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Home My WebLink AboutAmendment No 1 to PSA - SRTS Our Lady of Hungary Proj No 122-007 - Shrewsberry ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BREANA N. MICOU 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 28, 2023 Ms. Angela DeWees, PE Shrewsberry 7321 Shadeland Station, Suite 160 Indianapolis, IN 46256 adewees@shrewsusa.com RE: Amendment No. 1 to Professional Services Agreement Dear Ms. DeWees: At its November 28, 2023 meeting, the Board of Public Works approved the above referenced amendment for a survey and design of additional elements outside the scope of the original contract, Project No. 122-007 in the amount of $39,750 total cost: eligible for 80% reimbursement from INDOT. 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 October 16, 2023 Gemma Stanton Project Engineer City of South Bend DPW 227 W. Jefferson Blvd., Ste. 1316 South Bend, IN 46601 RE: Our Lady of Hungary Safe Routes to School – Des. 2100025 Scope & Fee Proposal for Supplemental Design Services Dear Ms. Stanton: Shrewsberry appreciates the opportunity to submit this scope and fee proposal for Amendment 1 for additional design services provided for the Our Lady of Hungary Safe Routes to School (Des 2100025) project. SUPPLEMENTAL SERVICES The scope of services in our LPA-Consulting contract executed on April 12, 2022, anticipated design of a maximum of 12 intersection corners (curb ramps) at approximately 3 intersections and 1,000 feet of sidewalk. Expanded Scope: Ultimately, to maximize use of the awarded $800,000 construction funds while staying within the $12,500 survey budget, the approved Preliminary Engineering Report (PER) recommended design of improvements to 35 curb ramps at 13 intersections and approximately 3,500 feet of sidewalk. It was our intention to be as efficient as possible and complete design of the PER recommendations within our original contract design fee. Unfortunately, we found we have been unable to absorb nearly triple the original scope of work. The scope of work was expanded further following the Preliminary Field Check (PFC) meeting to include additional sidewalk locations, brush removal, stump removals, and tree planting to increase the total construction cost estimate to approximately $950,000 to maximize use of additional construction funds made available by accelerating this project to letting in March 2023. In addition to requiring additional design effort, the expanded scope of the project requires a Note to File submittal and re-coordination with INDOT to update the previously submitted Programmatic Categorical Exclusion (PCE) Environmental Document. Added Curb Ramp: Also, it was requested during the PFC meeting to add the curb ramp in the southeast corner of Catalpa Street and Donald Street (Area 10). Adding this curb ramp to the project requires supplemental topographic survey, design services, and Note to File update to the PCE document. SUPPLEMENTAL FEE Shrewsberry proposes a supplemental fee of $39,750.00 on a lump sum basis as shown in attached fee justification and as summarized below: Expanded Scope: Design Services $25,000 Lump Sum Environmental Document – Note to File $ 7,000 Lump Sum Project Management $ 3,000 Lump Sum Additional Curb Ramp: Environmental Document – Note to File (included in Expanded Scope above) Topographic Survey (Area 10) $ 1,250 Lump Sum Design Services $ 3,500 Lump Sum Should you have any questions or comments, please do not hesitate to contact me at 317-459-8526 or adewees@shrewsusa.com. Thank you for your consideration of this request. Sincerely, Angela DeWees, PE Senior Project Manager Cc: file Michael Farmer – Shrewsberry Enc.: Fee Justification November 28, 2023 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 11/20/23 Name: Gemma Stanton Department of Public Works – Engineering Division BPW Date: November 28, 2023 Phone Extension: 9083 Required Prior to Submittal to Board BPW Attorney Attorney Name 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 Shrewsberry New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name Safe Routes to School – Our Lady of Hungary Neighborhood Project Number 122-007 (INDOT DES #2100025) Funding Source River West TIF Account No. 324 Amount $39,750 Terms of Contract Lump Sum Purpose/Description Amendment to PSA will cover survey and design of additional elements outside the scope of the original contract. Additional construction budget was available to expand the project. The design portion of the project is 80% reimbursable by INDOT. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ Total Percent of Change: Increase Decrease % ( %) Time Extension Amount: New Completion Date: