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HomeMy WebLinkAboutAmendment No 1 to PSA - Design Srvs. for SB Med Foundation Demo – American Structurepoint, Inc.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 TAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS May 28, 2024 Mr. Robert S. Bray American Structurepoint, Inc. 9025 River Road, Suite 200 Indianapolis, IN 46240 rbraykstructurepoint. com RE: Amendment No. 1 to Professional Services Agreement Dear Mr. Bray: At its May 28, 2024 meeting, the Board of Public Works approved the above referenced amendment for additional design and survey services for the South Bend Medical Foundation Demolition, Project No. 123-076 in the amount of $72,470 with a new adjusted amount of $401,510. Enclosed please find the original of the amendment for your signature. Please sign and return the original amendment to lhensley&southbendin.gov. Please retain a copy for your records. If you have any further questions, please call this office at (574) 235-9251. Sincerely, Is/ Theresa Heffner Theresa Heffner, Clerk Enclosures TH/lh ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BRIANA N. MIcou This is EXHIBIT K, consisting of 20 pages, referred to in and part of the Agreement between Owner and Engineer for Professional Services dated 02/13, 2024. AMENDMENT TO OWNER -ENGINEER AGREEMENT Amendment No. 1 1. Background Data: a. Effective Date of Owner -Engineer Agreement: 02/13/2024 b. Owner: Board of Public Works, City of South Bend, Indiana C. Engineer: American Structurepoint, Inc. d. Project: 123-076 Demolition of South Bend Medical Foundation / New Parking 2. Description of Modifications: a. Engineer shall perform or furnish the following Additional Services: 1) ADD soil borings for new parking lot. 2) ADD design services for Navarre Street traffic modifications. See exhibits. 3) ADD topographic survey for Navarre Street traffic modifications 4) ADD utility coordination effort for Madison Lifestyle District Mill • d. For the Additional Services or the modifications to services set forth above, Owner shall pay Engineer the following additional or modified compensation: 1) Soil Borings: $8,170 2) Navarre Street design: $16,500 3) Navarre Street survey: $9,900 4) Utility Coordination: $37,900 •NOW �. eef .e!�r_e!sr��e!rs, 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. 5. Agreement Summary (Reference only) a. Original Agreement amount: $329,040 b. Net change for prior amendments: $0 c. This amendment amount: $72,470 d. Adjusted Agreement amount: $401,510 The foregoing Agreement Summary is for reference only and does not alter the terms of the Agreement, including those set forth in Exhibit C. 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 05/28/2024. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS V'aa Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member Joseph R. Molnar, Vice President Breana N. Micou, Member Attest: Laura D. Hensley, Acting Clerk Date: May 28, 2024 ENGINEER: By: Title: Date Signed: 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. February 9, 2024 Mr. Nick Everhart, P.E. Civil Group Leader — Indiana American Structurepoint, Inc. 9025 River Road, Suite 200 Indianapolis, IN 46240 RE: Geotechnical Engineering Investigation Proposed Parking Lot Beacon District 530 North Lafayette Boulevard South Bend, Indiana Atlas Proposal No. 24-01654 Dear Mr. Everhart: ATLAS Technical Consultants LLC 7988 Centerpoint Drive Indianapolis, IN 46256 Phone +1 317 849 4990 www.oneatlas.com In accordance with your request, we have prepared this proposal for performing a geotechnical engineering investigation for the referenced project. BACKGROUND The proposed project will consist of the construction of a new parking lot at 530 North Lafayette Boulevard in South Bend, Indiana. The proposed project site is an existing, relatively flat asphalt parking lot in the central portion of the site and is grass -covered with surrounding trees in the southwest portion. An existing building is located in the northern portion of the site and it will be demolished as part of this project. It is our understanding that a storm water management system may be utilized below the new parking lot. SCOPE OF SERVICES The objectives of this investigation are to determine the existing subsurface conditions at the site and to develop recommendations necessary for the design and construction of the soil supported elements of the proposed project. The proposed subsurface exploration consists of drilling 6 test borings to depths of 15 ft and 20 ft in the proposed new parking lot area, all south of the existing building. Split -barrel samples (ASTM D1586) will be obtained in the test borings at 2.5 ft intervals to a depth of 15 ft and at 5 ft intervals elsewhere. Ground water level observations will be made during drilling operations and after withdrawal of the augers from the borings. We will backfill the boreholes with the auger cuttings and plug the upper 1 ft with concrete. Proposed Parking Lot / Beacon District, South Bend, Indiana Atlas Proposal No. 24-01654 / February 9, 2024 A reconnaissance of the project site will be made by a representative from our staff and the boring locations will be established in the field at that time. Atlas will contact Indiana 811 to locate underground utilities that are owned by the member utility companies; however, it is assumed that the owner's representative will accurately mark in the field the locations of all underground utilities that are part of the owner's physical plant (i.e., all underground utilities that are not part of the Indiana 811 locate service members). This proposal does not include fees for the repair of, or other fees associated with, damaged underground utilities that are not accurately marked in the field and Atlas will not be responsible for costs associated with damages to underground utilities that are not accurately marked in the field. It is our understanding that American Structurepoint, Inc. will have a private underground utility locate done as part of the survey for this project and the results of that locate will be provided to fully clear our test boring locations of underground utilities. It is assumed that all underground utilities will be accurately and completely located and that all underground utilities will be accurately surveyed and mapped. Laboratory tests will be performed as necessary to establish the significant characteristics and parameters of the subsurface soils. The laboratory testing program tentatively includes moisture content tests, Atterberg limits tests and gradation analyses tests on samples selected by the geotechnical engineer; however, the actual laboratory testing program will depend upon the specific subsurface conditions encountered in the test borings and the soil samples obtained. A resilient modulus value to be used for pavement design will be estimated on the basis of classification test results. After completion of the field investigation and laboratory tests, an engineering report will be prepared containing recommendations to guide design and construction of new pavements and/or storm water management areas. ASSUMPTIONS • The test borings are readily accessible to a track -mounted ATV drill rig. • This proposal does not include costs for restitution for landscape damage and Atlas will not be responsible for unavoidable damage to landscaping. • Field drilling and sampling will be completed by drillers that are signatory to Local 150 Operating Engineers • A topographic map of the site will be made available before completion of the study. Ground surface elevations at test boring locations will be estimated based upon the provided topographic map, otherwise, ground surface elevations will be estimated from a county GIS website or Google Earth. • All auger cuttings that cannot be placed to backfill the boreholes can be distributed on -site. The scope of this investigation does not include characterization or containerization of the auger -cuttings and drilling fluids; or the off -site disposal of the auger cuttings, drillings fluids and/or containers. • The subsurface investigation outlined in this proposal assumes that there are no hazardous materials in the soil or in the ground water underlying the site and this study is not designed to detect or identify such materials. If it becomes apparent during the field investigation that hazardous materials may be present, field operations will be terminated. The investigation would be resumed only after renegotiation of the scope of services and fees to cover appropriate health and safety precautions and proper consideration of the new information. Proposed Parking Lot / Beacon District, South Bend, Indiana Atlas Proposal No. 24-01654 / February 9, 2024 FEE We propose to perform the scope of services described herein for a lump sum of $8,170.00 unless unexpected subsurface conditions are encountered or the project characteristics are changed significantly. If any changes in the program are indicated by the initial findings, we will consult with you and, with your approval, make such changes as are considered necessary. In anycase, the cost will not be exceeded without additional approval from you. Our lump sum fee covers the services needed to present our findings and recommendations in a report form. Not included are fees for the preparation or review of construction documents (e.g., plans and specifications), special conferences and any other work requested after submittal of our report. AUTHORIZATION Our professional services will be performed, our findings obtained and our recommendations prepared in accordance with customary principles and practices in the field of geotechnical engineering at the time and location where the services are performed. This warranty is in lieu of all other warranties either express or implied and no other warranties will be given. This proposal is based upon the assumption that it will be incorporated into a Task Order according to the Standard Form of Agreement between Engineer and Consultant for On -Call Professional Services between American Structurepoint, Inc. and Atlas Technical Consultants LLC dated August 27, 2021 and that this proposal will serve to define the scope of services and fees for the Task Order. Respectfully submitted, ATLAS TECHNICAL CONSULTANTS LLC David Mcllwaine, P.E. Senior Project Engineer Daniel Homm, P.E. Senior Project Engineer Proposed Parking Lot / Beacon District, South Bend, Indiana Atlas Proposal No. 24-01654 / February 9, 2024 Search Google Maps t� • ~1 oil. This angled parking disappears. Replaced with stained/colored concrete at current sidewalk elevation. Maybe add a couple benches or landscaping. I his area raises 6" and becomes stained/colored concrete, similar to walking path protected by - g, bollards to east. One very large "- _ pedestrian crossing (and de facto Fire Lane). Rolled Curb with delineators on top (instead of _.� bollards). Visually obvious that cars should not be here, but fire apparatus can drive over when needed. op— ..dr ` ; L + ® 1 QR IA �► � W NAVAfiIiE ST ` 0 � �. - j ram.. • �. ' * � - � u From: Hood, John Sent: Monday, May 6, 2024 2:13 PM To: Bray, Rob Cc: Winslow, Nathan; Douglass, Jeff Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District Follow Up Flag: Follow up Flag Status: Flagged May 6, 2024 Fee and Scope of Work Beacon District South Bend, IN Topographic Survey Additional.............................................................................. (lump sum) $9,900.00 I. Topographic Survey American Structurepoint will prepare a Topographic Survey for the site including the following: A. Survey crews shall have unrestricted access to project limits B. Select topographic survey with 50-foot grid 1. Show spot elevations to the nearest 0.01 foot 2. Provide the location, size and elevation of all improvements within the survey limits 3. Plot the location of storm drainage structures, sanitary structures, roads, driveways, edges of curbs, parking areas, walks, edge of water, drainage ways, fencing, etc. 4. Provide the location and size of individual trees outside of wooded areas Larger than 8" DBH within the survey limits 5. Plot the location of the drip line of all groups of tree and vegetation where Locating individual trees is not feasible 6. Measure finish floor elevation at each entrance and exit of existing building(s) within the survey limits C. Roadway Topographic Survey 1. Marion Street— half right-of-way width 2. Lafayette Blvd —far curb line 3. Navaree Street — North half D. Provide location, size, depth, material and direction of flow for sanitary and storm sewers serving or on the site E. Locate aboveground evidence of utilities on site, plus marks made on the ground by Local utility companies (One Call). One Call will only locate utilities within the public right-of-way or within recorded easements F. CAD Drafting and creation of a TIN and contours (1-foot contour interval) G. Land Surveyor review and deed/parcel plot based on limited research obtained from the County Recorder's Office. 1. Property lines of adjoining parcels and right-of-way lines adjoining roads will be plotted on the Survey 2. This Survey Scope does not include the preparation of a Boundary Survey and/or Boundary Survey Plat Survey Limits: A 111111 # ��, .p.xw �r ram• r,�.,i {�'■'� ,�r,� 4l I � hrw ■ w•a 1 Lam„ , rSYeM1rM Yn4 � I r Mr YM .yf ..marry �, .� .xr,r �.►I r A�Yy .. L� MriFr !F .�- MA ,ir II Lal laa II �, II I RI Iw Y �. 4rnM1 MIT III r[ar� V Yr .� i Nr»y 'J1111 I I ��Lc � �• rt}. p—w.a I a.x � I rw �'^ ^'—,• rtlkr� aOsa�Wii m Iy.I ,wow I � ICI 1 X II �'" � ,Ip,n II Jn i ii rcl -J ••-...- - - -..,J +3" i I .. . From: Bray, Rob <RBray@structurepoint.com> Sent: Friday, May 3, 2024 11:06 AM To: Hood, John <JNHood @structurepoint.com> Cc: Winslow, Nathan <nwinslow@structurepoint.com> Subject: FW: GLC/City/Structurepoint Kickoff Madison Lifestyle District John, see that Jeff is out for the next week, so can you help us with this scope & fee for the additional survey in South Bend, IN.? It is under project number 2024.03157.0001. We finished the survey but need additional information for the balance of W. Navarre Street as depicted. Robert S. Bray Sr., AIA, NCARB, LEED AP BD+C ■ Corporate/Commercial Practice Leader O AM ER I CAN Senior Project Manager -Architecture & Interiors Group ■ STRUCTUREPOINT INC 9025 River Road, Suite 200 Indianapolis, Indiana 46240 ■ OFFICE [317] 547-5580 ext.2256 CELL [317] 448-0288 EMAIL rbrayC�structurepoint.com WEB www.structurepoint.com From: Winslow, Nathan <nwinslow@structurepoint.com> Sent: Thursday, May 2, 2024 10:00 AM To: Douglass, Jeff <jdouglass@structurepoint.com>; Bray, Rob <RBray@structurepoint.com> Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District =31 What are your thoughts on the attached? Do we want to pick up the south end of the site as well for the full parking lot expansion capability or is that part of something else? suggest on the north end we just pick everything else up to the building face, then you have maximum flexibility with any improvements needed in the area. I imagine the cost difference between getting the north half of the street and extending to the building face would be minimal. Nathan Winslow, P.E. Civil Group Team Leader 9025 River Road, Suite 200 OFFICE 317.547.5580 CELL 312.841.1283 EMAIL nwinslow@structurepoint.com WEB www.structurepoint.com From: Douglass, Jeff <jouglass@structurepoint.com> Sent: Thursday, May 2, 2024 9:51 AM To: Bray, Rob <RBrav@structurepoint.com>; Winslow, Nathan <nwinslow@structurepoint.com> Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District Nathan, could you provide me with the limits you need? Thanks, Jeff Jeff Douglass, PS Group Leader, Indiana Survey American Structurepoint, Inc. 9025 River Road, Suite 200 Indianapolis, IN 46240 317-547-5580 OFFICE 317-315-3706 CELL structurepoint.com WEB From: Bray, Rob <RBrav@structurepoint.com> Sent: Thursday, May 2, 2024 9:10 AM To: Winslow, Nathan <nwinslow@structurepoint.com>; Douglass, Jeff <iouglass@structurepoint.com> Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District Importance: High Nathan & Jeff, Can we prepare an add services request (scope & fee) for the additional survey & road design work identified in this attachment? Project # 2023.03157.0001 I'd like to get this submitted to Zach and the City for approval tomorrow (Friday) so we need to pick- up the extents of W. Navarre Street in addition to the parking lot replacing the SBMF building (to be demolished this year). Let me know if you have any questions. Robert S. Bray Sr., AIA, NCARB, LEED AP BD+C ■ Corporate/Commercial Practice Leader O AMEHICAN Senior Project Manager -Architecture & Interiors Group ■ $TRUCTUREPOINT INC 9025 River Road, Suite 200 Indianapolis, Indiana 46240 ■ OFFICE [317] 547-5580 ext.2256 CELL [317] 448-0288 EMAIL rbray(astructurepoint.com WEB www.structurepoint.com From: Bray, Rob Sent: Tuesday, April 30, 2024 1:58 PM To: 2ach Hurst' <zhurst@south bendin.Rov> Cc: Winslow, Nathan <nwinslow@structurepoint.com>; Douglass, Jeff <jdouglass@structurepoint.com> Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District Excellent, thank you Zach. I'll work with Nathan & Jeff to get the Navarre Street work & survey amendment along with the geotechnical work completed to you by the end of the week. We'll try to get the rest of the survey for the Madison Lifestyle District included as well to get it all done atone time. We can circle back in the coming weeks on the Madison Lifestyle District scope & fee based on schedule (and kick-off timing). Robert S. Bray Sr., AIA, NCARB, LEED AP BD+C ■ Corporate/Commercial Practice Leader O AMERICAN Senior Project Manager —Architecture & Interiors Group ■ STRUCTUREPOINT INC 9025 River Road, Suite 200 Indianapolis, Indiana 46240 ■ OFFICE [317] 547-5580 ext.2256 CELL [317] 448-0288 EMAIL rbray(o)structurepoint.com WEB www.structurepoint.com From: Zach Hurst <zhurst@south bendin.gov> Sent: Tuesday, April 30, 2024 1:53 PM To: Bray, Rob <RBrav@structurepoint.com> Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District EXTERNAL EMAIL: Do not click any links or open any attachments unless you trust the sender and know the content is safe! am awaiting confirmation but 99% sure the Monday placeholder will get rescheduled. We can execute the amendment covering the added survey, Navarre Street design, and soil borings and then figure out the details for the Madison Lifestyle portion with a later amendment if that works. Zach Hurst, P.E. Senior Project Engineer City of South Bend, Indiana 574.235.5888 x3057 From: Bray, Rob <RBrav@structurepoint.com> Sent: Tuesday, April 30, 2024 11:09 AM To: Zach Hurst <zhurst@southbendin.gov> Subject: RE: GLC/City/Structurepoint Kickoff Madison Lifestyle District Zach, Last week I thought you mentioned that this may be rescheduled... is that still true or will something be held next Monday? I'm working on our proposal for the Madison Lifestyle District, but we'll be making a lot of assumptions on it that will require validation with their design team's input and schedule/process. But I'm hopeful to get you something by the end of the week (scoping wise) with our proposed/estimated fees sometime next week. Robert S. Bray Sr., AIA, NCARB, LEED AP BD+C ■ Corporate/Commercial Practice Leader O AMEHICAN Senior Project Manager -Architecture & Interiors Group ■ $TRUCTUREPOINT INC 9025 River Road, Suite 200 Indianapolis, Indiana 46240 ■ OFFICE [317] 547-5580 ext.2256 CELL [317] 448-0288 EMAIL rbray(a)structurepoint.com WEB www.structurepoint.com -----Original Appointment ----- From: Mary Sears <msears@southbendin.gov> Sent: Friday, April 19, 2024 1:18 PM To: Mary Sears; Caleb Bauer; Tim Corcoran; Joseph R. Molnar; Erik Glavich; Michael Divita; Kara Boyles; Eric Horvath; Zach Hurst; Audra Sieradzki; Bray, Rob; Daniel Moriarity; Canfield, Cash; Wolf, Zach Subject: GLC/City/Structurepoint Kickoff Madison Lifestyle District When: Monday, May 6, 2024 1:00 PM-2:00 PM (UTC-05:00) Eastern Time (US & Canada). Where: Microsoft Teams Meeting EXTERNAL EMAIL: Do not click any links or open any attachments unless you trust the sender and know the content is safe! Microsoft Teams Need help? Join the meeting now Meeting ID: 259 876 518 04 Passcode: 3zrjHb Dial -in by phone +1 574-367-5480„335434956# United States, South Bend Find a local number Phone conference ID: 335 434 956# For organizers: Meeting options I Reset dial -in PIN DISCLAIMER: This message contains confidential information and is intended onlyforthe individual named. If you are not the named addressee, you should not disseminate, distribute, utilize, or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake, and delete this e-mail from your system. No design changes or decisions made by e-mail shall be considered part of the contract documents unless otherwise specified, and all design changes and/or decisions made by e-mail must be submitted as an RFI or a submittal unless otherwise specified. All designs, plans, specifications and other contract documents (including all electronic files) prepared by the sender shall remain the property of the sender, and the sender retains all rights thereto, including but not limited to copyright, statutory and common-law rights thereto, unless otherwise specified by contract. E-mail transmission cannot be guaranteed to be secure or error -free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the contents of this message which arise as a result of e-mail transmission. If verification is required, please request a hard -copy version. https://www.structurepoint.com/ CAUTION: This email originated from outside of the City of South Bend's network. Do not click links or open attachments unless you validate the sender and know the content is safe. Please report any suspicious emails to the CyberSecurity team by clicking the Phish Alert Button in Outlook. DocuSign Envelope ID: E68A204F-EF94-4F07-9COD-73FE7469F8D3 Utility Planning Services 1) Data Collection. While this task will focus on the area containing planned facilities, it is important to also view the nearby surrounding area to understand potential impacts on utility networks. a) Develop a utility coordination log (log), identifying all authorities having jurisdiction (AHJs) in the project area which are anticipated to include providers of the following utilities: water mains, sanitary sewer, combined sewer, storm sewer, gas mains, electric, and telecommunications. b) Request existing utility map information from each provider as it pertains to the project area. c) Conduct virtual utility coordination meetings with each utility provider to gather information and discuss project scope and potential impacts. This may include, but is not limited to: utility assets, functions, critical users, locations (horizontal and vertical if known), sizing, materials, age, capacity (e.g., flow and pressure, voltage, etc.), maintenance history, metered usage history by address, other buried structures, and planned improvements. d) Existing City of South Bend system information to be provider by owner shall include: i) Asset Management data on water mains and sanitary sewer collection system (including lift stations, if relevant). ii) Data on the combined sewer system and the Long -Term Control Plan (LTCP), including interceptors and combined sewer overflow outfall locations. iii) Data on any separate storm sewers in the area. iv) One year of utility usage data (from billing) for each parcel in the project area (minimum, average day, maximum day, and peak hour). e) Document all communications with each utility in the log. f) Assumptions/exclusions: survey data will be provided by others. g) Meetings: up to nine coordination meetings (telecommunications may have up to four coordination meetings; all other utilities (water, sewer, storm, gas, electric) one coordination meeting each) h) Deliverables: utility coordination log, meeting notes 2) Utility Plan - Existing a) Develop annotated GIS maps compiling all information gathered through the utility coordination process on existing assets in the project area. b) Add supplemental information from field -marked utilities that are located during the survey and from publicly available aerial and street -level photography. c) Assumptions/exclusions: existing utilities plan will not be developed until requested information is received. 2023.03157/2024.00254 DocuSign Envelope ID: E68A204F-EF94-4F07-9COD-73FE7469F8D3 d) Meetings: none e) Deliverables: compiled map of existing utilities (native GIS files and annotated pdf exhibit showing horizontal alignment) 3) Demands a) Estimate utility demands for facilities in project area, identified as existing, to -be - demolished, or future. Demand calculations will consider the following. i) Building system loads (minimum, average day, maximum day, and peak hour), including fire protection (provided by others). ii) Owner redundancy requirements (provided by others) iii) Regulatory requirements by the Indiana Department of Environmental Management, Indiana Administrative Code (327 IAC 3 and 8), and local authorities having jurisdiction (AHJs). iv) Recommended Standards for Water Works and Wastewater Facilities (aka 10 States' Standards) b) Assumptions/exclusions: where data gaps exist, estimates will be based on documented assumptions and recommendations will be made for additional data collection during design phase c) Meetings: one design team coordination meeting d) Deliverables: matrix identifying facility, location, size, utility demand projections, timing of needs, points of connection, preliminary utility sizing, governing design guidelines, and source of information. 4) Sizing a) Based on utility demand projections, determine ideal sizing of potable water, sanitary sewer, and natural gas mains based on design best practices. Review sizing of existing utilities and identify where assets may require more detailed analysis during design to determine what if any upsizing will be needed. b) Assumptions/exclusions: utility sizing will not be completed until demand projections are finalized c) Meetings: none d) Deliverables: compiled utility plan annotated to identify areas where upsizing mains may require more detailed analysis 5) Utility Plan - Proposed a) Coordinate with the design team on building and site configurations, develop a concept level layout to serve the new facilities including extensions and/or relocations of underground utilities. 2023.03157/2024.00254 DocuSign Envelope ID: E68A204F-EF94-4FO7-9COD-73FE7469F8D3 b) Proposed conceptual alignment will consider relative position of other infrastructure and identify areas of potential physical conflicts based on available information and typical asset bury depths c) Communicate proposed plan with all authorities having jurisdiction (AHJs). Revise plan based on review comments received. d) Assumptions/exclusions: i) detailed conflict analysis and resolution is not included in this work and could be conducted under a separate contract for design phases services; ii) utility layout will not take place until major site configuration decisions are finalized e) Meetings: one design team coordination meeting; one meeting with owner f) Deliverables: compiled plan of proposed utilities (native GIS files and annotated pdf exhibit showing horizontal alignment), conflict matrix correlating to layout 6) Costs a) Estimate quantities of new and relocated utilities. b) Prepare opinion of probable construction costs for the publicly owned utility systems (water, sanitary, storm, combined) based on anticipated impacts. c) Assumptions/exclusions: non -City utilities are excluded from costs; will follow guidelines for AACE International (Association for the Advancement of Cost Engineering) Cost Estimate Class 4 d) Meetings: one design team coordination meeting e) Deliverables: table summarizing quantities by utility type and size; cost calculations 7) Permitting a) Based on the infrastructure improvement needs, identify potential approval requirements for each utility. b) Assumptions/exclusions: for City -owned utilities only c) Meetings: none d) Deliverables: Permit matrix identifying utility, improvement under consideration, authority having jurisdiction, permitting requirement, approximate review/approval timeline, associated application fees 8) Constructability Considerations a) Each utility has its own set of unique design and construction standards as well as considerations for construction relative to other improvements, including: i) utility separation requirements ii) physical access needs (for initial construction and future operations and maintenance), iii) approach for addressing encountering hazardous materials, iv) dewatering, v) sequence of work, and vi) temporary utility service needs b) Assumptions/exclusions: c) Meetings: none d) Deliverables: narrative describing considerations 2023.03157/2024.00254 DocuSign Envelope ID: E68A204F-EF94-4F07-9COD-73FE7469F8D3 9) Memo a) Prepare brief memorandum summarizing all elements of utility planning outlined above, including exhibits and supporting documents. b) Present overview of plan to Owner. c) Incorporate review comments into final memo. d) Meetings: one design team coordination meeting and one review meeting with City. e) Assumptions/exclusions: there will be a single iteration of revisions based on review comments. f) Deliverables: utility plan memo with compiled documents (format - pdf along with native files) 10) Schedule a) The scope of work will be completed within eight calendar weeks (excluding holidays) after receiving the requested information. 2023.03157/2024.00254 DocuSign Envelope ID: E68A204F-EF94-4FO7-9COD-73FE7469F8D3 Schedule - Madison Lifestyle District Utility Planning Services Task Description Duration (calendar days) Start Date Completion Date NTP 0 5/31/2024 5/31/2074 Receive Existing City of South Bend System Information 1 5/31/2024 6/1/2024 Receive Proposed Facility Plans, Sizes, and Usages 1 5/31/2024 6/1/2024 Data Collection and Utility Meetings 14 6/1/2024 6/15/2024 Utility Plan - Existing 7 6/15/2024 6/22/2024 Utility Plan - Proposed 14 6/22/2024 7/6/2024 Submit Draft Memorandum 14 7/6/2024 7/20/2024 Review Meeting with the City 1 7/20/2024 7/21/2024 Final Memorandum 7 7/21/2024 7/28/2024 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 05/21/2024 Name Zach Hurst Department DPW BPW Date 05/28/2024 Phone Extension 3057 Review and Approval Required Prior to Submittal to Board Diversity Compliance ❑ and Inclusion Officer Officer Name BPW Attorney ® Attorney Name Michael Schmidt Dept. Attorney ❑ Attorney Name Purchasing ❑ Check the Appropriate Item Type — Re uired or All Submissions ® Professional Services Agreement ❑ Open Market Contract ❑ Bid Opening ❑ Quote Opening ❑ Proposal Opening ❑ Chg. Order, No. ❑ Other: ❑ Contract ❑ Proposal ® Amendment/Addendum ❑ Special Purchase, QPA ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Award ❑ Reject Bids/Quotes ❑ C/O & PCA No. ❑ PCA ❑ Traffic Control ❑ Resolution ❑ Ease./Encroach Reauired Information Company or Vendor Name American Structurepoint New Vendor ❑ Yes[:] If Yes, Approved by Purchasing ® No MBE/WBE Contractor ❑ MBE Completed E-Verify Form Attached ❑ Yes No Project Name South Bend Medical Foundation Demolition Project Number 123-076 Funding Source River West DA TIF Account No. PO-0029313 Amount This Change: $72,470; Revised Amount: $401,510 Terms of Contract Purpose/Description This amendment adds in additional design and survey services, soil borings, and utility coordination. For Chance Orders Onl Amount of ❑ Increase $ ❑ Decrease ($ ) Previous Amount $ Increase Current Percent of Change: Decrease New Amount $ Increase Total Percent of Change: Decrease Time Extension Amount: New Completion Date: