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2017-018 ti Orlando Office T 407.423.8398 618 East South Street F 407.843.1070 Suite 700 gal consultants Orlando,Florida 32801 March 3, 2017 Mr. James Kinzler, CPM, EA Director of Capital Planning, Grants and Projects City of Clermont 685 West Montrose Street Clermont, Florida 34711 Proposal for Professional Services W. Minneola Avenue Streetscape 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("the Client"or"City")for the above-referenced project. This proposal reflects the anticipated Scope, and related costs for services to be provided based on our knowledge of the project. • Project Understanding It is our understanding that the City of Clermont is planning for streetscape improvements on W. Minneola Avenue from 7th Street to 8th Street, which includes approximately 550 LF of roadway. The project will provide surface improvements for the roadway including mill/overlay of pavement, and streetscape improvements on the north side of the road to adhere to the proposed City streetscape concept plans. The project will include sidewalk and separate bicycle trail/cycle track, on-street parallel parking, landscaping and irrigation. Street lighting includes layout only and placement of conduit for future street lighting. We anticipate this project to be exempt from SJRWMD and FDEP water/sewer permitting. Plans will be provided to City at 30% and 90%for review and comment. Utility improvements are not anticipated as a part of this project. Minor utility adjustments to accommodate the proposed streetscape design will be addressed. Streetscape planning and design for the downtown area will be taking place concurrently to this segment of streetscape. As the overall streetscape finishes are determined, GAI will incorporate appropriate hardscape design into the construction documents. Base Data The Client will provide GAI with the following data(bulleted below)that will be incorporated into the development of base plans prior to beginning design work. GAI will rely on all information supplied by the Client as accurate and correct. Additional work required due to inaccurate, incorrect, or incomplete information supplied by the Client will be completed as an Additional Service. • Site survey including Right of Way, Topography, and Existing Trees • Existing utility plans gaiconsultants.com Ms.James Kinzler West Minneola Avenue Streetscape Page 2 March 3,2017 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: 1.0 Schematic Design 1.1 GAI will attend a kick-off meeting with the Client and the design team and attend one additional team meeting to provide support on civil engineering and site design related issues/items for a one hour time allotment during Schematic Design. 1.2 GAI will visit the site to review existing conditions and identify areas of site design related issues/items. GAI will also provide cursory review of project survey and identify additional survey as needed to complete the project. 1.3 GAI will prepare a project schedule and make recommendations with regard to local regulatory agency processes and timeframes, and review the project schedule with City for additional input. 1.4 GAI will provide cursory review of the project survey and coordinate with surveyor for base files. 1.5 Using the surveys, comments from site walk-through, and concept plans provide by the Client, GAI will prepare schematic plans sufficient to demonstrate size, type, and location of site elements. Drawings will be provided in AutoCAD. The drawing will show the site plan layout of the site elements for review by the client, and for further review meetings with the City and other regulatory agencies if needed. The drawing shall include the following elements: • Ingress/egress locations (vehicular and pedestrian) • Pedestrian/vehicular areas • General surface water flow patterns • General roadway and curb dimensions • Adjacent buildings on the north side of Minneola(existing and proposed) 1.6 GAI will provide electronic plans(30%completion)to client for review. Comments will be incorporated into the plan in order to conclude this phase. 1.7 It is assumed that existing conditions will allow ADA standards to be met throughout the proposed street section, and transitions to existing. Note:If the concept undergoes significant changes(i.e. reconfiguration of curb, road widths, etc.) due to Client, or review agency, GAI shall prepare a change order to revise and resubmit the conceptual plan, prior to commencing site changes. 2.0 Construction Documents 2.1 Based upon the approved schematic plan, GAI will provide the required engineering design/calculations, CAD generated construction drawings, and specifications in the form of notes on plans related to the project including: • Earthwork and grading • On-site stormwater drainage systems • Utility adjustments • Horizontal and vertical control • Vehicular pavement areas • Traffic signage ®2016 GAI Consultants. gaiconsultants.com Ms.James Kinzler West Minneola Avenue Streetscape Page 3 March 3,2017 • Sidewalks, driveways and curbs • Two-way cycle track • Street lighting conduits • Landscaping • Irrigation The following plan sheets are anticipated: • General Notes Sheet • Existing Conditions Plan • SWPPP Notes and Details • Site Demolition and Utility Adjustment Plan • Overall Site Plan • Site Geometry Plan • Grading and Drainage Plan • Intersection Details • Construction Details • Landscape Plan • Irrigation Plan 2.2 GAI will prepare an Estimate of Probable Costs based on the construction documents. 2.3 GAI will attend or conference-in design team meetings/Client call-in and provide support onsite related issues/items for a one hour(civil)time allotment during the Construction Document Phase. This anticipates three(3) meetings. 2.4 GAI will finalize the design of the public sidewalks,ADA paths, and provide grading coordination for the surrounding areas. 2.5 GAI will develop a site demolition plan, including details and specifications(in the form of notes on the plans). This task does not include any environmental remediation design or consultation due to encountered site and/or building environmental issues. 2.6 GAI will prepare and submit the Plans to the City for the roadway improvements. Plans will be submitted at 90%completion for City to review and comment. Note:Assumes up to two(2)revisions and re-submittals to the City for permitting/approvals and processing, with additional City meetings and re-submittals being invoiced as an additional service on an hourly basis according to our standard hourly rates. 2.7 GAI will attend up to two(2)one hour meetings with City Departments in assisting the City with questions from the review process. 2.8 GAI will finalize the plans and provide an electronic conformed construction drawings set for use by the Client and contractor. 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 and deliver the project deliverables per the project schedule, subject to excused delay occasioned by factors beyond GAI's reasonable control. ©2016 GAI Consultants. gaiconsultants.com Ms.James Kinzler West Minneola Avenue Streetscape Page 4 March 3,2017 Compensation Compensation for services rendered by GAI will be on a Lump-Sum basis as described in the scope headings and chart below. Direct expenses will be billed in addition to the fees, against the approved amount already under contract. GAI will invoice for services according to the following Task breakdown: Task Description Method of Payment Fee 1.0 Schematic Design Lump Sum $9,200 2.0 Construction Documents Lump Sum $27,500 Total Section Estimate(less reimbursable and hourly task) $36,700 Payment Unless otherwise specified in the Continuing Services Contract, General Civil & Public Facility Engineering Amendment 4, dated February 23, 2016, GAI will prepare invoices monthly and payment will be due within thirty(30)days of the date of the invoice. Reimbursable Expenses Reimbursable expenses may include in house and out of house projected costs required to perform and deliver design documents such as document reproduction, postage, courier services, overnight deliveries and mileage. Reimbursable Expenses are estimated at$1,000. Reimbursable expenses will be invoiced separately on an actual cost basis. Services Not Included The proposed scope of services and cost(s)assume the following items are excluded from this scope of services: • Gas, Telecommunication, Telephone, and Electric System Design (coordination of these efforts for civil related items only) • Survey • Geotechnical Engineering (coordination of these efforts for civil related items only) • Structural Engineering Design • Public involvement coordination for notification of commencement of construction, flyers, and utility outage reports,traffic rerouting reports, etc. • Design, documentation, permitting, and construction of off-site improvements Additional Services Any services not specifically provided for in the above scope will be considered additional services. Proposals for these additional services can be provided by GAI at the request of the Client. Additional services we can provide include, but are not limited to, the following: • 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 ®2016 GAI Consultants. gaiconsultants.com Ms.James Kinzler West Minneola Avenue Streetscape Page 5 March 3,2017 — Required by the enactment or revision of codes, laws or regulations subsequent to the preparation of such documents — Required by third-party consultant review of project drawings at the Client's direction not completed during the course of the design and documentation scope outlined above — Due to changes required as a result of the Client's failure to render decisions in a timely manner — Due to a phased design approach determined after execution of this Proposal — Required after the 100% CD's submittal due to cost overruns not handled proactively during the course of design and documentation • Provide services required because of significant changes to the project(e.g. size, quality, complexity,the Client's schedule, method of bidding and negotiating the contracting for construction) • Bid and Construction phase services. • Platting, Development of Cross Access Easement Documents or Agreement Exhibits, Sketch and/or Legal Descriptions or Re-platting associated Recording Fees, Title Search Review, or Construction Easements. • Lot Split or ALTA Survey • Renderings • Permit Application Fees(unless specifically noted otherwise). • FDEP Water or Wastewater Permit(not anticipated). • Traffic Studies/Analysis or coordination of their scope of services. • Environmental assessments/resolutions or mitigation or other services related to identification, testing, and remediation of contaminated soils or groundwater. • Sleeving Plans other than noted in the scope. • Stormwater Rainwater Harvesting, Rain Gardens, or Bio-Retention Swale Design/Permitting. • Decorative Informational Signage, Wayfinding • Additional Phased expansion scope, design, and/or permitting. Breaking the design of the project out into multiple construction phases and bid packages other than what is stated in this proposal. • 3D AutoCAD mapping of existing and proposed utilities. • The MOT design and permitting shall be provided by a licensed professional engineer as a requirement of the selected contractor's scope of work. MOT design and permitting for contractor phasing/logistics will be considered an additional service and is not included in this scope of service. • Offsite improvements for capacity accommodation to utilities and roadways. • NPDES NOI Permitting (to be provided by contractor) • SJRWMD Permitting (not anticipated, verification of exemption included only) 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. ®2016 GAI Consultants. galconsultants.com Ms.James Kinzler West Minneola Avenue Streetscape Page 6 March 3,2017 2. All exploration locations will be marked and cleared by the Client for the existence of buried utility/piping structures. 3. It is assumed that the existing stormwater system infrastructure has adequate capacity. 4. 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. 5. Client has provided all available information pertinent to GAI's scope of services, including previous reports/drawings; utility information;topo information, etc. at the time this Proposal is authorized. Unless otherwise noted, GAI may rely upon such information. 6. 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. 7. Client will examine and provide comments and/or decisions with respect to any GAI interim or final deliverables within a period mutually agreed upon. 8. Any of Client's other consultant(s)/contractor(s)will cooperate and coordinate with GAI in a timely and efficient manner. 9. GAI's proposed compensation and schedule are based on receipt of authorization to proceed within thirty(30)calendar days of the date of this Proposal. GAI reserves the right to adjust its compensation if authorization to proceed is not received within thirty(30)calendar days. 10. In the event of any claim, suit or dispute between Owner and Consultant, Owner agrees to only pursue recovery from Consultant and will not seek recovery from, pursue or file any claim, or suit, whether based on contract, tort including negligence, strict liability or otherwise against any director, or employee of Consultant. 11 . PERSONAL LIABILITY OF PERSONNEL DISCLAIMER - PURSUANT TO FLORIDA STATUTE 558.0035, TO THE FULLEST EXTENT PERMITTED BY LAW, OWNER AGREES THAT PURSUANT TO SECTION C AN INDIVIDUAL EMPLOYEE OR AGENT MAY NOT BE HELD LIABLE FOR NEGLIGENCE. 0 2016 GAI consultants. gaiconsultants.com Ms.James Kinzler West Minneola Avenue Streetscape Page 7 March 3,2017 Please do not hesitate to contact me at(321)319-3041, 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 Continuing Services Contract, General Civil & Public Facility Engineering Amendment 4, dated February 23, 2016. REQUESTED AND AUTHORIZED BY: Sincerely, GAI Consultants City of Clermont BY: Aimee J. Shields, P.E. Project Manager PRINTED NAME: u4 j rv�t2f 411_44.111 TITLE: Frank Bellomo DATE: Sr. Director Landscape Architecture 3 ) /r1 Ass't.Vice President c 2016 GAI Consultants. galconsultants.com