HomeMy WebLinkAboutProfessional Services Agreement - Troyer Group - Development of Vacant Land Guide1316 COUNTY -CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOI ITH BEND. INDIANA 46601-1 930
1865
SOUTHCITY OF BEND PETE BUTTIGIEG, MAYOR
i3OA'1 OF PUBLICWORKS
July 23, 2019
John Leszczynski
Troyer Group
550 Union Street
Mishawaka, IN 46544
RE: Professional Services Agreement
Dear Mr. Leszczynski:
PHONE 574/235-9251
FAX 574/235-9171
The Board of Public Works, at its meeting held on July 23, 2019, approved the above
referenced agreement for the development of a vacant lot guide to the process and design of
re -activating vacant lots, in the amount of $35,000.
Enclosed please find a copy of the agreement for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
Linda M. Martin, Clerk
Enclosure
GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU
This Agreement for Professional Services (this "Agreement") is made effective as of
2019 (the "Effective Date"), by and between the City of South Bend, Indiana, a
muni pal corporation organized and operating under the laws of the State of Indiana, acting by
and through its Board of Public Works (the "City"), and Troyer Group, Inc., an Indiana corporation
(the "Provider") (each a "Party" and collectively the "Parties").
For and in consideration of the mutual covenants and promises contained herein, the Parties
agree as follows:
1. Service. The Provider will provide to the City the professional services (the
"Services") set forth in the Provider's proposal attached hereto as ,'xliibit A (the "Scope of Work").
In the event of any conflict between the terms of this Agreement and the terms of the Scope of
Work, the terms of this Agreement will prevail. The Provider will execute its obligations under
this Agreement in accordance with the prevailing professional standard of care for projects of
similar design and complexity.
2. Compensation. nsation. In exchange for the Provider's performance of the Services, and
subject to the terms and conditions of this Agreement, the City will pay the Provider a total sum
not to exceed Thirty -Five Thousand Two Hundred Dollars ($35,000.00) (the "Contract Amount").
The City will pay the Contract Amount in installments upon regular invoicing by the Provider
(each a "Contract Installment"). The City will not be required to pay any Contract Installment if
the City is not reasonably satisfied with the Provider's performance under this Agreement or any
material default or material breach of this Agreement by the Provider exists, as the City may
determine in its sole discretion within the duty of reasonableness, good faith, or fair dealing. The
sum of all Contract Installments will not exceed the Contract Amount, and the Provider will not
incur or seek reimbursement for any expenses in excess of the Contract Amount.
3. Jenw Ternfinatiow Breach of Contract.
A. Unless earlier terminated in accordance with its terms, this Agreement will
commence on the Effective Date and end upon the Provider's completion of all its obligations
hereunder and the City's final payment therefor.
B. Notwithstanding the foregoing, effective on a date ten (10) days' after
delivery of a written termination notice to the Provider, the City may terminate this Agreement, in
whole or in part, if the City determines that such termination is in the best interest of the City. In
addition, in accordance with applicable laws, payments are subject to annual appropriation. If the
City Controller makes a written determination that funds are not appropriated or are otherwise
unavailable to support the continuation of this Agreement, it shall be cancelled. A determination by
the City Controller that funds are not appropriated or are otherwise unavailable to support the
continuation of performance shall be final and conclusive. The City will not be required to pay any
Contract Installment or be otherwise liable for any cost associated with the Provider's performance
of any Services after the effective date of termination. However, if the City terminates this
Agreement early, City will give Provider ten (10) days' written notice and pay all expenses of
Provider incurred under the scope of this Agreement up to the point of the early termination date.
C. The Provider's failure to complete the Services in accordance with this
Agreement will be considered a material breach. In the event of any breach of this Agreement by the
Provider, the City will provide written notice of the breach to Provider within ten (10) days of
discovering a breach occurred; further, the City may suspend all payments to the Provider and may
pursue any and all remedies available at law or in equity, up to the amount paid to Provider due to
such breach.
D. Except as otherwise provided herein, the failure of City to make payments to
Provider in accordance with this Agreement will be considered material breach. Provider may
terminate this Agreement in the event that City is in breach hereof and does not remedy the act of
default within forty-five (45) days after receipt of written notice from Provider requesting that the
default be remedied or cured. Termination of this Agreement will not relieve City of the obligation
to pay undisputed payments when due, nor will it relieve City of its obligation to pay any additional
costs incurred by Provider under the scope of this Agreement prior to the effective date of
termination. In the event of any breach of this Agreement by City, the Provider may suspend its
performance to City and may pursue any and all remedies available at law or in equity.
4. Point of Contact. The City employee identified in Section 10 below will serve as
the City's principal point of contact for purposes of this Agreement.
5. Relationship. The Provider shall at all times be an independent contractor for the
performance of the Services rather than an employee of the City, and no act or omission to act by
the provider shall in any way bind or obligate the City. No employee of the Provider will be
considered or deemed to be an employee of the City. This Agreement is strictly for the benefit of
the Parties and not for any third party or person. This Agreement was negotiated by the Parties at
arm's length and each of the parties hereto has reviewed the Agreement after the opportunity to
consult with independent legal counsel. Neither party shall maintain that the language in the
Agreement shall be construed against any signatory hereto. The City and the Provider hereby
renounce the existence of any form of agency relationship, joint venture, or partnership between
the Provider and the City and agree that nothing contained herein or in any document executed in
connection herewith shall be construed as creating any such relationship between the City andthe
Provider.
6. Indemtlilrcation of Cjty. The Provider hereby agrees to indemnify, defend, and hold
harmless the City and its officials, employees, and agents, from any reasonable claims which arise
from (i) any breach or violation of this Agreement by Provider; (ii) any negligence, gross
negligence, or willful misconduct by the Provider under this Agreement and from all costs and
attorney fees in connection therewith, except for claims arising out of the negligence or intentional
acts or omissions of the City or its officials, directors, employees, or agents. City shall give
Provider prompt written notice of any alleged liability or action. The obligations of the Provider
under this section shall survive the termination of this Agreement for a period of 5 years.
7. Indemnification of Provider. The City hereby agrees to indemnify, defend, and hold
harmless the Provider and its officials, employees, and agents, from any reasonable claims which
arise from (i) any breach or violation of this Agreement by City; (ii) any negligence, gross
negligence, or willful misconduct by the City under this Agreement and from all costs and attorney
fees in connection therewith, except for claims arising out of the negligence or intentional acts or
omissions of the Provider or its officials, directors, employees, or agents. Provider shall give City
prompt written notice of any alleged liability or action,
8. Work.,.Product, Ownership. The Provider will submit its work product to the City in
accordance with the terms of the Scope of Work. Any and all work product submitted by the
Provider to the City as part of the Provider's performance of the Services shall be free from claims
of infringement and will become the exclusive property of the City. The City will have the right to
use and reproduce copies of the Provider's work product as the City determines in its sole
discretion without compensation to the Provider except the compensation expressly provided for
in this Agreement. The City agrees, to the fullest extent permitted by law, to indemnify, defend,
and hold harmless the Provider against any damages, liabilities, or costs, including reasonable
attorneys' fees, arising from or allegedly arising from or in any way related to or connected with
the reuse or modification of the deliverables by the City. The City will credit the Provider each
time the deliverables are used. The City will allow Provider the use of any of its work product
submitted to the city in Provider's promotional or marketing materials.
9. Assi amen . The Provider shall not assign or subcontract the whole or any part of
this Agreement or its obligations hereunder without the prior written consent of the City, except
for the Provider's subcontracting, at the Provider's sole cost.
10. Notices. Any notice required or permitted to be delivered hereunder shall be
deemed to be delivered when deposited in the United States Postal Service, postage prepaid,
registered or certified mail, return receipt requested, addressed to the City or the Provider, as the
case may be, at the address set forth below.
Provider: City:
Troyer Group City of South Bend
550 Union Street 227 W. Jefferson Boulevard, Suite 1400 S.
Mishawaka, IN 46544 South Bend, IN 46601
Attn: Jonathon Geels Attn: Elizabeth Maradik
11. Uual Opportunity; Non -Discrimination C a x Hance. The Provider shall comply
with all applicable laws and regulations in its hiring and employment practices and policies for any
activity covered by this Agreement. The Provider shall comply with all federal, state, and
municipal laws, regulations, and standards applicable to its activities pursuant to this Agreement
including, but not limited to, the requirements imposed by Ind. Code 22-9-1-10 (non-
discrimination), the provisions of Ind. Code 5-22-16.5 (disqualification for dealings with the
government of Iran), and the provisions of Ind. Code 22-5-1.7 (requiring E-Verify for new
employees and prohibiting employment of unauthorized aliens). Each of the foregoing provisions
is incorporated herein as if set forth in full, and the Provider certifies that it is in compliance with
each such provision and shall remain in compliance through the term of this Agreement.
12 Contractor'swww Alfll "i av it. The Provider agrees, as a condition precedent to the
effectiveness of this Agreement, that its authorized representative will execute and submit to the
City and any other appropriate bodies an affidavit in the form attached hereto as Exhibit B.
13. DrLi g-Frec We rkdace. The Provider hereby agrees to make a good faith effort to
provide and maintain a drug -free workplace. The Provider will give written notice to the City
within ten (10) days after receiving actual notice that the Provider or an employee of the Provider
within the State of Indiana has been convicted of a criminal drug violation occurring in the
workplace.
14. No Waiver. No failure or delay on the part of either Party in exercising any right
under this Agreement will operate as a waiver of, or impair, any such right. No single or partial
exercise of any such right will preclude any other or further exercise thereof or the exercise of any
other right. No waiver of any such right will have effect unless given in a written document signed
by the Party waiving such right. No waiver of any right will be deemed a waiver of any other right
hereunder.
15. Severabil ty. In the event any portion of this Agreement shall be held illegal, void,
or ineffective, the remaining portions hereof shall remain in full force and effect. If any of the
terms or conditions of this Agreement are in conflict with any applicable statute or rule of law,
then such terms and conditions shall be deemed inoperative to the extent that they may conflict
therewith and shall be deemed to be modified to conform to such law.
16. Entire A i[°cgneini Amendment A nlicable Law. This Agreement sets forth the
entire agreement and understanding between the parties as to the subject matter hereof, and merges
and supersedes all prior discussions, agreements, and understandings of any and every nature
between them. This Agreement may be amended only by separate writing, signed by authorized
representatives of both the Provider and the City. This Agreement will be construed and interpreted
according to the laws of the State of Indiana.
Signature Page Follows
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement for Professional
Services to be effective as of the Effective Date stated above.
CITY:
CITY OF SOUTH BEND,
INDIANA BOARD OF PUBLIC
WORKS
Gary A. Gilot, President
46 Member
Therese D orau, Meniber
ATTES°Ia,. ..
Linda. M. Martin, Clerk
PROVIDER:
Troyer Group
9Aii E. Leszczynski, Pres. ° nt.
Genevieve Miller, e �e hc;
.0 a O'Sullivan,
Scope of Work
[See attaciled,]
MIN
Ms. Elizabeth Maradik, AICP June 28, 2019
Principal Planner
Department of Community Investment
City of South Bend
227 West Jefferson Blvd.
South Bend, IN 46601
Reference: Vacant Lot Guide
Dear Ms. Maradik,
Thank you for providing us the opportunity to submit an updated proposal for professional services for the
development of a Vacant Lot Guide for the City of South Bend. Thank you also for meeting with us to discuss
the scope. We understand the guide to be targeted to the end users with an emphasis on its usability. We also
understand this guide is to be used as a resource with specific actions for working with the community to
develop consensus, identifying vacant lots and the information needed to move forward with a project, and as
a toolkit of lot designs and strategies.
Based on our previous discussions, we have developed the following proposal that outlines our scope of
services that we believe will provide you the best value moving forward.
Proposed Scope of Services
The scope of this project includes the consultant completing the following tasks.
Research: Troyer Group will conduct a thorough review of relevant vacant lot guides, including (but not
limited to) those produced for Detroit, Pittsburgh, Cleveland, and Los Angeles. This scope includes
• Review of other available guides, case studies, and available research on best practices for
vacant lots. This scope includes reaching out to the identified communities to discuss their
suggested strategies, pitfalls, and areas for improvement.
• Review and include relevant and available information including, but not limited to aerial
photography, existing GIS information, and other City maps as well as vacant lot photography.
• Provide a summary of information to the City and digital compilation of the materials.
• At the end of the research phase, we will also share a draft outline of the document and a draft
of page layout options.
Working Session: Using the preliminary study produced by the City and the information gathered on
other communities' best -practices as a baseline, the working session will set the tone for the document.
We understand this component to include:
o Finalize an outline for the guide with City staff.
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• Explore vacant lot project ideas and typologies that could be included in the guide.
o Explore best practice / successful projects in other communities
Draft Document: Troyer Group will work with the City to refine the outline and prepare drafts for
review. This scope includes the following items:
Develop at least two preliminary page layout / design options for the document to review with
City.
Develop user-friendly content (verbiage and graphics) for the guide including, but not limited
to:
0 Easy -to -follow exercises
Examples of lot activation ideas (including examples of potential lot layout)
a, Tools for finding the right vacant lot solution
' Tools to develop a sustainable plan
Troyer Group will work with City staff to develop and refine content. We understand there to be
2 draft submissions (50% and 95%) over the course of the project.
Final Document
After a thorough review and discussion with your committee, a final Vacant Lot Guide will be completed for the
City. The preliminary outline involves 6 components: How to use the guide, how to build consensus with the
related stakeholders, vacant lot identification, lot design options and standard typologies, implementation
recommendations, and on -going concerns. The final guide may deviate from those components based on the
feedback and discovery from the scope items listed above.
We understand the priorities for the final document include:
• Create graphically pleasing document that clearly and concisely provides information.
• Create a document that is easy to navigate (assume both digital and print use).
• The City will own the document, all source documents / materials, and graphics.
o Troyer Group will provide the City with a packaged InDesign folder containing all necessary files,
fonts, and source graphics.
• Troyer Group will also provide all collected information used throughout the process, whether in
the final guide or not, through a digital storage link.
Deliverables:
o Research summary and relevant documents provided to City
0 2 hour working meeting with the City
0 2 Draft revisions
• Vacant Lot Guide, approximately 40-50 pages, in print and digital (PDF and InDesign) format
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June 28, 2019
Proposed Fee:
Troyer Group will provide the above scope of services for the lump sum fee of $35,000. This fee includes
reimbursable expenses such as mileage, prints, and copies. Troyer Group bills monthly for the work completed
in the previous month.
Document Production
Total Proposed Fee
$35,000.00
$35,000.00
Additional Services: If the following items revisions become necessary, an additional fee will be provided for
your consideration.
• Draft revisions beyond the two (2) City reviews
• Detailed design drawings (for contractors)
• City policy and process recommendations (supplemental internal document)
• A supplementary website or mobile application
• If additional public or stakeholder meetings become necessary, such as public meetings, stakeholder
meetings), or additional City meetings, those can be added to the scope for a fee of $1580 per meeting.
This includes 3 team members and all necessary preparation time. Individual team members hourly rate
range between $140/hr to $100/hr.
If you agree with the proposed services and fee, please sign in the space provided and return a copy to our
office for our records. Thank you for the opportunity to work with you on the Vacant Lot Guide for the City of
South Bend. Please contact us with any questions regarding our proposal.
Sincerely,
Ile
Jot hzn Geels, PLA, AS A
Project Manager
Approved by:
Elizabeth Maradik, AICP
Principal Planner, City of South Bend
J-0—
John E. Leszczynski
President
Date:
Page 3 .. 4 I .,Together, We W'ill
9 i� c.r���. ire.
EXHIBIT B
Contractor's Affidavit
[See attached.]
When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to this Affidavit.
CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT,
CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT ELIGIBILITY
VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE
OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS
(Must be completed for all quotes and bids. Please type or print)
STATE OF )
SS:
COUNTY
The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that:
1. Contractor has not, nor has any other member, representative, or agent of the firm,
company, corporation or partnership represented by him, entered into any combination, collusion
or agreement with any person relative to the price to be bid by anyone at such letting nor to
prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid
is made without reference to any other bid and without any agreement, understanding or
combination with any other person in reference to such bidding. Contractor further says that no
person or persons, firms, or corporation has, have or will receive directly or indirectly, any
rebate, fee, gift, commission or thing of value on account of such sale; and
2. Contractor certifies by submission of this proposal that neither contractor nor any of its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in this transaction by any Federal department or agency;
and
3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in
investment activities in Iran.
a. For purposes of this Certification, "Iran" means the government of Iran and any agency or
instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from
time -to -time.
b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor is
engaged in investment activities in Iran if either:
i. Contractor, its successor or its affiliate, provides goods or services of twenty million
dollars ($20,000,000) or more in value in the energy sector of Iran; or
ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty
million dollars ($20,000,000) or more in credit to another person for forty-five (45)
days or more, if that person will (i) use the credit to provides goods and services in
Non -Collusion Non -Debarment Affidavit Non Iran Form 2016
the energy sector in Iran; and (ii) at the time the financial institution extends credit, is
a person identified on list published by the Indiana Department of Administration.
4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain
any employee or contract with a person that the Contractor subsequently learns is an
unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility
status of all of Contractor's newly hired employees through the E-Verify Program as defined by
I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify
Program is included and attached as part of this bid/quote; and
5. Contractor shall require his/her/its subcontractors performing work under this public
contract to certify that the subcontractors do not knowingly employ or contract with an
unauthorized alien, nor retain any employee or contract with a person that the subcontractor
subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is
participating in the E-Verify Program. The Contractor agrees to maintain this certification
throughout the term of the contract with the City of South Bend, and understands that the City
may terminate the contract for default if the Contractor fails to cure a breach of this provision no
later than thirty (30) days after being notified by the City.
6. Persons, partnerships, corporations, associations, or joint venturers awarded a contract by
the City of South Bend through its agencies, boards, or commissions shall not discriminate
against any employee or applicant for employment in the performance of a City contract with
respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or
indirectly related to employment because of race, sex, religion, color, national origin, ancestry,
age, gender expression, gender identity, sexual orientation or disability that does not affect that
person's ability to perform the work.
In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials,
or any combination of the foregoing including, but not limited to, public works contracts
awarded under public bidding laws or other contracts in which public bids are not required by
law, the City, its agencies, boards, or commissions may consider the Contractor's good faith
efforts to obtain participation by those Contractors certified by the State of Indiana as a Minority
Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining
the lowest, responsible, responsive bidder.
In no event shall persons or entities seeking the award of a City contract be required to award a
subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said
WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE Utilization Board
shall prohibit that person or entity from being awarded a City contract for a period of one (1)
year from the date of such determination, and such determination may also be grounds for
terminating the contact for which the discriminatory practice or noncompliance pertains.
7. The undersigned contractor agrees that the following nondiscrimination commitment
shall be made a part of any contract which it may henceforth enter into with the City of South
Bend, Indiana or any of its agencies, boards or commissions.
Non -Collusion Non -Debarment Affidavit Non [ran Fonn 2016
Contractor agrees not to discriminate against or intimidate any employee or applicant for
employment in the performance of this contract with privileges of employment, or any matter
directly or indirectly related to employment, because of race, religion, color, sex, gender
expression, gender identity, sexual orientation, handicap, national origin or ancestry. Breach of
this provision may be regarded as material breach of contract.
I, the undersigned bidder or agent as contractor on a public works project, understand my
statutory obligations to the use of steel products or foundry products made in the United States
(I.C. 5-16-8-1). I hereby certify that I and all subcontractors employed by me for this project will
use steel products or foundry products made in the United States on this project if awarded. I
understand I have an affirmative duty to notify the City in my bid that my proposal does not
include the use of steel products or foundry products made in the United States. I understand it is
my sole obligation and responsibility to provide a justification to the City, subject to review and
approval, why the cost of United States made steel or foundry products is unreasonable. Prior to
award and upon submission of bid which does not use steel products or foundry products made
in the United States, the City, through its director of public works, shall make a determination if
the price of United States made steel or foundry is unreasonable. I understand that violations
hereunder may result in forfeiture of contractual payments.
I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for
public works are true and correct.
Dated this clay o li� , 20�'
Subscribed and sworn to before me this
My Commission Expires
County of Residence
Non. -Collusion Nan -Debarment Affidavit Non Iran Form 2016
Contractor/l iddvi3OVirin
Sip afore of Cohiractorr'1 idefer lots Agent
- _. AjM6 aViv T
Printed Name and Title
day of_fi 20—L
Notary Public
C1 E R 1. CONNORS
Notary Public
SEAL
State of Indiana
My Commission Expires Sept 4, 2020
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date July 12, 2019
_...... .....--- - ---_
Name Andrew Netter
Department DCI
Division/Bureau Planning
BPW Date July 23, 2019 Phone Extension 5931
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mm � t uired Prior to Submittal to Board —
Legal ® Attorney Name: Sandra Kennedy
Controller ❑ Controller review is required for all Contracts $5,000.00 or more and
greater than one year in length per the City Purchasing Policy
Purchasing ❑
Check the
L] Agreement Amendment
® Professional Services
❑ Bid Opening
❑ Quote Opening
❑ Change Order No.
El Ease/Encroach,
Other:
Company or Vendor Name
iroprjate Item Type —
❑! Contract
Resolution
Submissions ire. or All ub onsvvv�v
❑ Proposal
El Bid Award ❑ Req. to Advertise
El Quote Award
El C/O & PCA No. ❑ PCA
Traffic Control:
New Vendor
MBE/WBE Contractor
MBE/WBE Contractor Requested
Project Name
Project Number
Funding Source
Account No.
Amount
Current Percent of Change;.
New Amount $
Total Percent of Change:
Required Information
Troye Group
Yes No
Purchasino
MBE LJ WBE
No Yes ...Name.of .. .
Corn
Vacant Lot Guide
EDIT
-11111
08-10 460-41.01
3.5.'.O 0.0..
....._.....---------------
Copy Original
® Andrew Netter
.... ._...
(�
____
Dispersal After A...oraroval
Addendum
❑ Title Sheet
If Yes, Approved by