2012-25 TASK AUTHORIZATION NUMBER 2 FOR
CONTINUING CONTRACT AGREEMENT
BETWEEN THE CITY OF CLERMONT FLORIDA AND
ARCHITECT DESIGN GROUP, LLC
This Task Authonzation is by and between ARCHITECTS DESIGN GROUP, INC , heremafter referred to
as "ARCHITECT" and the CITY OF CLERMONT, heremafter referred to as "CITY" and is to that certain
agreement between the parties dated Ap 1 a7 ao /O , and any amendments thereto,
hereinafter collectively referred to as "the Agreement" The Parties, in exchange for the mutual covenants
contained herein and m 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 Authonzation shall prevail
2 In addition to all other terms and conditions contained m the Agreement,
ARCHITECT shall provide services as more particularly described in the Scope of
Services attached hereto and incorporated herein as Task Authonzation Attachment
"A -D" In consideration for, and upon, the satisfactory completion of said services,
the CITY shall pay to ARCHITECT the amount set forth in Task Authonzation
Attachment "E 4.2 & 4.3" attached hereto and incorporated herem
3 CONTRACTOR shall complete the services to be provided herein within as set forth
in Attachment "A -D" 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 • C RMO ' Attest
H .- :`�urvrlle, Jr , Mayor Tracy Ac . yd, City Clerk
Date 4; 1 ,-;4
ARCHIT ___ • ESIGN GROUP, LLC (� �,
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IAN A. r.EIEr , 41A- PI2E'S1i 1 T r1�a !-\ Cxc rtiin
(Name /Title Panted a r Typed) (Name Pnnted or Typed)
Date (94i/0/11—'
Architects Design Group, Inc. Architects and Planners
Winter Park . Fort Myers • Florida • www architectsdesigngroup.com
April 17, 2012
Mr. Freddy Suarez, Purchasing Manager
Clermont Purchasing Department
685 W. Montrose Street
Clermont, Florida 32711
Re: Clermont Police Department Facility
Work Order #2: Proposal for Architectural / Engineering Services
ADG Project No. 844 -1.21
Dear Mr. Suarez:
Please find attached our proposal for the Master Planning, 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
President
Cc KP— ADG
Attachments Attachment "A" — Work Order #2 Scope of Services; Attachment `B" — Work Order #2
Other Conditions or Services; Attachment "C" — Work Order #2 Additional Services, Attachment "D" —
Work Order #2 Hourly Rates; Attachment "E" — Work Order #2 Professional Fee Allocation
ATTACHMENT "A" (Revised April 18, 2012)
Scope of Services — Work Order #2
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 17, 2012
General Description:
The project is generally described as Programming, Master Planning, and Standard Architectural and
Engineering Services for the City of Clermont Police Department Facilities.
The Phases of Services are herein identified as follows:
1. Phase I: Spatial Needs Assessment: COMPLETED
2. Phase II -A: Master Planning: Hooks Street & Citrus Boulevard Site
2.1 Based upon the information obtained during development of the Spatial Needs
Assessment, if necessary, the Architect shall participate in a meeting with representatives
of the City, the Police Department, and the Public. 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.
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.
3. Phase II -B: Standard Architectural and Engineering Services:
3.1 The Architect shall provide services for the standard phases, as defined in the
Owner /Architect agreement, for the proposed facility. The scope of the facility is detailed
in the previously completed Space Needs Assessment, Phase III Space Requirements, as
updated and approved by the City in April 2011.
ATTACHMENT "A" (Revised April 18, 2012)
Scope of Services — Work Order #2
Police Department Facility
City of Clermont, Florida
ADG Project No.'844 -10
April 17, 2012
Page 2
3.2 The Architect and the Owner recognize that the requested services are of significant
magnitude, scheduling and complexity, which may include the facility being developed in
terms of enhanced hurricane - protection criteria. The professional fee for "Standard
Services " - is noted on Attachment "E".
3.3 Additional Services, provided concurrent with Phase II services are noted in Attachment
"C ", with related fees itemized in Attachment "E ".
ATTACHMENT `B"
Work Order #2 - Other Conditions or Services
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 17, 2012
1. Additional Services:
The owner reserves the right to authorize additional work on the part of the Architect, or
consultants, through the Architects. Said work shall be related to facilities for the City of
Clermont including, but not limited to: feasibility studies, design of new facilities,
additions or renovations to existing facilities, master planning and grant applications.
These services are to be provided only when authorized in wnting by the appropriate
authority.
2. Public Presentations:
The Architect, if authorized by the owner, shall participate in a public presentation of the
proposed study and shall prepare a presentation for the purposes of assisting the City in
the public awareness process.
2.1 The Architect shall provide the Owner with one set of documents, of said
presentation, at no additional cost to the Owner.
3. Compliance With Florida Statute:
Pursuant to section 287.005(6) (a). Florida Statute, the Architect warrants that he has not
employed or retained any other company or person other than a bona fide employee
working solely for the Architect to solicit or secure this Agreement and that he has not
paid or agreed to any person, company, corporation, individual or firm, other than a bona
fide employee working solely for the Architect any fee, commission upon or resulting
from the award or making of the Agreement.
4. Phasing of Architects Services:
The initial phase consisted of the Programming under Work Order #1. Work Order #2 -
Phase II shall consist of the Master Planning of the Hooks Street and Citrus Boulevard
site, design, bidding, and construction administration of the proposed Police Department
Facilities.
5. Schedule:
Master Planning is projected to require three (3) weeks to complete; Schematic Design is
projected to require four (4) weeks to complete; Design Development is projected to
require seven (7) weeks to complete. Construction Documents is projected to require
nine (9) weeks to complete. Bidding and Construction Administration will be pursuant to
the City's needs and requirements. Review periods by the City are in addition to the
noted timeframes. All identified timeframes are after written notice to proceed is
provided to the Architect in writing by the City's designated representative.
ATTACHMENT "C"
Work Order #2 - Additional Services
Police Department Facility
City of Clermont, Florida
A.D.G. Project No. 844 -10
April 17, 2012
1. Additional Services:
The Architect, or his consultants, shall provide the following additional services:
1.1 Off -Site Civil Engineering:
Upon acceptance of the Conceptual Site Plan, if off -site services engineering are required,
a scope of work shall be established. Work typically identified as the Scope of Services
for Civil Engineering is construction falling outside the property lines or within on -site
easements and/or the relocation of existing utilities. The Professional fee shall be agreed
upon by the Client, the Architect and Civil Engineer based upon a defined Scope of
Services.
1.2 Landscape Architectural Services:
Landscape Architectural Services shall be provided by a registered Landscape Architect,
selected by the Architect, to provide the Scope of Services to be defined by the accepted
Master Site Plan. The Professional Compensation Fees for these services shall be as noted
in Attachment "E". This service has been negotiated to be included in the "Base Fee."
1.3 Site and Building Identification /Graphic Design:
Provide graphic design services associated with the design, bidding and construction
observation of building identification, graphics and signage.
1.4 Permitting Coordination Services:
The Architect shall provide permitting coordination services as follows:
1.4.1 Define all permits and/or review agency requirements and provide a graphic
chronological assessment.
1.4.2 Prepare and/or coordinate the permitting applications and make the submittals in a
timely manner and in accordance with the schedule to be submitted by the
Architect upon execution of this agreement by the Client.
1.4.3 Monitor the permitting process and provide written progress reports to the City of
Clermont.
1.4.4 The Professional Fee for permitting associated with site and facilities shall be as
noted in Attachment "E". This service has been negotiated to be included in the
"Base Fee."
1.5 Sales Tax Exemption Program:
City of Clermont may elect to institute a sales tax exemption procedure in compliance with
State Statutes, if applicable, the result of which will permit the sales tax exemption of the
City to be utilized to purchase equipment, materials, or similar elements to be incorporated
into the facility. Coordination services, if provided by the Architect, are established at a
value of 17.5% of the gross savings.
ATTACHMENT "C"
Work Order #2 - Additional Services
Police Department Facility
City of Clermont, Florida
A.D.G. Project No. 844 -10
April 17, 2012
Page 2
1.6 Facility or Site Model:
The Architect shall have constructed a "finished" scale model of the facilities or the
overall Master Plan, illustrating site utilization, building massing, access and egress
roadways, parking areas, pedestrian walkways and stormwater retention areas. The
completed model shall be encased in a Plexiglas cover. The Professional Services Fee
shall be as noted in Attachment "E ".
1.7 Special Engineering:
Special Structural Engineering services will be provided by the Architect/Engineer, when
authorized by the Client, if unusual site soil or geographical conditions are found to exist.
An additional fee in an amount to be determined shall be established, based upon the
conditions discovered and the complexity of services necessary to correct said conditions.
1.8 Extended Construction Observation:
The Architect shall provide standard construction observation services during the
construction phase. As also noted in this agreement, these services constitute twenty
percent (20 %) of the value of Standard Services. The Construction Documents will
stipulate the period allowed the Construction Manager /General Contractor for
construction, which is anticipated to be a total of twelve (12) months. The Architect shall
be entitled to Additional Fees if the Contractor exceeds this stipulated period which shall
be negotiated with the input of the selected Construction Manager /General Contractor and
the City of Clermont identified Project Manager, said fees being a pro -rata monthly fee of
the fee allocated for this phase. These fees shall be documented in the contract
specifications as the responsibility of the Construction Manager /General Contractor and
shall be payable to the Client to reimburse the Client for payments to the Architect.
1.9 Post Occupancy/Warranty Inspection:
Eleven months after occupancy of the building the Architect and M/E/P Engineers shall
conduct a warranty inspection of the building and shall document all systems and elements
that are in need of corrective action on the part of the General Contractor. The Architect
shall subsequently re- inspect the facility(s) to establish that noted items have been
satisfactorily resolved or if additional work is required on the part of the General
Contractor. The Professional Services Fee shall be as noted in Attachment "E ". Note that
the fee for this service shall be due at the time such services are rendered. This service has
been negotiated to be included in the `Base Fee."
ATTACHMENT "C"
Work Order #2 - Additional Services
Police Department Facility
City of Clermont, Florida
A.D.G. Project No. 844 -10
April 17, 2012
Page 3
1.10 Cost Estimating:
The Architect shall retain the services of a cost estimating firm responsible for providing
detailed cost estimates at the following intervals:
1.10.1 Completion of Design Development Phase
1.10.2 75% completion level of the Construction Document Phase
1.10.3 95% completion level of the Construction Documents Phase
In the event that the City of Clermont elects to utilize the services of a Construction
Manager this fee shall apply to Architectural Services required for coordination of the
GMP with the CM.
The professional fee is as noted in Attachment "E ".
1.11 Computer Cable System Design Coordination:
The Architect shall meet with City of Clermont Project Manager and the Office of
Information Technology staff and establish the basic guide lines for a computer cable
system for the facility and shall subsequently prepare a cable plan with appropnate
distribution spaces in the facility. The professional fee shall be as noted in Attachment
«
1.12 Security Consultant:
The Architect shall obtain the services of a qualified Secunty Consultant for services
related to site and building secunty systems, including C.C.T.V., access /egress controls,
locking devices, and site security systems. The professional fee shall be established based
upon a defined Scope of Services as noted in Attachment "E ".
1.13 Site Surveying:
This service is to be provided by the Client; however, in the event that the Architect is
requested to provide these services, the Architect shall obtain the services of a Registered
Land Surveyor, acceptable to the Client, for a site boundary and topographic survey for the
subject property. This service is provided to the Client with the understanding and
agreement that the Architect shall have no liability for said services. The professional fee
shall be established based upon a defined Scope of Services.
1.14 Geotechnical Engineering:
This service is to be provided by the Client; however, in the event that the Architect is
requested to provide these services, the Architect shall obtain the services of a Professional
Geotechnical Engineering firm for purposes of sub - surface soils investigation, percolation
testing, and foundation recommendations. This service is provided to the Client with the
understanding and agreement that the Architect shall have no liability for said services.
The professional fee shall be established based upon a defined Scope of Services.
ATTACHMENT "C"
Work Order #2 - Additional Services
Police Department Facility
City of Clermont, Florida
A.D.G. Project No. 844 -10
Apnl 17, 2012
Page 4
1.15 Grants Identification:
The Architect shall include, in his report (Phase I) information as to additional potential
grants available for a project of this type. It shall identify funding sources, availability of
funds and methodology (when appropriate) as to obtaining grant funding. The
professional fee shall be as noted in Attachment "E ".
1.16 Grants Application:
The Architect, if so desired by the City of Clermont, shall provide grant preparation
services. The professional fee(s) shall be established after identification of a potential
grant and/or grants, and is noted in Attachment "E ".
1.17 Additional Construction Observation Services:
The Client may elect to have the Architect provide additional on -site construction
observation services beyond the standard services noted in this Agreement. Such
representation, if desired, will be based upon the selection of an option, as provided for in
Attachment "E ".
1.18 Record /Conformance Drawings:
In the event that the Client desires a record or "as- built" set of construction documents,
provided at the conclusion of construction, then the Architect shall be entitled to a
professional fee as noted in Attachment "E".
1.19 Sustainable Design Concept Implementation / LEED Design Certification:
The Client desires to pursue Silver Level LEED certification of the project; the Design
Team will be responsible for identifying, documenting, and implementing a variety of
sustainable design components for the City of Clermont that can be accomplished within
the defined project budget. The professional fee shall be as noted in Attachment "E ".
1.20 Communications Consultant:
The Architect shall be responsible for all services related to the coordination of the
communications system(s) for this facility including, but not limited to, transfer of existing
equipment, selection and bidding of new equipment, itemization of facility services
required (such as electrical, mechanical equipment, etc.) and any other criteria relative to
the communications systems of this facility. The professional fee for this service is as
noted in Attachment "E".
1.21 Audio - Visual Consultant:
The Architect shall obtain the services of an individual/Firm with expertise in audio - visual
systems and, based upon a defined Scope, shall provide the Client with a proposed
professional fee, as noted in Attachment "E ".
ATTACHMENT "D"
Work Order #2 - Hourly Rates
Police Department Facility
City of Clermont, Florida
A.D.G. Project No. 844 -10
April 17, 2012
ARCHITECTS DESIGN GROUP, INC.
ADDITIONAL SERVICES HOURLY RATES
Effective 01/12 through 01/13
Per hour rates of the Architects, Interior Designers and other personnel are established as follows:
Principals . 178.00/hr.
Studio Department Principals/Project Architects 158.00/hr.
Associates 132.00/hr.
Project Managers 132.00/hr.
Designers 79.00/hr.
Computer Draftsperson I 66.00/hr.
Computer Draftsperson II 59.00/hr.
Computer Supervisor 86.00/hr.
Threshold Inspector (Certified) 75.00/hr.
Construction Administrators $102.00/hr.
Specification Writer 89.00/hr.
Senior Draftsperson 79.00/hr.
Draftsperson I 66.00/hr.
Draftsperson II 59.00/hr.
Accounting Services 75.00/hr.
Staff (Word Processor I) 45.00/hr.
Graphic Designer 65.00/hr.
Interior Design Principal 95.00/hr.
Interior Design Designer 70.00/hr.
Interior Design Specification Writer 69.00/hr.
Interior Design Draftsperson I 60.00/hr.
Note: Any changes in the above noted hourly rates, after January, 2011 shall be provided to the
Owner thirty (30) days prior to said date and cannot exceed the noted rates by an amount greater than
fifteen (15 %) percent.
ATTACHMENT "E"
Work Order #2 - Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 17, 2012
Fee Allocation:
The following is the professional fee allocation for the various services defined in Attachments "A"
and "C ".
1. Phase II -A: Master Site Planning:
1.1 Principals Time:
38 hrs @ $178.00/hr $ 6,764.00
1.2 Associates Time:
50 hrs @ $132.00/hr $ 6,600.00
1.3 Graphic Designer:
35 hrs @ $65.00/hr $ 2,080.00
1.4 Civil Engineering Principal:
22 hrs @ $184.00/hr $ 4,048.00
1.5 Civil Engineering Assistant.
10 hrs @ $87.00/hr $ 870.00
1.6 Land Development Planner:
20 hrs @ $125.00/hr $ 2,500.00
1.7 Staff (Word Processor I):
14 hrs @ $45.00/hr $ 630.00
1.8 Landscape Architect:
10 hrs @ $130.00/hr $ 1,300.00
1.9 Reimbursable Expenses $ 1,600.00
1.10 Subtotal $ 26,392.00
*Note: Reimbursable expense allowances are for project- related costs associated with printing, travel,
postal/courier services, long distance, etc, in accordance with 2007 Flonda Statute Sec 112.061.
Phase II -B: Basic Architectural and Engineering Services:
2.1. Building Cost to the Year 2030 on Existing City -Owned Property
2.1.1 Construction of the new PD Facility: 25,968 SF @ $150.00 /SF $ 3,895,200.00
2.2 Site Development Cost:
2.2 1 Grading, Paving, Landscaping, and Irrigation
Lump Sum Allowance $ 577,000.00
2.3. Project Cost Subtotal (Construction) $ 4,472,200.00
Value assigned by the City
2 Value assigned by the City
ATTACHMENT "E"
Work Order #2 - Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 17, 2012
Page 2
Project "Soft Costs ":
2.4. Basic Architecture & Engineering Fees $ 438,806.00
2.5. Furnishings Allowance: (furniture and moveable equipment)
Lump Sum Allowance $ 178,680.00
2.6 Reimbursable Expenses Allowance $ 25,000.00
2.7. Total Estimated Project Cost $ 5,114,486.00
3. Phase II -B: Additional Services:
Additional Services, consisting of a variety of tasks, are itemized and described in Attachment
"C" of this Agreement. The following is a summary of these services and their related
professional fee allocation.
TOTAL
TASK FEE
3.1 Civil Engineering $ Base Fee
3.2 Off -Site Civil Engineering $ TBD
3.3 Landscape Architectural Services $ Base Fee
3.4 Site and Building Identifications $ N/A
3.5 Permitting Coordination Services $ Base Fee
3.6 Sales Tax Exemption Program $ By Owner
3.7 Facility or Site Model $ N/A
3.8 Special Engineering $ TBD
3.9 Extended Construction Observation $ TBD
3.10 Post Occupancy/Warranty Inspection $ Base Fee
3.11 Cost Estimating: By Owner
3.12 Communications Consultant $ TBD
3.13 Security Consultant $ TBD
3.14 Site Surveying $ By Owner
3.15 Geotechnical Engineering $ By Owner
3.16 Grants Application Assistance $ N/A
3.17 Additional Construction Observation Services $ Base Fee
3.18 Record/Conformance Drawings $ N/A
3.19 Audio - Visual Technology Consultant $ TBD
3.20 Sustainable Design Concept Implementation $ Base Fee
3.21 Subtotal $ TBD
3 Value assigned by the City
ATTACHMENT "E"
Work Order #2 - Professional Fee Allocation
Police Department Facility
City of Clermont, Florida
ADG Project No. 844 -10
April 17, 2012
Page 3
4. Summary:
The following is a summary of services to be provided as well as related expenses:
4.1 Phase I -A: Detailed Spatial Needs Assessment COMPLETED
4.2 Phase II -A: Master Planning $ 26,392.00
4.3 Phase II -B: Standard A/E Services $ 438,806.00
4.4 Phase II -B: Additional Services (If Requested) $ TBD
4.5 Sub - Total: $ 465,198.00
4.6 Project - Related Reimbursable Expense Allowance $ 25,000.00
4.7 Total/Estimated Project A/E Costs $ 490,198.00
ADDENDUM TO CONTRACT
This is an Addendum to:
Contract Name: Continuing Contract and Agreement for Professional Architectural Services
(the"Contract")
Between: Architects Design Group, LLC and the City of Clermont (the"Parties")
Dated: November 30, 2012
For Project: Clermont Police Department Facilities
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/ADG, Inc.
d/b/a Architects Design Group, 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"
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