HomeMy WebLinkAbout01-27-2003MINUTES OF THE BOARD OF PUBLIC WORKS AND SAFETY
O~ THE CITY OF JEFFERSONVILLE, INDIANA
JANUARY 27, 2003
In Mayor Galligan's absence, City Engineer Miller called the meeting to order at
9:30 a.m. and on call of the rolll those members present were: Parks Director
Elliott sitting in for City Engineer Miller, and Councilperson Frantz.
Also present were: Safety Director Rodden, Animal Shelter
Director Wilder, Redevelopment Director Robinson, Fire Chief
Smith, Police ChiefPavey, Engineer Dixon, Coordinator Davis,
Sewage Office Manager Johnson, Street Commissioner Grant, Vehicle
Maintenance Director Drury, and Deputy Clerk Lynne Mayfield.
Councilperson Frantz made the motion to approve the payroll as
presented, seconded by Parks Director Elliott and carried unanimously.
HOWARD STEAMBOAT CHAUTAUQUA
Yvonne Knight appeared before the Board to inform everyone of the 11th Annual
Howard Steamboat Chautauqua to be held on May 17th and May 18th, 2003. She
asked that the street behind the museum be closed for this event. She also asked
for everyone's support by attending. She has two for one coupons if anyone
wants them. Counc!lperson Frar~tz maCe the motion to approve the street closure
for the How ;ard S~[eamboat C.h~utauqua, seconded by Parks Director Elliott and
carded unanimously. ·
Ms. Knight also let the Board know that there will be a safari type hunt for the
Lewis and Clark event. There will be a $100.00 first prize.
CROSSWALK
Ms. Knight told the Board that there are no marked crosswalks on Court
Avenue between Watt and Wall Streets. Street Commissioner Grant will take
care of this when it warms up.
SERVICE AGREEMENT
Engineer Miller said he has read over the professional service agreement
between VS Engineering and the City of Jeffersonville. It is for the Hamburg
Phase I Roadway and Bridge Widening. Councilperson Frantz made the motion
to accept the agreement, seconded by Parks Director Elliott and carried
unanimously.
There being no further discussion to come before the Board the motion was
made by Parks Director Elliott at 10:00 a.m., seconded by Councilperson Frantz,
and carried unanimously.
MAYOR
ATTEST:
CLERK TREASURER
PROFESSIONAL SERVICE AGREEMENT
BETWEEN
VS ENGINEERING, INC. (ENGINEER)
AND
THE CITY OF JEFFERSONVILLE (OWNER)
WHEREAS, OWNER desires to obtain professional engineering servmes for the City of
Jeffersonville Project entitled Hamburg Pike Phase I Roadway and Bridge Widening,
WHEREAS, OWNER wishes to obtain these services according to time requirements
which specify particular and definite deadlines,
WHEREAS, the ENGINEER has expressed its willingness to provide these services
within the specified time requirements.
NOW, THEREFORE, in consideration of the mutual promises, representations,
warranties, covenants and responsibilities, OWNER and ENGINEER agree as follows:
ARTICLE 1. AUTHORITY TO EXECUTE AGREEMENT
Each party represents and warrants to the other party that:
The party is duly organized and existing in good standing under the laws of Indiana and
has all requisite power and authority to carry out the obligations set forth in this
Agreement.
The party has the power, authority, and legal right to enter into and perform its
obligations set forth in this Agreement, and the execution, delivery, and performance
whereof, have been duly authorized by all necessary action.
This Agreement has been duly entered into and delivered and constitutes a legal, valid,
and binding obligation of the party, enforceable in accordance with its terms.
ARTICLE 2. ATTACHMENTS
The Attachments which accompany and form a part of this Agreement as of the date hereof are:
a. "Attachment A" consisting of the described services to be performed by ENGINEER.
"Attachment B" consisting of a schedule for completion of the milestone tasks of the
Project.
"Attachment C" consisting of compensation for ENGINEER's services under this
Agreement.
ARTICLE 3. INTENT AND INTERPRETATION
3.1
The "Agreement", as referred to herein, shall mean this Agreement executed by OWNER
and ENGINEER, and shall include these Terms and Conditions, the Attachments
described in Article 2 and attached hereto, and any written supplemental agreement or
modification entered into between OWNER and ENGINEER, in writing, after the date of
this Agreement.
3.2
This Agreement shall include, and incorporate by reference, any provision, covenant or
condition required or provided by law or by regulation of any state or federal regulatory
or funding agency.
ARTICLE 4. ENGINEER'S RESPONSIBILITIES
4.1
ENGINEER shall serve as OWNER'S professional representative in the design phase of
the Project, and with respect to all services provided by ENGINEER hereunder, and will
give consultation and advice to OWNER during the performance of such services.
4.2
ENGINEER shall perform professional services as stated in "Attachment A" of this
Agreembnt.
4.3
ENGINEER shall perform all services under this Agreement in a skillful and competent
manner m accordance with normally accepted standards of the architectural and
engineering professions and with that degree of care and skill which a professional
engineer or architect would exercise under the same or similar circumstance. Without
modifying the above standard, ENGINEER shall be responsible for the professional
quality, technical accuracy, timely completion, and the coordination of all designs,
drawings, specifications, reports, and other services furnished by ENGINEER under this
Agreement.
4.4
ENGINEER shall perform all professional services necessary to accomplish the work
required to be performed under this Agreement, in accordance with this Agreement and
applicable local, state and federal requirements.
4.5
ENGINEER shall make all reasonable efforts to provide competent, capable, experienced
and suitably qualified personnel for the performance of all services. Any employee or
representative of ENGINEER who, in the opinion of OWNER, does not perform his work
in a proper and skillful manner, or is disrespectful, or otherwise objectionable, shall, at
the written request of OWNER, be removed fi.om performing any further services on
behalf of OWNER.
4.6
ENGINEER'S submittals are subject to prompt monitoring and acceptance by OWNER
for general compliance with the services described in "Attachment A". In the event that
any submittal is not accepted by OWNER, OWNER shall notify ENGINEER in wri{ing
of its reasons for non-acceptance and may make suggested revisions. Upon receipt of
said notification, the non-acceptance submittal shall be revised appropriately by
ENGINEER until accepted by OWNER. If ENGINEER does not agree with OWNER's
suggested revisions, ENGINEER shall submit its masons therefor to OWNER in writing.
4.7
ENGINEER shall fulfill the requirements of governing regulatory agencies as may be
applicable to the work and services to be performed by ENGINEER described in this
Article or in "Attachment A".
ARTICLE 5. OWNER'S RESPONSIBILITIES
5.1
Except to the extent that such responsibilities are otherwise waived or assumed by
ENGINEER, OWNER shall take reasonable steps to:
5.1. I Issue a written notice to proceed in a timely manner to begin work as described in
Attachment "A".
5.1.2
Designate in writing a person to act as OWNER'S representative with respect to
the services to be performed or furnished by ENGINEER under this Agreement.
Subject to Article 17, such person will have authority to transmit instructions,
i:eceive information, interpret and define OWNER'S policies and decisions with
respect to ENGINEER'S services for the Project.
5.1.3 Make available all information pertinent to the Project including previous reports
and any other data relative to design and construction of the Project.
5.1.4 Furnish to ENGINEER, as required by ENGINEER for performance of its
services, data prepared by or services of others.
5.1.5 Monitor all studies, reports, sketches, drawings, specifications, proposals and
other documents presented by ENGINEER.
5.1.6 Pay cost for advertising and obtaining formal bids or proposals t}om contractors.
5.1.7
5.1.8
Provide such legal, accounting and insurance counseling services as may be
required for the Project, and such auditing servme as OWNER may require to
ascertain how or for what purpose any contractor has used the monies paid to it
under the construction contract.
Arrange for access to and make all provisions for ENGINEER to enter .upon
public and private property as required for ENGINEER to perform services under
this Agreement.
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5.1.9 Attend the pre-bid conference, bid opening and preconstruction conferences.
ARTICLE 6. COMPLETION SCHEDULE
6.1
The proposed schedule for the completion of the Project is presented in "Attachment B"
and is made a part hereof.
6.2
ENGINEER shall adhere to all time limits stated in this Agreement or included in any
accepted time schedule.
6.3
OWNER may at any time, by written order, make changes within the general scope of the
Agreement in the services of work to be performed. If ENGINEER believes that such a
change justifies an increase in ENGINEER'S contract time or contract price required to
perform the services under this Agreement it must assert such claim in writing within
thirty (30) da3~s of receipt of OWNER'S written order giving rise to the claim.
6.4
ENGINEER shall not be responsible for any time delays in the Project, or in the
performance of services under this Agreement, to the extent such delays are caused solely
by any act, omission, neglect or default of OWNER or anyone employed by OWNER, or
by the unreasonable delay of any review agency or utility, or for any delay or damage
caused by fire or the combined action of workers and which are in no way chargeable, ~n
whole qr in part, fo ENGINEER, or by any other conditions or circumstances beyond the
control of ENGINEER, its employees, agents, or other persons for whose acts or
omissions ENGINEER is responsible. In the event of such delay, ENGINEER shall be
entitled to an adjustment in the scheduled or agreed time limitations for the performance
of services, and this Agreement shall be modified in writing accordingly.
ARTICLE 7. INSURANCE
7.1
ENGINEER shall, as a condition precedent to this Agreement, purchase and thereafter
maintain such insurance as will protect it and OWNER fi.om the claims set forth below
which may arise out of or result fi.om ENGINEER'S operations under this Agreement,
whether such operations be by ENGINEER or by its subcontractors or by anyone directly
or indirectly employed by any of them, or by anyone directly for whose acts any of them
may be liable:
1)
Claims under Worker's Compensation and Occupational Disease Acts, and any
other employee benefits acts applicable to the performance of the work;
2)
Claims for damages because of bodily injury and personal injury, including death,
and;
3) Claims for damages to property.
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ENGINEER'S commercial general liability insurance shall also provide coverage for the
following:
1) Contractual liability insurance as applicable to any hold-harmless agreements in
the contract;
2) Products and completed operations;
3) Fellow employee Claims under personal injury;
4) Broadform liability;
5) Independent Contractors.
ENGINEER'S insurance shall be not less than the amounts shown below:
Worker's Compensation
& Disability
Employer's Liability
Bodily Injury Accident
Bodily Injury by Disease
Statutory
$ I00,000
each accident
$ 500,000
policy limit
Bodily Injury by Disease
$ 100,000
each employee
Commercial General Liability (Occurrence Basis)
Bodily injury, personal injury, property damage, contractual liability, products,
completed operations.
General Aggregate Limit
(Other Than Products/Completed
Operations)
$2,000,000
. Products/Completed Operations
$2,000,000
Personal & Advertising
Injur~ Limit
$1,000,000
Each Occurrence Limit
$1,000,000
7.1.1
7.2
7.3
Fire Damage (any one fire)
$ 50,000
M~dical Expense Limit
$ 5,000
Comprehensive Aute Liability
$1,000,000
(single limit)
(owned, hired & non-owned)
Bodily injury & property damage
$1,000,000
each accident
Umbrella Excess Liability
$1,000,000
each occuxence
and aggregate
Professional Liability
$1,000,000 per claim
and aggregate
Professional liability coverage, if available to the engineering profession, shall be
in effect fi:om the effective date of this Agreement and shall remain in effect
continuously until the applicable statute of limitations has run. (Coverage Period).
Coverage also shall extend to employees who may retire, transfer or otherwise
cease employment with ENGINEER during the Coverage Period.
7.1.2 Professional liability policies may be either claims made or per occurrence.
7.1.3 Deductibles on professional liability policies may be either per claim or per
occurrence.
7.1.4
Professional liability coverage shall only be limited by a maximum annual
aggregate. There shall be no limits on the number or amount of claims made
against a specific Project.
With the prior approval of OWNER, ENGINEER may substitute different types of
coverage for those specified as long as the total amount of required protection is not
reduced.
Regardless of the nature of the policy or whether the deductible is per claim or per
occurrence, all deductibles shall be the responsibility of ENGINEER.
ARTICLE 8. COMPENSATION TO ENGINEER
8.1
For the services described in this Agreement or in "Attachment A", OWNER agrees ~o
pay ENGINEER as per the provisions of "Attachment C", unless modified by an
amendment to this Agreement.
8.2
No payment request or statement made pursuant to this Article shall exceed the estimated
amount in value of the work and services performed by ENGINEER under this
Agreement, which estimates shall be prepared by ENGINEER and supplemented or
accompanied by such supporting data as may be required by OWNER.
8.3
Payment requests by ENGINEER shall be submitted no more often than monthly. The
payment request shall be accompanied by a signed voucher and such supporting data as
may be required by OWNER.
8.4
OWNER shall.pay ENGINEER for the professional services supported by invoices and
documentation. OWNER will pay the amount of the invoice within thirty (30) days of
OWNER'S acknowledgement that invoice and documentation are acceptable. OWNER
will give ENGINEER written notice within five (5) working days of receipt of the invoice
and documentation if the invoice or documentation is not acceptable.
8.5
[~', prior to the satisfactoE~ completion of services under this Agreement, the total costs
incurred by ENGINEER are within 25% of the maximum amount payable, ENGINEER
shall notify OWNER in writing. ENGINEER shall cease all work when the total costs
incurred equal 95% of the maximum amount payable.. Work will not recommence until
ENGINEER receives written notice from OWNER and an adjusted maximum amount
payable has been negotiated, if in the sole judgment of OWNER, such an adjustment is
required. The ENGINEER shall not be entitled to compensation for unauthorized work
over the maximum amount payable. This section shall not apply when the method of
compensation described in Article 8.1 is lump sum.
ARTICLE 9. TERMINATION BY OWNER
9.1
If ENGINEER becomes insolvent, or if it refuses or fails to perform the work and
services provided by this Agreement, or if it refuses to perform disputed work or services
as directed pending resolution of such dispute, or if it fails to make payments to
subcontractors or consultants employed by it, or if it othenvise materially violates or fails
to perform any term, covenant or provision of this Agreement, ENGINEER shall be
considered in default, and OWNER may, without prejudice to any other right or remedy,
terminate this Agreement in whole or in part, in writing, provided that ENGINEER shall
be given; (1) not less then ten (10) calendar days written notice (delivered by certified
mail, return receipt requested) of OWNER'S intent to terminate; and (2) an opportunity
for consultation with OWNER prior to termination, and a reasonable opportunity to cure
the default. In determining the amount of final payment to be made to ENGINEER upon
9.2
such termination for default, if any, no mount shall be allowed for anticipated profit on
unperformed services or other work.
This Agreement may be terminated in whole or in part in writing by OWNER for
OWNER'S convenience; provided that ENGINEER is given: (1) not less than TEN (10)
calendar days written notice (delivered certified mail, return receipt requested) of intent to
terminate; and (2) an opportunity for consultation with OWNER prior to termination. If
termination for convenience is effected by OWNER, ENGINEER'S compensation shall
be equitably adjusted to include a reasonable profit for services or other work performed,
and shall provide for payment to ENGINEER for services rendered and expenses incurred
prior to the termination. No amount shall be allowed for anticipated profit on
unperformed services or other work.
9.3
Upon receipt of a termination action for default or for the OWNER'S convenience,
ENGINEER shall: (1) promptly discontinue all services affected, unless the termination
notice directs 9therwise, and (2) deliver or otherwise make available to OWNER all data,
drawings, specifications, reports, estimates, summaries, and such other information,
materials or documents as may have been accumulated by ENGINEER in performing this
Agreement, whether completed or in process.
9.4
Notwithstanding any other provision of this Agreement, if funds for the continued
fulfillment of this Agreement by OWNER are at any time insufficient or not forthcoming
througkfailure of'any entity to appropriate funds or otherwise, then OWNER shall have
the righi to terminate this Agreement without penalty by giving written notice
documenting the lack of funding, in which instance unless otherwise agreed to by the
parties, this Agreement shall terminate and become null and void on the last day of the
fiscal period for which appropriations were received. OWNER agrees that it will make
its best efforts to obtain sufficient funds, including, but not limited to, requesting in its
budget for each fiscal period during the term hereof-sufficient funds to meet its
obligations hereunder in full.
ARTICLE I 0. TERMINATION BY ENGDIEER
10.1
If OWNER fails to pay ENGINEER within sixty (60) days after payment is due,
ENGINEER may, after having given fifteen (15) days written notice, and if OWNER has
not made payment, terminate this Agreement. In the event of such termination, OWNER
shall compensate ENGINEER in accordance with the provisions of Paragraphs 8.4 and
9.2 of this Agreement.
10.2
If OWNER requests ENGINEER to furnish or perform services contrary to ENGINEER'S
responsibilities as a licensed design professional, ENGINEER shall notify OWNER of
this request within three (3) days of the request being made. If OWNER renews request
and request actually requires ENGINEER to act contrary to ENGINEER'S responsibilities
as a licensed design professional, ENGINEER may terminate this Agreement upon seven
(7) days written notice to OWNER~ In the event of such termination, OWNER shall
compensate ENGINEER in accordance with the provisions of Paragraph 9.2 of this
Agreement.
ARTICLE 1 I. sUCCESSORS AND ASSIGNS
11.1
OWNER and ENGINEER each binds itself and its partners, successors, executors,
administrators and assigns to the other party of this Agreement and to the partners,
successors, executors, administrators and assigns of such other party, in respect to the
promises, representations, acknowledgements, covenants and responsibilities contained in
this Agreement.
I 1.2 Except as otherwise provided herein, ENGINEER shall not assign, sublet or transfer his
interest in this Agreement without the written consent of OWNER.
11.3 Nothing herein shall be construed as creating any personal liability on the part of any
officer or agent of OWNER.
ARTICLE 12. RECORDS; AUDITS
ENGINEER shall maintain books, records, documents and other evidence directly pertinent to
performance of services under this Agreement in accordance with generally accepted accounting
principles and practices consistently applied. ENGINEER shall maintain the financial
information for a period 6f THREE (3) years after final payment under this Agreement has been
made.
ARTICLE 13. OWNERSHIP OF DOCUMENTS
All drawings, specifications, computations, sketches, test data, survey results, models,
photographs, renderings and other material relating to this Project, developed in the performance
of this Agreement or prepared in connection therewith, are the property of OWNER and shall be
delivered to OWNER, if requested by OWNER, upon completion of services or upon termination
of this Agreement. The OWNER will not change or reuse any document for any project or
purpose other than as described in the Agreement without the written consent of the ENGINEER.
However, the ENGINEER expressly acknowledges that the OWNER is a public agency'and is
subject to public access, disclosure and distribution laws, regulations and policies. Use by the
public of any document or the information contained therein; shall not be considered an act of the
OWNER.
ARTICLE 14. NOTICES
When written notice is required by this Agreement, it shall be sufficiently given, in the absence
of a specific provision to the contrary, when delivered or sent by United States first-class mail to
ENGINEER at its business address, or to OWNER or OWNER'S representative, or by personally
delivering such notice to the party to be' in receipt thereof.
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ARTICLE 15. NON'DISCLOSURE
Unless required by law, ENGINEER shall not divulge information concerning this Project tO
anyone, unless prior.written approval is received from OWNER, and shall obtain similar
agreements from persons and firms employed by it. OWNER reserves the right to release all
information as well as to time its release, form and content. This requirement shall survive the
expiration of this Agreement.
ARTICLE 16. NON-DISCRIMINATION
16.1
ENGINEER and subcontractor shall not discriminate against any employees or applicant
for employment, to be employed in the performance of this Agreement, with respect to
hire, tenure terms, conditions or privileges of employment or any matter directly or
indirectly related to employment, because of race, religion, color, age, sex, handicap,
national origin, ancestry, disabled veteran status or Vietnam era veteran status. Breach of
this covenant may be regarded as a material breach of the Agreement.
16.2 ENGINEER represents for itself and all its subcontractors compliance with existing laws
of the State of Indiana and the United States regarding:
1) Prohibition ofdiscrimination in employment practices on the basis of race, sex, creed,
color, religion, national origin, ancestry, age, handicap, disabled veteran status and
Vietnam era veteran status; and
2) The utilization of Minority and Women Business Enterprises.
ARTICLE 17. AMENDMENTS
This Agreement may be amended only by written instrument and signed by both OWNER and
ENGINEER.
ARTICLE 18. SEVERABILITY
In the event any provision of this Agreement is determined by a court of competent jurisdiction
or by the laws of the State of Indiana to be null and void, such provision shall be stricken and all
other provisions which .can be given effect independently of the stricken provision shall remain
in full force and effect.
ARTICLE 19. 'CONFLICT OF INTEREST
ENGINEER certifies and warrants to OWNER that neither it, nor its agents, represen[atives or
employees who will participate in any way in the performance of ENGINEER'S obligations
hereunder has, or will have during the Project, any conflict of interest relative to the Project,
10
direct or indirect, with OWNER. ENGINEER shall immediately notify OWNER ifa conflict of
interest should arise during the Project. Upon being so notified, OWNER may either:
a. waive the conflict
b. terminate the Agreement according to Paragraph 9.1
ARTICLE 20. REQIJIRED DOCUMENTATION
20.1
ENGINEER shall furnish OWNER any documentation, certification, authorization,
license, permit or registration required by the laws or rules and regulations of the City of
Jeffersonville, the State of Indiana, and the United States.
20.2
ENGINEER further represents that it is now and shall remain in good standing with such
governmental agencies and that it will keep its license, permit, registration, authorization
or certification in force during the term of this Agreement, to perform the services
described in "Attachment A" and in this Agreement.
ARTICLE 21. INDEPENDENT CONTRACTOR STATUS
ENGINEER expressly understands and agrees that it is an independent contractor and that it is
not an employee of the OWNER, and the OWNER is not to provide Worker's Compensation,
health or accident insurance coverage or indemnification agreement of any kind which would
cover ENGINEER or its employees, if any, in and under the terms of this Agreement.
ARTICLE 22. ALLOCATION OF RISK
ENGINEER agrees to indemnify and hold harmless the City of Jeffersonville and its officers,
agents, officials and employees for any and all claims, actions, causes of action, judgments and
liens only to the extent they arise out of any negligent act or omission by ENGINEER or any of
its officers, parmers, agents, employees or subcontractors regardless of whether or not they are
caused in part by the negligence of a party indemnified hereunder. Such indemnity shall include
attorney's fees and all costs and other expenses arising therefi'om or incurred in connection
therewith and shall not be limited by reason of the enumeration of any insurance coverage
required herein.
ARTICLE 23. TAXES
OWNER is exempt from state, federal and local taxes. OWNER will not be responsible for any
taxes levied on ENGINEER as a result of this Agreement.
ARTICLE 24. MAINTAINING A DRUG-FREE WORKPLACE
24.1
ENGINEER hereby covenants and agrees to make a good faith effort tO provide and
maintain during the term of this Agreement a drug-free workplace, and that it will give
written notice t° OWNER within ten (10) days after receiving actual notice that an
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employee of ENGINEER has been convicted of a criminal drug violation occurring in
ENGINEER'S workplace.
ARTICLE 25. TERM OF AGREEMENT
This Agreement shall become effective on the latest date of execution by any required
signatories, and shall expire upon the successful completion and final acceptance of
ENGINEER'S services, as set forth in this Agreement or "Attachment A", and OWNER'S
payment therefore.
ARTICLE 26. NOTICE TO PROCEED
ENGINEER shall not begin work pursuant to this Agreement until it receives a Notice to Proceed
from OWNER and a corresponding purchase order from OWNER.
ARTICLE 27. INTEGRATION
This Agreement and the documents incorporated herein represent the entire understanding
between and among the parties hereto. The signing of this Agreement by the parties constitutes
their mutual recognition that no other contracts or agreements regarding any of the services to be
provide(~ herein, oral or written, except as attached hereto or specifically ~ncorporated herein.
exists between them, and that if such oral or written contracts or agreements exist, such are
hereby cancelled. Each pm'ty hereby represents to the other that it will not rely upon any
agreement, contract or understanding not reduced to writing and incorporated in this Agreement
priol to the execution thereof or not reduced to writing and incorporated in written amendments
to this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement as follows:
ENGINEER
VS ENGINEERING, INC.
4275 N. High School Road
Indianapolis. IN 46254
OWNER '
CITY OF JEFFBRSONVILLE
By:
Date:
By:
Printed
Title:
Date:
APPROVED FOR AVAILABILITY OF FUNDING:
APPROVED AS TO LEGAL FORM:
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"ATTACHMENT A"
SCOPE OF SERVICES
DESCRIPTION OF THE PROPOSED PROJECT
The City of Jeffers6nville intends to widen and improve Hamburg Pike from approximately 0.20
mile North of New Albany, Charlestown Road to 450 feet North of Cooper Lane in
Jeffersonville, Indiana (Figure 1).
The project will be designed for 3 lanes curb and gutter section, 2 - 12 feet through lanes one in
each direction with 100% 14 feet contimious left mm lane in middle and 3:1 maximum side
slopes as shown in Figure 2. A new single span bridge will be constructed over Lick Creek
approximately 600 feet south of Coopers Lane. An entirely new storm sewer will be constructed
with curb, inlets, manholes, driveway pipes and end sections as required. Public road approaches
and driveways will be reconstructed.
Additional right-of-way will be required for the proposed improvements. The project may
require milling of existing surface which will be determined after the completion of pavement
core samples by the soil consultant.
II. SCOPE OF SERVICES
Collect and Review Available Data
This task involves collection, review and analysis of all available existing data relevant to the
Hamburg Pike, Phase I Added Travel Lanes Project. The major sources of information to be
used for this project will include, but not limited to, the following:
Existing infrastructure maps and attribute data files
Previous studies and projects, together with as-designed and/or as-built drawings
Historical records, traffic data, etc.
Citizen's complaint records and investigation reports
Existing geographical, geological, climatological and topographical records
Existing city or municipal planning documents
Population and user history
The goal of this data collection task is to utilize the available data to make the best judgments
possible regarding the condition of the existing infrastructure, to define specific problems and to
avoid duplication of efforts in collecting required data, preparation of maps, etc.
~te~iew~
Much of the basic data required for the infrastructures can be obtained from public officials and
City employees by carefully planned and executed interview programs. A meeting with the
representatives from the CityTs engineering staff, utility superintendent, operating and
mmmenance personnel and other staff having knowledge of the existing infrastructures will be
held. A specific pattern and form will be used which will include a broad spectrum of subjects,
such as:
Existing and historical maintenance program
Problem areas in and around the existing roadway
Geological and geographical conditions
Legal and jurisdictional aspects
From the analysis of the collected information, a plan of action will be made to gather more data
needed for the completion of the infrastructure survey.
Field Survey
The field survey of the existing infrastructures will be performed to obtain detailed topographic
information, natural and man-made features, utilities, critical elevations, and existing physical
conditions necessary for the design and preparation of plans and specifications. Included in the
field survey tasks will be:
Plan, coordinate, monitor and document project surveying
Obtain available right-of-way, property and section comers
information from local and state agencies
Coordinate with utility companies to
locate underground utilities in field and to obtain utility plans
Set alignment (base survey and fie-in lines) and mn a closed traverse
circuit
Locate sections comers and tie-in survey base lines
Locate USGS bench marks and nm bench level circuit
Perform design survey in sufficient detail to obtain topographic data, utilities,
critical elevations and cross sections for the project design.
Prepare section plats and structure sketches
Preparation of Bid Documents
Data collected through the above tasks will be analyzed and assembled for the design and
preparation of detailed plans, specifications and bid documents. The following tasks will be
performed:
Preliminary Desi,wn
Plan. coordinate, monitor and document preliminary design activities
Plot field survey notes and existing utilities on the measured drawings of the
existing area.
Prepare detailed plan and profile sheets showing characteristics of the area
including existing utilities, etc.
Utilize prepared project maps and prepare preliminary design drawings showing
proposed improvements as well as trail and dock location.
Address storm drainage problems.
Identify and analyze requirements of governmental authorities having jurisdiction
to approve the design of the project and participate in consultation with such
authorities. They shall include, but not be limited to the following:
a. Correspondence with regulatory agencies for approval of preliminary plan.
Prepare and assemble preliminary design plans, specifications, special provisions
and contract documents
Prepare preliminary construction cost estimate
Conduct field inspection with the representatives of the City to review the revised
improvements, and their impacts on the abutting or affected properties
Schedule and conduct all required neighborhood meetings and public hearings
Submit preliminary plans to IDNR, IDEM, INDOT, Army Corps of Engineers and
utility agencies for their review and comments
Submit up to four (4) sets of preliminary plans, specifications, special provisions,
and cost estimates to City.
Final Design
Plan, coordinate, monitor and document final design activities
Resolve and/or incorporate review comments, and complete final plans,
specifications, special provisions and cost estimates
Acquire all necessary approvals.
Conduct final field inspection with the representatives of the City to review
proposed improvements
Review contract construction documents and resolve conflicts with plans,
specifications and special provisions
Submit final plans and other pertinent data to the City and other agencies and
utilities
Make final revisions to the construction documents
Submit the following to the City:
One (1) copy of field survey notes
Reproducible plan, profile, detail and/or cross section sheets
Six (6) complete sets of plans, specifications, and special provisions
One (1) itemized proposal
One (1) engineer's construction cost estimate
Attend all required meetings prior to bid award and prepare minutes of all such
meetings
Biddin~ Assistance
The follo~,ing tasks will be performed during the bidding process:
Prepare addenda as appropriate to clarify, correct, or change the bidding
documents
Schedule and conduct prebid conferences
Evaluate bids received for the work, run a bid tabulation, and determine the
lowest responsive and responsible bidder
Make a written recommendation to the City on award ora contract for projeot
construction
III. DESIGN STANDARDS
Project Design Criteria:
Functional Classification:
Terrain:
Design Speed:
Posted Speed:
Access Control:
Number of Lanes and Widths:
Two-Way Left turn Lane Width:
Shoulders/Curb
Sidewalk Width:
Maximum Right-of-Way Width:
Minimum Right-of-Way Width:
Side Slopes
Project Length:
3R (Non-Freeway)
Collector
Level
40 mph
35 mph
None
2@12'
14'
2' Curb and Gutter (barrier type)
4' with 4' Buffer
95' (50' West and 45' East)
95' (50' West and 45' East)
3:1 Maximum
5,300 Feet
"ATTACHMENT B"
SCHEDULE
Design Services
VS Engineering, Inc. will complete the design services, as described in Attachment A, within
330 calendar days from the date of Notice to Proceed from the City of Jeffersonville, excluding
review time required by the City, regulatory agencies and other authorities having jurisdiction
over the project site, and excluding permit issuance time required by appropriate regulatory
agencies.
"ATTACHMENT C"
COMPENSATION FOR ENGINEER'S SERVICES
MANHOURS AND FEE JUSTIFICATION
FOR PROFESSIONAL SERVICES
1. Location Survey
2. Roadway and Bridge Design
3. Traffic Signal Design
4. Right-of-Way Engineering
5. Geotechnical Investigation
6. Other Direct Cost
FEE SUMMARY
20,000.00
85,200.00
6,100.00
49,000.00
5,876.00
1,260.00
FEE TOTAL
$167,436.00
"Attachment C" (Continued)
COMPENSATION FOR ENGINEER'S SERVICES
MANHOURS AND FEE JUSTIFICATION
FOR PROFESSIONAL SERVICES -
MANHOURS AND FEE JUSTIFICATION FOR SURVEY
Manhour By Classification
Party Instrument Rod Flag
Description Chief Man Man Man Clef.
1. Research Record 4
2. Send Out Notices 2 6
3. Interview Property Owners 4
4. Discover Control Points of Existing 2 2 2
Survey Line _
5. Stake Centerline 4 4 4
6. Stake Ref~erence Line (LAW 13) 8 8 8
7. Alignment and Topography 40 40 40 -
8. Cross Sections 16 16 16
9. Ties to Sec. Corners 4 4 4
10. Utilities .. 4 4
11. ' Flag Traffic 72
12. Prepare Key Map With Sec. Cor. 4 -
Information and Property Owner's List
13. Check Bench Circuit and Show 4
Centerline Elevations
14. Travel Time 16 8 8 8
15. Perform Field Review with Client 4 -
TOTAL HOURS 104 94 86 80 6
Average Hourly Rate $28.50 $18.00 $13.50 $10.50 $13:25
Direct Salary Cost $2,964.00 $1,692.00 $1,161.00 $840.00 $79.50
TOTAL DIRECT SALARY COST $6,736.50
OVERHEAD COST (158.4%) $10,670.62
SALARY PLUS OVERHEAD COST $17,407.12
FIXED FEE (15%) $2,611.07
FIELD SURVEY FEE TOTAL $20,0'18.19
USE USE $20,000.00
"Attachment C" (Continued)
MANHOUR AND FEE JUSTIFICATION
ROADWAY DESIGN
MANHOURS CLASSIFICATION TOTAL
DESCRIPTION P.M. P.E. D.E. TECH/DFT. CLER. HOURS
Check Survey Notes 8 12 20
Pict. Check & Ink Topo for Plan &
Profile 10 12 96 118
Prepare Preliminary Typical Cross
Section 2 4 8 8 22
Plol & Check Original Cross Section 8 64 72
PRELIMINARY PLOTTING
COMPLETE
Establish Grade Cor~trols
4 16 8 12 40
Design Preliminary Grade & Geometrics 12 16 14 42
Prepare Preliminary Title Sheet & Index
Sheet 4 8 2 14
GRADE REVIEW
Revise Plar~ per Grade Review 4 24 72 100
Prepare Plans for Soils Survey 6 6 12
Preliminary '~tersection/Details 2 4 24 32 62
Preliminary Drainage Design 8 36 24 68
Preliminary Approach & Drive Details 10 20 30
Preliminary Access Study 6 6 12
Preliminary R/W Design 8 10 18
Preliminary Plat #1 6 18 24
Preliminary Maintenance of Traffic 4 8 24 32 6 74
PRELIMINARY PLANS
Revise Plans per Preliminary Plans
Review 2 4 20 68 6 100
Finalize Typical Cross Sections 6 16 22
Final Cross Sections 4 12 16
Structure Data Sheet 6 8 I4
Page 1 of 3
"Attachment C" (Continued)
MANHOUR AND FEE JUSTIFICATION
ROADWAY DESIGN
MANHOURS CLASSIFICATION TOTAL
DESCRIPTION P.M. P.E. D.E. TECH/DFT. CLER. HOURS
Final Drainage Design ~ 4 8 16
Final Approach & Drive Details ~. 8 12
Final intersection Details
2 2 8 24 36
Prepare Approach Table 6 12 18
Final Plat #1 ~. 8 2 14
R/VV CHECK PLANS
Final Plan & Profile Sheets 10 40 50
Earthwork Com./Balance/Mass Diagram 6 12 18
GRADES & DRAINAGE FINALIZED
Review PJVV-Plans per RAN Check Print
Review
2 8 24 4 38
FINAL R/W TRACINGS
Prepare sign Table 6 8 14
Final Maintenance of Traffic
2 4 10 24 40
Finalize Plans for Field Check
2 2 10 24 ~- 42
FIELD CHECK PLANS
Final Field [nsoection 8 8 18
Revise Plans per Field Check 24 32 56
Quantity Calculations 2 16 22 40
Prepare Special Provisions 2 8 24 12 46
FINAL CHECK PRINTS
Revise Plans per Final Check Prints
Review 2 ~- 16 8 30
Prepare Construction Cost Estimate 8 14 10 32
TRACINGS SUBMITTAL
Page 2 of 3
"Attachment C" (Continued)
MANHOUR AND FEE JUSTIFICATION
ROADWAY DESIGN
MANHOURS CLASSIFICATION TOTAL
DESCRIPTION P.M. P.E. D.E. TECH/DFT. CLER. HOURS
TOTAL HOU RS 24 '106 4'16 806 46 '1398
SALARY PER HOUR $36.00 $27.50 $23.50 $18.00 $13.25
DIRECT SALARY COST $864.00 $2,915.00 $9,776.00 $14,508.00 $609.50 $28,672.50
OVERHEAD COSTS (158.40%) $45,417.24
SALARY + OVERHEAD COSTS $74,089.74
PROFIT (15%) $11,1 '13.46
TOTAL FEE $85,203.20
USE $85,200.00
Page 3 of 3
"Attachment C" (Continued)
COMPENSATION FOR ENGINEER'S SERVICES
MANHOURS AND FEE JUSTIFICATION
FOR PROFESSIONAL SERVICES
MANHOURS AND FEE JUSTIFICATION FOR
MODIFICATION & RELOCATION OF SIGNAL SYSTEM AT
HAMBURG PIKE & COOPER LANE
TASK
MANHOURS CLASSIFICATION
TOTAL
P.M. P.E. D.E. TECH/DFT. HOURS
Prepare Intersection Details Showing Proposed
Design Geometry
Prepare Preliminary Signal Layout
Design and Prepare Final Plans
Prepare Estimate of Quantity Sheet
Prepare Special Provisions
4 4
4 8 8 20
2 12 16 24
4 8 8 20
8 4 t2
8
TOTAL HOURS 5 14 36 36 84
Average Hourly Rate
Total Cost Per Increment
Total Direct Labor Cost
Overhead Costs (158.4%)
Salary Plus Overhead
Fixed Fee (15%)
36.00 27.50 23,50 18.00
180.00 385.00 846,00 648.00
$2.059.00
3.261.46
5,320.46
798.07
TOTAL FEE
USE
$6,'1t8.53
$6,100,00
"Attachment C" (Continued)
COMPENSATION FOR ENGINEER'S SERVICES
MANHOURS AND FEE JUSTIFICATION
FOR PROFESSIONAL SERVICES
ESTIMATED COST FOR
RIGHT-OF-WAY ENGINEERING SERVICES
(Based on the Specific Cost Per Unit Multiplied by the Unit of Work Performed)
Task
a. Final Right~of-Way Plans
b. Title Work
- with Guarantee
- minimal search
(including update~)
c. Legal Descriptions
d. Land Plats
e. Right-of-Way Stake-out
f. Travel Expense
Quantit~ Unit Price Total
LS ~ $8,000.00 $ 8,000.00
20 ea ~ 450.00 9,000.00
8 ea ~ 150.00 1,200.00
28 ea @ 350.00 9,800.00
28 parcels ~ 400.00 11,200.00
28 parcels ~ 250.00 7,000.00
28 parcels ~ I00.00 2,800.00
TOTAL $49,000.00
The amount of $49,000.00, determined above is an estimate of the cost which the
CONSULTANT will incur in fulfilling the above mentioned task. The final amount Will be
adjusted according to the actual units of work performed; however, the final amount shall nor
exceed $49,000.00 without approval of the City of Jeffersonville. The'cost of appraisal
problem analyses, appraisal review, appraising, buying/negotiations, relocation and right~of-
way management are not included in the above total.
H~mbu~ Pike from nm~ Hoopm, Avenue to the G & O Railroad
Jeff~monviUe, Jndleai
Attachment "C" (Continued)
Visual soil c~ass~cm~m, moisture camera amt
Artesian3 li~;la 2X~85O0,,ea ................ $10000
Imm~'amem.~ampmssive stmn;m 2 X .'~0 aa/hr ~ ...........
...................................... 1~0.00
~tan~lartt Pm~tar, 1 X $125.00/ea .......................................
· 125 00
California Bearing Raao, 1 X ~3S0.0a/ea ............................... :350.00
8ubtot~ ............... $ 7'05.00
Analyses ~d mpmt of findings ...................................... $1,600.00
Estlmama Tetal .............. $ 5.876.00
"Attachment C" (Continued)
COMPENSATION FOR ENGINEER'S SERVICES
MANHOURS AND FEE JUSTIFICATION
FOR PROFESSIONAL SERVICES
ROADWAY DESIGN
OTHER DIRECT COST
PRINTING:
24" x 36" Blue Print:
Field Check Plans
Plans for Utility Companies
Right-of-Way Check Prints
For Soil Work
18 Sets @ $70.00/set
TOTAL OTHER DIRECT COST
10 sets
5 sets
1 set
2 sets
$1.260.00
$1,260.00