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HomeMy WebLinkAboutAmendment No 1 to OEA - Randolph Park Improvements Proj No. 120-049 - Jones Petrie Rafinski Corp.  ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT JORDAN V. GATHERS MURRAY L. MILLER 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS April 12, 2022 Mr. Chris Chockley Jones Petrie Rafinski Corporation 325 S. Lafayette Blvd., Ste. 200 South Bend, IN 46601 cchockley@jpr1source.com RE: Amendment No. 1 to Owner-Engineer Agreement Dear Mr. Chockley: At its April 12, 2022 meeting, the Board of Public Works approved the above referenced amendment for additional design scope to perform boundary survey and Deed of Dedication Plat for the right-of-way at Randolph Park Improvements, Project No. 120-049 in an amount not to exceed $4,500 with an adjusted total amount of $48,685. Enclosed please find a copy of the amendment for your records. If you have any further questions, please call this office at (574) 235-9251. Sincerely, /s/ Theresa Heffner Theresa Heffner, Clerk Enclosures TH/lh Page 1 (Exhibit K – (Amendment to Owner-Engineer Agreement) – Attachment 1) EJCDC E-500 Agreement Between Owner and Engineer for Professional Services. Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. This is EXHIBIT K, consisting of 3 pages, referred to in and part of the Agreement between Owner and Engineer for Professional Services dated 03/31/2022. AMENDMENT TO OWNER-ENGINEER AGREEMENT Amendment No. _1____ 1. Background Data: a. Effective Date of Owner-Engineer Agreement: 03-31-2022 b. Owner: Department of Public Works, City of South Bend, Indiana c. Engineer: Jones Petrie Rafinski Corporation (JPR) d. Project: Drainage Improvements and Randolph Park Improvements 2. Description of Modifications: [NOTE TO USER: Include the following paragraphs that are appropriate and delete those not applicable to this amendment. Refer to paragraph numbers used in the Agreement or a previous amendment for clarity with respect to the modifications to be made. Use paragraph numbers in this document for ease of reference herein and in future correspondence or amendments.] a. Engineer shall perform or furnish the following Additional Services: The initial project scope for the Randolph Park project was to provide plan drawings for the removal of the previously vacated portion of Sampson Street through Randolph Park. The street removal also includes design for the installation of a new street hammerhead to terminate northbound vehicular traffic at the existing alleyway. Upon completion of the design process for and prior to bidding, the following items have been added to the initial project scope: 1) Sampson Street Dedication of Additional Right-of-Way: - Boundary survey - Deed of Dedication Plat - Field & Office work to complete the above mentioned plat b. The Scope of Services currently authorized to be performed by Engineer in accordance with the Agreement and previous amendments, if any, is modified as follows: c. The responsibilities of Owner are modified as follows: Page 2 (Exhibit K – (Amendment to Owner-Engineer Agreement) – Attachment 1) EJCDC E-500 Agreement Between Owner and Engineer for Professional Services. Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. d. For the Additional Services or the modifications to services set forth above, Owner shall pay Engineer the following additional or modified compensation: 1) Additional Survey and Plat Document (Randolph) $4,500.00 2) Total Additional Services Request $4,500.00 e. The schedule for rendering services is modified as follows: f. Other portions of the Agreement (including previous amendments, if any) are modified as follows: [List other Attachments, if any] 3. Agreement Summary (Reference only) a. Original Design Drainage Improvements and Randolph Park Improvements Agreement: $44,185.00 b. Net change for prior amendments: $0.00 c. This amendment amount: $4,500.00 d. Adjusted Agreement amount: $48,685.00 The foregoing Agreement Summary is for reference only and does not alter the terms of the Agreement, including those set forth in Exhibit C. Page 3 (Exhibit K – (Amendment to Owner-Engineer Agreement) – Attachment 1) EJCDC E-500 Agreement Between Owner and Engineer for Professional Services. Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. Owner and Engineer hereby agree to modify the above-referenced Agreement as set forth in this Amendment. All provisions of the Agreement not modified by this or previous Amendments remain in effect. The Effective Date of this Amendment is _______03-31-2022___________. OWNER: ENGINEER: By: By: Chris Chockley Title: Title: Project Manager Date Signed: Date Signed: 03-31-2022 April 12, 2022   GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS November 24, 2020 Mr. Chris Chockley Jones Petrie Rafinski Corporation 325 S. Lafayette Blvd., Ste. 200 South Bend, IN 46601 cchockley@jpr1source.com RE: Professional Services Agreement Dear Mr. Chockley: The Board of Public Works, at its meeting held on November 24, 2020, approved the above referenced agreement for design services for drainage improvements at the listed locations and Randolph Park Improvements in an amount, not to exceed $44,185. 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, s/Linda M. Martin, Clerk Enclosure Page 1 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. AGREEMENT BETWEEN OWNER AND ENGINEER FOR PROFESSIONAL SERVICES THIS IS AN AGREEMENT effective as of _________________________________ (“Effective Date”) between Board of Public Works, City of South Bend, Indiana ("Owner") and Jones Petrie Rafinski Corporation (“Engineer”). Owner's Project, of which Engineer's services under this Agreement are a part, is generally identified as follows: South Bend Drainage Improvements and Randolph Park Improvements (“Project"). Engineer’s Services under this Agreement are generally identified as follows: South Bend Drainage Improvements: Development of Construction Documents and Special Provisions for drainage improvements with the public right-of-way at several locations within the City of South Bend. The improvements include adding in new curb along the edge of pavement or the adjustment of pavement grades to eliminate significant ponding within the street and allowing for positive drainage. The specific areas for improvements are as follows: Bid Package A 1.2324 Kaley Street - ROW at property frontage back to drainage ditch (Bid Package A) 2.Marion Street – between William Street and Lafayette Street Bid Package B 1.Fox Street – between Hight Street and Dale Avenue 2.Beale Street – Between Inglewood Place to Sherman Avenue 3.Huey Street – between Lathrop Street and Bergan Street 4.Elmer Street – between Pershing Street to Bergan Street Randolph Park Improvements: The City of South Bend is looking to pursue a project in the Randolph Park area that is to include the following site improvements: demolition and re-seeding of the north half of Sampson St between Randolph and the alley north of Calvert, constructing a minimal turn around where Sampson Street would terminate at the existing alleyway and incorporate drainage improvements to address anticipated stormwater runoff issues. November 24, 2020 Page 2 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. Please refer to attached Jones Petrie Rafinski for detail on proposed Scope of Services and Fees. Owner and Engineer further agree as follows: 1.01 Basic Agreement and Period of Service A.Engineer shall provide, or cause to be provided, the services set forth in this Agreement. If authorized by Owner, or if required because of changes in the Project, Engineer shall furnish services in addition to those set forth above. Owner shall pay Engineer for its services as set forth in Paragraphs 7.01 and 7.02. B.Engineer shall complete its services within a reasonable time, or within the following specific time period: It is the desire of the City to have portions of these projects out for bid and awarded by the end of 2020. C.If the Project includes construction-related professional services, then Engineer's time for completion of services is conditioned on the time for Owner and its contractors to complete construction not exceeding ___ months. If the actual time to complete construction exceeds the number of months indicated, then Engineer's period of service and its total compensation shall be appropriately adjusted. 2.01 Payment Procedures A.Invoices: Engineer shall prepare invoices in accordance with its standard invoicing practices and submit the invoices to Owner on a monthly basis. Invoices are due and payable within 30 35 days of receipt. If Owner fails to make any payment due Engineer for services and expenses within 30 days after receipt of Engineer’s invoice, then the amounts due Engineer will be increased at the rate of 1.0% per month (or the maximum rate of interest permitted by law, if less) from said thirtieth day. In addition, Engineer may, after giving seven days written notice to Owner, suspend services under this Agreement until Engineer has been paid in full all amounts due for services, expenses, and other related charges. Owner waives any and all non-disputed claims against Engineer for any such suspension. Payments will be credited first to interest and then to principal. 3.01 Termination A.The obligation to continue performance under this Agreement may be terminated: 1.For cause, a.By either party upon 30 days written notice in the event of substantial failure by the other party to perform in accordance with the Agreement’s terms through no fault of the terminating party. Failure to pay Engineer for its services is a substantial failure to perform and a basis for termination. b.By Engineer: 1)upon seven days written notice if Owner demands that Engineer furnish or perform services contrary to Engineer’s responsibilities as a licensed professional; or Page 3 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. 2) upon seven days written notice if the Engineer’s services for the Project are delayed for more than 90 days for reasons beyond Engineer’s control. Engineer shall have no liability to Owner on account of a termination by Engineer under Paragraph 3.01.A.1.b. c.Notwithstanding the foregoing, this Agreement will not terminate as a result of a substantial failure under Paragraph 3.01.A.1.a if the party receiving such notice begins, within seven days of receipt of such notice, to correct its substantial failure to perform and proceeds diligently to cure such failure within no more than 30 days of receipt of notice; provided, however, that if and to the extent such substantial failure cannot be reasonably cured within such 30 day period, and if such party has diligently attempted to cure the same and thereafter continues diligently to cure the same, then the cure period provided for herein shall extend up to, but in no case more than, 60 days after the date of receipt of the notice. 2.For convenience, by Owner effective upon Engineer's receipt of written notice from Owner. B.The terminating party under Paragraph 3.01.A may set the effective date of termination at a time up to 30 days later than otherwise provided to allow Engineer to complete tasks whose value would otherwise be lost, to prepare notes as to the status of completed and uncompleted tasks, and to assemble Project materials in orderly files. C.In the event of any termination under Paragraph 3.01, Engineer will be entitled to invoice Owner and to receive full payment for all non-disputed services performed or furnished in accordance with this Agreement and all reimbursable expenses incurred through the effective date of termination. 4.01 Successors, Assigns, and Beneficiaries A.Owner and Engineer are hereby bound and the successors, executors, administrators, and legal representatives of Owner and Engineer (and to the extent permitted by Paragraph 4.01.B the assigns of Owner and Engineer) are hereby bound to the other party to this Agreement and to the successors, executors, administrators, and legal representatives (and said assigns) of such other party, in respect of all covenants, agreements, and obligations of this Agreement. B.Neither Owner nor Engineer may assign, sublet, or transfer any rights under or interest (including, but without limitation, moneys that are due or may become due) in this Agreement without the written consent of the other, except to the extent that any assignment, subletting, or transfer is mandated or restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. C.Unless expressly provided otherwise, nothing in this Agreement shall be construed to create, impose, or give rise to any duty owed by Owner or Engineer to any contractor, subcontractor, supplier, other individual or entity, or to any surety for or employee of any of them. All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Owner and Engineer and not for the benefit of any other party. Page 4 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. 5.01 General Considerations A.The standard of care for all professional engineering and related services performed or furnished by Engineer under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. Engineer makes no warranties, express or implied, under this Agreement or otherwise, in connection with Engineer’s services. Subject to the foregoing standard of care, Engineer and its consultants may use or rely upon design elements and information ordinarily or customarily furnished by others, including, but not limited to, specialty contractors, manufacturers, suppliers, and the publishers of technical standards. B.Engineer shall not at any time supervise, direct, control, or have authority over any contractor's work, nor shall Engineer have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at the Project site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work. C.This Agreement is to be governed by the law of the state or jurisdiction in which the Project is located. D.Engineer neither guarantees the performance of any contractor nor assumes responsibility for any contractor’s failure to furnish and perform its work in accordance with the contract between Owner and such contractor. Engineer is not responsible for variations between actual construction bids or costs and Engineer's opinions or estimates regarding construction costs. E.Engineer shall not be responsible for the acts or omissions of any contractor, subcontractor, or supplier, or of any of their agents or employees or of any other persons (except Engineer’s own employees) at the Project site or otherwise furnishing or performing any construction work; or for any decision made regarding the construction contract requirements, or any application, interpretation, or clarification of the construction contract other than those made by Engineer. F.The general conditions for any construction contract documents prepared hereunder are to be the “Standard General Conditions of the Construction Contract" as prepared by the Engineers Joint Contract Documents Committee (EJCDC C-700, 2007 Edition) unless the parties agree otherwise. G.The Owner acknowledges the Engineer’s construction documents, including all electronic files, as instruments of professional services. Owner shall have a limited license to use the documents on the Project, extensions of the Project, and for related uses of the Owner, subject to the following limitations: (1) Owner acknowledges that such documents are not intended or represented to be suitable for use on the Project unless completed by Engineer, or for use or reuse by Owner or others on extensions of the Project, on any other project, or for any other use or purpose, without written verification or adaptation by Engineer; (2) any such use or reuse, or any modification of the documents, without written verification, completion, or adaptation by Engineer, as appropriate for the specific purpose intended, will be at Owner’s sole risk and without liability or legal exposure to Engineer or to its officers, directors, members, partners, agents, employees, and consultants; (3) Owner shall indemnify and hold harmless Engineer and its officers, directors, members, partners, agents, employees, and consultants from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from any use, reuse, or modification of the documents without written verification, completion, or adaptation by Engineer; and (4) such Page 5 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. limited license to Owner shall not create any rights in third parties. Nevertheless, the final construction documents, including all electronic files, prepared under this agreement shall become the property of the Owner upon completion of services and payment in full of all monies due to the Engineer. H.To the fullest extent permitted by law, Owner and Engineer (1) waive against each other, and the other’s employees, officers, directors, agents, insurers, partners, and consultants, any and all claims for or entitlement to special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to the Project, and (2) agree that Engineer’s total liability to Owner under this Agreement shall be limited to $44,185 or the total amount of compensation received by Engineer, whichever is greater. I.The parties acknowledge that Engineer’s scope of services does not include any services related to a Hazardous Environmental Condition (the presence of asbestos, PCBs, petroleum, hazardous substances or waste as defined by the Comprehensive Environmental Response, Compensation and Liability Act, 42 U.S.C. §§9601 et seq., or radioactive materials). If Engineer or any other party encounters a Hazardous Environmental Condition, Engineer may, at its option and without liability for consequential or any other damages, suspend performance of services on the portion of the Project affected thereby until Owner: (1) retains appropriate specialist consultants or contractors to identify and, as appropriate, abate, remediate, or remove the Hazardous Environmental Condition; and (2) warrants that the Site is in full compliance with applicable Laws and Regulations. J.Owner and Engineer agree to negotiate each dispute between them in good faith during the 30 days after notice of dispute. If negotiations are unsuccessful in resolving the dispute, then the dispute shall be mediated. If mediation is unsuccessful, then the parties may exercise their rights at law. 6.01 Total Agreement A.This Agreement (including any expressly incorporated attachments), constitutes the entire agreement between Owner and Engineer and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. 7.01 Basis of Payment—Hourly Rates Plus Reimbursable Expenses A.Using the procedures set forth in Paragraph 2.01, Owner shall pay Engineer as follows: 1.An amount equal to the cumulative hours charged to the Project by each class of Engineer’s employees times standard hourly rates for each applicable billing class for all services performed on the Project, plus reimbursable expenses and Engineer’s consultants’ charges, if any. 2.Engineer’s Standard Hourly Rates are attached as Appendix 1. 3.The total compensation for services and reimbursable expenses is estimated to be $44,185.00. South Bend Drainage Improvements (i)Design Services $21,500.00 Page 6 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. (ii)Bidding and Negotiation Phase $ 850.00 (iii) Construction Services (NTE)$ 2,250.00 (iv) Reimbursable Expenses (NTE)$ 2,500.00 South Bend Drainage Improvements Subtotal $27,100.00 Randolph Park Improvements (i)Topographic Survey $ 2,145.00 (ii)Design Services $11,585.00 (iii) Bidding and Negotiation Phase $ 895.00 (iv) Construction Services (NTE)$ 1,960.00 (v) Reimbursable Expenses (NTE)$ 500.00 Randolph Park Improvements Subtotal $17,085.00 Attachments: Appendix 1, Engineer's Standard Hourly Rates Page 7 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. IN WITNESS WHEREOF, the parties hereto have executed this Agreement, the Effective Date of which is indicated on page 1. Owner: Engineer: City of South Bend, Indiana Board of Public Works Jones Petrie Rafinski Corporation By: By: Chris Chockley, PLA Title: Gary A. Gilot, President Title: Project Manager By: Title: Elizabeth A. Maradik, Member By: Title: Therese J. Dorau, Member By: Title: Jordan V. Gathers, Member By: Title: Joseph R. Molnar, Member Attest: Title: Linda Martin, Clerk Date: Date: 10-13-2020 Engineer License or Firm's Certificate No. State of: Address for giving notices: Address for giving notices: 227 West Jefferson Boulevard South Bend, Indiana 46601 325 Lafayette Blvd South Bend, IN 46601 Designated Representative (Paragraph 8.03.A): Designated Representative (Paragraph 8.03.A): Kara M. Boyles, Ph.D., P.E. Chris Chockley Title: City Engineer Title: Project Manager Phone Number: (574)235-5933 Phone Number: 574-261-5287 Facsimile Number: (574)235-9171 Facsimile Number: E-Mail Address:kboyles@southbendin.gov E-Mail Address:cchockley@jpr1source.com November 24, 2020 Appendix 1, Standard Hourly Rates Schedule EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright ©2009 National Society of Professional Engineers for EJCDC. All rights reserved. Page 1 This is Appendix 1, Engineer’s Standard Hourly Rates, referred to in and part of the Short Form of Agreement between Owner and Engineer for Professional Services dated Oct 09, 2020. Engineer’s Standard Hourly Rates A.Standard Hourly Rates: 1.Standard Hourly Rates are set forth in this Appendix 1 and include salaries and wages paid to personnel in each billing class plus the cost of customary and statutory benefits, general and administrative overhead, non-project operating costs, and operating margin or profit. 2.The Standard Hourly Rates apply only as specified in Paragraphs 7.01 and 7.02, and are subject to annual review and adjustment. B.Schedule of Hourly Rates: See Attached SERVICE FEE SCHEDULE Effective January 1, 2020 Category Standard Rate Code JPR Officer $200.00 OFF Principal Staff $175.00 PPS Management Staff $150.00 MS Professional Engineer $140.00 PE Professional Architect $140.00 RA Professional Landscape Architect $140.00 PLA Professional Surveyor $140.00 PS Professional Geologist $140.00 PG Certified Planning Professional $140.00 PP Certified GIS Professional $140.00 GISP Environmental Professional $140.00 EP Graduate Staff $105.00 GS Engineering Dept. Support Staff $ 85.00 EDS Architecture Dept. Support Staff $ 85.00 ADS Landscape Arch. Support Staff $ 85.00 LDS Clerical & Account Staff $ 80.00 CAS Survey Dept. Support Staff $ 75.00 SDS Environmental Dept. Support Staff $ 60.00 ENS 2-Person Survey Crew $140.00 2PC Field Geologist $125.00 FG 1-Person Survey Crew $105.00 1PC Environmental Field Technician $ 85.00 EFT Resident Project Representative $ 85.00 RPR Utility Operations Field Technician $ 80.00 UFT Direct expenses such as printing/copies, messenger/delivery services, shipping expenses, permit application fees, sub-consultants, or sub-contractors, etc., that are paid for by JPR Corp. on behalf of client will be passed on with a 10% markup in most cases, and is defined and stipulated within project specific agreements and/or contracts. For inquiries regarding this information, please contact us via phone at any of the numbers provided below or you may do so via email at accounting@jpr1source.com. I:\Accounting - Public\Standard Hourly Rates\2020-01-01 JPR Service Fee Schedule - Standard Rates.docx South Bend Drainage Improvements October 9, 2020 Page 1 of 5 October 09, 2020 City of South Bend Division of Engineering 1316 County-City Building 227 West Jefferson Boulevard South Bend, Indiana 46601 Attention: Ms. Rebecca Plantz, Project Engineer RE: PROFESSIONAL CONSULTING SERVICES FOR SOUTH BEND DRAINAGE IMPROVEMENTS, SOUTH BEND, INDIANA Dear Rebecca: Thank you for contacting Jones Petrie Rafinski (JPR) regarding the above referenced project. We have appreciated being able to be of service to you in the past and hope to be afforded the opportunity to provide you with our services for this project. UNDERSTANDING OF THE ASSIGNMENT The City of South Bend is looking for a consulting firm to assist in the preparation of Construction Documents for stormwater drainage improvements with the public right-of-way at several locations within the City of South Bend. The improvements include adding in new curb along the edge of pavement or the adjustment of pavement grades to eliminate significant ponding within the street and allowing for positive drainage. It is the desire of the City to have the projects be bid out and awarded by the end of 2020. JPR has provided topographic survey services for the areas of concern and this data will be utilized for the development of base plans from which the construction documents will be prepared. The specific areas for drainage improvements are as follows: 1. 2324 Kaley Street - ROW at property frontage back to drainage ditch 2. Marion Street – between William Street and Lafayette Street 3. Fox Street – between Hight Street and Dale Avenue 4. Beale Street – Between Inglewood Place to Sherman Avenue 5. Huey Street – between Lathrop Street and Bergan Street 6. Elmer Street – between Pershing Street to Bergan Street Based on previous discussions, it is understood that the Kaley Street project will require the construction of a new curb along the north side of the street to divert stormwater from entering the adjacent private property. Stormwater will be directed through new swale towards an existing drainage area located on the west side of this property. Special attention will be required at the location of the existing walkway to the residence front door due to existing grades along the street. The remainder areas for drainage improvements as identified areas currently experience ponding water or obstructions to positive stormwater flow. These sections of pavement are to be analyzed and recommendations for improvements to grades are to be provided. South Bend Drainage Improvements October 9, 2020 Page 2 of 5 SCOPE OF SERVICES Task 1 – Design Services: JPR will prepare the Construction Documents and Special Provisions necessary for bidding purposes. The scope of services for this task is as follows: 1.Plan sheets will include the following: a.Demolition Plan – indicating existing structures, curbs, fencing, pavements and plant material to be removed. b.Plan Sheets indicating proposed grading and drainage, and proposed site improvement layouts. Plans are to indicate potential pavement removal and restoration limits. c.Erosion Control Plans d.Landscape Planting Plan and Details e.Site Construction Details – Various details to support the development of the Construction Documents will be provided. 2.JPR will conduct up to (6) six pavement cores for this project. It is anticipated that up to (1) one core will be required for each identified area. 3.JPR will submit a 60% and 90% level Construction Document and Specification set to the City for review. 4.JPR will attend a review meeting to discuss City comments from the review process and will make the necessary revisions to the plan. 5.JPR will submit the final Construction Document, Special Provisions and Bid Tabs to the City for bidding purposes. Task 4 - Bidding or Negotiating Phase: After acceptance by Owner of the bidding documents and the most recent opinion of probable Construction Cost as determined from the 100% Construction Document submittal, and upon written authorization by Owner to proceed, Engineer shall: 1.Assist Owner in advertising for and obtaining bids or proposals for the Work and, where applicable, and maintain a record of prospective bidders to whom Bidding Documents have been issued. 2.Coordinate and facilitate a Pre-Bid Meeting with the potential bidding contractors. 3.Issue addenda as appropriate to clarify, correct, or change the bidding documents. 4.Provide information or assistance needed by Owner in the course of any negotiations with prospective contractors. 5.Consult with Owner as to the acceptability of subcontractors, suppliers, and other individuals and entities proposed by prospective contractors for those portions of the Work as to which such acceptability is required by the bidding documents. 6.If bidding documents require, the Engineer shall evaluate and determine the acceptability of "or equals" and substitute materials and equipment proposed by bidders. 7.Attend the Bid opening, prepare Bid tabulation sheets, and assist Owner in evaluating Bids or proposals and in assembling and awarding contracts for the Work. The Bidding or Negotiating Phase will be considered complete upon commencement of the Construction Phase. Task 5 - Construction Administration: Periodic reviews of site construction will be completed to ensure the contractor(s) is providing the level of quality that is required for the project. South Bend Drainage Improvements October 9, 2020 Page 3 of 5 The construction administration services will include: 1. Reviews of site construction, when requested by the City, will be completed to ensure the Contractor(s) is providing the level of quality that is required for the project; 2. JPR will provide clarification/interpretations of the Contract Documents if such interpretations are necessary for the proper execution or progress of work; 3. JPR 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; 4. Review and approve, or take other appropriate action and forward to the client for final disposition, the contractor’s submittals such as Shop Drawings, Product Data and Samples with respect to Contract Documents produced by JPR; 5. Prepare responses to Request for Information (RFI) provided by the contractor; 6. Provide field reports describing observations, problems and recommended solutions; 7. Provide punch lists and based on site observations; 8. Conduct a Final Punch List site review; 9. Conduct inspections to determine the date or dates of Substantial Completion and the date of Final Completion; 10. Review and approve, or take other appropriate action on, the contractor’s list of items to be completed or corrected. ESTIMATED FEES: The estimated total fee to provide the tasks outlined above are as follows: Task 1 – Design Services $21,500.00 Task 2 – Bidding and Negotiation $850.00 Task 3 – Construction Administration (Hourly, NTE) $2,250.00 Total Estimated Fees: $24,600.00 , REIMBURSABLE EXPENSES: JPR estimates a Reimbursable Expense of $2,500 for possible pavement cores. This reimbursable expense will be billed on a time and material, not to exceed basis. EXCLUSIONS: Please be advised that the services and fees quoted above do not include the following activities: 1. Out-of-scope services (work will not commence on any out-of-scope services unless and until approved by client). 2. Meetings with adjoining property owners. 3. Construction staking, construction testing, construction inspection. Work will begin immediately upon receipt of a signed copy of this proposal. If the project is ongoing, our services will be billed monthly on a percent complete basis. Payment is due upon receipt of our invoice. Work may be suspended on any account which is 30 days past due until the account is paid in full. We reserve the right to charge monthly interest at the rate of 1.5% if the account is past due (18% annually). Should you have any questions or comments concerning our services or charges during the course of the work, please bring them to our attention immediately so that any problem can be resolved quickly. South Bend Drainage Improvements October 9, 2020 Page 4 of 5 Should you have any questions regarding this proposal, please do not hesitate to contact me at 574-232- 4388. Thank you for the opportunity to be of service. Sincerely, Chris Chockley, PLA, AICP Landscape Architect J:\Proposals\City of South Bend\2020\South Bend Drainage Improvements\2020-10- 09_South Bend Drainage Improvements Proposal Attachment.doc Randolph Park Drainage Improvements October 13, 2020 Page 1 of 3 October 13, 2020 Attachement B City of South Bend Division of Engineering 1316 County-City Building 227 West Jefferson Boulevard South Bend, Indiana 46601 Attention: Ms. Rebecca Plantz, Project Engineer RE: PROFESSIONAL CONSULTING SERVICES FOR THE RANDOLPH PARK AREA PROJECT, SOUTH BEND, INDIANA Dear Rebecca: Thank you for contacting Jones Petrie Rafinski (JPR) regarding the above referenced project. We have appreciated being able to be of service to you in the past and hope to be afforded the opportunity to provide you with our services for this project. UNDERSTANDING OF THE ASSIGNMENT The City of South Bend is looking to pursue a project in the Randolph Park area that is to include the following site improvements: demolition and re-seeding of the north half of Sampson St between Randolph and the alley north of Calvert, constructing a minimal turn around where Sampson Street would terminate at the existing alleyway and incorporate drainage improvements to address anticipated stormwater runoff issues. SCOPE OF SERVICES Task 1 – Topographic Survey Services: 1.JPR will utilize existing GIS data and shapefiles to prepare a base plan from which the Construction Documents and Special Provisions will be prepared. 2.JPR will obtain accurate locations of the electrical service points and lights poles and fixtures by GPS coordinated obtained by our survey crew. All data points will imported into the base plans. 3. Water/utility easement within the centerline of Sampson Street (or where the water main is within Sampson Street as it runs through Randolph Park. Task 2 – Design Services: JPR will prepare the Construction Documents and Special Provisions necessary for bidding purposes. The scope of services for this task is as follows: 1.Plan sheets will include the following: a.Demolition Plan – indicating existing structures, curbs, pavements and plant material to be removed; b. Dimensional/Layout Plan; c.Grading and Drainage Plans; d.Erosion Control Plans Randolph Park Drainage Improvements October 13, 2020 Page 2 of 3 e. Landscape Planting Plan and Details f. Site Construction Details – Various details to support the development of the Construction Documents will be provided. 2. JPR will conduct up to (2) two pavement cores for this project. 3. JPR will submit a 60% and 90% level Construction Document and Specification set to the City for review. 4. JPR will attend a review meeting to discuss City comments from the review process and will make the necessary revisions to the plan. 5. JPR will submit the final Construction Document, Special Provisions and Bid Tabs to the City for bidding purposes. Task 3 - Bidding or Negotiating Phase: After acceptance by Owner of the quote documents and the most recent opinion of probable Construction Cost as determined from the 100% Construction Document submittal, and upon written authorization by Owner to proceed, Engineer shall: 1. Assist Owner in advertising for and obtaining quotes for the Work and, where applicable, and maintain a record of prospective bidders to whom the quote package have been issued. 2. Coordinate and facilitate a Pre-Quote Meeting with the potential bidding contractors. 3. Issue addenda as appropriate to clarify, correct, or change the quote documents. 4. Provide information or assistance needed by Owner in the course of any negotiations with prospective contractors. 5. Consult with Owner as to the acceptability of subcontractors, suppliers, and other individuals and entities proposed by prospective contractors for those portions of the Work as to which such acceptability is required by the bidding documents. 6. Attend the quote opening, prepare Bid tabulation sheets, and assist Owner in evaluating the quotes and in assembling and awarding contracts for the Work. The Bidding or Negotiating Phase will be considered complete upon commencement of the Construction Phase. Task 4 - Construction Services: Periodic reviews of site construction will be completed to ensure the contractor(s) is providing the level of quality that is required for the project. The construction administration services will include: 1. Reviews of site construction, when requested by the City, will be completed to ensure the Contractor(s) is providing the level of quality that is required for the project; 2. JPR will provide clarification/interpretations of the Contract Documents if such interpretations are necessary for the proper execution or progress of work; 3. JPR 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; 4. Review and approve, or take other appropriate action and forward to the client for final disposition, the contractor’s submittals such as Shop Drawings, Product Data and Samples with respect to Contract Documents produced by JPR; 5. Prepare responses to Request for Information (RFI) provided by the contractor; 6. Provide field reports describing observations, problems and recommended solutions; 7. Provide punch lists and based on site observations; Randolph Park Drainage Improvements October 13, 2020 Page 3 of 3 8.Conduct a Final Punch List site review. 9.Conduct inspections to determine the date or dates of Substantial Completion and the date of Final Completion. 10.Review and approve, or take other appropriate action on, the contractor’s list of items to be completed or corrected. ESTIMATED FEES: The estimated total fee to provide the tasks outlined above are as follows: Task 1 – Topographic Survey $2,145.00 Task 2 – Design Services $11,585.00 Task 3 – Bidding and Negotiation $895.00 Task 4 – Construction Services $1,960.00 Total Estimated Fees: $16,585.00 , REIMBURSABLE EXPENSES: JPR estimates a Reimbursable Expense of $500 for any additional expense related permit, submittals, etc.. This reimbursable expense will be billed on a time and material, not to exceed basis. EXCLUSIONS: Please be advised that the services and fees quoted above do not include the following activities: 1. Out-of-scope services (work will not commence on any out-of-scope services unless and until approved by client). Should you have any questions regarding this proposal, please do not hesitate to contact me at 574-232- 4388. Thank you for the opportunity to be of service. Sincerely, Chris Chockley, PLA, AICP Landscape Architect J:\Proposals\City of South Bend\2020\Randolph Park\2020-10-13_Randolf Park Area Improvements_JPR.doc City of South Bend Department of Administration & Finance Change Order Request Form Multiple PO lines: Project POs: PO Number PO-0005892 Line Number 2 Original Dollar Amount (new line) New Dollar Amount (For liquidation request, enter $0)$4,500.00 Reason Code (if changed)SV-ES Financial Dimensions (fund-dept- division-subdivision-main account)471-11-206-288-444000--PROJ00000237 Project Code (if applicable)PROJ-237 Description of change (include budget impact) Addition of $4,500 for survey and ROW plat creation. Paid by VPA Parks Bond Capital (different source than line 1) APPROVED BY PROJECT ACCOUNTING TEAM (if applicable)Amanda Pietsch 4/1/22 PO Number Line Number Original Dollar Amount New Dollar Amount (For liquidation request, enter $0) Reason Code (if changed) Financial Dimensions (fund-dept- division-subdivision-main account) Project Code (if applicable) Description of change (include budget impact) APPROVED BY PROJECT ACCOUNTING TEAM (if applicable)(PAT member's name and date to be completed by PAT member) PO Number Line Number Original Dollar Amount Changing the line amount: You can only change a line amount if it has NOT been invoiced against. • If the line has NOT been invoiced – reduce the line amount to equal what it should be. • If the line has been invoiced – cancel the delivery remainder and finalize the individual line, then add a new line for the amount that should be remaining. If you have changes to more than one line on the same PO, fill out a separate section for each line affected by the change order. For change orders on project-related POs, this form must be approved by the Project Accounting Team as described in Supplement 508. Supplement 508 Form - PO-0005892 (002) (2)1 of 3 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: April 1, 2022 Name: Finnian Cavanaugh Department of Public Works – Engineering Division BPW Date: April 12, 2022 Phone Extension: 5961 or fcavanau@southbendin.gov Required Prior to Submittal to Board BPW Attorney X Attorney Name Clara McDaniels Dept. Attorney Attorney Name Purchasing Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA Chg. Order, No. Traffic Control Resolution Other: Ease./Encroach Required Information Company or Vendor Name Jones Petrie Rafinski Corp New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name Randolph Park Improvements (Design Services) Project Number 120-049 Funding Source PO-0005892 (addition from VPA Parks Bond Capital) Account No. 471-11-206-288-444000--PROJ00000237 Amount $4,500 additional Terms of Contract NTE Purpose/Description Additional design scope to perform boundary survey and produce Deed of Dedication Plat for right-of-way at Randolph Park. Addition funded by VPA. For Change Orders Only Amount of Increase Decrease $4,500.00 ($ ) Previous Amount $ Current Percent of Change: Increase Decrease 10% ( %) New Amount $ 44,185.00 Total Percent of Change: Increase Decrease 10% ( %) Time Extension Amount: N/A New Completion Date: