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Rohde,Soyka&AndrewsROHDE, SoYKA 40 Garden Street ~ & ANDREWS Poughkeepsie, NY 12601 Consulting Engineers, P.C. Phone: (845) 452-7515 Fax: (845) 452-8335 E-Mail Address: info@rsaengrs.com Wilfred A. Rohde, P.E • Michael W. Soyka, P.E • John V. Andrews, Jr., P.E TOWN OF WAPPINGER PLANNING BOARD 2012 FEE SCHEDULE For all work done on a time and material basis, the following Fee Schedule shall apply: Principal Engineer $125.00 per hour Wilfred A. Rohde, P.E. John V. Andrews, Jr., P.E. Principal Engineer -Active Retired $115.00 per hour Michael W. Soyka, P.E. Licensed Engineer 115.00 per hour Julie S. Mangarillo, P.E., CPESC Staff Engineer 90.00 per hour Senior Designer 85.00 per hour Senior CADD Operator 85.00 per hour CADD Operator 75.00 per hour Designer 75.00 per hour Contract Specialist /Administrative Assistant 60.00 per hour Susan E. Naglieri Mileage 0.60 per mile Copies Black & White 0.25 per copy Color 1.00 per copy Bond Plots Black & White 0.45 per square foot Color 0.75 per square foot Expenses & Special Services Cost plus 15% Outside Consultant Fees Cost plus 20% This Schedule is in effect from January 1, 2012 through December 31, 2012 ROHDE, SOYKA 40 Garden Street & ANDREWS Poughkeepsie, NY 12601 Consulting Engineers, P.C. Phone: (845) 452-7515 Fax: (845) 452-8335 E-Mail Address: info@rsaengrs.com Wilfred A. Rohde, P.E • Michael W. Soyka, P.E • John Y. Andrews, Jr., P.E. November 10, 2011 Planning Board Town of Wappinger 20 Middlebush Road Wappingers Falls, NY 12590 Attn: Victor L. Fanuele, Chairman RE: Professional Services -Civil Engineering Town of Wappinger Planning Board Dear Chairman Fanuele and Members of the Planning Board: Rohde, Soyka & Andrews Consulting Engineers, P.C. (RSA) is pleased to submit this proposal for Civil Engineering Services to the Town of Wappinger Planning Board in response to your Request for Proposal dated October 4, 2011. RSA currently provides services to the Town of Fishkill Planning Board, a position we have held since 1992; the Town of Kent Planning Board, a position we have held since 1997 and we provide special project assistance on an as-needed basis to the Planning Boards of the Town of Amenia and the Town of Lloyd in Ulster County. In the past, we have provided civil engineering services to the Town of Beekman Planning Board from January 2002 to the end of December 2009; and from time to time to the Town of LaGrange Planning Board in the event of a conflict on the part of their customary engineer. We believe, based on these positions, that we have the experience, skill, practical and technical knowledge necessary to provide the Town of Wappinger Planning Board with the civil engineering services you are seeking. 1.0 SCOPE OF WORK Pursuant to your Request for Proposal, the services to be provided to the Planning Board specifically include, but may not necessarily be limited to, studying and reporting on all proposed development matters (for example subdivisions, site plans, special use permits and other normal planning matters); site visits as necessary and; attendance at two (2) evening Planning Board meetings per month. We are able and prepared to provide these required basic services as described. Each Planning Board that we have worked with has had its own unique way of utilizing its professional consultants. Each Planning Board has clearly established expectations with respect Page 1 of 6 Planning Board Town of Wappinger November 10, 2011 Page 2 of 6 to the performance of their consultants. The manner and method by which services are provided to the various Planning Boards has been established by those Boards during the initial stages of the engagement. It is our experience that the technical aspects of the position, particularly coordination with the Planning Board Secretary and the other consultants employed by the Board; the format and distribution of comment memos and reports; and the participation level of the consultant in Board discussions and site visit are generally easily worked out. Understanding the policies, practices, procedures and requirements of the Board itself tend to take longer and generally evolve over time depending upon the character of the Board and of the consultant. We have come to realize, given our experience over time with differing Planning Boards, that it is our responsibility as the consultant to tailor our schedule for the completion of assigned tasks to the schedule of the Planning Board. The regular and routine Planning Board meeting schedule establishes targets and milestones. As the consultant it is essential that we maintain the flexibility to satisfy the requirements of the Board in moving projects toward completion. We believe that a thorough initial review of any project with the identification of all pertinent issues in the early stages of development is the key to maintaining a good project review schedule. Following that initial review, it is important to maintain open lines of communication and coordination with other consultants, Town staff and the Board itself in order to maintain a workable project schedule. We realize that there are a wide variety of factors that go into reviewing a project efficiently. We believe that that the quality of the submittal made on behalf of a given project is the single most important element in moving a project forward. The responsibility for such a submittal falls on the Project Sponsor but it is incumbent on us as the consultant to the Town to identify, describe and maintain a consistent approach to deficiencies in those initial submittals. It is our custom and practice to prepare and submit written reports and/or comment memos for any and all assigned work associated with projects in front of the Planning Board. All such reports or comment memos will be signed by the individual responsible for their content. In discussion of such items with the Board we believe it is imperative that the individual preparing the report or comment memo be available to the Board and the Project Sponsor for discussions. The written comment memorandum covering each submittal typically address compliance with the technical aspects of appropriate Town Code sections, the Town Comprehensive Plan and the identified priorities, procedures and standards of the Town of Wappinger and general engineering custom and practice. Subsequent reviews would document compliance with or satisfaction of previous comments and include new comments occasioned by the current submittal. We believe it to be important that consistency be maintained in the review of submitted projects. We prefer that all our work be properly coordinated through the Planning Board. In our experience direct involvement by us with the Project Sponsor should be avoided unless specifically authorized by the Planning Board in advance. Meetings with the Project Sponsor ROIiDE, SOVxA BL ANDREWS CONSULTING ENGINEERS, P.C. Planning Board Town of Wappinger November 10, 2011 Page 3 of 6 should only occur when authorized by the Planning Board and should, whenever possible, be attended by appropriate members of the Town staff and/or other members of the consultant team. All meetings are documented in written form with copies submitted to the Planning Board and all attendees. In our experience, when changing consultants, it is important that a proper transition occur. Submittals for existing projects currently before the Board and previously reviewed by other consultants need to be handled in a manner which minimizes inconvenience to the Planning Board and the Project Sponsor, maintains the project schedule and controls the additional cost that may result from the transition. In our experience it becomes important for us as the new consultant to familiarize ourselves with the current status of a given project and the contents of prior review memorandum and/or reports. Going forward, it is imperative that we address and document completion or satisfaction of prior comments and prepare new comments without revisiting closed issues. 2.0 POINT OF CONTACT The Principal Engineer and point of contact for the Town of Wappinger Planning Board will be John V. Andrews, Jr., P.E. It is likely that Julie S. Mangarillo, P.E., CPESC will play a major role and participate extensively in the review of projects before the Board and may on occasion attend Planning Board meetings with or in lieu of Mr. Andrews. Administrative and billing matters will be handled by Susan E. Naglieri. From time to time it may be necessary to utilize other RSA personnel to provide services for the engagement. 3.0 DISCLOSURE Rohde, Soyka & Andrews Consulting Engineers, P.C. does not have any active or ongoing projects within the Town of Wappinger and/or before any Town of Wappinger Board or department. There may be situations where our work as the Engineer to the Town of Fishkill Planning Board involves projects which straddle the Town of Fishkill or the Town of Wappinger town line. If we are selected to provide services to the Town of Wappinger Planning Board, it is our Company policy and we affirmatively state for the record that we will not accept or pursue any private projects within the Town of Wappinger and/or any projects which may require approval or permit from a Town of Wappinger Board or department for the period of time that we are employed as a consultant to the Town of Wappinger Planning Board. ROHDE, SOYKA 8L ANDREWS CONSULTING ENGINEERS, P.C. Planning Board Town of Wappinger November 10, 2011 Page 4 of 6 4.0 TERM OF THE AGREEMENT The term of this agreement will be to December 31, 2012. The Town of Wappinger Planning Board has the option to exercise up to two (2) annual renewals. We understand the Town maintains the right to terminate any agreement without cause by specifying the date of termination in a written notice to the firm at least sixty (60) days before the termination date. In the event of any termination, RSA will be entitled to reasonable and equitable compensation for all satisfactory services rendered. 5.0 BASIS OF SERVICES All services will be performed on a time and material basis in accordance with Attachment A, 2012 Fee Schedule (enclosed herewith under separate sealed cover), unless otherwise agreed to prior to the commencement of work. RSA reserves the right to annually adjust the fee schedule for services rendered, providing that the adjustment does not exceed the annual consumer price index increase and, further, that written notice is provided to the Town no later than September 15`" of the year preceding the anticipated rate adjustment. For services funded through a Town Escrow process, RSA reserves the right to suspend work on any project for which no payment is received within forty-five (45) days of billing due to escrow depletion. RSA expects the Town to honor this position and to suspend action on any project for which non payment occurs. 6.0 REUSE OF DOCUMENTS -CONTRACT FORM EXCEPTION All documents including Drawings and Specifications prepared or furnished by RSA (and the Engineer's independent professional associates and consultants) pursuant to this Agreement are instruments of service in respect to the Project, and the Engineer shall retain any ownership and property interest therein whether or not the Project is completed. The Owner may make and retain copies for information and reference in connection with the use and occupancy of the project by the Owner and others; however, such documents are not intended or represented to be suitable for reuse by the Owner or others on extension of the Project or on any other project. Any reuse without written verification or adaption by the Engineer for the specific purpose intended will be at the Owner's sole risk and without liability or legal exposure to the Engineer, or the Engineer's independent professional associates or consultants, and the Owner shall indemnify and hold harmless the Engineer and the Engineer's independent professional associates and consultants from all claims, damages, losses and expenses, including attorneys' fees, arising out of or resulting therefrom. Any such verification or adaptation will entitle the Engineer to further compensation at rates to be agreed upon by the Owner and the Engineer. ROHDE, SOYKA BG ANDREWS CONSULTING ENGINEERS, P.C. Planning Board Town of Wappinger November 10, 2011 Page 5 of 6 7.0 PAYMENT FOR TRAVEL -CONTRACT FORM EXCEPTION Payment for travel time and reimbursement for miles driven is standard for the consulting business. RSA proposes that mileage and travel time be subject to reimbursement for attendance at Planning Board meetings and scheduled site visits. These charges will be apportioned to each project up for review at the Planning Board meeting and reimbursed to RSA from the escrow account. RSA also proposes that travel time and mileage for meetings with Project Sponsors and/or Town officials, outside of Planning Board meetings, be subject to reimbursement. These charges will also be apportioned to the project which is the subject of the meeting and reimbursed to RSA from the escrow account. 8.0 OPINIONS OF COST Since RSA has no control over the cost of labor, materials, equipment or services furnished by others, or over the Contractor(s)' methods of determining prices, or over competitive bidding or market conditions, the Engineer's opinions of probable Total Project Costs and Construction Cost provided for herein are to be made on the basis of the Engineer's experience and qualifications and represent the Engineer's best judgment as an experienced and qualified professional engineer, familiar with the construction industry, but the Engineer cannot and does not guarantee that proposals, bids or actual Total Project or Construction Costs will not vary from opinions of probable cost prepared by the Engineer. 9.0 CONTROLLING LAW This Agreement is to be governed by the law of the principal place of business of RSA. 10.0 BILLING AND PAYMENT Bills will be rendered at the end of each month and are due upon receipt. Bills will be itemized by personnel and expenses. Each bill will contain a description of the work done during the billing period. A sample municipal invoice is attached hereto for your information. 11.0 INSURANCE RSA carries both General and Professional Liability Insurance. Sample Certificates of Insurance are attached herewith for your review. RSA is prepared to provide appropriate Certificates of Insurance to the Town of Wappinger when requested. ROHDE, SOYKA BC ANDREWS CONSULTING ENGINEERS, P.C. Planning Board Town of Wappinger November 10, 2011 Page 6 of 6 12.0 ATTACHMENTS - Detailed Statement of Qualifications - Resumes of Key Personnel - . List of Municipal References ~, - 2012 Fee Schedule (enclosed herewith under separate sealed cover) - Sample Municipal Invoice - Sample Certificates of Insurance, General and Professional Liability rr Thank you for the opportunity to submit this proposal. We would be pleased to meet with the Town to ~§ discuss our proposal in more detail. Yours very truly, ~' ROHDE, SOYKA & ANDREWS CONSULTING ENGINE RS, P.C. i John V. Andrews, Jr., P.E. ~„ Enclosures ~r ROHDE, SOncA & ANDREWS CONSULTING ENGINEERS, P.C.