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Home My WebLink About6E1r eN- 04�O7ye'@ Department of .► :'` Community Memorandum Friday, September 20, 2013 TO: Redevelopment Commission FROM: Michael DivitalQ— Investment SUBJECT: Fellows Street Design & Bid Coordination Services Attached to this memorandum are documents relating to additional design and coordination services for the proposed Fellows Street improvements. Resolution 3171 and Amendment to the Addendum to the Master Agency Agreement (Fellows Street Corridor Improvement Project - Supplement #7) authorize the Board of Public Works to act as the Commission's agent, and they set a total budget of $12,380 for two consultants to complete drainage design and coordinate bid documents. The first attachment to the addendum is a copy of a proposed $5,000 amendment to the existing agreement with Christopher B. Burke Engineering (CBBE). Under the terms of the amendment, CBBE will coordinate bid documents for the Fellows Street project. To simplify the bidding, contracting, and construction processes, the City's Department of Public Works recommended that the intersection improvements designed by CBBE be bid together with the drainage improvements designed by CardnoJFNew. The second attachment is a copy of a proposed $7,380 scope change with Cardno JFNew allowing them to complete drainage design work according to changes requested by the Department of Public Works to meet project goals fully and simplify project construction. Staff requests approval of Resolution 3171 and Amendment to the Addendum to the Master Agency Agreement (Fellows Street Corridor Improvement Project - Supplement #7), includingthe $12,380 budget. 227 W. JEFFERSON BLVD. SOUTH BEND, IN 46601 1 P: 574 - 235 -9371 1 FAX: 574 - 235 -9021 1 SOUTHBENDIN.GOV RESOLUTION NO. 3171 RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION APPROVING AND AUTHORIZING THE EXECUTION OF AN AMENDMENT TO THE ADDENDUM TO THE MASTER AGENCY AGREEMENT (Fellows Street Corridor Improvement Project - Supplement #7) ( 2865 -11, 2972 -11, 3037 -12, 3045 -12, 3104 - 12,3128- 13,3139- 13,3171 -13) WHEREAS, effective January 1, 2013, the South Bend Department of Redevelopment, acting by and through its Redevelopment Commission (the "Commission ") and the South Bend Board of Public Works (the "BPW ") entered into a Master Agency Agreement which authorized the BPW to act as agent for and on behalf of the Commission for certain projects during 2013; and WHEREAS, effective January 1, 2013, the Commission and the BPW entered into a Master Agency Agreement which authorized the BPW to act as agent for and on behalf of the Commission for the limited purpose of contracting for and managing the completion of existing Projects; and WHEREAS, pursuant to the Master Agency Agreement, the Commission added the Fellows Street Corridor Improvement Project to the Master Agency Agreement by way of an Addendum on April 12, 2011; and WHEREAS, the Commission amended the Addendum with Supplement #1 by way of Resolution 2972 on December 13, 2011; and WHEREAS, the Commission amended the Addendum with Supplement #2 by way of Resolution 3037 on May 31, 2012; and and WHEREAS, the BPW tabled Supplement #3 to the Addendum on June 26, 2012; WHEREAS, the Commission amended the Addendum with Supplement #4 by way of Resolution 3104 on November 8, 2012; and WHEREAS, the Commission amended the Addendum with Supplement #5 by way of Resolution 3128 on March 14, 2013; and WHEREAS, the Commission amended the Addendum with Supplement #6 by way of Resolution 3139 on May 9, 2013; and WHEREAS, the Commission desires to amend the Addendum by way of this Amendment. NOW, THEREFORE, BE IT RESOLVED by the South Bend Redevelopment Commission as follows: Section 1. The Commission hereby approves the Amendment to the Addendum to the Master Agency Agreement (Fellows Street Corridor Improvement Project - Supplement #7) and hereby authorizes its execution in substantially the form attached hereto with such changes as the Commission may deem necessary or appropriate upon the advice of counsel, said execution thereof to be conclusive evidence of the Commission's approval of such changes. The Clerk is hereby directed to file a copy of this Amendment to the Addendum with the BPW. Section 2. This Resolution shall be in full force and effect after its adoption by the Commission. Section 3. Commission staff members are authorized to execute on behalf of the Commission any documents necessary to carry out the intent of this resolution. ADOPTED at a meeting of the South Bend Redevelopment Commission held on September 26, 2013, at 9:30 a.m., in Room 1308, County -City Building, South Bend, Indiana 46601. (Signature Page Follows) CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT South Bend Redevelopment Commission ATTEST: South Bend Redevelopment Commission AMENDMENT TO THE ADDENDUM TO THE MASTER AGENCY AGREEMENT (Fellows Street Corridor Improvement Project - Supplement #7) (2865 -11, 2972 -11, 3037 -12, 3045 -12, 3104 -12, 3128 -13, 3139 -13, 3171 -13) This Amendment to the Addendum to the Master Agency Agreement (this "Amendment "), made and entered into as of the 8th day of October, 2013, by and between the South Bend Department of Redevelopment, acting by and through its Redevelopment Commission (the "Commission ") and the City of South Bend, Indiana, a municipal corporation duly organized and existing pursuant to the laws of the State of Indiana, acting by and through its Board of Public Works (the `BPW ") for purposes of the Commission designating the BPW to act as the Commission's agent to undertake the Fellows Street Corridor Improvement Project - Supplement #7 (the "Project "). WHEREAS, effective January 1, 2013, the Commission and the BPW entered into a Master Agency Agreement which authorized the BPW to act as agent for and on behalf of the Commission for certain projects during 2013; and WHEREAS, effective January 1, 2013, the Commission and the BPW entered into a Master Agency Agreement which authorized the BPW to act as agent for and on behalf of the Commission for the limited purpose of contracting for and managing the completion of existing Projects; and WHEREAS, pursuant to the Master Agency Agreement, the Commission added the Fellows Street Corridor Improvement Project to the Master Agency Agreement by way of an Addendum on April 12, 2011; and WHEREAS, the Addendum was amended by both the BPW and the Commission by Supplement #1 during December 2011; and WHEREAS, the Addendum was amended by both the BPW and the Commission by Supplement #2 during May 2012; and WHEREAS, Supplement #3 to the Addendum was tabled by the BPW during June 2012; and WHEREAS, the Addendum was amended by both the BPW and the Commission by Supplement #4 during November 2012; and WHEREAS, the Addendum was amended by both the BPW and the Commission by Supplement #5 during March 2013; and WHEREAS, the Addendum was amended by both the BPW and the Commission by Supplement #6 during May 2013; and WHEREAS, the Commission desires to amend the Addendum by way of this Amendment. NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, and for other good and valuable consideration, the receipt of which is hereby acknowledged, the BPW and the Commission agree as follows: 1. The Commission hereby empowers and appoints the BPW, pursuant to the Master Agency Agreement, to act as the Commission's agent for the limited purpose of contracting for and managing the completion of the Project, the scope of said Project being originally described in "Exhibit A ", amended by Supplement #1 as described in "Exhibit B ", amended by Supplement #2 as described in "Exhibit C ", tabled Supplement #3 as described in "Exhibit D ", amended by Supplement #4 as described in "Exhibit E", amended by Supplement #5 as described in "Exhibit F ", amended by Supplement #6 as described in "Exhibit G ", and now amended by Supplement #7 as described in "Exhibit H" attached hereto and made a part hereof. 2. All of the terms and conditions of the Master Agency Agreement shall control this appointment and this Addendum shall be attached to the Master Agency Agreement. 3. Commission staff members are authorized to execute on behalf of the Commission any documents necessary to carry out the intent of this resolution. IN WITNESS WHEREOF, the undersigned execute this Addendum to Master Agency Agreement to be effective as of the date first written above. (Signature Page Follows) CITY OF SOUTH BEND, DEPARTMENT OF REDEVELOPMENT South Bend Redevelopment Commission ATTEST: South Bend Redevelopment Commission CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Gary Gilot, President Michael Mecham, Member Mark Neal, Member David Relos, Member Kathryn Roos, Member ATTEST: Linda Martin, Clerk Exhibit "A" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT See attached proposal from Christopher B. Burke Engineering Ltd. dated April 4, 2011 and approved by the Board of Public works on April 25, 2011 Exhibit °B" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT SUPPLEMENT #1 See attached Amendment dated December 6, 2011 and approved by the Board of Public Works on December 22, 2011 Exhibit "C" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT SUPPLEMENT #2 See attached Amendment dated May 1, 2012 and approved by the Board of Public Works on June 26, 2012 Exhibit "D" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT SUPPLEMENT #3 This exhibit was approved by the Redevelopment Commission in June 2012 Tabled by BPW Exhibit "E" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT SUPPLEMENT #4 See attached Amendment dated November 2, 2012 and approved by the Board of Public Works on November 20, 2012 Exhibit "F" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT SUPPLEMENT #5 See attached Amendment dated March 14, 2013 and approved by the Board of Public Works on March 26, 2013 Exhibit "G" [y ��i11IIIY.Y.I] I 19:Z111301 DION @ 9:111UXG]" SUPPLEMENT #6 See attached Amendment approved by the Redevelopment Commission on May 9, 2013 and approved by the Board of Public Works on May 14, 2013 Exhibit "H" FELLOWS STREET CORRIDOR IMPROVEMENT PROJECT SUPPLEMENT #7 Fellows Street and Ireland Road Intersection Improvements Design, $5,000 See attached Amendment of Agreement from Christopher B. Burke Engineering, LLC dated September 13, 2013 Fellows Street Drainage Improvements Design, $7,380 See attached Scope Change Order Form Number 1 from Cardno JFNew dated September 12, 2013 BLS September 13, 2013 Mr. Michael Divita City of South Bend 227 W. Jefferson Blvd. 14th Floor County -City Building South Bend, IN 46601 Christopher B. Burke Engineering, LLC 220 W. Colfax Ave. Suite 500 South Bend, IN 46601 574.282.8001 cbbel- in.com Subject: Amendment of Agreement Fellows Street and Ireland Road Intersection Improvements CBBEL Project No.: 19.R720543.00000 Dear Mr. Divita: In accordance with our contract, we are providing you with this summary of the additional work not included in the original contract Scope of Work. The proposed project changes were discussed during a phone conversation with you on September 91h, 2013. The contract Scope of Work is proposed to be modified as follows: Peer review and plan set up coordination with CARDNO JF NEW in preparation of Bid Documents for the Fellows and Ireland Intersection Improvement Project and the Fellows Street Drainage Improvement Project. CARDNO JF NEW was hired by the City to prepare drainage improvements on Fellows Street north of the Ireland Road intersection. In order to simplify the bidding, the City decided to bid both projects together. CBBEL will not be responsible for the accuracy of the actual design in the documents provided by CARDNO JF NEW, but will verify that the CARDNO JF NEW documents meet City of South Bend Standards and are incorporated into the final bid set. Total Additional Estimated Fee: $5,000. in summary, an amendment to the current contract is requested that will require an additional $5,000.00 in order to complete the additional work not included in the original Scope of Work. 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, on D. Stolz, P.E. Managing Vice Presi nt Fellows Street and Ireland Road Intersection Improvements September 13, 2013 19.11120543.00000 Page 1 THIS AMENDMENT PROPOSAL FOR THE FELLOWS STREET AND IRELAND ROAD INTERSECTION IMPROVEMENT PROJECT IS ACCEPTED BY THE CITY OF SOUTH BEND, INDIANA- DEPARTMENT OF PUBLIC WORKS. The above contract is accepted this Subject to the following conditions: BOARD OF PUBLIC WORKS Gary A. Gilot - President Member Member Member Member ACCEPTANCE day of ATTEST: Linda M. Martin - Clerk JDSlpd CITY OF SOUTH BEND-FELLOWS AND IRELAND AMENDMENT 2013 Fellows Street and Ireland Road Intersection Improvements September 13, 2013 19.8720543.00000 Page 2 Project Name: City of South Bend — Fellows Street Project Number / Phase: 0811208.00 / 81 Date: 9/12/13 Change Order Number (1, 2, 3, etc.): 1 Prepared By: Heather Cecrle Project Manager: Christine Dittmar Change Requested (describe in detail): Client requested additional work which was outside original scope of work, regarding construction bid plan set and development of final construction document plans. TASK 1: ITEMS BEYOND THE ORIGINAL SCOPE OF BUDGET FOR 90% SUBMITTAL This task covers our effort above and beyond the previous budget to bring a construction bid plan set to 90% submittal. a. Traffic Maintenance Specifications b. Special provisions c. Project Management d. QAQC and review by Senior Engineering staff for the 90% submittal Cardno JFNew's Standard Hourly Rates, Plus Expenses Not to Exceed. $3,050.00 TASK 2: ANTICIPATED COSTS FOR THE 100% SUBMITTAL OF CONSTRUCTION BID DOCUMENTS Cardno JFNew will respond to comments from the 90% submittal, review and develop a final 100% construction bid document plan set for the Fellows Street Improvements. a. Revisions required to bring the 90% submittal to 100% design drawings, hardcopy and CAD files b. Specifications c. Engineer's estimate of costs d. Maintenance plan e. 10% Contingency Cardno JFNew's Standard Hourly Rates, Plus Expenses Not to Exceed. $4,330.00 Resulting Change(s) to Project Schedule: None Resulting Budget Change (adjusted fee for change): Not to Exceed: $7,380.00 Change Requested By: Christine Dittmar Change Approved By: Revised: 225: 13 C.asl arced by City of South Bend, Indiana September 12, 2013 Cialwno JFNew aspi1g do kite We look forward bringing the design to fruition. It is a great teaming project for the City of South Bend. Please contact Scott Dierks at 734- 255 -8519 if you have any questions regarding this change order request. Sincerely, yen Allison perations Manager for Cardno JFNew Cell: 574 229 5078 Email: ryan.allison @cardno.com Enc: Change of Scope 1 File: 0811208.00 www.cardnojfnew.com