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1200 County -City Building, 227 West Jefferson, South Bend, Indiana 46601 -1830 Phone 574/235 -9371 Fax 574/235 -9021
To: Redevelopment Commission; Board of Public Works
From: Jitin Kain it—/—
Subject: Change in Scope of Fellows St. Corridor Improvement Phase II work
Date: November 5, 2012
Attached to this memorandum is a proposal from Christopher B. Burke Engineering Ltd. for
additional professional services work done as part of the Fellows St. Corridor Improvement — Phase
II design.
An amendment to the addendum to the Master Agency agreement for Fellows St. Improvement —
Supplement #2 was approved by the Redevelopment Commission on May 31, 2012 in the amount
of $127,458. This covered design services for the redesign of Fellows St. based on an eastern
alignment as well as drainage design plans.
Upon completion of the services outlined in Supplement #2, Christopher B. Burke Engineering
further completed several tasks including public presentations and created additional design
alternatives at the request of the Commission.
Staff requests approval of the attached proposal and an amount not to exceed $68,108 from the
SSDA TIF.
What We Do Today Makes A Difference!
B I -
CHRISTOPHER B. BURKE ENGINEERING, LLC
PNC Center Suite 1368 South 115 W. Washington St. Indianapolis, Indiana 46204 TEI
October 22, 2012
Jitin Kain
City of South Bend
227 W. Jefferson Blvd.
12th Floor County -City Building
South Bend, IN 46601
Subject: Amendment of Agreement - Fellows Street Corric
(CBBEL Project No. 110093.00001)
Dear Mr. Kain:
In accordance with our contract, we are notifying you of a change in the scope of our project
which has resulted in additional work that was not included in the original contract Scope of
Services. The City requested that we expand our scope to provide additional services with the
agreement that our contract would be amended to formally include the additional work. In the
interest of keeping the project moving forward and focused on responding to the various issues
of the project, we were requested to complete the additional work based on a verbal agreement,
and to follow up with this formal written amendment.
In response to the City's request (as discussed at our October 15th and 17th, 2012 meetings), the
contract Scope of Work is expanded to include the following tasks:
Additional Task 1 - Create Project Presentations for Public Hearings/Meetings:
• July 12, 2012 - Presentation to Redevelopment Commission
CBBEL staff prepared and gave a detailed presentation on the design process that was
used for the recommended alternative. The presentation included visual aids showing
each design option that was considered along with the restrictions and warrants
associated with each. The Commission asked for more information and the analysis of
additional alternatives.
• August 28, 2012 Redevelopment Commission Public Hearing
CBBEL staff prepared and gave a detailed presentation comparing the original design
(alternative A) with several new alternatives as requested by the Commission. The new
alternatives were labeled B -1, B -2, B -3, C -1, C -2, and D. The Commission selected
Alternatives A, C -1, and C -2 for additional analysis and consideration.
3 Christopher B. Burke Engineering, LLC City of South Bend Fellows St. Corridor Improvement Phase II
19.13 110093.00001 Page 1
Additional Task 2 - Preliminary Design and Exhibits: CBBEL completed analysis and
preliminary design for each of the six alternatives requested by the City. This included exhibits for
each of the alternative routes that were presented at the public hearing on August 28, 2012.
Additional Task 3 - Modify Preliminary Designs: CBBEL modified the preliminary designs for
the three preferred alternatives as requested at the public hearing. This included modification of
the original design (Alternative A) to allow five properties originally scheduled for vacation to
remain. This modification was named Alternative A -1. The Commission then selected Alternatives
A -1 and C -1 for additional study and consideration.
Additional Task 4 - Survey and Hearing Notifications: CBBEL delivered two separate surveys
and one public hearing notification to the Fellows Street neighborhood residents. The first survey
was delivered on September 12, 2012, and the second survey was delivered on October 4, 2012.
The public hearing notification was delivered on August 23, 2012.
Additional Task 5 - Project Coordination: CBBEL corresponded and conducted several
meetings with the City and with the affected property owners. This included several planning and
design meetings with City staff during the alternative selection process as well as meeting and
corresponding with individual property owners to discuss the project alternatives and answer
questions.
The fee for this additional work that has been completed is $68,108. We also anticipate needing
up to an additional $10,000 to coordinate and resolve issues that may arise with this phase of the
project. In the event the additional fee for this phase is not fully needed, the remainder will be
applied towards the design services for the recommended alternative.
Total Additional Estimated Fee: $78,108
If additional design services are required to complete plans and construction documents for the
final alternative, a separate amendment will be prepared. This amendment is subject to the
General Terms and Conditions included in the original contract.
If the information provided above meets with your approval, please sign this amendment and
send a copy back to us as notice to proceed with the additional work. If you have any questions
regarding this amendment, please contact me or Jason Durr, P.E. at 574- 282 -8001.
Sincerely,
Jon D. Stolz, P.E.
Manager, Indiana
Christopher B. Burke Engineering, LLC City of South Bend Fellows St. Corridor Improvement Phase II
19.R110093.00001 Page 2
THIS AMENDMENT PROPOSAL FOR THE FELLOWS STREET CORRIDOR IMPROVEMENTS
PHASE II IS ACCEPTED BY THE CITY OF SOUTH BEND, INDIANA - DEPARTMENT OF PUBLIC
WORKS.
ACCEPTANCE
The above contract is accepted this day of
Subject to the following conditions:
BOARD OF PUBLIC WORKS
Gary A. Gilot - President
Member
Member
Member
Member
ATTEST:
Linda M. Martin - Clerk
JDS /In
CITY OF SOUTH BEND-FELLOWS STREET AMENDMENT 2
2012
13 Christopher B. Burke Engineering, LLC City of South Bend Fellows St. Corridor Improvement Phase 11
19.R110093.00001 Page 3