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2016-39 4 gai consultants
transforming Ideas Into reality®
April 19, 2016
I
Mr James Kinzler
Assistant City Manager
City of Clermont
685 West Montrose Street
Clermont, Florida 34711
Proposal for Professional Services
ARC Sign Contract Documents
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, Flonda ("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 recently completed the concept design of the Clermont Arts and Recreation Center
identification sign which was approved by the City The City now desires complete contract documents
(plans and specifications)for the bidding and construction of the sign and the surrounding landscaping
and lighting
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
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 — Design Development Documents (60% CD's)
This task includes advancing the construction plans from the approved Concept Design Plans to a Design
Development set of plans
1 1 Based upon the approved concept design plans GAI will produce Design Development drawings to
fix and describe the overall character of the project This work will include the development of
design plans indicating quantities, types, sizes, and materials of the landscaping, irngation, lighting
fixtures, and proposed sign, which will be an architectural feature requinng foundation design The
plans will include dimensioned layout drawings(as needed) including the selection of materials,
colors and patterns
1 2 Attend 1 design team meeting/conference call as requested by the Client, providing assistance for
any project related issues/Items for a one hour meeting time allotment during the DD Phase
Orlando Office 618 East South Street,Suite 700 Orlando,FL 32801 T 407 423 8398 F 407 843 1070 www gaiconsuitants com
Mr James Kinzler
April 20,2015 Page 2
1 3 Coordinate with the design team for consistency of base drawings and incorporation of their latest
design into the design development drawings and distribute to design team to conclude this phase
Task II — 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
2 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
vehicular pavement areas, landscaping, lighting and entry sign The plans will contain the following
information
o Cover Sheet
o Site Demolition Plan
o Lighting and Electrical Plans
o Signage Plans and Details
o Structural Plans and Details
o Landscape Plans
o Irrigation Plans
2 2 Attend 1 design team meeting/conference call, providing assistance with project related issues/items for
a one hour meeting time allotment as requested by the Client
2 3 GAI will provide a final QA/QC of the construction plans for submittal for bidding by licensed general
contractors
2 4 The Construction Documents will include electrical and lighting plans for lighting of the sign,
coordinated as may be necessary with the local electrical utility provider
2 5 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
2 6 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 dnve
heads, and automatic shut-off(per Florida law)
2 7 The project specifications shall be completed in standard C S I format and prepared utilizing
Microsoft Word software formatted for 8 gh"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
2 8 Provide a set of PDF and reproducible drawings and specifications for construction
Task VI — Bidding Phase Services
3 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
3 2 GAI will answer any questions which may arise during the bidding process, will prepare any
addenda that may be necessary(for distribution by the City), and will assist the City in the review
of the bids received
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gai consultants
transforming Ideas Into reality®
©2015 GAI Consultants,Inc
Mr James Kinzler
April 20,2015 Page 3
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
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 summanzed below
Description Method of Payment Fee
1 0 Design Development Lump Sum $2,880
2 0 Construction Documents Lump Sum $2,880
3 0 ' Bidding Phase Services Lump Sum $1,260
Total (not Including reimbursab/es) $7,020
Sub-consultants
The following sub-consultant firms are proposed for the project
• Electrical and Lighting - Clear Engineering LLC
• Irrigtlon Design - IRR Design
Reimbursable Expenses
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• gal consultants
transforming ideas Into reality®
©2015 GAI Consultants Inc
Mr James IGnzler
April 20,2015 Page 4
Reimbursable expenses may include in-house and out-of-house projected costs required to perform and
deliver the 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$400
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
will be governed by the GAI Standard Terms and Conditions for Professional Services, attached hereto as
Exhibit A and incorporated herein by reference
gal consultants
4
transforming Ideas Into reality®
O 2015 GM Consultants Inc
Mr James Kinzler
April 20,2015 Page 5
REQUESTED AND AUTHORIZED :y
Sincerely,
BY
GAI Consultants, Inc
.II PRINTED NAME / I arc S �^2—I-cr
Ilp,1 TYLE ASS - C.+-y Vhcvic U—
I
Robert Schanck, P E
Director of Engineering
yDATE 2 Op 6
Frank Bellomo, PLA
Senior Director of Landscape Architecture
RAS/dro
Attachment Exhibit A—GAI Standard Terms and Conditions for Professional Services
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• gal consultants
[mons ideas Into rea0ty®
©2015 GAI Consultant Inc