HomeMy WebLinkAboutagenda report 2015 0226 rdc 06a1Department of
Community Investment
Memorandum
February 26, 2015
TO: Redevelopment Commission
FROM: Liz Maradik, Staff
SUBJECT: Addendum to Master Agency Agreement - Hill St. Improvements
Attached to this memorandum is Resolution 3278 and the First Amendment to the Addendum to the
Master Agency Agreement (Hill Street Improvements Project), which authorizes the Board of Public
Works to act as the Commission’s agent and sets the budget for the improvements.
The Commission previously approved funding to complete infrastructure work (replacement of
substandard curb, sidewalk, alley paving, and ADA corner ramps) along Hill St. between Crescent and
Corby. This work complements efforts by the Northeast Neighborhood Revitalization Organizations
(NNRO) to build 13 single family homes.
Project construction costs were greater than previously estimated, so staff is requesting an
additional $128,495 in order to complete the project. This would bring the total project budget for
engineering & improvements to $297,417.
A strong Hill Street will only strengthen the surrounding streets and encourage development on
adjacent private vacant lots and renovations to existing houses. Staff requests approval of
Resolution 3278 and the First Amendment to the Addendum to the Master Agency Agreement (Hill
Street Improvements Project).
227 W. JEFFERSON BLVD. SOUTH BEND, IN 46601 | P: 574-235-9371 | FAX: 574-235-9021 | SOUTHBENDIN.GOV
ITEM: 6.A.(1)
RESOLUTION NO. 3278
RESOLUTION OF THE SOUTH BEND REDEVELOPMENT COMMISSION
APPROVING AND AUTHORIZING THE EXECUTION OF AN AMENDMENT
TO THE ADDENDUM TO THE MASTER AGENCY AGREEMENT
Hill Street Improvements Project
WHEREAS, effective January 1, 2014, 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; and
WHEREAS, effective January 1, 2014, 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 Hill Street Improvements Project to the Master Agency Agreement by way of an
Addendum on June 26, 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 (Hill Street Improvements Project) 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
February 26, 2015, at 9:30 a.m., in Room 1308, County-City Building, South Bend, Indiana
46601.
CITY OF SOUTH BEND,
DEPARTMENT OF
REDEVELOPMENT
______________________________
South Bend Redevelopment Commission
ATTEST:
______________________________
South Bend Redevelopment Commission
FIRST AMENDMENT TO THE ADDENDUM TO THE
MASTER AGENCY AGREEMENT
(Hill Street Improvements Project)
This First Amendment to the Addendum to the Master Agency Agreement (this
“Amendment”), made and entered into as of the 26th day of February, 2015, 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 Hill
Street Improvements Project (the “Project”).
WHEREAS, effective January 1, 2014, 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; and
WHEREAS, effective January 1, 2014, 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 Hill Street Improvements Project to the Master Agency Agreement by way of an
Addendum on June 26, 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”, and now amended as described in “Exhibit B”,
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
___________________________________
David Relos, Member
___________________________________
Kathryn Roos, Member
___________________________________
Patrick Henthorn, Member
___________________________________
Brian Pawlowski, Member
ATTEST:
_______________________________
Linda Martin, Clerk
Exhibit “A”
Project Budget & Addendum to Master Agency Agreement (June 26, 2013)
Scope of Services by Abonmarche Consultants, Inc. for $19,300
Estimated Project Budget: $168,922
ADDENDUM TO
MASTER AGENCY AGREEMENT
Hill St. Improvements, Northeast Neighborhood)
3146 -13
This Addendum to Master Agency Agreement (this "Addendum "), made and entered into as
of the 26th day of June, 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 Hill St.
Improvement project (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, pursuant to the Master Agency Agreement, the Commission desires to add the
Hill St. Infrastructure project to the Master Agency Agreement by way of this Addendum.
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 more specifically described
in "Exhibit A ", 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.
Exhibit “B”
Amended Project Budget & Scope of Services
Change in Scope of Services by Abonmarche Consultants, Inc.: $27,250
Estimated Total Project Budget: $297,417
30%
PCW
February 20, 2015
Ms. Elizabeth Maradik
Department of Community Investment
City of South Bend
227 West Jefferson Boulevard, Suite 1400S
South Bend, IN 46601
RE: Proposal for Engineering Services
Hill Street Improvements – Phase II
Crescent Avenue to Corby Boulevard
South Bend, Indiana
Dear Ms. Maradik:
Abonmarche Consultants is pleased to present this proposal to provide professional services
for the proposed project referenced above.
We greatly appreciate the opportunity to submit our proposal and look forward to working
with you on this project. Our work plan and fee schedule are set forth in Appendix A.
If our proposal is acceptable please sign and return a copy of the enclosed standard
agreement to authorize us to proceed. We thank you for this opportunity to serve the City of
South Bend. If you have any questions or concerns, please do not hesitate to contact our
office at (574) 232-8700.
Sincerely,
ABONMARCHE CONSULTANTS, INC.
Chad A. Knip, P.E. Daryl S. Knip, P.E.
Project Manager Vice President
City of South Bend
Proposal for Engineering Services
Hill Street Improvements – Phase II
February 20, 2015
Page 2 of 5
APPENDIX A
Work Plan
PROJECT SCOPE
The proposed project consists of work along Hill Street between Crescent Avenue and Corby
Boulevard. The work includes developing plans and bid documents to remove a replace
concrete curb, concrete sidewalk, and concrete approaches, installation of a sanitary sewer
service and brick pavement patching, and evaluating the existing trees in order to save as
many as practical and supplementing with new trees. The plans and specifications will be
developed using work previously performed.
SCOPE OF SERVICES
The scope of services proposed herein includes the design and development of bid
documents for the project and are further described as follows:
Task #1: Right of Way Services
Develop right of way acquisition documents for the City to acquire right of way at the
intersection of alleys constructed in previous phases. Documents will be prepared for a right of
way taking from a total of three parcels.
a) Prepare Exhibit “A” document
b) Prepare Exhibit “B” drawing
c) Prepare Deed of Dedication
Task #2: Preliminary Design
This task includes preparing preliminary construction plans and bid documents for the
proposed project. We anticipate utilizing the survey, design, and drawings developed during
the initial phase of Hill Street Improvements. Anticipated tasks include:
a) Review previous work
b) Modify drawing files to reflect recent construction as current conditions and delineate
proposed improvements
c) Develop maintenance of traffic plan
d) Evaluate existing tree sustainability
e) Develop tree planting and landscaping plan
f) Coordinate with utilities
g) Assemble plan drawings
h) Perform quantity calculations
i) Prepare preliminary cost estimate
j) Prepare preliminary specifications and bid proposal
k) Submit preliminary plans and bid documents to the City for review
City of South Bend
Proposal for Engineering Services
Hill Street Improvements – Phase II
February 20, 2015
Page 3 of 5
l) Revise and finalize plans, bid documents, and cost estimate based on City review and
comments
m) Review and quality control
Task #3: Final Design
This task includes preparing final construction plans and bid documents for the proposed
project, including revisions in accordance to City review. Anticipated tasks include:
a) Finalize typical cross sections
b) Finalize maintenance of traffic plan
c) Finalize design of improvements on plan sheets
d) Finalize tree planting and landscaping plan
e) Develop Construction Detail Sheets
f) Perform quantity calculations
g) Prepare preliminary cost estimate
h) Prepare preliminary specifications and bid proposal
i) Submit final plans and bid documents for City review
j) Revise per City review and submit Final Bid Plans
Task #4: Bid Period Services
a) Attend pre-bid meeting
b) Answer bidders questions
c) Prepare addenda if necessary
d) Attend bid opening
e) Tabulate bids and make recommendation of award
Task #4: Construction Phase Services
a) Attend preconstruction meeting
b) Review shop drawings as directed by the City
c) Answer construction questions as directed by the City
City of South Bend
Proposal for Engineering Services
Hill Street Improvements – Phase II
February 20, 2015
Page 4 of 5
APPENDIX B
Fees for Services and Schedule
FEES FOR SERVICES
Abonmarche will be paid the lump-sum amount of $7,950.00 for performing Tasks 1 through 4
as described in Appendix A. Abonmarche will invoice the City on a monthly basis for the
percentage completed for each task. The following are the fees for the various tasks:
Task Estimated Completion
Task #1 Right of Way Acquisition ............................................................................. $ 2,400
Task #2 Design ............................................................................................................ $ 3,250
Task #3 Bid Period Services ....................................................................................... $ 1,500
Task #4 Construction Phase Services ......................................................................... $ 800
TOTAL Lump-Sum Amount: ....................................................................................... $ 7,950
City of South Bend
Proposal for Engineering Services
Hill Street Improvements – Phase II
February 20, 2015
Page 5 of 5
ANTICIPATED SCHEDULE
Task Estimated Completion
Task #1 Right of Way Services 7 Days from Notice to Proceed
Task #2 Design 30 Days from Notice to Proceed
Using an estimated Notice to Proceed of March 24, 2015 and the above schedule, the
milestones listed would be reached at the following dates:
Task Estimated Completion
Right of Way Services March 31, 2015
Design April 23, 2015
Bid Advertisement May 15, 2015
Bid Opening June 9, 2015
Begin Construction July 13, 2015
End Construction August 31, 2015
ABONMARCHE CONSULTANTS, INC.
CLIENT:
City of South Bend
750 Lincoln Way East
PROJECT:
Hill Street Improvements
South Bend, IN 46601
SHEET 1 of 1
February 20, 2015
Principal
Project
Manager
Sr. Project Surveyor
Project
Engineer
Staff EngineerCADD TechTotal HoursTotal Cost
Exhibit "A"
2
3
5
$455.00
Exhibit "B"
2
5
7
$605.00
Deed of Dedication
1
2
3
$355.00
Total Hours
0
1
6
0
0
8
15
$1,415.00
Cost Per Hour
$210.00
$125.00
$115.00
$125.00
$80.00
$75.00
Total Cost by Classification
$0.00
$125.00
$690.00
$0.00
$0.00
$600.00
$1,415.00
Expenses
20 Year Title Search
$330/ Parcel @ 3 Parcels Each =
$990.00
Total
$2,405.00
APPENDIX A-1
Right of Way ServicesStaff Hour Justification
DESCRIPTION
STAFF HOURS BY CLASSIFICATION
ABONMARCHE CONSULTANTS, INC.
CLIENT:
City of South Bend
750 Lincoln Way East
PROJECT:
Hill Street Improvements
South Bend, IN 46601
SHEET 1 of 1
February 20, 2015
Principal
Project
Manager
Sr. Project Surveyor
Project
Engineer
Staff EngineerCADD TechTotal HoursTotal Cost
Update and Separate Drawings
4
4
$300.00
Review Existing Trees
3
3
$375.00
Develop Project Specifications
1
4
5
$625.00
Quantity Caluclations
4
4
$500.00
Prepare Preliminary Cost Estimate
2
2
$250.00
Administration and Coordination
2
2
$250.00
Finalize Plans and Specificaitons
1
4
5
$625.00
Quality Control
2
$330.00$0.00$0.00$0.00
Total Hours
2
4
0
17
0
4
25
$3,255.00
Cost Per Hour
$165.00
$125.00
$115.00
$125.00
$80.00
$75.00
Total Cost by Classification
$330.00
$500.00
$0.00
$2,125.00
$0.00
$300.00
$3,255.00
APPENDIX A-1
Prelminary Design
Staff Hour Justification
DESCRIPTION
STAFF HOURS BY CLASSIFICATION