2010-21 CONTINUING CONTRACT AND AGREEMENT FOR PROFESSIONAL
ARCHITECTURAL SERVICES
�o � THIS AGREEMENT is entered into as of this 41 day of apP 1 1
2009-, by and between the CITY OF CLERMONT, FLORIDA, a municipal corporation under the
laws of the State of Florida whose address is: 685 W. Montrose Street, Clermont, Florida,
hereinafter referred to as "CITY" and ARCHITECT DESIGN GROUP, INC, 333 N. Knowles
Avenue, Winter Park, FL 32789 hereinafter referred to as "ARCHITECT."
WITNESSETH
WHEREAS, the CITY is in need of qualified and licensed architectural services related to the police
department expansion project;
WHEREAS, the CITY, in accordance with Section 287.055, Florida Statutes, solicited proposals for
services as more fully described and set forth in RFQ: 10 -001; and
WHEREAS, the ARCHITECT submitted a proposal to provide said services and has represented to
CITY that it is qualified and desires to perform said services in accordance with the terms and
conditions contained herein, and all applicable law and professional standards;
NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which
is hereby acknowledged, the parties covenant and agree as follows:
1.0 TERM
1.1 This Agreement is to become effective upon execution by both parties, and shall remain
in effect for a one (1) year term, unless terminated as provided for herein. Additionally,
the parties agree that the term may be extended upon mutual agreement for periods of one
(1) year, but such option to extend may only be utilized four (4) times unless authorized
by the City Council for additional extensions.
1.2 The term of any task authorization/work order, as described in Section 2 hereof shall be
as set forth in such task authorization/work order, and all of the terms and conditions of
this Agreement shall survive until completion of all task authorizations /work orders.
2.0 DESCRIPTION OF SERVICES
2.1 It is expressly understood and acknowledged that nothing herein shall obligate or
guarantee to ARCHITECT any agreement or task authorization and CITY expressly
reserves the right to exercise its option to issue any such agreements to any qualified firm
or entity in accordance with all applicable laws, ordinances, policies and /or regulations.
2.2 The CITY shall make request of ARCHITECT for professional architectural and other
related consulting services on a task basis. The CITY will communicate with
1
ARCHITECT, verbally or in writing, a general description of the task to be performed.
The ARCHITECT will generate a detailed Scope of Work document, prepare a Schedule,
add a not -to- exceed - budget to accomplish the task, and send the developed "Task
Proposal" to the CITY. If a site visit by ARCHITECT is needed to generate the scope
document, ARCHITECT shall request approval prior to visiting the site. The CITY will
review the proposal, and if the description is mutually acceptable, the parties will enter
into a written "task authorization or work order ". The Scope of Services generally to be
provided by the ARCHITECT shall be as provided and contemplated by the CITY in that
certain RFQ # 10 -001 and ARCHITECT'S response thereto, which are expressly
incorporated herein and made a part hereof as if restated
ARCHITECT shall not be authorized to proceed until the CITY has issued a Notice to
Proceed to the ARCHITECT. Upon receipt of the signed Task Authorization/Work
Order and a Notice to Proceed from the CITY, the ARCHITECT shall perform the
services set forth in the Task Authorization/work order.
2.3 ARCHITECT shall provide CITY'S designated project manager with monthly time
sheets or labor cost statements for services rendered during the preceding month. Each
time sheet shall state the names and classifications of all personnel who performed
services during said month under the task authorization, and the number of hours worked
by each.
3.0 CHANGES IN THE SCOPE OF WORK
3.1 CITY may make changes in the services at any time by giving written notice to
ARCHITECT. If such changes increase (additional services) or decrease or eliminate
any amount of work, CITY and ARCHITECT will negotiate any change in total cost or
schedule of modifications. If the CITY and ARCHITECT approve any change, the task
authorization/work order will be modified to reflect the changes; and ARCHITECT shall
be compensated for said services in accordance with the terms of Article 5.0 herein. All
change orders shall be authorized in writing by CITY'S and ARCHITECT'S designated
representatives.
3.2 All of CITY'S task authorizations /work orders and amendments thereto shall be
performed in strict accordance with the terms of this Agreement insofar as they are
applicable.
4.0 SCHEDULE
4.1 ARCHITECT shall perform services in conformance with the mutually agreed upon
schedule set forth in the negotiated task authorization. ARCHITECT shall complete all
services in a timely manner and will keep CITY fully informed of the status of work on a
reasonable basis in relation to the scope of the project or at least monthly.
2
Should ARCHITECT fall behind the agreed upon schedule, it shall employ such
resources so as to comply with the agreed upon schedule at no additional cost to the
CITY.
4.2 No extension for completion of services shall be granted to ARCHITECT without
CITY'S prior written consent, except as provided in Sections 3.1 and 20.0 herein.
5.0 METHOD OF PAYMENT FOR SERVICES AND EXPENSES
5.1 DEFINITIONS:
5.1.1 The "ARCHITECT's Professional Services Fee Schedule" as set forth in Exhibit
"A ", attached hereto and incorporated herein, are used as a basis for payment for
services pursuant to Paragraphs 2.0 and 3.0. These fee schedules shall include
wages, salaries, taxes, insurance, overhead and profit. The hourly salary rates set
forth in the Fee Schedule are firm for the initial term, but are subject to an
equitable adjustment that is to be negotiated prior to the renewal of the
Agreement. Any adjustments to the Fee Schedule must be mutually agreed to by
the CITY and ARCHITECT.
5.1.2 The "ARCHITECT's Reimbursable Expenses Schedule" as set forth in Exhibit
"B ", attached hereto and incorporated herein, as provided by the ARCHITECT, is
used as the basis for payment for actual costs of all reimbursable expenses
incurred in connection with the services rendered.
Reimbursable expenses shall include, but not be limited to: telephone, printing,
subsistence, and automobile expenses, which are directly or indirectly in
connection with the project. Said reimbursable expenses shall be passed through
at a cost factor of 1.0.
5.1.3 The "Deliverables" are defined as plans, reports, findings, specifications, or
anything else that is the end product or work performed by the ARCHITECT or
the CITY. ARCHITECT shall, within such time constraints as may be set forth in
the task authorization/work order, submit to CITY the deliverables as identified in
the task authorization/work order; and ARCHITECT shall, upon completion of all
work, submit to the CITY all information developed in the course of the
consulting services. ARCHITECT shall, upon request by CITY and upon
completion or termination of this Agreement, deliver to CITY all material
furnished to ARCHITECT, provided the CITY identifies those materials in
writing.
5.2 PAYMENT /COMPENSATION:
CITY agrees to pay or compensate the ARCHITECT for the professional services
performed on each task authorization/work order in accordance with one of the following
methods, unless otherwise provided herein or in the task authorization/work order.
3
5.2.1 Not to exceed cost based upon the "ARCHITECT's Professional Services Fee
Schedule."
5.2.2 Lump sum cost based upon the "ARCHITECT'S Professional Services Fee
Schedule."
5.3 SERVICES - ADDITIONAL: CITY shall pay ARCHITECT as follows:
5.3.1 Professional Associates, Consultants and /or Subcontractors: For services and
expenses of independent associates, Consultants and /or subcontractors employed
by ARCHITECT, the amount invoiced to ARCHITECT times a factor of 1.0 for
invoices to the CITY.
5.3.2 Expert Witness: For any litigation, arbitration or other legal or administrative
proceeding for any time spent in preparation for such litigation, on the same basis
as set forth in Paragraph 5.1 and 5.3.1
5.4 TIME FOR PAYMENT: At monthly intervals, ARCHITECT shall submit statements for
services, additional services rendered and for reimbursable expenses incurred. The
statements will be based upon ARCHITECT'S actual manpower expended and actual
expenses incurred within the billing period.
5.4.1. As a condition precedent to receiving payment, ARCHITECT shall have been
authorized to proceed by CITY, shall not be in default of any of the terms and
conditions of this Agreement and shall provide to CITY an invoice. The invoice
shall be forwarded to CITY, no more frequently than once per month, and signed
by an authorized representative of ARCHITECT related to the applicable monthly
installment payment. The invoice shall include a statement identifying the period
for which it applies and the sub -tasks or portions thereof, completed by the
specific task authorization/work order, and specifically set forth the percent of
completion of each sub -task for which compensation is being requested.
5.4.2. All invoices submitted for compensation shall include a statement by
ARCHITECT that states as follows:
"This statement sets forth only actual time spent by the firm's employees and
does not contain any unit billing, multipliers, or other devices that permit payment
for more than actual time spent."
5.4.3. CITY shall pay all valid, approved, and undisputed invoices within thirty (30)
days of receipt from ARCHITECT. In the event that CITY disputes any invoice
submitted, it shall advise ARCHITECT, in writing, and said invoice shall not be
deemed due and payable under this agreement. Neither the CITY'S review,
approval or acceptance of, nor payment for, any services provided hereunder shall
be construed to operate as a waiver of any rights under this Agreement and the
4
ARCHITECT shall be liable to CITY for any and all damages to CITY caused by
the ARCHITECT'S negligent or wrongful performance of any of the services
furnished under this Agreement.
5.5 OTHER PROVISIONS CONCERNING PAYMENTS:
5.5.1 In the event of termination by CITY under Section 18.0 during the performance of
the services, payments due ARCHITECT up to the point of termination, including
payments for services rendered, and all costs incurred shall constitute total
payment for such services.
5.5.2 Records of ARCHITECT's Salary Costs and Expenses pertinent to
ARCHITECT'S compensation under this Agreement will be kept in accordance
with generally accepted accounting principles. These records will be made
available to CITY for audit upon request by CITY. Copies will be made available
to CITY on request prior to final payment for ARCHITECT'S services.
5.5.3 A separate invoice must be submitted for each individual task authorization.
Invoices must show a breakdown of the number of hours worked by each person
charging time to the task authorization, hourly salary cost and any reimbursable
expenses.
6.0 RIGHT TO INSPECTION
6.1 CITY or its agents shall at all times have the right to review or observe the services
performed by ARCHITECT.
6.2 No inspection, review, or observation shall relieve ARCHITECT of its responsibility
under this Agreement.
7.0 PROGRESS MEETING
CITY'S designated Project Manager may hold periodic progress meetings on a monthly
basis, or more frequently, if required, during the term of any task authorization entered
into under this Agreement. ARCHITECT'S Project Manager and all other appropriate
personnel shall attend such meetings as designated by CITY'S Project Manager, and
ARCHITECT shall be compensated at the billing rates set forth in Article 5.0
8.0 SAFETY
8.1 ARCHITECT agrees to comply with CITY'S published safety standards while on the
property of CITY. A copy of these standards is provided in Exhibit "C ", attached hereto
and incorporated herein.
8.2 ARCHITECT shall have full responsibility and assume all liability for the safety and
supervision of its employees while performing services provided hereunder.
5
9.0 REASONABLE ACCESS
During the term of this Agreement, CITY shall grant ARCHITECT reasonable access to
the CITY'S premises for purposes of fulfilling its obligations under this Agreement.
10.0 INSURANCE AND HOLD HARMLESS /INDEMNIFICATION
ARCHITECT shall maintain in force during the term of this Agreement, at its own
expense, insurance as set forth in Exhibit "D ", attached hereto and incorporated herein
and shall be bound by the terms of the Hold Harmless /Indemnification provisions
expressed therein.
11.0 COMPLIANCE WITH LAWS AND REGULATIONS
ARCHITECT shall comply with all requirements of federal, state and local laws, rules,
regulations, standards, and /or ordinances applicable to the performance of this
Agreement.
12.0 REPRESENTATIONS
12.1 ARCHITECT represents that the services provided hereunder shall conform to all
requirements of this Agreement, RFQ #10 -0001 and ARCHITECT'S response thereto;
shall be consistent with recognized and sound professional engineering practices and
procedures; and shall conform to the customary standards of care, skill, and diligence
appropriate to the nature of the services rendered.
12.2 ARCHITECT represents that the personnel furnishing such services shall be qualified
and competent to perform the services assigned to them and that such guidance given by
and the recommendations and performance of such personnel shall reflect their best
professional knowledge and judgment.
12.3 Subject to the provisions of this Section, should ARCHITECT breach the warranties set
forth herein, CITY shall have such remedies as may be provided at law or equity.
12.4 Without limiting the generality of the foregoing, if the ARCHITECT completes its
services under any task authorization entered into hereunder, and the ARCHITECT'S
services are non - complying, defective, or otherwise improperly performed and CITY
notifies ARCHITECT in writing that a defect, error, omission or noncompliance has been
discovered in ARCHITECT'S services, ARCHITECT shall, at the option of CITY: a)
correctly re- perform such non - complying, defective, or otherwise improperly performed
services at no additional cost to CITY; b) refund the amount paid by CITY attributable to
such non - complying, defective or otherwise improperly performed services; or c) if
ARCHITECT fails to take action under a) above, at ARCHITECT'S sole expense,
otherwise cure or have cured any such non - complying, defective, or otherwise
improperly performed services.
6
12.5 The only representations made by ARCHITECT are those expressly enumerated in this
provision. Any other statements of fact or descriptions expressed in the Agreement or
any attachments thereto, shall not be deemed to constitute a warranty of the work or any
part thereof.
13.0 GUARANTEE AGAINST INFRINGEMENT
ARCHITECT guarantees that all services provided under this Agreement shall be free from
claims of patent, copyright, and trademark infringement. Notwithstanding any other provision of
this Agreement, ARCHITECT shall indemnify and hold harmless CITY, its officers, directors,
employees, agents, assigns, and servants from and against any and all liability, including
expenses, legal or otherwise, for actual infringement of any patent, copyright, or trademark
resulting from the use of any goods, services, or other items provided under this Agreement.
Notwithstanding the foregoing, ARCHITECT may elect to provide non - infringing services.
14.0 DOCUMENTS
14.1 Upon CITY'S or its designated Project Manager's request, at any time during the term of
this Agreement or upon completion or termination of this Agreement, ARCHITECT shall
provide CITY or its designated Project Manager with a copy of all documents and
electronic files prepared by ARCHITECT under this Agreement or any Task
Authorization hereunder. CITY understands that re -use of any documents for any other
purposes, shall be at the CITY'S own risk.
14.2 The parties acknowledge that the CITY is a Florida municipal corporation and subject to
the Florida Public Records Law, therefore, to the extent applicable to it, ARCHITECT
agrees to comply with the terms thereof with regard to any and all documents related to
the CITY.
15.0 ASSIGNMENT
15.1 ARCHITECT shall not assign or subcontract this Agreement, any task authorization
hereunder, or any rights or any monies due or to become due hereunder without the prior,
written consent of CITY.
15.2 If, upon receiving written approval from CITY, any part of this Agreement is
subcontracted by ARCHITECT, ARCHITECT shall be fully responsible to CITY for all
acts and /or omissions performed by the subcontractor as if no subcontract had been made.
15.3 If CITY determines that any subcontractor is not performing in accordance with this
Agreement, CITY shall so notify ARCHITECT who shall take immediate steps to
remedy the situation.
15.4 If any part of this Agreement is subcontracted by ARCHITECT, prior to commencement
of any work by the subcontractor, ARCHITECT shall require the subcontractor to
7
provide CITY and its affiliates with insurance coverage as set forth by the CITY'S
Human Resources Director /Risk Management.
16.0 INDEPENDENT ARCHITECT
At all times during the term of this Agreement, ARCHITECT shall be considered an independent
ARCHITECT.
17.0 DEFAULT
If during the term of this Agreement, ARCHITECT shall be in default of any of the material
provisions of this Agreement, CITY may suspend its performance hereunder until such
delinquency or default has been corrected; provided, however that no suspension shall be
effective unless and until CITY gives written notice of the default to ARCHITECT with at least
ten (10) days to cure such default. If ARCHITECT fails to correct such delinquency or default
within thirty (30) days of suspension by CITY, CITY may terminate this Agreement.
18.0 TERMINATION
Notwithstanding any other provision of this Agreement, CITY may, upon written notice to
ARCHITECT, terminate this Agreement if: a) without cause and for convenience upon thirty
(30) days written notice to ARCHITECT b) ARCHITECT is adjudged to be bankrupt; c)
ARCHITECT makes a general assignment for the benefit of its creditors; d) ARCHITECT fails
to comply with any of the conditions of provisions of this Agreement; or e) ARCHITECT is
experiencing a labor dispute, which threatens to have a substantial, adverse impact upon
performance of this Agreement, without prejudice to any other right or remedy CITY may have
under this Agreement. In the event of such termination, CITY shall be liable only for the
payment of all unpaid charges, determined in accordance with the provisions of this Agreement,
for work, properly performed and accepted prior to the effective date of termination.
19.0 FORCE MAJEURE
Any delay or failure of either party in the performance of its required obligations hereunder shall
be excused if and to the extent caused by acts of God: fire; flood; windstorm; explosion; riot;
war; sabotage; strikes; extraordinary breakdown of or damage to CITY'S affiliates' generating
plants, their equipment, or facilities; court injunction or order; federal and /or state law or
regulation; order by any regulatory agency; or cause or causes beyond the reasonable control of
the party affected; provided that prompt notice of such delay is given by such party to the other
and each of the parties hereunto shall be diligent in attempting to remove such cause or causes.
If any circumstances of Force Majeure remain in effect for sixty (60) days, either party may
terminate this Agreement.
20.0 GOVERNING LAW & VENUE
8
This Agreement is made and shall be interpreted, construed, governed, and enforced in
accordance with the laws of the State of Florida. Venue shall be Lake County, Florida, or the
United States District Court in and for the Middle District of Florida.
21.0 HEADINGS
Paragraph headings are for the convenience of the parties only and are not to be construed as part
of this Agreement.
22.0 SEVERABILITY
In the event any portion or part of this Agreement is deemed invalid, against public policy, void,
or otherwise unenforceable by a court of law, the parties shall negotiate an equitable adjustment
in the affected provision of this Agreement. The validity and enforceability of the remaining
parts thereof shall otherwise be fully enforceable.
23.0 WAIVER AND ELECTION OF REMEDIES
23.1 Waiver by either party of any terms, condition, or provision of this Agreement shall not
be considered a waiver of that term, condition, or provision in the future.
23.2 No waiver, consent, or modification of any of the provisions of this Agreement shall be
binding unless in writing and signed by a duly authorized representative of each party
hereto.
24.0 THIRD PARTY RIGHTS
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than
CITY and ARCHITECT.
25.0 PROHIBITION AGAINST CONTINGENT FEES
ARCHITECT warrants that it has not employed or retained any company or person, other than a
bona fide employee working solely for the ARCHITECT, to solicit or secure this Agreement,
and that it has not paid or agreed to pay any person, company, corporation, individual, or firm,
other than a bona fide employee working solely for the ARCHITECT, any fee, commission,
percentage, gift, or other consideration contingent upon or resulting from the award or making of
this Agreement.
26.0 ENTIRE AGREEMENT
Except as otherwise state, this Agreement, including the schedules, attachments, appendixes and
exhibits attached hereto, constitutes the entire agreement between CITY and ARCHITECT with
respect to the services specified and all previous representations relative thereto, either written or
oral, are hereby annulled and superseded.
9
27.0 SOVEREIGN IMMUNITY
Nothing contained in the Agreement shall be construed as a waiver of the CITY'S rights to
sovereign immunity under Section 768.28, Florida Statutes, or other limitations imposed on the
CITY'S potential liability under state or federal law.
28.0 NOTICE
Any notices required to be given by the terms of this Agreement shall be delivered by hand or
mailed, postage prepaid to:
CITY: City Manager
City of Clermont
685 West Montrose Street
Clermont, Florida
ARCHITECT: Architects Design Group, Inc.
333 N. Knowles Avenue
Winter Park, FL 32789
Either party may change the name of the person receiving notices and the address at which
notices are received by so advising the other party in writing.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date indicated
below:
CITY OF CLERMONT, FLORIDA ARCHITECTS DESIGN GROUP, INC.
‚9
411110
arold Turville, Jr., Mayor Printed Name: j A F__ MA—
Title: \I tcer mes
AT EST: ATT T:
Await A Awl
Tra Ackro d, ity C1- 9""
(CORPORATE SEAL)
10
Exhibit "A"
Architect's Professional Services Fee Schedule
Architects Design Group,
Winter Park • Fort Myers • Florida • www architectsEdesigny p.conn
April 16, 2010
Mr. Freddy Suarez, Purchasing Manager
Clermont Purchasing Department
685 W. Montrose Street
Clermont, Florida 32711
Re: Clermont Police Department Facility
Proposal for Architectural / Engineering Services
ADG Project No. 844 -1.21
Dear Mr. Suarez:
Please find attached our proposal for the Detailed Spatial Needs Assessment, Master
Planning, and the future Design and Construction Administration phases for the proposed
Police Department Facility. We are also available to present this proposal to the Mayor,
Council, and Administration during a Council meeting upon your request.
In the meantime, we are available to respond to any questions or comments that may
arise, so please feel free to contact us at your convenience. Thank you for this
opportunity to work with the City staff on this exciting project. We are very much
looking forward to it.
I remain, sincerely,
Ian A. Reeves, AIA
Vice President
Cc: ISKR V, KN — ADG
Attachments: Attachment "A" — Scope of Services; Attachment "B" — Professional Fee Allocation
H ^ADMIN` JOB 't844`( ontract Cover L cue] 0416.10.doc
ATTACHMENT "A"
Scope of Services
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16, 2010
General Description:
The project is generally described as Programming, Master Planning, and Standard
Architectural /Engineering Services for the City of Clermont Police Department Facilities.
The Phases of Services are herein identified as follows:
1. Phase I - A: Spatial Needs Assessment:
1.1 The Architect shall participate in an initial meeting, with Police Department personnel and
City staff, to review the proposed project and to establish project schedules for specific
tasks.
1.2 The Architect shall conduct an analysis of the routine operations of the identified entities
in order to fully understand their function, operations and the respective interaction,
relationship, adjacency priorities and potential of joint use facilities.
1.3 A detailed Spatial Needs Assessment shall then be conducted, providing documentation as
to current and future needs; future need being defined as those anticipated for the years
2020 and 2030, and the current need being defined as the year 2010.
The process for obtaining this information shall consist of a two -part effort; a detailed
questionnaire and on -site interviews with the staff of the various departments /entities, as
noted above.
The questionnaire shall relate to such information as:
1.3.1 Historical, Current and Projections for Future Staffing Levels.
1.3.2 A Detailed Mission Statement.
1.3.3 An Organizational Chart.
1.3.4 An Assessment of Requested Spaces.
1.3.5 A Definition of Functional Inter - Relationships.
1.3.6 Documentation of Specialized Equipment.
1.3.7 Documentation as to relationship to other Departments.
1.3.8 Parking Considerations
1.4 The Architect, as a part of this phase, shall consider and provide documentation to the
extent possible, current and future staffing level projections and their spatial need impact
upon future needs of facilities.
ATTACHMENT "A"
[1: AI)MIN`JOB 844'(ontract Attach-tent A 0416.I0.doc
Scope of Services
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16, 2010
Page 2
1.5 Based upon the recommendations related to facility size, the architect shall identify the
land area needed for the building, associated parking and related site requirements, such as
stormwater retention, parking areas, landscape requirements and building setback
requirements. All identified development options will be verified to be able to be
supported by the identified site.
1.6 The Architect shall research and provide information relative to identifying potential grant
funding sources, noting entities which provide funds for projects of the type envisioned by
the City.
1.7 This phase shall result in a detailed report, which shall contain recommendations relative
to potential solutions, including conclusions relative to the existing site's potential for
development, and shall include a minimum of three (3) alternative recommendations as to
the size and associated potential costs of each such alternative. Seven (7) copies of the
draft report shall be issued to the City for review and consideration, followed by twelve
(12) copies of the final report.
1.8 The results and recommendations of Phase I shall be presented to the City's Project
Management Team and subsequently to the Mayor and City Council at a public meeting
and /or workshop meeting.
1.9 The estimated schedule to complete the SNA is two (2) to three (3) months.
2. Phase I - B: Master Planning:
2.1 Based upon the information obtained during development of the Spatial Needs
Assessment, the Architect shall participate in a meeting(s) with representatives of the City
and the Police Department. The premise of this meeting shall be to obtain consensus as to
the appropriate land utilization of the City- designated property and the proposed facility as
determined by the City.
2.2 Based upon the accepted Development Alternative, the Architects shall prepare a Master
Plan Document of the selected site, illustrating:
2.2.1 Proposed land utilization of the selected site.
2.2.2 Location and general configuration of "current need" facilities.
2.2.3 Areas of potential expansion for future needs.
2.2.4 Location of vehicles access and egress, both staff and public.
2.2.5 Pedestrian areas and site circulation.
2.2.6 Vehicle Parking Areas.
2.2.7 Area(s) designated for stonnwater retention.
ATTACHMENT `A''
Scope of Services
11: ;A DMIN` 10L3.844 ( ()Mulct Attachment A 0416.10.(Mc
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16, 2010
Page 3
2.3 The Architect shall then prepare a final Master Planning Drawing illustrative of the
proposed recommended solution and present same to the City Administration, Mayor, and
City Council members.
2.4 The estimated schedule to complete the SNA is two (2) months.
3. Phase II: Standard Architectural and Engineering Services:
3.1 The Architect shall provide services for the standard phases, upon the City's direction.
11 ADMIN' 844 Contract Attachment A 0416.10 doc
ATTACHMENT "B"
Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16, 2010
Fee Allocation:
The following is the professional fee allocation for the various services defined in Attachments
"A" and "C ".
1. Phase I -A: Detailed Spatial Needs Assessment:
1.1 Principals Time:
46 hrs @ $178.00/hr $ 8,188.00
1.2 Associates Time:
94 hrs @ $132.00/hr $ 12,408.00
1.3 Graphic Designer:
30 hrs @ $65.00 /hr $ 1,950.00
1.4 Interior Design Principal:
41 hrs @ $95.00 /hr $ 3,895.00
1.5 Staff (Word Processor I):
47 hrs @ $45.00 /hr $ 2,115.00
1.6 Computer Draftsperson I:
47 hrs @ $65.00 /hr $ 3,055.00
1.7 Reimbursable Expenses $ 1,600.00
1.8 Subtotal $ 33,211.00
2. Phase I -B: Master Planning:
2.1 Principals Time:
30 hrs @ $178.00/hr $ 5,340.00
2.2 Associates Time:
50 hrs @ $132.00 /hr $ 6,600.00
2.3 Graphic Designer:
35 hrs @ $65.00 /hr $ 2,080.00
2.4 Civil Engineering Principal:
12 hrs @ $184.00/hr $ 2,208.00
2.5 Civil Engineering Assistant:
10 hrs @ $87.00/hr $ 870.00
2.6 Land Development Planner:
12 hrs @ $125.00/hr $ 1,500.00
2.7 Staff (Word Processor I):
14 hrs @ $45.00/hr $ 630.00
2.8 Landscape Architect:
10 hrs @ $130.00/hr $ 1,300.00
2.9 Reimbursable Expenses $ 900.00
2.10 Subtotal $ 21,428.00
*Note: Reimbursable expense allowances are for project- related costs associated with printing, travel, postal /courier services, long distance, etc,
in accordance with 2007 Florida Statute Sec 112.061.
I1: JOB , 844` , Contract', Attachment B 0416.10.doc
ATTACHMENT "E"
Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
March 23, 2010
Page 2
3. Phase II: Standard Architectural and Engineering Services:
The Architectural and Engineering services for the referenced project shall be based upon
the city's approved project budget.
4. Summary:
The following is a summary of services to be provided as well as related expenses:
6.1 Phase I -A: Detailed Spatial Needs Assessment $ 33,211.00
6.2 Phase I -B: Master Planning $ 21 428.00
6.3 Phase II: Standard Architectural Services & Reimbursables $ TBD
6.5 Total /Estimated Professional Fees $ 54,639.00
11:' ADM IN.JOB 844 \Conti act Attachment B 0416.1O.doe
Exhibit "B"
Architect's Reimbursable Expenses Schedule
Exhibit "C"
SPECIFICATION SAFETY REQUIREMENTS
The following safety requirements are comprehensive in nature with some site
specificity; therefore, not all sections are applicable to every Agreement. Please apply
those safety requirements as site or situation dictate. NOTE: All architects and /or
engineers who assume responsibility for contract management will be responsible for
insuring compliance with these safety requirements by all ARCHITECT and any
Subcontractors.
GENERAL
A. The ARCHITECT shall comply with Federal /State Occupational Safety
and Health Act (OSHA) Standards and any other rules and regulations
applicable to construction and /or maintenance activities in the State of
Florida. The ARCHITECT shall also comply with Chapter 442, Florida
Statutes (Toxic Substances in the Workplace), and any county, or city, or
any other agency's rules and regulations regarding safety.
B. The CITY'S safety personnel or any supervisor may, but is not required
to, order that the work be stopped if a condition of immediate danger is
found to exist. Nothing contained herein shall be construed to shift
responsibility or risk of loss for injuries or damage sustained as a result of
a violations of this Article from the ARCHITECT to the CITY; and the
ARCHITECT shall remain solely and exclusively responsible for
compliance with all safety requirements and for the safety of all persons
and property at the project site.
C. The parties hereto expressly agree that the obligation to comply with
applicable safety provisions is a material provision of this Agreement and
a duty of the ARCHITECT. The CITY reserves the right to require
demonstration of compliance with the safety provisions of this Agreement.
The parties agree that such failure is deemed to be a material breach of this
Agreement; and the ARCHITECT agrees upon such breach, all work
pursuant to the Agreement shall terminate until demonstration to the CITY
that the safety provisions of this Agreement have been complied with. In
no event shall action or failure to act on the part of the CITY be construed
as a duty to enforce the safety provisions of this Agreement, nor shall it be
construed to create liability for the CITY for any act or failure to act in
respect to the safety provisions of this Agreement.
IL SAFETY EQUIPMENT
All CITY safety regulations will be strictly adhered to and enforced by the CITY, which
may include work stoppage or removal of ARCHITECT and /or personnel. These safety
regulations include, but are not limited to:
A. All persons on CITY property will wear industrial safety glasses with
affixed side shields at all times, except, when in an office building or
construction trailer, in the enclosed cab of a motor vehicle, or during a
break period when all work has stopped.
B. All persons on CITY property will wear an approved hard hat in good
repair at all times, except when in an office building or construction
trailer, in the enclosed cab of a motor vehicle, or during a break period
when all work has stopped. Bump hats are not acceptable at any time.
C. All persons on CITY property and in an area where the noise level
exceeds 85db, must wear hearing protection that complies with ANSI
53.19 -74 (ear muffs and /or approved earplugs). This includes areas where
noisy equipment is in use (i.e. jack hammers, electric or air drills, heavy
equipment with open cabs, pipe cutting saw, etc.) and in the plant where
posted.
D. Sport or athletic -type style shoes are NOT considered a suitable work shoe
and are not acceptable as work shoes at this location.
E. Work conducted in an elevated position will require that:
1. Any person on CITY property working on or in an elevated
location (four feet above ground level) and unprotected by
handrails or guardrails must wear a safety belt or safety harness
and be tied off with a lanyard to a fixed object or support that will
restrict that person's fall to a "minimum distance."
2. Any person working from an electrical -line bucket truck will have
in use the appropriate fall protection device.
3. Any person on a pole or tree will have in use the appropriate gaffs,
belts, and /or harness.
4. Compliance with 29CFR 1910.269 is required.
F. Any person on CITY property, in an area where tools are being used that
cause or may cause flying particles or an area where there is a potential of
excessive dust or airborne particles, must wear, in addition to and over the
industrial safety glasses, either soft -sided goggles or a full face
shield /protector, and the appropriate respiratory protection equipment.
G. Where vehicular and /or pedestrian traffic is affected:
1. Maintenance of Traffic
The ARCHITECT shall conduct his work so as to interfere as little
as possible with public travel, whether vehicular or pedestrian.
Whenever it is necessary to cross, obstruct, or close roads,
driveways, and walks, whether public or private, the ARCHITECT
shall, at his own expense, provide and maintain suitable and safe
detours or other temporary expedients for the accommodation of
public and private travel, and shall give reasonable notice to
owners of private drives before interfering with them. Such
maintenance of traffic will not be required when the ARCHITECT
has obtained permission from the owner and tenant of private
property, or from the authority having jurisdiction over public
property involved, to obstruct traffic at the designated point.
2. Barricades and Lights
All streets, roads, highways, and other public thoroughfares, which
are closed to traffic, shall be protected by effective barricades on
which shall be placed acceptable warning signs. Barricades shall
be located at the nearest intersecting public highway or street on
each side of the blocked section and all other positions required by
applicable standards.
All barricades and obstructions shall be illuminated by means of
warning lights from sunset to sunrise. Materials stored upon or
alongside public streets and highways shall be so placed, and the
work at all times shall be so conducted, as to cause the minimum
obstruction and inconvenience to the traveling public.
All barricades, signs, lights, and other protective devices shall be
installed and maintained in conformity with applicable statutory
requirements and, where within railroad and highway rights -of-
way, as required by the authority having jurisdiction thereover.
All ARCHITECT owned or controlled vehicles and /or equipment,
which will be operated on or within ten (10) feet of the roadway
will be equipped with a minimum of one amber 360 degree Class I
warning device. This device must meet minimum standards for
utility construction purposes such as a minimum of 500,000
candlepower and visible from 360 degrees of mounting. The
warning device(s) must be in operation at all times that a
vehicle /equipment is on the roadway or within the ten (10) feet of
runoff area and not in a `normal" travel status.
3. Damage to Existing Property
The ARCHITECT will be held responsible for any damage to
existing structures, work, materials, or equipment because of his
operations and shall repair or replace any damaged structures,
work, materials, or equipment to the satisfaction of, and at no
additional cost to, the CITY, unless otherwise addressed in the
Agreement.
III. TOXIC SUBSTANCES
The ARCHITECT shall be responsible for compliance with Chapter 442, Florida
Statutes, "Toxic Substances in the Workplace" (Right -To -Know -Law) for its
employees and the employees of any and all subcontractors the ARCHITECT
brings on or causes to be on the project site.
The ARCHITECT shall, between receiving the Agreement and coming on the
project site to begin work, provide the CITY'S field representative with affidavits
stating that ALL personnel the ARCHITECT brings on, or causes to be on the
project site, have been given training on any toxic substances said personnel will
be working with or may be exposed to while working at the job site.
The ARCHITECT shall provide /give to the CITY'S field representative a copy of
manufacturer's MSDS for ANY and ALL "Toxic Chemicals" used by or brought
on the project site by the ARCHITECT or subcontractor prior to the substance(s)
being delivered to the CITY'S property.
The ARCHITECT and /or subcontractor must be provided MSDS(s) which is /are
in the possession of the CITY upon receipt of a written request. The CITY may
establish reasonable procedures for acting upon such requests to avoid
interruption of normal work operations.
Before any work shall begin, the ARCHITECT shall arrange a meeting to advise
CITY'S field representative about safety and any dangers CITY employees will
be subjected to, due to the presence of chemicals on the project site.
IV. TRENCHING AND EXCAVATION
Trenching and excavation operations shall comply with the OSHA 29CFR 1926
Subpart P final rule.
A. Where ARCHITECT work may interfere with other utilities, the CITY
shall be notified prior to encroachment unless otherwise addressed in the
Agreement.
B. The CITY has identified certain areas within its operations, which are
regulated by OSHA 29CFR 1910 Subpart Z. If the ARCHITECT'S work
involves these affected areas, the CITY requires prior to commencement
of ARCHITECT work that applicable and acceptable written compliance
programs and documented certification/qualifications be provided to the
CITY, management, and safety personnel.
V. ARCHITECT OPERATIONS SHALL COMPLY WITH OSHA 29CFR
1910.269. Further ARCHITECT operations shall comply with 29CFR 1910.252
and NFPA 51B for cutting and welding procedures.
VI. ARCHITECT SHALL, WITHIN THIRTY (30) CALENDAR DAYS of
notification of award of Contract, and prior to commencement of work, provide to
the CITY, the ARCHITECT'S written safety compliance program(s).
VII. CURRENT INDEPENDENT CERTIFICATION for any ARCHITECT - provided
bucket truck to be for the provision of services of this Agreement shall be
provided to the CITY prior to use of said bucket truck.
Exhibit "D"
INSURANCE REQUIREMENTS
Continuing Services Agreement
SPECIAL PROVISIONS
On the Commercial General Liability and Business Automobile Liability, the City of
Clermont shall be listed as an "additional insured" as their interest may appear. The
CITY shall not by reason of their inclusion under these policies incur liability to the
insurance carrier for payment of premiums for these policies. A renewal certificate shall
be issued thirty (30) days prior to expiration of coverage.
Where available all policies shall be of an occurrence type and provide a forty -five (45)
day notice of cancellation or modification of coverage. Prior to commencement of work,
the proper insurance certificates shall be provided to, and approved by the CITY.
DEDUCTIBLES: Given that the indemnification agreement is intended to be
supported by first dollars insurance policies, which require full disclosure of any and all
deductible for all coverage required by this specification or Contract, the only exception
will be the area of Workers' Compensation. The CITY reserves the right to determine
acceptable limits of such deductibles.
FIRST DOLLAR COVERAGE: To the extent that the ARCHITECT may elect to
purchase insurance, which provides a deductible or (SIR) self insure retention, the
ARCHITECT will assume liability to personally indemnify the CITY to the same level of
coverage required of their insurance carrier.
COVERAGE'S & LIMITS
COMMERCIAL GENERAL LIABILITY: This insurance shall be an "occurrence" type
policy written in comprehensive form and shall protect the ARCHITECT and the
additional insured against all claims arising from bodily injury, sickness, disease, or death
of any person other than the ARCHITECT'S employees or damage to property of the
CITY or others arising out of any act or omission of the ARCHITECT or his agents,
employees, or subcontractors. This policy shall also include protection against claims
insured by usual personal injury liability coverage, and to insure the liability assumed by
the ARCHITECT under the article entitled INDEMNIFICATION and COMPLETED
OPERATIONS AND PRODUCTS LIABILITY coverage.
The liability limits shall not be less than:
Personal Injury and $1,000,000 Combined
Property Damage Single limit each occurrence
BUSINESS AUTOMOBILE LIABILITY: This insurance shall cover "any auto" type
for bodily injury and property damage. This shall include owned vehicles, hired and non -
owned vehicles, and employee non - ownership.
The liability limits shall not be less than:
Bodily Injury and $1,000,000 Combined
Property Damage Single limit each occurrence
WORKERS' COMPENSATION INSURANCE: The ARCHITECT shall take out and
maintain during the life of this agreement, workers' compensation insurance for all of his
employees connected with the work of this project and in case any work is sublet, the
ARCHITECT shall require the subcontractor similarly to provide workers' compensation
insurance for all of the latter's employees unless such employees are covered by the
protection afforded by the ARCHITECT. Such insurance shall comply fully with Florida
Statutes, Chapter 440 and the Florida Workers' Compensation Law. In case any class of
employees engaged in hazardous work under this contract at the site of the project is not
protected under the workers' compensation statute, the ARCHITECT shall provide
adequate insurance, and cause such subcontractor to provide adequate insurance,
satisfactory to the owner, for the protection of his employees not otherwise protected.
PROFESSIONAL LIABILITY: ARCHITECT shall carry professional malpractice
insurance in the amount of $1,000,000 throughout the term of this Agreement and shall
maintain such coverage for an extended period of three (3) years after completion and
acceptance of any work performed hereunder. At all times throughout the period of
required coverage, said coverage shall insure all claims accruing from the first date of the
Agreement through the expiration date of the last policy period. In the event that
ARCHITECT shall fail to secure and maintain such coverage, ARCHITECT shall be
deemed the insurer of such professional malpractice and shall be responsible for all
damages suffered by the CITY as a result thereof, including attorney's fees and costs.
HOLD HARMLESS /INDEMNIFICATION
To the fullest extent permitted by laws and regulations, the ARCHITECT shall defend,
indemnify, and hold harmless the CITY, its officers, directors, , and employees from and
against all claims, damages, losses, and expenses, direct, indirect, or consequential
(including but not limited to reasonable fees and charges of engineers, architects,
attorneys, and other professionals and court and arbitration costs) arising out of or
resulting from any acts of omission or negligence in the performance of the work by the
ARCHITECT, any subcontractor, or any person or organization directly or indirectly
employed by any of them to perform or furnish any of the work or anyone for whose acts
any of them may be liable.
In any and all claims against the CITY, or any of its officers, directors, agents, or
employees by any employee of the ARCHITECT, any subcontractor, any person or
organization directly or indirectly employed by any of them to perform or furnish any of
the work or anyone for whose acts any of them may be liable, this indemnification
obligation shall not be limited in any way by any limitation on the amount or type of
damages, compensation, or benefits payable by or for the ARCHITECT or any such
subcontractor or other person or organization under workers' or workmen's
compensation acts, disability benefit acts, or other employee benefit acts, nor shall this
indemnification obligation be limited in any way by any limitation on the amount or type
of insurance coverage provided by the CITY, the ARCHITECT, or any subcontractors.
APPLICABILITY: It is the express intent of the ARCHITECT that this Agreement
shall apply to all work or purchase orders incidental to the professional
graphical /geographical systems (GIS) and computer aided design (CAD) services
agreement.
SUBROGATION: The ARCHITECT and any subcontractors shall require their
insurance carriers, with respect to all insurance policies, to waive all rights of subrogation
against the CITY, except for "Professional Liability" and workers' or workmens'
compensation. In the case of "Professional Liability," the Engineer /Architect and any
subcontractors shall waive all rights of subrogation except in situations where gross
negligence is shown on the part of the CITY.
RELEASE OF LIABILITY: Acceptance by the ARCHITECT of the last payment shall
be a release to the CITY and every officer and agent thereof, from all claims and liability
hereunder for anything done or furnished for, or relating to the work, or for any act or
neglect of the CITY or of any person relating to or affecting the work, unless expressly
reserved in writing at the time that ARCHITECT submits its request for final or last
payment.
COMPANIES ISSUING POLICIES: Each insurance policy issued hereunder shall be
issued by a company or companies authorized to do business in the State of Florida and
which have an A.M. Best Company rating of "A" or better and a Financial Size category
of "VII" or .s o herwise approved by CITY, in its sole discretion.
B• TAN A . 12CcNe AAA.
DATE: ,DS. 10
ADDENDUM TO CONTRACT
This is an Addendum to:
Contract Name: Continuing Contract and Agreement for Professional Architectural Services
(the "Contract ")
Between: Architects Design Group, Inc. and the City of Clermont (the "Parties ")
Dated: i 1 ,? 7 AO lD
For Project: Clermont Police Department Facility
The Parties agree to the following change to the Contract:
1. Name Change of a Party. The name of the Contract Party,
Architects Design Group, Inc. shall be changed to Architects Design Group, LLC,
throughout the entire Contract.
2. Controlling Document. Should there be any discrepancy
between the Contract and this Addendum, this Addendum shall control. All provisions of
the Contract not in conflict with this Addendum are still in effect.
3. No Other Changes. Except as expressly modified herein, the
Contract shall be and remain unchanged and in full force and effect in accordance with its
terms as so amended.
4. Counterparts. This Addendum may be executed in any number of
counterparts, including facsimile and electronic mail signatures, each of which will be
deemed an original and all of which, taken together, will constitute one instrument. The
parties may execute different counterparts of this Addendum, and, if they do so, the
signature pages from the different counterparts may be combined to provide one
integrated document.
IN WITNESS WHEREOF, the Parties have executed this Addendum in manner
and form sufficient to bind them as of the day and year above written.
WITNESSES: "Party"
I ARCH IT GN • OUP, IN
► • B .
Prini ame Ian
I. : Vice ire
• i•-nt
•
i Qivi 1/d 1LE
Printed Name
" _„
WITNESSES:
,,,. _- 4 4t• By: AI ro IctS . /4ryi /e /U)A 6Y`
R - Plaac: e r on O `
E' a /PP Its: Ma l"
Pri ted Name
a• [T s
Printed Nam -
G: \CORPORATE\ARCHITECTS DESIGN GROUP, LLC \CONTRACT ADDENDUM.DOC
TASK AUTHORIZATION NUMBER FOR
CONTINUING CONTRACT AGREEMENT
BETWEEN THE CITY OF CLERMONT FLORIDA AND
ARCHITECT DESIGN GROUP, INC. .
This Task Authorization is by and between ARCHITECT DESIGN GROUP, INC., hereinafter referred to
as "ARCHITECT" and the CITY OF CLERMONT, hereinafter referred to as "CITY" and is to that certain
agreement between the parties dated Rpp ii a'7 a Q /Q , and any amendments thereto,
hereinafter collectively referred to as "the Agreement ". The Parties, in exchange for the mutual covenants
contained herein and in the Agreement, agree as follows:
1. This agreement expressly modifies the Agreement and in the event of a conflict, the
terms and conditions of this Task Authorization shall prevail.
2. In addition to all other terms and conditions contained in the Agreement,
ARCHITECT shall provide services as more particularly described in the Scope of
Services attached hereto and incorporated herein as Task Authorization Exhibit "A ".
In consideration for, and upon, the satisfactory completion of said services, the CITY
shall pay to ARCHITECT the amount set forth in Task Authorization Exhibit `B"
attached hereto and incorporated herein.
3. ARCHITECT shall complete the services to be provided herein as set forth in
Exhibit "A" hereto.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement for the purposes
herein expressed on the dates set forth below.
CITY OF - ONT Atte .t: / /
a I ji ll ' g kal ( - . 0.11 , _ ‘1 • . II _ A k . 1 d i :
arol. Turville, Jr., Mayor Tracy Ackro ., City Clerk
Date:
ARCHIT r4 DESIG GROUP, INC. �1
By. �J ()/a (A) Ri2LOQ
a . e
C orate Secretary
A . Reete, ht A JP ,ra 1/4_ Secretary,
1
(Name /Title Printed or Typed) (Name Printed or Typed)
Architects Design Group, Ir
Winter Park • Fort Myers • Florida svww_architectsdes €gngraup. corn
April 16, 2010
Mr. Freddy Suarez, Purchasing Manager
Clermont Purchasing Department
685 W. Montrose Street
Clermont, Florida 32711
Re: Clermont Police Department Facility
Proposal for Architectural / Engineering Services
ADG Project No. 844 -1.21
Dear Mr. Suarez:
Please find attached our proposal for the Detailed Spatial Needs Assessment, Master
Planning, and the future Design and Construction Administration phases for the proposed
Police Department Facility. We are also available to present this proposal to the Mayor,
Council, and Administration during a Council meeting upon your request.
In the meantime, we are available to respond to any questions or comments that may
arise, so please feel free to contact us at your convenience. Thank you for this
opportunity to work with the City staff on this exciting project. We are very much
looking forward to it.
I remain, sincerely,
ft , �N
Ian A. Reeves, AIA
Vice President
Cc: ISKR V, KN — ADG
Attachments: Attachment "A" — Scope of Services; Attachment "B" — Professional Fee Allocation
H:` ,ADMIN,JOB \844 Contract\C'over Letter 0416- 10.doe
•
ATTACHMENT "A"
Scope of Services
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16, 2010
General Description:
The project is generally described as Programming, Master Planning, and Standard
Architectural /Engineering Services for the City of Clermont Police Department Facilities.
The Phases of Services are herein identified as follows:
1. Phase I -A: Spatial Needs Assessment:
1.1 The Architect shall participate in an initial meeting, with Police Department personnel and
City staff, to review the proposed project and to establish project schedules for specific
tasks.
1.2 The Architect shall conduct an analysis of the routine operations of the identified entities
in order to fully understand their function, operations and the respective interaction,
relationship, adjacency priorities and potential of joint use facilities.
1.3 A detailed Spatial Needs Assessment shall then be conducted, providing documentation as
to current and future needs; future need being defined as those anticipated for the years
2020 and 2030, and the current need being defined as the year 2010.
The process for obtaining this information shall consist of a two -part effort; a detailed
questionnaire and on -site interviews with the staff of the various departments /entities, as
noted above.
The questionnaire shall relate to such information as:
1.3.1 Historical, Current and Projections for Future Staffing Levels.
1.3.2 A Detailed Mission Statement.
1.3.3 An Organizational Chart.
1.3.4 An Assessment of Requested Spaces.
1.3.5 A Definition of Functional Inter - Relationships.
1.3.6 Documentation of Specialized Equipment.
1.3.7 Documentation as to relationship to other Departments.
1.3.8 Parking Considerations
1.4 The Architect, as a part of this phase, shall consider and provide documentation to the
extent possible, current and future staffing level projections and their spatial need impact
upon future needs of facilities.
ATTACHMENT "A"
11:' ADMIN.JOB 844 ', Contract. Attachment A 0416.10.doc
Scope of Services
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16, 2010
Page 2
1.5 Based upon the recommendations related to facility size, the architect shall identify the
land area needed for the building, associated parking and related site requirements, such as
stormwater retention, parking areas, landscape requirements and building setback
requirements. All identified development options will be verified to be able to be
supported by the identified site.
1.6 The Architect shall research and provide information relative to identifying potential grant
funding sources, noting entities which provide funds for projects of the type envisioned by
the City.
1.7 This phase shall result in a detailed report , which shall contain recommendations relative
to potential solutions, including conclusions relative to the existing site's potential for
development, and shall include a minimum of three (3) alternative recommendations as to
the size and associated potential costs of each such alternative. Seven (7) copies of the
draft report shall be issued to the City for review and consideration, followed by twelve
(12) copies of the final report.
1.8 The results and recommendations of Phase I shall be presented to the City's Project
Management Team and subsequently to the Mayor and City Council at a public meeting
and/or workshop meeting.
1.9 The estimated schedule to complete the SNA is two (2) to three (3) months.
2. Phase I - B: Master Planning:
2.1 Based upon the information obtained during development of the Spatial Needs
Assessment the Architect shall participate in a meeting(s) with representatives of the City
and the Police Department. The premise of this meeting shall be to obtain consensus as to
the appropriate land utilization of the City- designated property and the proposed facility as
determined by the City.
2.2 Based upon the accepted Development Alternative, the Architects shall prepare a Master
Plan Document of the selected site, illustrating:
2.2.1 Proposed land utilization of the selected site.
2.2.2 Location and general configuration of "current need'' facilities.
2.2.3 Areas of potential expansion for future needs.
2.2.4 Location of vehicles access and egress, both staff and public.
2.2.5 Pedestrian areas and site circulation.
2.2.6 Vehicle Parking Areas.
2.2.7 Area(s) designated for stormwater retention.
ATTACHMENT "A''
Scope of Services
H ^ ADMIN .1013',844 ontract.Attachment A 0416.10.doc
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16 2010
Page 3
2.3 The Architect shall then prepare a final Master Planning Drawing illustrative of the
proposed recommended solution and present same to the City Administration, Mayor, and
City Council members.
2.4 The estimated schedule to complete the SNA is two (2) months.
3. Phase II: Standard Architectural and Engineering Services:
3.1 The Architect shall provide services for the standard phases, upon the City's direction.
11 : iADMIN JOB'844`(ontract. Attachment ,A 0416.10.doc
ATTACHMENT B"
Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 16 2010
Fee Allocation:
The following is the professional fee allocation for the various services defined in Attachments
"A" and "C ".
1. Phase I -A: Detailed Spatial Needs Assessment:
1.1 Principals Time:
46 hrs @ $178.00 /hr $ 8,188.00
1.2 Associates Time:
94 hrs @ $132.00 /hr $ 12,408.00
1.3 Graphic Designer:
30 hrs @ $65.00 /hr $ 1,950.00
1.4 Interior Design Principal:
41 hrs @ $95.00 /hr $ 3,895.00
1.5 Staff (Word Processor I):
47 hrs @ $45.00 /hr $ 2,115.00
1.6 Computer Draftsperson I:
47 hrs @ $65.00 /hr $ 3,055.00
1.7 Reimbursable Expenses $ 1,600.00
1.8 Subtotal $ 33,211.00
2. Phase I -B: Master Planning:
2.1 Principals Time:
30 hrs @ $178.00 /hr $ 5,340.00
2.2 Associates Time:
50 hrs @ $132.00 /hr $ 6,600.00
2.3 Graphic Designer:
35 hrs @ $65.00 /hr $ 2,080.00
2.4 Civil Engineering Principal:
12 hrs @ $184.00/hr $ 2,208.00
2.5 Civil Engineering Assistant:
10 hrs @ $87.00 /hr $ 870.00
2.6 Land Development Planner:
12 hrs @ $125.00 /hr $ 1,500.00
2.7 Staff (Word Processor I):
14 hrs a> $45.00 /hr $ 630.00
2.8 Landscape Architect:
10 hrs @ $130.00 /hr $ 1,300.00
2.9 Reimbursable Expenses $ 900.00
2.10 Subtotal $ 21,428.00
*Note: Reimbursable expense allowances are for project - related costs associated with printing, travel, postal /courier services, long distance, etc,
in accordance with 2007 Florida Statute Sec 112.061.
11:'zADMIN,100 844' B 0416.10.doc
ATTACHMENT "E"
Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
March 23, 2010
Page 2
3. Phase II: Standard Architectural and Engineering Services:
The Architectural and Engineering services for the referenced project shall be based upon
the city's approved project budget.
4. Summary:
The following is a summary of services to be provided as well as related expenses:
6.1 Phase I -A: Detailed Spatial Needs Assessment $ 33,211.00
6.2 Phase I -B: Master Planning $ 21,428.00
6.3 Phase II: Standard Architectural Services & Reimbursables $ TBD
6.5 Total /Estimated Professional Fees $ 54,639.00
•
if AI)NIIN .JOB \844 Contract Attachment B 0416.IO.doe