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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 4 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 4 • 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 4 • gal consultants [mons ideas Into rea0ty® ©2015 GAI Consultant Inc