2014-033 Architects Design Group Inc AAC001197
io•April 4, 2014
Mr. James Kinzler
Director of Environmental Services
City of Clermont, Florida
Re: City of Clermont Environmental Services Facilities
Professional Services Proposal
ADG Project No. 926-14
Dear Mr. Kinzler,
It was a pleasure to meeting with you and other City of Clermont staff to discuss planning needs for
your department, Environmental Services. This document shall serve as a professional fee proposal
to provide Space Needs Assessment (programming), Facility Evaluation and Conceptual Master
Planning services for your facilities at the Hancock Road Complex. The Scope of Work,
Conditions of Service and Fees are identified in Attachments "A"through "D".
The Scope of Work and Fees are based on our understanding that the proposed services are to
evaluate administrative, operations and warehousing facilities. The services exclude water/waste-
water treatment facilities and systems. As we discussed, the process would follow the scope and
methodology previously proposed for the Public Works Operations Center.
Thank you for this opportunity to work with Environmental Services. Please sign below to indicate
your acceptance of this proposal. We will start work upon your Notice to Proceed.
Sincerely, Accepted by:
I 1;47,\..._______
Mil l J
Kevin Ratigan, AIA, LEED AP IPP.e ,te ray
Senior Vice President City Mana er
Date: ti i(e I L'
P O. Box 1210 • Winter Park, FL 32790 • 407.647 1706 • Fax 407.645 5525
adg(atadgusa.org • www adgusa org
ATTACHMENT"A"
Scope of Services
Environmental Services Facilities
City of Clermont,Florida
ADG Project No: 926-14
1. Professional Fee Proposal:
Based upon the identified project scope, magnitude and complexity, we have developed a
detailed Scope of Services and related professional fee proposal for consideration by the
City of Clermont. It is separated into various elements in order to define the specific
services or tasks to be provided.
2. Project Identification:
The project is generally described as Environmental Services Facilities to be located on
City owned property at the existing site.
Fee Proposal:
The following are the proposed phases of service and related professional fees.
3. Phase I-A: Spatial Needs Assessment:
3.1 The Architect shall participate in an initial meeting, with Departmental personnel
to review the proposed project and to establish project schedules for specific
tasks.
3.2 The Architect shall conduct an analysis of the routine operations of the
Environmental Services Department in order to fully understand its function,
operations and the respective interaction, relationship, and adjacency priorities.
3.3 A detailed Spatial Needs Assessment shall then be conducted, providing
documentation as to current and future needs; current need being defined as year
2015 and future need being defined as the years 2020 and 2030.
The process for obtaining this information shall consist of a two-part effort; a
detailed questionnaire and on-site interviews with the Environmental Services
staff who will be accommodated in the proposed facilities.
The questionnaire shall relate to such information as:
3.3.1 Historical, Current and projections for Future Staffing Levels.
3.3.2 A Detailed Mission Statement.
3.3.3 An Organizational Chart.
3.3.4 An Assessment of Requested Spaces.
3.3.5 A Definition of Functional Inter-Relationships.
3.3.6 Documentation of Specialized Equipment.
3.3.7 Documentation as to relationship to other Departments and the Public.
3.3.8 Documentation of Information Technology Requirements
3.4 The Architect, as a part of this phase, shall consider and provide documentation,
to the extent possible, of current and future staffing level projections and the
impact upon future spatial needs of facilities.
H\ADMINUOB\926 Clermont Environmental Services\Proposal\Attachment A 0416 2014 docx
ATTACHMENT"A"
Scope of Services
Environmental Services Facilities
City of Clermont, Florida
ADG Project No: 926-14
Page 2
3.5 Based upon the recommended facility size, the architect shall identify the land
area needed for the facilities, including associated parking and related site
requirements, such as storm water retention,vehicle circulation and staging, etc.
3.6 Each defined development alternative shall reflect sufficient evaluation criteria
(positive and negative) as to provide the City with the basis of making an
informed judgment. Each Alternative shall include conceptual estimates of
probable development costs associated with each, including values for
construction, equipment, furnishings and similar criteria. The term "Alternative"
is defined as the various options that are available for development, i.e. building
for current need, future need, etc. Please note that this is not intended to be
construed as a definitive construction cost estimate.
3.7 This phase shall result in a detailed report, which shall contain recommendations
relative to potential solutions, and shall include alternative recommendations as to
the size and associated potential costs of each such alternative, as noted
previously. Six (6) copies of this report shall be issued to the Owner for review
and consideration.
3.8 The results and recommendations of Phase I shall be presented to the
Administration and the Environmental Services Director, his staff and if desired, a
subsequent presentation to the City Commission.
4. Phase I-B: Existing Facility Evaluation:
4.1 Based upon as-built information on the existing structures at the current
Environmental Services Facilities at the Hancock Road Complex; the Consultant
shall provide a cursory review of the structures for ADA (Americans with
Disabilities Act) and Florida Building Code Compliance. This is not intended to
be a comprehensive analysis of what would be required to bring these facilities up
to current code compliance. An analysis of the efficiencies, or lack thereof, of the
current configuration of the complex shall also be noted in the report.
4.2 Based upon the review of the structures, the Consultant shall prepare a written
report documenting the findings of the evaluation. This report shall be reviewed
with the City staff and, if necessary, shall be presented to the City Administration
and Council, at the conclusion of the final report containing all phases of this
defined scope of services.
5. Phase II: Conceptual Master Planning:
5.1 Based upon the information obtained during the Spatial Needs Assessment, the
Architect shall participate in a meeting(s) with the City-designated project
manager and the staff. The premise of this meeting shall be to obtain consensus
ATTACHMENT"A"
Scope of Services
Environmental Services Facilities
City of Clermont,Florida
ADG Project No: 926-14
Page 3
as to the appropriate land utilization of the property and the proposed facilities, as
identified during the spatial needs assessment phase.
5.2 Based upon the preferred Development Alternative, the Architects shall prepare a
Master Plan Document of the selected site, illustrating:
5.2.1 Proposed land utilization of the proposed site.
5.2.2 Location and general configuration of"current need" facilities.
5.2.3 Areas of potential expansion for future needs.
5.2.4 Location of vehicles access and egress, both staff and public.
5.2.5 Pedestrian areas and site circulation.
5.2.6 Vehicle Parking and Staging Areas.
5.2.7 Area(s)designated for stormwater retention.
5.2.8 Area(s) set aside as wetlands jurisdictional limits.
5.3 The Architect shall then prepare a final Master Planning Drawing illustrative of
the proposed recommended solution and present same to the Administration,
Environmental Services Staff, and City Commission.
6. Summary of Deliverables:
6.1 All deliverables shall be provided to the City within a period of sixty (120) days
from notice to proceed. Six printed copies of each deliverable shall be provided
to the City, as well a digital copy.
ATTACHMENT"B"
Scope of Services
Environmental Services Facilities
City of Clermont,Florida
ADG Project No: 926-14
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 writing by appropriate
authority.
2. Presentations:
The Architect, if authorized by the Owner, shall participate in a presentation of the
proposed study and master plan and shall prepare a presentation for the purposes of
informing the general public and elected officials.
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.
ATTACHMENT"C"
Scope of Services
Environmental Services Facilities
City of Clermont,Florida
ADG Project No: 926-14
ARCHITECTS DESIGN GROUP, INC.
ADDITIONAL SERVICES HOURLY RATES
Effective 01/14 through 01/15
Per hourly rates of the Architects, Interior Designers and other personnel are established as follows:
Principals 205.00/hr.
Studio Department Principals/Project Architects 182.00/hr.
Associates 152.00/hr.
Project Managers 145.00/hr.
Designers 87.00/hr.
Computer Draftsperson I 65.00/hr.
Computer Draftsperson II 65.00/hr.
Computer Supervisor 95.00/hr.
Threshold Inspector(Certified) 83.00/hr.
Construction Administrators 102.00/hr.
Specification Writer 98.00/hr.
Senior Draftsperson 87.00/hr.
Draftsperson I 73.00/hr.
Draftsperson II 65.00/hr.
Accounting Services 83.00/hr.
Staff(Word Processor I) 50.00/hr.
Graphic Designer 72.00/hr.
Interior Design Principal 105.00/hr.
Interior Design Designer 77.00/hr.
Interior Design Specification Writer 76.00/hr.
Interior Design Draftsperson I 66.00/hr.
Note: Any changes in the above noted hourly rates, after January 2015 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"D"
Scope of Services
Environmental Services Facilities
City of Clermont, Florida
ADG Project No: 926-14
Fee Allocation:
The following is the professional fee allocation for the various services defined in Attachments "A"
and"C".
1. Phase I-A: Spatial Needs Assessment:
1.1 Principals Time:
16-hrs @ $205.00/hr $ 3,280.00
'1.2 _ Associates Time:
30 hrs @ $152.00/hr $ 4,560.00
1.3 Graphic Designer:
20 hrs @$72.00/hr $ 1,440.00
1.4 Interior Design Principal:
8 hrs @ $105.00/hr $ 840.00
1.5 Staff(Word Processor I):
30 hrs @ $50.00/hr $ 1,500.00
1.6 Computer Draftsperson I:
26 hrs @ $65.00/hr $ 1,690.00
1.7 Reimbursable Expenses $ 400.00
1.8 Subtotal $ 13,710.00
2. Phase I-B: Existing Facility Evaluation:
2.1 Principals Time:
8 hrs @ $205.00/hr $ 1,640.00
2.2 Associates Time:
12 hrs @$152.00/hr $ 1,824.00
2.3 Graphic Designer:
10 hrs @$72.00/hr $ 720.00
2.4 Interior Design Principal:
8 hrs @$105.00/hr $ 840.00
2.5 Staff(Word Processor I):
8 hrs @ $50.00/hr $ 400.00
2.6 Computer Draftsperson I:
10 hrs @$65.00/hr $ 650.00
2.7 Reimbursable Expenses $ 300.00
2.8 Subtotal $ 6,374.00
ATTACHMENT"D"
Scope of Services
Environmental Services Facilities
City of Clermont,Florida
ADG Project No: 926-14
Page 2
3. Phase II: Conceptual Master Planning:
3.1 Principals Time:
12 hrs @$205.00/hr $ 2,460.00
3.2 Associates Time:
22 hrs @ $152.00/hr $ 3,344.00
3.3 Civil Engineering:
8 hrs @ $165.00/hr $ 1,320.00
3.4 Staff(Word Processor I):
26 hrs @ $50.00/hr $ 1,300.00
3.5 Reimbursable Expenses $ 580.00
3.6 Subtotal $ 9,004.00
4. Summary:
4.1 Phase I: Spatial Needs Assessment $ 13,710.00
4.2 Phase II: Existing Facility Evaluation $ 6,374.00
4.2 Phase II: Master Planning $ 9,004.00
4.3 Total $ 29,088.00