of this agreement. The CLIENT referred to in the "Standard Terms and Conditions" is the City of South Bend, Indiana Redevelopment Commission. Thank you for the opportunity to present this agreement for your consideration and for your continued confidence in our firm. Please do not hesitate to contact us should there be questions or clarification. Very truly yours, DLZ INDIANA, LLC L Gary K. Fi k, P.E., S.I.T. Vice President cc: Rob Nichols, John Engstrom JCZ, BLG, JKH, AMB CITY OF SOUTH BEND, INDIANA REDEVELOPMENT COMMMSSION (Printed name) By: (Printed name) ATTEST: Approved as to Legality and Form: Attorney for City of South Bend M: \Proposals\2011 \61 10 - LA Planning \South Bend \Fire Stations 5 and 9 Location Evaluation \Agreement \Agreement -rev 2011- 10- 07.docx ATTACHMENT A DLZ INDIANA, LLC STANDARD FEE STRUCTURE ENGINEERING /ARCHITECTURAL 2011 4Va; Y 1. p 6�i.^si`�'�. 1 Principal $220.00 49 Division Manager (Chief Engineer) $175.00 50 Department Manager $160.00 55 Registered Land Surveyor $130.00 21 Project Manager $135.00 214 Senior Right-of-Way Engineer $135.00 330 Electrical Engineering Specialist $150.00 53/58 Engineer III/Architect III/Landscape Architect III/ Planner III/Scientist III/Geologist III $125.00 52/57 Engineer II/Architect II/Landscape Architect 111 Planner II/Designer III/Scientist II/Geologist II $115.00 51/56 Engineer I/Architect I/Landscape Architect U Planner It Designer II/Scientist I/Geolo ist I $90.00 28 Designer 1 $75.00 29 Technician $65.00 147 Construction Administrator $105.00 152 Construction Observer $85.00 43 Clerical $50.00 Rates are subject to revision on January 1, 2012. Cost of living/inflation increases of 3 to 7% per annum can be anticipated. S:1 DeptW dministration %Clerical\RATES\201 I Hourly Rates.doc p 6�i.^si`�'�. 3 .a'#��.«�b'�S. i" ,. S ?t�'✓ M ..�x -� � Y� h*�.�� h` r '^$..l s:> ,_,t,��'iz. Mileage 143/99/99 3 — person Survey Crew $185.00 142/99 Topographic Survey Crew (straight time) $145.00 142/99 Topographic Survey Crew (over time) $220.00 63 1 — person Field Crew $100.00 63 1 — person Field Crew (over time) $140.00 GPS 1— person GPS/RTK Field Crew $160.00 13 Field Survey Technician $55.00 Rates are subject to revision on January 1, 2012. Cost of living/inflation increases of 3 to 7% per annum can be anticipated. S:1 DeptW dministration %Clerical\RATES\201 I Hourly Rates.doc p 6�i.^si`�'�. 3 .a'#��.«�b'�S. i" ,. S ?t�'✓ M ..�x -� � Y� h*�.�� h` r '^$..l s:> ,_,t,��'iz. Mileage $0.51 1 mile Travel Expenses @Cost Living Expenses @ Cost Reproduction Cost plus 20% Subconsultants Cost plus 20% Equipment Rental Cost plus 20% Rates are subject to revision on January 1, 2012. Cost of living/inflation increases of 3 to 7% per annum can be anticipated. S:1 DeptW dministration %Clerical\RATES\201 I Hourly Rates.doc EXHIBIT [ATTACHMENT BI DLZ'S STANDARD TERMS AND CONDITIONS 1. INVOICE AND PAYMENT PROCEDURES: DLZ shall submit invoices, once a month, at a minimum, to the CLIENT for Services accomplished during each calendar month. The CLIENT hereby agrees that payment will be made for DLZ's Services within thirty (30) days from the date of the invoice; and, in default of such payment, hereby agrees to pay all cost of collection, including reasonable attorney's fees, regardless of whether legal action is initiated. The CLIENT hereby acknowledges that unpaid invoices shall accrue interest at 18 percent per annum after they have been outstanding for over thirty (30) days. If an invoice remains unpaid sixty (60) days after the date of the invoice, DLZ may, upon giving seven (7) days written notice of its intent to do so, suspend all Services on the CLIENT's project. This suspension shall remain in effect until all unpaid invoices are paid in full. If an invoice remains unpaid ninety (90) days after the date of the invoice, DLZ may, upon giving seven (7) days written notice of its intent to do so, declare CLIENT to be in breach of this Agreement and pursue its remedies for collection. 2. CONSTRUCTION SERVICES: Construction Phase Services are not intended to include exhaustive detailed inspections of contractor work but site observations to become generally familiar with and to keep CLIENT informed about the progress and quality of work. The Contractor is solely responsible for its compliance or noncompliance with the Contract Documents. If, under this Agreement, professional services are provided during the construction phase of the project, DLZ shall not be responsible for or have control over contractor means, methods, techniques, sequences, or procedures; or for safety precautions and programs in connection with the Work. Nor shall DLZ be responsible for the Contractor's failure to carry out the Work in accordance with the Contract Documents or for Contractor's failure to comply with applicable laws, ordinances, rules or regulations. Under no circumstances will DLZ have any direct contractual relationship with the Construction Manager, Contractor, any subcontractors, material suppliers or other consultants unless DLZ and the CLIENT expressly agree otherwise in writing. CLIENT agrees that DLZ will perform on -site construction observation for this project and that such services will not be performed by others. 3. SUBSURFACE INVESTIGATION: DLZ makes no representations concerning soil conditions unless specifically included in writing in this Agreement, and DLZ is not responsible for any liability that may arise out of the making or failure to make soil surveys, or sub - surface soil tests, or general soil testing. 4. AGENCY REVIEW: In the event that, due to a change in applicable laws or a change in the requirements or policies of a governmental agency after the date of this Agreement, additional office or field work is required, said additional work shall be paid for by CLIENT as extra work. 5. SURVEY STAKING: In the event that any survey staking is disturbed by an act of God or parties other than DLZ, the cost of restaking shall be paid for by CLIENT as extra work. 6. MISCELLANEOUS EXPENSES: The CLIENT shall pay the costs of checking and inspection fees, zoning and annexation application fees, assessment fees, soils engineering fees, soils testing fees, aerial topography fees, and all other fees, permits, bond premiums, title company charges, blueprints and reproductions, and all other charges not specifically covered by the terms of this Agreement. 7. CHANGE OF SCOPE: The scope of Services set forth in this Agreement is based on facts known at the time of execution of this Agreement, including, if applicable, information supplied by DLZ and CLIENT. DLZ will promptly notify CLIENT of any perceived changes of scope in writing and the parties shall negotiate modifications to this Agreement before commencement of any change in scope. 8. SAFETY: DLZ shall establish and maintain programs and procedures for the safety of its employees. DLZ specifically disclaims any authority or responsibility for general job site safety and safety of persons other than DLZ employees. 9. REUSE OF PROTECT DELIVERABLES: Reuse of any documents or other deliverables, including electronic media, pertaining to the Project by CLIENT for any purpose other than that for which such documents or deliverable were originally prepared, or alternation of such documents or deliverables without written verification or adaption by DLZ for the specific purpose intended, shall be at CLIENT's sole risk. 10. OPINIONS OF CONSTRUCTION COST: Any opinion of construction costs prepared by DLZ is supplied for the general guidance of the CLIENT only. Since DLZ has no control over competitive bidding or market conditions, DLZ cannot guarantee the accuracy of such opinions as compared to contract bids or actual cost to CLIENT. 11. INSURANCE: DLZ will maintain insurance coverage for Professional, Comprehensive General, Automobile, Worker's Compensation and Employer's Liability in amounts in accordance with all legal requirements and DLZ business requirements. Certificates evidencing such coverage will be provided to CLIENT upon request. For projects involving construction, CLIENT agrees to require its construction contractor, if any, to include DLZ as an additional insured on its policies relating to the Project. DLZ coverage referenced above shall, in such case, be excess over contractor's primary coverage. 12. INDEMNITY: To the fullest extent permitted by law, DLZ shall indemnify and save harmless CLIENT from and against liability and damages sustained by CLIENT, its employees, and representatives by reason of injury or death to persons or damage to tangible property to the proportionate extent caused directly by the negligence of DLZ or its employees. 13. LIMITATION OF LIABILITY: No employee of DLZ, its parent, subsidiary or affiliate companies, shall have individual liability to CLIENT. CLIENT agrees that, to the fullest extent permitted by law, DLZ's total liability to CLIENT for any and all injuries, claims, losses, expenses or damages whatsoever arising out of or in any way related to the Project or this Agreement from any causes including, but not limited to, DLZ's, negligence, error, omissions, strict liability, or breach of contract shall not exceed the total compensation received by DLZ under this Agreement. If CLIENT desires a limit of liability greater than provided above, CLIENT and DLZ shall include in the Agreement the amount of such limit and the additional compensation to be paid to DLZ for assumption of such risk. 14. PREVAILING PARTY LITIGATION COSTS: In the event any actions are brought to enforce this Agreement, the prevailing party shall be entitled to collect its litigation costs from the other party. Any litigation shall be governed by the laws of the state in which the Project is located. 15. AUTHORITY: The persons signing this Agreement warrant that they have the authority to sign as, or on behalf of, the party for whom they are signing. 16. STATUTE OF LIMITATIONS: To the fullest extent permitted by law, parties agree that, except for claims for indemnification, the time period for bringing claims regarding DLZ's performance under this Agreement shall expire one year after Project Completion. 17. SCHEDULE: DLZ shall not be responsible for the Contractor's schedule or failure to carry out the Work in accordance with the Contract documents. DLZ shall not have control over or charge of acts or omissions of the Contractor, Subcontractors, or their agents or employees, or any other persons performing portions of the Work. 18. SHOP DRAWINGS: Review of such submittals is not conducted for the purpose of determining the accuracy of completeness of other details such as dimensions and quantities, or for substantiating and/or coordinating instructions for installation or performance of equipment of systems with other contract disciplines, all of which remain the responsibility of the Contractor as required by the Contract. DLZ's review shall not constitute approval of safety precautions or, of any construction means, methods, techniques, sequences or procedures. DLZ's approval of a specific item shall not indicate approval of an assembly of which the item is a component. Revised March 2011 MAProposals\201 1\61 10 - LA Planning\South Bend\Fire Stations 5 and 9 Location Evaluation \Agreement \Standard Teens and Conditions - Rev Feb 2011.docx