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2015-63 • gal consultants transforming Ideas Into reality® July 28, 2015 Revised August 18, 2015 GAI Project No. A151063.00 Mr. James Kinzler Assistant City Manager City of Clermont 685 West Montrose Street Clermont, Florida 34711 ;,,A Proposal for Professional Services 4 Gateway Designs and Engineering Clermont, Florida Dear Mr. Kinzler: GAI Consultants, Inc. ("GAI"or"the Consultant") is pleased to submit this Scope of Services/Fee Proposal for Professional Services to the City of Clermont, Florida ("the Client"or"the City")for the above- referenced project. This proposal reflects the anticipated Scope and fees for services to be provided based on GAI's understanding of the project. Project Understanding GAI Consultants has been requested by the City to provide design and engineering plans for four gateways entries into the City. These locations are: 1. At the west City limits on SR 50 2. At the east City limits on SR 50 at Lake Boulevard 3. On the South Lake Trail at Lake Boulevard 4. At the-mid-point of the Coast-To-Coast Connector(C2C)trail on the South Lake Trail on 12th Street at the northern most City limits. The two gateway features at the SR 50 City limits are to be the largest of the four gateways and will be identical in design with the,possible exception of the surrounding landscaping and the addition of a retaining wall at SR 50 and Lake Avenue. These two gateways will be similar to the gateway element previously designed by GAI for the City at the intersection of SR 50 and 8th Street. The gateway at South Lake Trail and Lake Boulevard will be a smaller scale version of the SR 50 gateways. The"C2C Mid-Point" gateway will be unique in design from the other three gateways. The Scope of Work includes the completion of design and 100% contract documents and bidding phase services for the gateway signs and/or architectural features, landscaping and irrigation for the areas described above. The services to be provided include: • Surveys of the areas identified above, indicating area topography and fixed improvements. • Design of gateway features including signage and graphics and/or an architectural feature, gateway lighting, landscaping and irrigation. In addition to the specific services detailed below (the"Services"), GAI will coordinate our work with the Client's representatives and the project team, monitor the project schedule as it relates to the scope contained herein, and provide timely invoicing and reporting of project progress. Orlando Office 618 East South Street,Suite 700 Orlando,FL 32801 T 407 423 8398 F 407 843 1070 www gaiconsultants corn Mr James Kinzler Page 2 July 28,2015 Revised August 18,2015 A151063 00 Scope of Services Based on our understanding of the project requirements/criteria provided to date by the Client, GAI will perform the following described Scope of Services: Task I -Data Collection 1.1 Survey-,Perform a survey of each of the four project areas as per Rule Chapter 53-17 of the Florida Administrative Code in compliance with the standards of practice of surveying and mapping of the State of Florida. - Topographic information - Right of Way location - Location of existing visible above ground improvements and visible utilities within right- of-way. - Location of below ground utilities through the use of ground penetrating radar. These locations will be added to the survey. - Existing trees over 4"in diameter. 1.2 Geotechnical,Investigations-Perform one 25-foot deep Standard Penetration Test borings at each gateway location, and provide a recommendation regarding the gateway structure foundation designs. Task II - Schematic Design and Preliminary Engineering (30% CD's) 2.1 Site Analysis-GAI will visit each site in order to develop an understanding of the site's opportunities and,constraints. During,this same site we will field review,the survey. Coordinate with surveyor for any additional survey information required for the design of the Project. 2.2 GAI will prepare a schematic design plan to further define the general scope and preliminary design aesthetic of the project. Each of the four project areas will include the following: - Gateway area site plan - Gateway feature concept sketch (3 sketches will be provided). 2.3 Client Review Meeting #1-GAI will meet with the Client to review the schematic design documents and the statement of probable cost and will subsequently generate a consolidated set of review comments from the meeting. As a result of Client Review Meeting 1, GAI will modify the design plans as directed during the Design Development phase of the work. Task III - Design Development Documents (60% CD's) This task includes advancing the construction plans from the approved Schematic Design Plans to a Design Development set of plans. 3.1 Based upon the reviewed Schematic Design plans GAI will produce Design Development drawings to fix and describethe overall character of the project. This work will include the development of design plans indicating:quantities,types, sizes, and materials of the landscaping, irrigation, lighting fixtures, and proposed gateway feature, which is an architectural feature and/or sign requinng foundation design. The plans will include dimensioned layout drawings(as needed) including the selection of materials, colors and patterns. • gai consultants transforming ideas Into reality® ©2015 GAI Consultants,Inc Mr James'Crazier Page 3 July 28,2015 Revised August 18,2015 A151063 00 3.2 Attend up to 2 design team meetings/conference calls as requested by the Client, providing assistance for any project related issues/items for one hour meeting time allotments during the DD Phase. Task IV- Final Construction Documents (100% Construction Drawings) This task includes advancing the construction plans from the Design Development Phase Plans to the final set of Construction Plans for permitting review and approval. 4.1 Based upon the approved Design Development plans, GAI will provide the required CAD generated construction drawings, and CSI formatted specifications related to the project elements including grading, horizontal and vertical control, vehicular pavement areas, and gateway features. The plans will contain the followinginformation: - Cover Sheet. - General Notes Sheets. - Grading and Horizontal Control Plan. - Gateway Details. - Lighting and Electrical Plans. - Structural Plans and Details. - Landscape Plans and Details. - Irrigation Plans and Details. 4.2 Attend up to 2 design team meetings/conference calls, providing assistance with project related issues/items for a one hour meeting time allotment as requested by the Client. 4.3 GAI will provide a Quality Assurance/Quality Control (QA/QC)analysis on the plans including a final QA/QC of the construction plans for submittal for bidding by licensed general contractors. 4.4 The Construction Documents will include electrical and lighting plans for the illumination of each gateway feature. 4.5 Structural plans for the design of the gateway feature foundation will be completed as required by a Florida licensed engineer. 4.6 The landscape plans and details will indicate specific locations for all proposed plant matenals, identify all plant material by botanical and common name, specify quantities and sizes to be installed, and outline planting procedures'to be followed and guarantees required. 4.7 Provide complete plans and construction details for an electric automatic irrigation system including meter(s), backflow preventer(s), controllers, valves, spray heads, drip emitters and gear drive 1 heads, and-automatic"shut-off-(per Florida law). Coordinate with the project civil engineer regarding the irrigation Point of Connection, meter and backflow preventer locations, and meter size. 4.8 The project specifications shall be completed in standard C.S.I. format and prepared utilizing Microsoft Word software formatted for 8 1/2"x 11"printing. The City will provide GAI with their standard"front-end"contract documents for review to assure that the specifications do not conflict with the City's standard contract language. 4.9 Provide a set of PDF and reproducible drawings and specifications for construction. Task V - Bidding Phase Services 5.1 GAI will provide quantity take-offs for the project and will prepare bid tabulation schedules for unit price bidding by general contractors. Advertising the project for bid and preparing the full bid packages for the bidders is the responsibility of the City. 4gai consultants transforming Ideas Into reality® ©2015 GAI Consultants,Inc Mr James Klnzler Page 4 July 28,2015 Revised August 18,2015 A151063 00 5.2 GAI will attend the pre-bid conference, will answer any questions which may arise during the bidding process, will prepare any addenda that may be necessary(for distribution by the City), will attend the bid opening, and will assist the City in the review of the bids received. Additional Services GAI will provide Additional Services as mutually agreed between GAI and the Client. An equitable adjustment to GAI's Scope of Services and Compensation will be made through a Supplement to this Work Order for any Additional Services. These may include but are not limited to: • Revise drawings, specifications or other documents when such revisions are: — Inconsistent with approval or instructions previously given by the Client, including revisions made necessary by adjustments in the Client's program or project budget — Required by the enactment or revision of codes, laws or regulations subsequent to the preparation of such documents — Due to changes required as a result of the Client's failure to render decisions in a timely manner • Significant changes to the overall project size • Provide additional subsurface utility explorations beyond those included in the scope above. Schedule GAI will begin work upon receipt of a copy of this Proposal executed and authorized below. GAI will endeavor to complete its Scope of Services within the timeframe of the Client's schedule to complete the project, subject to excused delay occasioned by factors beyond GAI's reasonable control. Compensation Compensation for services rendered by GAI will be on a lump sum basis in accordance with the rates agreed to in the Master Agreement for Professional Services between GAI and the City of Clermont. GAI will perform the above described professional services for the fee summarized below. Description Method of Payment Fee 1.0 Data Collection (Survey and Geotech) Lump Sum $9,465 2.0 Schematic Design Lump Sum $6,310 3.0 Design Development Documents Lump Sum $8,410 4.0 Final Construction Documents Lump Sum $15,175 5.0 Bidding Phase Services Lump Sum $3,900 Total (not including reimbursab/es) $43,260 • gai consultants transforming Ideas into reality® ©2015 GAI Consultants,Inc Mr James'Crazier Page 5 July 28,2015 Revised August 18,2015 A151063 00 Sub-consultants The following sub-consultant firms are proposed for the project: • Survey- BESH Engineenng and Survey • Electncal and Lighting - Clear Engineering LLC • Structural Engineering - Bishop Engineering • Geotechnical - Andreyev Engineering Reimbursable Expenses Reimbursable expenses may include in-house and out-of-house projected costs required to perform and deliver the survey, ecological assessment and schematic design documents, such as postage, courier services, overnight deliveries, and mileage. General reproduction will be provided by the Client for progress printing and permit submittals. Reimbursable Expenses are estimated at$2,000. Reimbursable expenses will be invoiced separately on an actual cost basis. Payment Unless otherwise specified in the GAI Standard Terms and Conditions for Professional Services, attached hereto as Exhibit A, GAI will prepare invoices monthly and payment will be due within 30 days of the date of the invoice. All other payment terms will be in accordance with Exhibit A. Assumptions and Understandings GAI's Scope of Services, Schedule and Compensation as set forth above have been prepared on the basis of the following assumptions and understandings: 1. Access to the project site(s)or other land upon which GAI is to conduct any field work will be available to GAI personnel in a timely manner. 2. Client has provided all its requirements for GAI's scope of services and all criteria and/or specifications that GAI should utilize at the time this Proposal is authorized. This includes any requirement for any statement of professional opinion or certification. 3. Client has provided all available information pertinent to GAI's scope of services, including previous reports/drawings; utility information, etc. at the time this Proposal is authorized. Unless otherwise noted, GAI may rely upon such information. 4. Client will give GAI prompt notice whenever it observes or otherwise becomes aware of any development that affects the scope or timing of GAI's performance. 5. Client will examine and provide comments and/or decisions with respect to any GAI interim or final deliverables within a period mutually agreed upon. 6. PURSUANT TO FLORIDA STATUTE 558.0035(1)(C), TO THE FULLEST EXTENT PERMITTED BY LAW, CLIENT AGREES THAT AN INDIVIDUAL EMPLOYEE OR AGENT MAY NOT BE HELD INDIVIDUALLY LIABLE FOR NEGLIGENCE. Please do not hesitate to contact me at 407.423.8398 if you have any questions or wish to discuss this Proposal. If this Proposal is acceptable, please sign where indicated below and return one copy for our file. This also will serve as authorization for GAI to proceed. GAI's performance of the Scope of Services gal consultants 4transforming Ideas Into reality® ©2015 GAI Consultants,Inc Mr James Kinzler Page 6 July 28,2015 Revised August 18,2015 A151063 00 will be governed by the GAI Standard Terms and Conditions for Professional Services, attached hereto as Exhibit A and incorporated herein by reference. Sincerely, REQUESTED AND AUTHORIZED BY: GAI Consultants, Inc. City of Clermont i I- BY: -4E4 I TA /la i A Robert Schanck, P.E. PRINTED NAME: 'a Y Ye h C 1,(Zl Director of Engineenng TITLE: C.,1\11 n(\c u^eC. l- DATE: lao lis 1/ Frank Bellomo, PLA Senior Director of Landscape Architecture RAS/shw • gai consultants transforming ideas into reality® ©2015 GAI Consultants,Inc