Contract 2023-062ADocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
2023-062
AGREEMENT No. 2023-062
ARCHITECTURAL SERVICES FOR FIRE STATION #2
THIS AGREEMENT is made and entered into as of this 13 day of June 2023, by and between the
CITY OF CLERMONT, FLORIDA, a municipal corporation under the laws of the State of Florida
whose address is: 685 W. Montrose Street, Clermont, Florida, (hereinafter referred to as "CITY")
and POWELL STUDIO ARCHITECTURE, LLC., whose address is: 713 W. Montrose Street,
Clermont, FL 34711, (hereinafter referred to as "ARCHITECT").
WITNESSETH
WHEREAS, the CITY is in need of a qualified and licensed ARCHITECT services related to the
design and engineering of Fire Station #2;
WHEREAS, the CITY, in accordance with Section
287.055, Florida Statutes, solicited proposals for professional services as more fully described
and set forth in RFQ 23-029 titled Architectural Services for Fire Station #2; and
WHEREAS, the ARCHITECT submitted a proposal to provide said services and has represented
to CITY that it is qualified and desires to perform said services in accordance with the terms and
conditions contained herein, and all applicable law and professional standards;
NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties covenant and agree as follows:
1. TERM
A. This Agreement is to become effective upon execution by both parties and shall remain in
effect until final project completion unless terminated as provided herein.
B. The term of any task authorization/work order, as described in Section 2 hereof shall be
as set forth in such task authorization/work order, and all of the terms and conditions of
this Agreement shall survive until completion of all task authorizations/work orders.
2. DESCRIPTION OF SERVICES
A. It is expressly understood and acknowledged that nothing herein shall obligate or
guarantee to ARCHITECT any Agreement or task authorization and CITY expressly
reserves the right to exercise its option to issue any such Agreements to any qualified
firm or entity in accordance with all applicable laws, ordinances, policies and/or
regulations.
B. The CITY shall make the request of ARCHITECT to provide professional and other
related consulting services on a task basis. The CITY will communicate with
ARCHITECT, verbally or in writing, a general description of the task to be
performed. The ARCHITECT will generate a detailed Scope of Work document, prepare
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
a Schedule, and prepare a lump sum fee to accomplish the task, and send the thus
developed "Task Proposal" to the CITY. If a site visit by ARCHITECT is needed to
generate the scope document, ARCHITECT shall request approval prior to visiting the
site. The CITY will review the proposal, and if the description is mutually acceptable, the
parties will enter into a written "task authorization or work order". The Scope of Services
generally to be provided by the ARCHITECT shall be as provided and contemplated by
the CITY in that certain Architectural Services for Fire Station #2, RFQ 23-029, and
ARCHITECT'S response thereto, which are expressly incorporated herein and made a
part hereof as if restated.
C. ARCHITECT shall not be authorized to proceed until the CITY has issued a Notice to
Proceed to the ARCHITECT. Upon receipt of the signed Task Authorization and a Notice
to Proceed from the CITY, the ARCHITECT shall perform the services set forth in the
task authorization/work order.
3. CHANGES IN THE SCOPE OF WORK
CITY may make changes in the services at any time by giving written notice to ARCHITECT. If
such changes increase (additional services) or decrease or eliminate any amount of work, CITY
and ARCHITECT will negotiate any change in total cost or schedule of modifications. If the CITY
and ARCHITECT approve any change, the task authorization/work order will be modified to
reflect the changes; and ARCHITECT shall be compensated for said services in accordance with
the terms of Article 5.0 herein. All change orders shall be authorized in writing by CITY' S and
ARCHITECT'S designated representatives.
All of CITY' S said task authorizations/work orders and amendments thereto shall be performed in
strict accordance with the terms of this Agreement insofar as they are applicable.
4. SCHEDULE
ARCHITECT shall perform services in conformance with the mutually agreed upon schedule set
forth in the negotiated task authorization. ARCHITECT shall complete all of said services in a
timely manner and will keep CITY fully informed of the status of work on a reasonable basis in
relation to the scope of the project or at least monthly.
Should ARCHITECT fall behind the agreed upon schedule, it shall employ such resources so as
to comply with the agreed -upon schedule at no additional cost to the CITY.
No extension for completion of services shall be granted to ARCHITECT without CITY' S prior
written consent, except as provided in Sections 3.A and 20.0 herein.
5. METHOD OF PAYMENT FOR SERVICES AND EXPENSES
A. DEFINITIONS:
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
1. The "ARCHITECT's Professional Services Fee Schedule" as set forth in Exhibit "A",
attached hereto and incorporated herein, is used as a basis for payment for services
pursuant to Paragraphs 2.0 and 3.0. These fee schedules shall include wages, salaries,
taxes, insurance, overhead, and profit. The hourly salary rates set forth in the Fee
Schedule are firm for the initial term of the contract (3 years), but are subject to an
equitable adjustment that is to be negotiated prior to the renewal of the Agreement.
Any adjustments to the Fee Schedule must be mutually agreed to by the CITY and
ARCHITECT.
2. The "ARCHITECT's Reimbursable Expenses Schedule" as set forth in Exhibit `B",
attached hereto and incorporated herein, as provided by the ARCHITECT, is used as
the basis for payment for actual costs of all reimbursable expenses incurred in
connection with the services rendered.
3. Reimbursable expenses are limited to printing, travel (not ordinary to the project), and
the purchase of specialized software or equipment specific to the task authorization,
which is directly in connection with the project and have been pre -approved by the
City. Said reimbursable expenses shall be passed through at a cost factor of 1.0.
4. The "Deliverables" are defined as plans, reports, findings, specifications, or anything
else that is the end product or work performed by the ARCHITECT or the
CITY. ARCHITECT shall, within such time constraints as may be set forth in the
work order, submit to CITY the deliverables as identified in the work order; and
ARCHITECT shall, upon completion of all work, submit to the CITY all information
developed in the course of the consulting services. ARCHITECT shall, upon request
by CITY and upon completion or termination of this Agreement, deliver to CITY all
material furnished to ARCHITECT, provided the CITY identifies those materials in
writing.
B. PAYMENT/COMPENSATION:
a. CITY agrees to pay or compensate the ARCHITECT for the professional services
performed on each task authorization/work order in accordance with one of the
following methods unless otherwise provided herein or in the task
authorization/work order.
b. Lump sum cost based upon the "ARCHITECT's Professional Services Fee
Schedule."
C. SERVICES -ADDITIONAL: CITY shall pay ARCHITECT as follows:
1. Professional Associates, ARCHITECTS and/or Subcontractors: For services and
expenses of independent associates, ARCHITECTS and/or subcontractors employed
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
by ARCHITECT, the amount invoiced to ARCHITECT times a factor of 1.0 for
invoices to the CITY.
2. Expert Witness: For any litigation, arbitration or other legal or administrative
proceeding for any time spent in preparation for such litigation, for on the same basis
as set forth in Paragraph 5.A and 5.C.1.
3. Times of Payments: At monthly intervals, ARCHITECT shall submit statements for
services, additional services rendered and for reimbursable expenses incurred. The
statements will be based upon ARCHITECT'S actual manpower expended and actual
expenses incurred within the billing period.
a. As a condition precedent to receiving payment, ARCHITECT shall have been
authorized to proceed by CITY, shall not be in default of any of the terms and
conditions of this Agreement and shall provide to CITY an invoice. The invoice
shall be forwarded to CITY, no more frequently than once per month, and signed
by an authorized representative of ARCHITECT related to the applicable monthly
installment payment. The invoice shall include a statement identifying the period
for which it applies and the sub -tasks or portions thereof, completed by the
specific task authorization/work order, and specifically set forth the percentage of
completion of each sub -task for which compensation is being requested.
b. All invoices submitted for compensation shall include a statement by
ARCHITECT that states as follows: "This statement sets forth only actual time
spent by the firm's employees and does not contain any unit billing, multipliers,
or other devices that permit payment for more than actual time spent."
c. CITY shall pay all valid, approved, and undisputed invoices within thirty (30)
days of receipt from ARCHITECT. In the event that CITY disputes any invoice
submitted, it shall advise ARCHITECT, in writing, and said invoice shall not be
deemed due and payable under this Agreement. Neither the CITY'S review,
approval or acceptance of, nor payment for, any services provided hereunder shall
be construed to operate as a waiver of any rights under this Agreement and the
ARCHITECT shall be liable to CITY for any and all damages to CITY caused by
the ARCHITECT'S negligent or wrongful performance of any of the services
furnished under this Agreement.
4. Other Provisions Concerning Payments:
a. In the event of termination by CITY under Section 19 during the performance of
the services, payments due ARCHITECT up to the point of termination, including
payments for services rendered, and all costs incurred shall constitute total
payment for such services.
4
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
b. Records of ARCHITECT's Salary Costs and Expenses pertinent to
ARCHITECT'S compensation under this Agreement will be kept in accordance
with generally accepted accounting principles. These records will be made
available to CITY for audit upon request by CITY. Copies will be made available
to CITY on request prior to final payment for ARCHITECT'S services.
c. A separate invoice must be submitted for each individual task authorization.
Invoices must show a breakdown of the number of hours worked by each person
charging time to the task authorization, hourly salary cost, and any reimbursable
expenses.
5.
6. RIGHT TO INSPECTION
A. CITY or its agents shall at all times have the right to review or observe the services
performed by ARCHITECT.
B. No inspection, review, or observation shall relieve ARCHITECT of its responsibility
under this Agreement.
F.
7. SAFETY
A. ARCHITECT agrees to comply with CITY'S published safety standards while on the
property of CITY. A copy of these standards is provided in Exhibit "C", attached hereto
and incorporated herein.
B. ARCHITECT shall have full responsibility and assume all liability for the safety and
supervision of its employees while performing services provided hereunder.
8. REASONABLE ACCESS
During the term of this Agreement, CITY shall grant ARCHITECT reasonable access to the
CITY' S premises for purposes of fulfilling its obligations under this Agreement.
9. INSURANCE AND HOLD HARMLESS/INDEMNIFICATION
ARCHITECT and/or any CITY approved subcontractors or sub-ARCHITECTs shall maintain in
force during the term of this Agreement, at its own expense, insurance as set forth below and shall
be bound by the terms of the Hold Harmless/Indemnification provisions expressed therein.
Worker's Compensation — as required by applicable state statute.
Commercial General Liability - $1,000,000 per occurrence for bodily injury, including death and
property damage, and $2,000,000 in the aggregate. The General Liability policy shall include the
commercial form, contractual liability, and, independent contractor's coverage.
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
Automobile Liability - $1,000,000 combined single limit for bodily injury and property
damage. The Automobile Liability policy shall include the business form, owned, hired, and non -
owned coverage.
Professional Liability. (�) - $1,000,000 for each claim and in the aggregate.
Property Coverage — Property coverage in limits sufficient to remedy the loss, and/or loss of use
of, valuable papers and records, and any other property of the party utilized in connection with the
City.
The General Liability and Automobile Liability shall each contain an endorsement naming the
City as an additional insured as to any liability arising out of the insured party's performance
pursuant to this Agreement. The Worker's Compensation and Employer's Liability coverage shall
contain an endorsement waiving subrogation against the City.
Indemnification — ARCHITECT shall indemnify and hold harmless and defend the Client and its
employees from any liability, settlements, loss, or costs of any kind, whether actual or threatened,
(including reasonable attorney's fees and cost of defense) to the extent caused by the negligent act,
error or omission of ARCHITECT in the performance of services under this Agreement.
10. COMPLIANCE WITH LAWS AND REGULATIONS
ARCHITECT shall comply with all requirements of federal, state, and local laws, rules,
regulations, standards, and/or ordinances applicable to the performance of this Agreement.
11. REPRESENTATIONS
A. ARCHITECT represents that the services provided hereunder shall conform to all
requirements of this Agreement, RFQ 23-029 and ARCHITECT'S response thereto; shall
be consistent with recognized and sound professional architectural/engineer practices and
procedures; and shall conform to the customary standards of care, skill, and diligence
appropriate to the nature of the services rendered.
B. ARCHITECT represents that the person furnishing such services shall be qualified and
competent to perform the services assigned to them and that such guidance is given by
and the recommendations and performance of such personnel shall reflect their best
professional knowledge and judgment.
C. Subject to the provisions of this Section, should ARCHITECT breach the warranties set
forth herein, CITY shall have such remedies as may be provided at law or equity.
D. Without limiting the generality of the foregoing, if the ARCHITECT completes its
services under any task authorization entered into hereunder, and the ARCHITECT'S
services are non -complying, defective, or otherwise improperly performed and CITY
notifies ARCHITECT in writing that a defect, error, omission or noncompliance has been
discovered in ARCHITECT'S services, ARCHITECT shall, at the option of CITY: a)
0
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
correctly re -perform such non -complying, defective, or otherwise improperly performed
services at no additional cost to CITY; b) refund the amount paid by CITY attributable to
such non -complying, defective or otherwise improperly performed services; or c) if
ARCHITECT fails to take action under a) above, at ARCHITECT'S sole expense,
otherwise cure or have cured any such non -complying, defective, or otherwise
improperly performed services.
E. The only representations made by ARCHITECT are those expressly enumerated in this
provision. Any other statements of fact or descriptions expressed in the Agreement or
any attachments thereto, shall not be deemed to constitute a warranty of the work or any
part thereof.
12. GUARANTEE AGAINST INFRINGEMENT
ARCHITECT guarantees that all services provided under this Agreement shall be free from claims
of patent, copyright, and trademark infringement. Notwithstanding any other provision of this
Agreement, ARCHITECT shall indemnify and hold harmless CITY, its officers, directors,
employees, agents, assigns, and servants from and against any and all liability, including expenses,
legal or otherwise, for actual infringement of any patent, copyright, or trademark resulting from
the use of any goods, services, or other items provided under this Agreement. Notwithstanding the
foregoing, ARCHITECT may elect to provide non -infringing services.
13. DOCUMENTS
A. Upon CITY'S or its designated Project Manager's request, at any time during the term of
this Agreement or upon completion or termination of this Agreement, ARCHITECT shall
provide CITY or its designated Project Manager with a copy of all documents and
electronic files prepared by ARCHITECT under this Agreement or any Task
Authorization hereunder. CITY understands that re -use of any documents for any other
purposes shall be at the CITY'S own risk.
B. The parties acknowledge that the CITY is a Florida municipal corporation and subject to
the Florida Public Records Law, therefore, to the extent applicable to it, ARCHITECT
agrees to comply with the terms thereof with regard to any and all documents related to
the CITY.
C. Drawings, specifications, reports, programs, manuals, calculations, supporting design
documentation, or other documents, including all documents on electronic media,
provided by the ARCHITECT or their sub -ARCHITECTS, prepared under this
Agreement shall become the property of the CITY. Conformed documents, record
documents, and final written documents shall be provided electronically in a form
specified by the CITY. The CITY agrees to release ARCHITECT from any liability that
may result from the re -use of documents or modifications thereof, by the CITY of its
7
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
representatives for any other purpose other than the original intent of this Agreement,
without written authorization by the ARCHITECT. ARCHITECT will retain all common
law, statutory, and other reserved rights, including the copyright thereto.
14. ASSIGNMENT
A. ARCHITECT shall not assign or subcontract this Agreement, any task authorization
hereunder, or any rights or any monies due or to become due hereunder without the prior,
written consent of CITY.
B. If, upon receiving written approval from CITY, any part of this Agreement is
subcontracted by ARCHITECT, ARCHITECT shall be fully responsible to CITY for all
acts and/or omissions performed by the subcontractor as if no subcontract had been made.
C. If CITY determines that any subcontractor is not performing in accordance with this
Agreement, CITY shall so notify ARCHITECT who shall take immediate steps to
remedy the situation.
D. If any part of this Agreement is subcontracted by ARCHITECT, prior to the
commencement of any work by the subcontractor, ARCHITECT shall require the
subcontractor to provide CITY and its affiliates with insurance coverage as set forth by
the CITY' S Risk Management.
15. INDEPENDENT ARCHITECT
At all times during the term of this Agreement, ARCHITECT shall be considered an
independent ARCHITECT.
16. CONFLICT OF INTEREST
ARCHITECT shall not undertake any task on behalf of the CITY where ARCHITECT has a
conflict of interest arising out of a part or present professional relationship with another client. The
ARCHITECT shall notify the CITY in writing of any conflict of interest or potential conflict of
interest should arise.
17. DEFAULT
If during the term of this Agreement, ARCHITECT shall be in default of any of the material
provisions of this Agreement, CITY may suspend its performance hereunder until such
delinquency or default has been corrected; provided, however, that no suspension shall be effective
unless and until CITY gives written notice of the default to ARCHITECT with at least ten (10)
days to cure such default. If ARCHITECT fails to correct such delinquency or default within thirty
(30) days of suspension by CITY, CITY may terminate this Agreement.
8
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
18. TERMINATION
Notwithstanding any other provision of this Agreement, CITY may, upon written notice to
ARCHITECT, terminate this Agreement if. a) without cause and for convenience upon thirty (30)
days' written notice to ARCHITECT b) ARCHITECT is adjudged to be bankrupt; c) ARCHITECT
makes a general assignment for the benefit of its creditors; d) ARCHITECT fails to comply with
any of the conditions of provisions of this Agreement; or e) ARCHITECT is experiencing a labor
dispute, which threatens to have a substantial, adverse impact upon the performance of this
Agreement, without prejudice to any other right or remedy CITY may have under this Agreement.
In the event of such termination, CITY shall be liable only for the payment of all unpaid charges,
determined in accordance with the provisions of this Agreement, for work, properly performed
and accepted prior to the effective date of termination.
19. FORCE MAJURE
Any delay or failure of either party in the performance of its required obligations hereunder shall
be excused if and to the extent caused by acts of God: fire; flood; windstorm; explosion; riot; war;
sabotage; strikes; extraordinary breakdown of or damage to CITY'S affiliates' generating plants,
their equipment, or facilities; court injunction or order; federal and/or state law or regulation; order
by any regulatory agency; or cause or causes beyond the reasonable control of the party affected;
provided that prompt notice of such delay is given by such party to the other and each of the parties
hereunto shall be diligent in attempting to remove such cause or causes. If any circumstances of
Force Majeure remain in effect for sixty (60) days, either party may terminate this Agreement.
20. GOVERNING LAW & VENUE
This Agreement is made and shall be interpreted, construed, governed, and enforced in accordance
with the laws of the State of Florida. Venue shall be Lake County, Florida, or the United States
District Court in and for the Middle District of Florida.
21. HEADINGS
Paragraph headings are for the convenience of the parties only and are not to be construed as part
of this Agreement.
22. SEVERABILITY
In the event any portion or part of this Agreement is deemed invalid, against public policy, void,
or otherwise unenforceable by a court of law, the parties shall negotiate an equitable adjustment
in the affected provision of this Agreement. The validity and enforceability of the remaining parts
thereof shall otherwise be fully enforceable.
23. WAIVER AND ELECTION OR REMEDIES
A. Waiver by either party of any terms, condition, or provision of this Agreement shall not
be considered a waiver of that term, condition, or provision in the future.
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
B. No waiver, consent, or modification of any of the provisions of this Agreement shall be
binding unless in writing and signed by a duly authorized representative of each party
hereto.
24. THIRD PARTY RIGHTS
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than
CITY and ARCHITECT.
25. PROHIBITION AGAINST CONTINGENCY FEES
ARCHITECT warrants that it has not employed or retained any company or person, other than a
bona fide employee working solely for the ARCHITECT, to solicit or secure this Agreement, and
that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other
than a bona fide employee working solely for the ARCHITECT, any fee, commission, percentage,
gift, or other consideration contingent upon or resulting from the award or making of this
Agreement.
26. ENTIRE AGREEMENT
Except as otherwise stated, this Agreement, including the schedules, attachments, appendixes, and
exhibits attached hereto, constitutes the entire Agreement between CITY and ARCHITECT with
respect to the services specified and all previous representations relative thereto, either written or
oral, are hereby annulled and superseded.
27. SOVEREIGN IMMUNITY
Nothing contained in the Agreement shall be construed as a waiver of the CITY' S rights to
sovereign immunity under Section 768.28, Florida Statutes, or other limitations imposed on the
CITY' S potential liability under state or federal law.
28. NOTICE
Any notices required to be given by the terms of this Agreement shall be delivered by hand or
mailed, postage prepaid to:
ARCHITECT:
Powell Studio Architecture, LLC.
Attn: Jeff Powell, President
713 W. Montrose Street, Clermont, FL 34711
10
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Professional Services Agreement
RFQ 23-029 Architectural Services for Fire Station #2
CITY:
City of Clermont
Attn: Brian Bulthuis, City Manager
685 West Montrose Street
Clermont, Florida
Either party may change the name of the person receiving notices and the address at which notices
are received by so advising the other party in writing.
29. CONTRACT DOCUMENTS
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 13th day of
June, 2023.
CITY OF CLERMONT
Docu Signed by:
2BA7692F758C492...
Tim Murry, Mayor
ATTEST:
E DocuSigned
by:
3AD7F34905B344A...
Tracy Ackroyd Howe, City Clerk
DS
11
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
POWELL STUDIO ARCHITECTURE, LLC.
DocuSigned by:
�c rOWa
By: FFAORRC94RR34FR
(Signature)
Print Name:
Jeff Powell
Title: President, Powell Studio Architecture, LLC.
Date:
6/14/2023
12
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E EXHIBIT "A"
POLLJELL STU010
A R C H I T E C T U R E
June 1, 2023
Mr. Freddy L. Suarez, MPA, CPPB
Procurement Services Director
CITY OF CLERMONT
685 W. Montrose Street
Clermont, Florida 34711
PROPOSAL FOR PROFESSIONAL SERVICES
FOR THE
CITY OF CLERMONT - FIRE STATION #2
CLERMONT, FLORIDA
Powell Studio Architecture is pleased to submit the following proposal to provide
professional architectural and engineering design services. We appreciate your
consideration and look forward to serving you on this project.
PROJECT DESCRIPTION
The City of Clermont intends to develop Fire Station #2 on a 3.27-acre parcel of land located south
of the First Baptist Church of Clermont, South of Hartwood Marsh Road, Est of Hancock Road,
within the city limits of Clermont. The project is intended to replace and enhance the services of
the existing fire station #2 located approximately'/2 mile to the west along Hartwood Marsh Road
and Danbury Mill Blvd.
Fire Station #2 is expected to be approximately 16,000 SF, single -story four (4) bay drive -through
station to accommodate four (4) fire rescue apparatus with sleeping quarters for up to twelve (12)
personnel. The station will be designed to include administrative and training areas, residential
living quarters, physical fitness room, storage for equipment and gear, separate cleaning facilities
for uniforms and firefighting turnout gear, and decontamination with proper separation zones
between clean and contaminated areas. The building should be designed with a residential feel,
but with durable materials that can stand up to abuse with low maintenance and a warm feel.
Parking on -site is necessary to accommodate a minimum of twenty-four (24) vehicles for on -duty
staff and visitors, and handicap spacing as required. An emergency traffic signal will also be
designed to meet the standards of Opticom.
The Architect hereby proposes to provide professional architectural and engineering
services for the design and construction of the new project as follows:
ARCHITECTURAL AND ENGINEERING SERVICES
The scope of services for the project includes the necessary architectural, engineering,
and environmental planning and permitting services for the project through the necessary
state and local agencies such as the St. Johns River Water Management District
713 W. MONTROSE STREET, CLERMONT, FLORIDA 34711 ■ PH: 352.874.2340 ■ FAX: 877.680.7183 ■ AA#26002236 ■ www.powellstudioarch.com
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
(SJRWMD) and the FDEP. The scope of services also includes construction
procurement and construction phase services to oversee the progress and methods of
construction. Powell Studio Architecture will serve as the prime consultant, overseeing
and managing the various aspects of the projects and the project consultants including
civil engineers, surveyors, environmental consultants, geo-technical engineering, and
structural engineering in addition to the services provided by the Architect. The following
professionals have been preliminarily selected as your prima re design team.
ARCHITECTURE & INTERIOR DESIGN / PRIME CONSULTANT
Powell Studio Architecture, LLC
713 W. Montrose Street
Clermont, Florida 34711
Contact: Jeff Powell, AIA, NCARB, Architect (FL Registration AR#94675)
Telephone: 352.874.2340
Email: je�)powellstudioarch.com
CIVIL ENGINEERING, SURVEYING, & ENVIRONMENTAL SITE EVALUATION
Halff Associates, Inc.
902 North Sinclair Avenue
Tavares, Florida 32778
Contact: Brett Tobias, P.E.
Telephone: 352.557-9225
bTobias(a)Halff.com
GEOTECHNICAL ENGINEERING
Andreyev Engineering, Inc.
4055 St. Johns Parkway
Sanford, Florida 32771
Contact: Ray Jones, P.E.
Telephone: 407.330.7763
RJones(a�.andreyevengineerinq.com
LANDSCAPE / IRRIGATION DESIGN
Green Consulting Group
4070 United Avenue
Mount Dora, Florida 32757
Contact: Timothy W. Green, ASLA, AICP, LEED AP
Telephone: 352.357.9241
tgreen(a)greenconsultinggroup.com
STRUCTURAL, MECHANICAL, PLUMBING, ELECTRICAL,
& FIRE PROTECTION ENGINEERING
TLC Engineering Solutions, Inc.
7370 Cabot Court, Suite 103
Melbourne, Florida 32940
Contact: Gary Krueger, P.E., CM, LEED AP BD+C
Principal, Division Director
321.636.0274
Gary. krueger(a.tic-eng.com
Page 2 of 24
-16-111,
POLUELLSTLJOIO
n 1 0 1 1 1 E C T u R E
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
COMMUNICATIONS & TECHNOLOGY ENGINEERING FOR VOICE / DATA, AUDIO /
VISUAL, SECURITY SYSTEMS, PAGING, AND VIDEO CONFERENCE SYSTEM
TLC Engineering Solutions, Inc.
7370 Cabot Court, Suite 103
Melbourne, Florida 32940
Contact: Gary Krueger, P.E., CM, LEED AP BD+C
Principal, Division Director
321.636.0274
Gary. krueger(a)tic-enq.com
PROJECT ADMINISTRATION SERVICES
A. The Architect will manage all professional services listed herein and
administer the Project, including research of applicable design criteria,
administration of Owner's requirements, and coordination of project
schedule.
B. The Architect has included three (3) presentations to the City Council at
regular scheduled meetings and / or workshops, to keep the Council
Members generally abreast of the project, and answer questions or
concerns that may arise during the course of design.
II. ARCHITECTURAL, MECHANICAL, ELECTRICAL, PLUMBING, & FIRE
PROTECTION ENGINEERING SERVICES
A. Schematic Design Documentation
1. After the PROJECT PROGRAM has been prepared and thoroughly
discussed, the project enters the schematic design phase. The
Architect starts with rough diagram of the interrelationships of the
various spaces in the building. Project design at this level is for the
establishment of a design concept only.
2. Sketch plans are then prepared, showing the general arrangement of
areas and spatial relationships to the site and structure. During this
phase, the Architect is using rolls of sketch paper and is revising and
refining sketches until one or more solutions are developed which
meet the needs of the project. The Architect will prepare up to three
(3) schematic submittals for your review and approval.
3. The schematic drawings usually include small scale drawings of the
principal floor plans, explanatory sketches, site plan, exterior
elevations, building sections and sketches.
Page 3 of 24
—16-111,
POLUELLSTLJOIO
n 1 0 1 1 1 E C T u R E
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
B. Design Development Documentation
In the Design Development Phase, the purpose is to "fix and
describe the size and character of the entire project", once the
schematic design documents have been approved by the Owner.
The drawings are prepared by the Architect in more detail to illustrate
all aspects of the proposed design of the project.
2. Sections through the building are drawn to show typical fire ratings,
egress and construction.
3. The design team, including architects, engineers and construction
specialists review the components of the project to establish the
construction particulars in order to accommodate the budget. A more
accurate opinion of probable construction cost is developed as a part
of this phase, reflecting changes in the project which may have
occurred during this phase.
C. Construction Documents
Based on written approval of the Design Documents, the Architect shall
proceed with the preparation of the Construction Documents.
The Architect shall prepare detailed drawings and specifications for
the construction of the project, upon which the Contractor will
establish the construction cost. These documents will be used for
actual construction. This period in the project's development is
usually a time of less client involvement, since it is the technical
elaboration of ideas developed during earlier phases. However,
periodic communication and contact to review the progress and
answer any questions are in order.
2. Deliverables are anticipated at the following design stages:
a. 50% Construction Documents
b. 100% Construction Documents
3. At the completion of this phase, you will have complete working
drawings and specifications ready for bidding or negotiating with
general contractors, ready for submission for a building permit,
ready for the construction of your project.
III. CIVIL ENGINEERING, SURVEYING, ENVIRONMENTAL, LANDSCAPE /
IRRIGATION DESIGN, AND GEOTECHNICAL ENGINEERING
SERVICES
Introduction
Complete surveying and civil engineering services as required for the construction and
permitting of the new Fire Station Number 2 for the city of Clermont. The station is to be
located south of the First Baptist Church of Clermont, South of Hartwood Marsh Road,
East of Hancock Road, within the city limits of Clermont.
Page 4 of 24
—16-111,
POLUELLSTLJOIO
n 1 0 1 1 1 E C T u R E
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
PHASE 100 ROUTE SURVEY FOR ENGINEERING DESIGN
Prepare a Route Survey for engineering design. The limits are for Hancock Road starting
at the North right of way line of Kingston Ridge Drive to the intersection of Hartwood Marsh
Road proceeding North, East and West 100 feet of said intersection, (APPROXIMATE
LENGTH = 1,900 LINEAR FEET). It is understood that adequate topographic coverage
will be collected for the full right of way of above referenced streets. The survey will include
spot elevations to determine 1 foot contour intervals. The survey will also include
establishing the public rights of way. All surface improvements will be located within the
right of way including any ditches, evidence of utilities flagged or marked by others, above
ground utilities, driveways, sidewalks, mailboxes, fences and trees. Invert elevations on
existing sanitary sewer manholes and storm structures will be measured and shown on
the survey. Any additional requests to the above scope are subject to a change order.
PHASE 200 TREE SURVEY (IF REQUIRED) ($15.00 PER TREE)
Protected Trees 4 inches and above unless listed by the OF/IFAS Assessment of Non
native Plants, "Prohibited" or "Invasive - Not Recommended" tables will be located and
shown on the survey. All trees will have the diameter at breast height and common name
listed on survey.
ESTIMATED COMPLETION TIME FOR PHASES 100-200 IS 60-75 BUSINESS DAYS
UPON RECEIPT OF SIGNED CONTRACT.
DELIVERABLES: UPON COMPLETION OF SURVEY THE CLIENT WILL RECEIVE 6
SIGNED AND SEALED COPIES OF SURVEY. ELECTRONIC VERSION OF
SURVEYED INFORMATION WILL BE PROVIDED UPON REQUEST.
PHASE 300 CONCEPT PLAN
Prepare Concept Plan for Fire Station No. 2 site including building, parking layout, drive
lanes and buffering. Plans to incorporate conceptual building footprint as provided by
client.
PHASE 400 ENGINEERING PLANS 30% SUBMITTAL
HALFF will prepare 30% design documents in AutoCad format. Plans will include a Key
Sheet (1 sheet), City of Clermont General Notes, Geometry Sheet (1), Preliminary Utility
Sheet, and Aerial Sheet (1).
Submittal will include:
1. 24" x 36" Digital pdf format submitted to City of Clermont for internal review
PHASE 410 60% SUBMITTAL
Page 5 of 24
-10-N-111,
POLUELLSTU1310
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
Upon review and receipt of comments from City of Clermont on the 30% design
documents, HALFF will meet with city to review comments, prepare 60% design
documents, incorporating the 30% comments. The plans will also include an Erosion
Control sheet (1 sheet), Grading/Drainage Sheet (1), Utility Sheet (1), Stormwater Detail
Sheet (1), Utility Detail Sheets (2), and Pavement/General Construction Detail Sheet (1).
Submittal will include:
1. Full submittal of plans to City of Clermont via the Etrakit system
2. Drainage Analysis Report
3. Written responses to City 30% comments
PHASE 420 90% SUBMITTAL
Upon review and receipt of comments from City on the 60% design documents, HALFF
will meet with City to review comments, prepare 90% design documents, incorporating
the 60% comments.
Submittal will include:
1. Full submittal of plans to the City of Clermont via the Etrakit system
2. Written responses to city comments
3. Any/all supporting documentation or reports necessitated by city comments on
60% plans.
PHASE 430 FINAL SUBMITTAL
Upon review and receipt of comments from City on the 90% design documents, HALFF
will meet with city to review comments, prepare Final design plans, incorporating the 90%
comments.
PHASE 500 PROJECT MANAGEMENT, COORDINATION, AND MEETINGS
It is anticipated that HALFF shall coordinate throughout the design process with City Staff
and Sub -Consultants. This task anticipates meetings during the design programming
phase with design team and city staff, as well as project review meetings/calls at the 60%,
90%, and 100% design with City Staff for project review.
PHASE 600 ST. JOHNS RIVER WATER MANAGEMENT DISTRICT PERMITTING
Prepare and submit St. Johns River Water Management District permit application. Attend
meeting(s) with District as needed and respond to request for additional information (RAI)
in order to receive permit. Client is to provide Proof of Ownership and any required
documents for ownership and maintenance of stormwater management system. This task
assumes that the stormwater runoff will be piped and stored in an offsite drainage area
designed by Lake County that will have sufficient capacity to accept the stormwater runoff
from the Fire Station Site. This phase does not include any stormwater pond design, or
modifications to lake county stormwater pond calculations. Should these services be
required, a change order will be needed for the additional work.
Page 6 of 24
__0-1P
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
PHASE 700 FDEP WATER PERMITTING
Prepare and submit FDEP General Permit application for the water distribution
system. Coordinate with the City for review of potable water system and signing of FDEP
application as utility provider, attend meeting(s) with City, and respond to request for
additional information (RAI) from City or FDEP.
PHASE 800 FDEP WASTEWATER PERMITTING
Prepare and submit FDEP Individual Permit application for the Wastewater
Collection and Transmission System. Coordinate with the City for the review of
wastewater collection system and signing of FDEP application as utility provider, attend
meeting(s) with City, and respond to request for additional (RAI) from City or FDEP.
PHASE 900 LAKE COUNTY DRIVEWAY CONNECTION PERMITTING
Prepare and submit Lake County Driveway permit application, attend DRC meeting(s),
address staff review comments, and make plan revisions per staff comments in order to
obtain County approval. Phase will include a one -page ITE traffic generation
memorandum for inclusion with the application. In preliminary talks with Lake County staff,
it is not believed that a turn lane will be required. Phase does not include any design
services for turn lanes to the project. Should turn lanes be required, this will be handled
as a change order to the original contract.
PHASE 1000 LAKE COUNTY RIGHT OF WAY UTILIZATION PERMITTING
Prepare and submit Lake County Right of Way Utilization permit application, attend DRC
meeting(s), address staff review comments, and make plan revisions per staff comments
in order to obtain County approval.
PHASE 1100 EMERGENCY SIGNAL DESIGN
Purpose
Halff Associates, Inc. (HALFF) shall provide City of Clermont (CLIENT) with engineering
design services necessary to construct new span wire emergency vehicle traffic signal for
the new fire station #2 on Hancock Rd. Final signal plans will be delivered by HALFF.
The traffic analysis and roadway design at this fire station entrance are to be provided by
others and is not included in this Scope of Services.
II. Professional Services Required
The following services are anticipated for the completion of this project:
A. Survey / Utility Designation — Survey / SUE included with building design
work
B. Signalization Design and Plans
Page 7 of 24
__0-1P
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
HALFF will complete a span wire traffic signal design for the emergency vehicles exiting
the firehouse #2. The span wire and emergency signals will be designed based on FDOT
Standard Design. If site or soil conditions cause an alternate or special design, additional
structural analysis will be required as an additional service. HALFF will provide 60%, 90%,
and 100% plans submittals for review. Any changes to the site design or turn lane
improvements, provided by others, requiring modifications to signalization plans, will
require additional fees. These signals will be for emergency vehicles and shall have a
yellow flashing beacon until activated by the emergency vehicles. No signal timing is
included with the initial design. If final operational adjustments are needed by Halff, they
will be billed under Post Design Services.
HALFF will submit signalization design plans to FDOT District 5, Lake County, or to
CLIENT for inclusion with the Fire station Site/Driveway Plans to be submitted for
permitting and approval. Coordination with these entities for intersection improvement
permitting is not included with this scope of work. Emergency signal preemption for
adjacent signalized intersections is anticipated to be existing and is not a part of this scope.
C. Geotechnical Investigation — to be provided by others
Locations for Strain Poles will be provided for the CLIENT to provide the necessary
geotechnical data. It is anticipated that there will be two (2) pole locations, requiring the
necessary soils information listed in the FDOT Design Manual and Standard Plans for
design of the traffic signal infrastructure.
D. Utility Coordination
Existing utility owners will be identified through Sunshine 811 during design. HALFF will
contact each utility owner to provide preliminary signal plans for owners to identify the
location of the existing facilities. HALFF will coordinate with utilities that may be affected
by the proposed construction of the strain pole structures and will inform the CLIENT of
utilities identified as being in conflict with the signal design. In the event utility relocates
are required, coordination for utility relocates will be appended as a supplemental service
or are to be provided by the CLIENT. Relocating any utilities prior to construction are
services to be provided by the CLIENT.
E. Project Coordination
HALFF shall conduct coordination meetings with CLIENT and subconsultants to discuss
the project concept and identify all items to be addressed in the signalization design.
Coordination meetings with CLIENT include a kickoff meeting and a review meeting for
the 60%, 90%, and 100% signal plans submittals. Coordination with FDOT or local
municipalities is excluded but can be provided, if requested, as an additional service to be
billed hourly based on the HALFF's current hourly rates.
F. Deliverables - Fee: Outlined in A through H
1 hardcopy set of Signed and Sealed Construction Plans (if required)
1 electronic set of Signed and Sealed Construction Plans
1 hardcopy set of Design Documentation
Page 8 of 24
--0-1P
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
Digital Submittal:
- PDF of Final Plans
- Final Opinion of Probable Construction Cost
III. Excluded Services
In addition to the items A-N in this section described below, any additional services
required beyond those specifically identified in this document or subsequent attachments
are beyond the scope of services to be provided. Additional services, if requested, will be
separately identified, and negotiated and such additional scope and commensurate fee
will be authorized under a supplemental agreement to this proposal/contract.
A. Temporary Signalization Design
B. Intelligent Transportation Systems
C. Additional Signal Design or Re -Design due to changes in the roadway/turn lanes.
IV. CLIENT Responsibilities
A. Provide HALFF with any information, agreements, and/or restrictions that may be
in effect on the property and impact the design guidelines or criteria for the project.
B. Provide HALFF and their subconsultants with access to the site for activities
necessary for the performance of the services.
C. Provide HALFF with roadway and turn lane improvement CADD design files as a
basis for signalization.
D. Provide HALFF with Signal Timing Plans obtained during the Traffic Study.
PHASE 1200 OFFSITE UTILITY & LIFT STATION DESIGN
Per conversations with Mr. Stoney Brunson, utilities will have to be extended to the site.
This phase will include the design of these offsite facilities, from the site, back to the
intersection of Hartwood Marsh Road and Hancock Road. This phase will also include
the design of the lift station for the subject site. It is assumed that this will be a private
grinder pump station design and that no electrical controls will be required. Should this
be required at a later date, a change order request will be needed for these services.
PHASE 1300 BIDDING
HALFF will prepare Specifications and Contract Documents, conduct pre -bid meeting,
respond to bidder's questions during the bidding process, issue bid addenda as required,
review bids for completeness and recommendation of qualified bidders, conduct a pre -
construction meeting, prepare final Contract Documents between the Owner and the
Contractors, prepare Notice of Award and Notice to Proceed. Halff will prepare an
engineer's estimate of probable cost.
PHASE 1400 CONSTRUCTION ADMINISTRATION
All necessary inspections, final certifications and review of certified as-builts (as provided
to Halff Associates, Inc. by a Florida Registered Surveyor), as required by permit
conditions which consist of the following:
Page 9 of 24
__0-1P
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C0l-31 D2-41 ED-1362A-E15783D5626E
Halff Associates, Inc. will advise and consult with Owner and act as its representative
during construction. Halff Associates, Inc. will make visits to the site to observe the
progress and quality of the executed site work and to determine in general if the work is
proceeding in accordance with the construction drawings. Halff Associates, Inc. will review
and approve shop drawings, results of tests and inspections and other data that the
contractor is required to submit. Halff Associates, Inc. will also review Contractor's
Request for Information (RFI) and provide necessary feedback to Contractor.
Review Contractor's Pay Requests and address any questions with client. Review As -Built
drawings and coordinate final inspection with the County or City. Coordinate final
inspection with City of Tavares and Lake County.
Based upon the on -site observations and a signed and sealed as -built survey provided by
a Florida Registered Surveyor, Halff Associates, Inc. shall submit certifications of
completions to the owner and the following State and local agencies as required:
A. St. Johns Water Management District
B. Florida Department of Environmental Protection Water and Sewer
C. Lake County
D. City of Clermont
PHASE 1500 PROJECT ADMINISTRATION
The scope of services shall include administrative services necessary to coordinate all
aspects of the project through the planning, design and permitting phase. These
services shall include project scheduling with all regulatory agencies and public utility
companies during the design and permitting phase of the project.
PHASE 1600 LANDSCAPEITREE MITIGATION PLAN AND IRRIGATION PLAN
(GREEN CONSULTING GROUP, INC.)
PART I: LANDSCAPE I TREE MITIGATION PLAN
GCG shall prepare a landscape plan for site based on the plans received from the Client
or Client's Engineer for the landscape buffers and open space of the site. This plan will
be designed to follow the requirements of the City of Clermont Land Development
Regulations. Required landscape revisions due to Client / Owner directed site plan
changes may result in additional charges which will be billed on an hourly basis per the
attached rate schedule. This task will include:
• Initial meeting / telephone conference with Client / Clients Engineer to
review landscape details and project landscape requirements
• Research all landscape code requirements
• Tree removal and replacement plan
• Preparation of landscape plan for site buffers, and parking areas.
• Landscape plan including the location, size, and type of all landscape
materials to be used on site, and the general location and type of all
existing vegetation to be preserved
• Non -Labor items / Reimbursables are outside of the scope of the contract
and will be billed as a separate line item per the attached rate schedule.
Page 10 of 24
1.1bo
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
PART II: IRRIGATION PLAN
GCG shall prepare an irrigation plan for the site based on the landscape plan prepared
in Part I above. This plan will be designed to meet the minimum requirements of the City
of Clermont Land Development Regulations. Required irrigation revisions due to Client /
Owner directed site plan changes may result in additional charges which will be billed on
an hourly basis per the attached rate schedule. This task will include:
• Initial meeting / telephone / email with Client to review irrigation details
and project irrigation requirements
• Preparation of irrigation plan for the site to show zone layout, values,
specifications, controller and plumbing details, and sleeving locations
• Preparation of irrigation plan for all new plantings proposed (sod areas
will not be irrigated)
• Non -Labor items / Reimbursables are outside of the scope of the contract
and will be billed as a separate line item per the attached rate schedule.
PART III: REQUESTED MEETINGS
The extent and number of meetings, other than those previously identified, are not
known and none are proposed. Meetings requested by CLIENT, CLIENT's legal counsel,
CLIENT's surveyor, or by regulatory agencies will be considered outside the above work
scope and will be invoiced on a time -and -material (t/m) basis per the current rate
schedule. GCG considers verbal requests to attend meetings as authorization and
subsequently the CLIENT will be invoiced for such meetings.
PART IV: REQUESTED SERVICES
Requested studies and/or work items outside the above -described services will be
considered additional work and will be invoiced on a time -and -material (t/m) basis per
the current rate schedule or by separate letter agreement. No work will be performed
under this task without the prior approval from the CLIENT. GCG considers verbal
requests as authorization and subsequently the CLIENT will be invoiced for such work.
CLIENT RESPONSIBILITIES:
Client shall provide GCG with the following:
• Source of water with GPM and PSI
• Site plan in DWG
PHASE 1700 SUBSURFACE UTILITY LOCATING (PRECISE LOCATING SERVICES,
INC.)
Designate the horizontal positions for but not limited to Water, Gas, Fiber and Telephone
as marked in red on map provided on 12/06/22, starting at Hartwood Marsh Road south
on Handcock Road full right of way to Kingston Ridge Drive for approximately 1,500 feet.
This does not include lane closures, permits, or bonds.
Page 11 of 24
1.1bo
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
Equipment and methods for finding/locating underground utilities and features are the
industry recognized procedures. Although effective and reliable, there is the possibility
that all utilities may not be located or field verified due to environmental or soil
conditions, water table, excessive depth, feature makeup and/or equipment limitation.
PHASE 1800 GEOTECHNICAL INVESTIGATION (ANDREYEV ENGINEERING, INC.)
The purpose of this geotechnical investigation and evaluation will be to assess the
shallow soil and groundwater conditions and provide recommendations for site
preparation, foundation design, pavement section design, and evaluation of the
stormwater retention system.
In order to assist in the geotechnical design and stormwater permitting of the project and
in consideration of the anticipated site conditions, we propose to conduct the following
scope of investigation:
• Drill four (4) Standard Penetration Test (SPT) borings, to a depth of 20 feet below
ground surface, within the proposed fire station building, for foundation
evaluation.
• Drill two (2) Standard Penetration Test (SPT) borings, to a depth of 30 feet below
ground surface, at the proposed traffic signal locations.
• Drill five (5) Standard Penetration Test (SPT) borings, to a depth of 10 feet below
ground surface, within the proposed paved parking/drive areas.
• Prepare a geotechnical report including results of the soil investigations in profile
form, evaluation of encountered conditions, estimation of seasonal high
groundwater, and geotechnical recommendations for site preparation, support of
the proposed structure on shallow foundations, pavement section design, and
evaluate the soil conditions at the proposed traffic signal locations.
PHASE 1900 ENVIRONMENTAL SITE EVALUATION
Halff biologists will conduct a field review of the project site for the purpose of
evaluating the onsite habitat conditions and the potential occurrence of any
species considered Endangered, Threatened, or of Special Concern by the Florida
Fish and Wildlife Conservation Commission (FWC) under Chapter 58A-27.003-
005 F.A.C. or the US Fish and Wildlife Service (USFWS) under C.F.R. 17.11-12.
The purpose of this task is to obtain a general understanding of the current site
condition and document listed species that may be present on this site so that
potential permitting requirements can be identified in advance and appropriately
addressed. Specific tasks included with this effort are as follows:
a. Prior to the field review, conduct a comprehensive desktop review of
government and other publicly available databases to determine whether
occurrences of State and/or Federal listed plant or animal species may occur
or have been documented in areas with similar habitat within or immediately
adjacent to the Project Site. Databases to be reviewed will include, but not be
limited to the US Fish and Wildlife Service (USFWS), Florida Fish and Wildlife
Conservation Commission (FWC), and Florida Natural Areas Inventory (FNAI),
Page 12 of 24
--o-lbo
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
including the FWC bald eagle (Haliaeetus leucocephalus) nest database and
the FWC wading bird rookery database.
b. Review the project area to map and assess the extent and condition of the
onsite habitats. Each habitat type will be mapped using the Florida Land Use,
Cover, and Forms Classification System (FLUCFCS: Florida Department of
Transportation, 1999).
c. Conduct meandering pedestrian transect surveys for listed species on the
project site. All habitats within the project boundary will be surveyed in general
accordance with the Florida Wildlife Conservation Guide (2011) as developed
by the USFWS, FWC, and FNAI. Surveys will be conducted to locate listed
wildlife species known to occur in Walton County, Florida. Nests, burrows, and
evidence that would suggest the presence of listed wildlife species (i.e., tracks,
scat, cavities, or nests) occurring on or near the project site will be documented
and their location will be recorded using a hand-held GPS. Any items of
concern that could potentially affect the project and permitting schedule will be
recorded and reported to the CLIENT.
d. Conduct a species -specific survey for the gopher tortoise. The survey will
include a 100% survey of suitable habitats to locate gopher tortoise burrows
and estimate the overall gopher tortoise density for the project site. The gopher
tortoise survey will be conducted in accordance with the FWC Gopher Tortoise
Permitting Guidelines (Revised 2020) and conducted by an FWC Authorized
Gopher Tortoise Agent. Any observed burrows will be categorized as active,
inactive, or abandoned and the location of each burrow recorded using a hand
help GPS.
e. Complete a summary report detailing the findings of the site review and listed
species surveys conducted on the project site. If wetlands or listed species are
encountered, their approximate locations will be depicted on an aerial
photograph of the project site. If there are any regulatory constraints to
development of the project due to wetlands or listed species, detailed
recommendations on how to resolve the constraints prior to initiating
development activities will be provided to the CLIENT.
EXCLUDED:
1. This scope does not include formal, comprehensive listed species assessments
(e.g. sand skink coverboard survey) in accordance with the Florida Wildlife
Conservation Guide (2011). If any listed or protected species are identified on the
Project Site, additional comprehensive, species -specific surveys or permitting may
be required by the permitting agencies.
2. Agency coordination for wildlife or wetland related matters not specifically stated
in this Scope of Services. The services to obtain approvals for the incidental take
or relocation of any listed species of flora and fauna, agency wetland delineation
approval, or wetland impact approvals are not included in this Scope of Services.
Page 13 of 24
1.1bo
aoweLLSTUO10
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
IV. CONSTRUCTION PROCUREMENT & CONSTRUCTION PHASE
SERVICES
A. Buildinq Permitting & Construction Procurement Services
1. The Architect will submit the construction documents to the
building department for review of the vertical construction. The
goal being to receive and address any comments from the
authorities having jurisdiction either prior to, or during the bidding
stage of the project.
2. The next step is to choose the right firm who can convert the
construction documents into a building. The Architect will work with
the City's Office of Procurement to develop the appropriate
Request for Proposals from General Contractors to construct the
Work.
3. The Architect will assist the Owner in reviewing and analyzing the
submitted bids from the shortlisted construction firms.
B. Construction Phase Services:
1. General Administration: Assist the Client with processing
change orders, field orders, and general problem solving.
2. Evaluations of the Work: The Architect and the Architect's
consultants will visit the site at intervals appropriate to the stage of
Contractor's operations, to become generally familiar with the
progress of the Work to keep the Owner informed about progress
and quality of the Work, and to monitor compliance with the
Construction Documents.
A total of Ten (10) site visits to become generally familiar with the
progress and quality of the construction work in order to determine
if the work is being performed in general accordance with the
construction documents.
3. Certification of Payments to Contractor: If required, the
Architect will review the Contractor's applications for payment and
shall issue Certificates of Payment in such amounts, based on the
Architect's site observations and administration activities.
4. Submittals: The Architect and the Architect's consultants shall
review and approve or take appropriate action upon Contractor's
submittals such as shop drawings, product data and samples, but
only for the limited purpose of checking for conformance with the
design concept expressed by the Drawings and Specifications.
5. Changes in the Work: The Architect shall prepare change
orders and issue clarifications to the documents for the Clients
Page 14 of 24
--o-I)o
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
approval and execution in accordance with the Contract
Documents.
6. Project Completion: The Architect shall visit the project site to
determine both Substantial Completion and Final Completion, to
aid the Owner in occupying and using the facility.
Page 15 of 24
—16-111,
POLUELLSTLJOIO
n 1 0 1 1 1 E C T u R E
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
BASIS OF COMPENSATION
Professional fees for this project are proposed as a stipulated sum of Five Hundred
Ninety -Nine Thousand Nine Hundred Seventy -Five Dollars and Zero Cents
($599,975.00) based on the scope of the project defined in this proposal.
COMPENSATION BREAKDOWN
I. PROJECT ADMINISTRATION
$ 55,800.00
II. ARCHITECTURAL, MECHANICAL, PLUMBING, ELECTRICAL, &
$257,300.00
FIRE PROTECTION ENGINEERING
1. SCHEMATIC DESIGN
$ 24,650.00
2. DESIGN DEVELOPMENT
$ 41,000.00
3. CONSTRUCTION DOCUMENTATION
$ 68,750.00
4. INTERIOR DESIGN
$ 32,800.00
5. MEP / FP ENGINEERING
$ 48,700.00
6. STRUCTURAL ENGINEERING
$ 24,600.00
7. COMMUNICATION / TECHNOLOGY ENGINEERING
$ 16,800.00
III. CIVIL ENGINEERING, SURVEYING, ENVIRONMENTAL,
$230,375.00
LANDSCAPE / IRRIGATION DESIGN, AND GEOTECHNICAL
ENGINEERING SERVICES
PHASE 100 ROUTE SURVEY FOR ENGINEERING DESIGN
$ 17,900.00
PHASE 200 (IF REQUIRED)
TBD upon Final Completion
PHASE 300 CONCEPT PLAN
$ 5,000.00
PHASE 400 ENGINEERING PLANS 30% SUBMITTAL
$ 15,000.00
PHASE 410 ENGINEERING PLANS 60% SUBMITTAL
$ 35,000.00
PHASE 420 ENGINEERING PLANS 90% SUBMITTAL
$ 10,000.00
PHASE 430 ENGINEERING PLANS FINAL SUBMITTAL
$ 5,000.00
PHASE 500 PROJECT MANAGEMENT, COORDINATION, & MEETINGS
$ 7,000.00
PHASE 600 SJRWMD PERMITTING
$ 4,000.00
PHASE 700 FDEP WATER PERMITTING
$ 2,500.00
PHASE 800 FDEP WASTEWATER PERMITTING
$ 2,500.00
PHASE 900 LAKE COUNTY DRIVEWAY CONNECTION PERMITTING
$ 4,000.00
PHASE 1000 LAKE COUNTY ROW UTILIZATION PERMITTING
$ 2,500.00
PHASE 1100 EMERGENCY SIGNAL DESIGN
$ 45,000.00
PHASE 1200 OFFSITE UTILITY & LIFT STATION DESIGN
$ 20,000.00
PHASE 1300 BIDDING
$ 7,000.00
PHASE 1400 CIVIL CONSTRUCTION ADMINISTRATION
$ 25,000.00
PHASE 1500 CIVIL PROJECT ADMINISTRATION
$ 6,000.00
PHASE 1600 LANDSCAPE / TREE MITIGATION PLAN & IRRIGATION PLAN
$ 4,070.00
PHASE 1700 SUBSURFACE UTILITY LOCATING
$ 3,685.00
PHASE 1800 GEOTECHNICAL INVESTIGATION
$ 5,220.00
PHASE 1900 ENVIRONMENTAL SITE EVALUATION
$ 4,000.00
IV. CONSTRUCTION PROCUREMENT & CONSTRUCTION PHASE
$ 56,500.00
SERVICES
A. BUILDING PERMITTING & CONSTRUCTION PROCUREMENT
6,500.00
B. CONSTRUCTION PHASE SERVICES
50,000.00
TOTAL ARCHITECTURAL & ENGINEERING SERVICES
$ 599,975.00
Page 16 of 24
--10.)P
POLUELLSTU1310
n a 0 n I r E C T u R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
HOURLY RATE SCHEDULE
POWELL STUDIO ARCHITECTURE / TLC ENGINEERING SOLUTIONS
Principal Architect
Project Manager
Project Architect
Interior Designer
Engineer
CAD Operator
Clerical Time
Engineers
$200.00 per hour
$170.00 per hour
$140.00 per hour
$100.00 per hour
$180.00 per hour
$85.00 per hour
$70.00 per hour
HALFF ASSOCIATES, INC.
Principal/Officer - Professional Engineer
$300.00
Senior Professional Engineer
$260.00
Professional Engineer
$185.00
Project Manager
$155.00
Engineer Intern
$110.00
Senior Technician
$125.00
Design Technician
$90.00
Project Technician
$90.00
GIS
Principal Officer - Senior Spatial Analyst $165.00
Senior Spatial Analyst $135.00
Spatial Analyst $100.00
GIS Specialist $60.00
LandscaDe Architects
Principal/Officer - Professional Landscape Architect $230.00
Senior Professional Landscape Architect $160.00
Project Manager Landscape Architect $150.00
Professional Landscape Architect $140.00
Senior Landscape Designer $115.00
Landscape Designer $85.00
Planners
Principal/Officer - Land Planner
$265.00
Senior Planner
$185.00
Professional Planner
$125.00
Project Planner
$105.00
Environmental Scientists
Senior Environmental Scientist
$210.00
Environmental Scientist II
$150.00
Environmental Scientist 1
$90.00
Page 17 of 24
1.1bo
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Halff Associates, Inc.
2023 Surveying Labor Rates (FL)
Labor Classification
Hourly Rate
Sr. PSM
$240
PSM
$180
Survey/Geospatial Manager
$180
Sr. Survey Tech/Sr. GSP Tech/SIT
$130
Survey Tech/GSP Tech
$105
3-Man Survey Crew
$245
2-Man Survey Crew
$190
1-Man Survey Crew
$125
Clerical
$90
1-Man Terrestrial HDS Crew (*)
$245
2-Man Terrestrial HDS Crew (*)
$325
FAA 107 UAS Pilot (*)
$250
Mobilization Fee
UAS LiDAR Phoenix (daily rate)
$2,200
MX7 Mobile Photogrammetry (daily rate)
$1,500
MX9 Mobile LiDAR (daily rate)
$3,000
Notes:
1 — Per Diem (Meals): $59/day
2 - All other direct costs (ODC), such as materials, subcontractors, deed research, or
hotels will be billed at cost plus 10%.
3 — Current IRS Mileage is $0.655 per mile
4- These rates are subject to change and review once a year
(*) Includes Mobilization Fee
GREEN CONSULTING GROUP, INC.
Labor Category
Rate
Principal / ASLA / AICP
$150.00 / Hour
Landscape Architect (ASLA)
$150.00 / Hour
Planner
$100.00 / Hour
CAD Technician
$70.00 / Hour
Page 18 of 24
_10-N-111,
POLUELLSTU1310
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
EXHIBIT "B"
Reimbursable Expenses
Expenses incurred by the architect, his staff and consulting engineers in the interest of
the project are in addition to the fees for services and are to be reimbursed to the
architect. Expenses which are considered reimbursable on this project include shipping
and plotting of documents, and out of county travel (if required).
Plotting of documents will be billed at $.45 / SF of page for Black & White Prints
Color printing will be billed as follows:
8 '/2" x 11 " Color Prints
$2.00
11" x 17" Color Prints
$5.00
24" x 36" Color Plots
$25.00
36" x 48" Color Plots
$35.00
Other Reimbursables
(Binders, Tabs, 8 x 11 copies, Fed Ex
charges, etc.)
At Cost
Preparations of documents for bidding in PDF format are included in the basic services
of this proposal.
SCOPE OF SERVICES QUALIFICATIONS
Fees quoted herein are presented with the following qualifications & exclusions:
The following is excluded from this proposal:
• Boundary Survey
• Topography Survey
• Soil Boring Location and Elevation Survey
• Monumentation of Wetlands for Conservation Easement
• Platting
• Sketch and Descriptions for Conservation Easements
• Recording of Easements
• As -built Survey
• Post -construction Improvement Survey
• Construction Staking
• Off -site Roadway or Transportation Improvements
• Pre/Post-development stormwater modeling
• Offsite Roadway Design, Access, and Right -of -Way Permitting Services
• Offsite Infrastructure Capacity Studies/Assessments/Analysis/Designs
• Offsite Stormwater Design
• Revisions to the plans requested by the Client/Contractor/Landowner after the plans are
approved unless necessitated by discrepancy in the plans
• Revisions to the plans due to scope changes, value engineering, budget overruns, or
other reasons.
• Sign Design and Permitting
Page 19 of 24
_16-111,
POLUELLSTLJOIO
n 1 0 1 1 1 E C T u R E
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
• Gas, Electric, Telephone, and/or Cable Design
• FEMA CLOMR
• FEMA Letter of Map Revision (LOMR)
• Flood Studies
• NPDES Permitting
• Conditional Use Permit
• Earthwork Calculations
• Quality Control and Construction Material Testing Services
• Rezoning
• Land Use Changes
• Franchise Utility Coordination
• Conversion of AutoCad Files to any other format
• Signing and Pavement Marking Plans
• Written Specifications
• Subsurface Utility Engineering
• Environmental Impact and Cultural Statements and Assessments, Jurisdictional Waters
of the US Determination
Architectural, Structural, Mechanical, Fire Protection, or Electrical Services
• Army Corp. of Engineers Dredge and Fill
• Florida Fish and Wildlife Conservation Commission Permit
• Wetland Flagging/Delineation
Hardscape, Walls, Entry Features
• Lighting/Photometric Design/Site Electrical Design
• Electrical Controls for Lift Stations
• Structural Design of Retaining Walls and Pond Walls
• Noise Study
• Advance of permit fees, impact fees, title search fees, recording or advertising fees (all
fees by CLIENT)
• The above prices allow for up to two (2) response submittals for any request for
additional information letters from referenced agencies. Any additional requests will be
billed on an hourly basis based on the attached hourly rate schedule.
• Value Engineering and Redesign
• Themed / Decorative and Landscape Lighting Design
• Green Building Design, LEED Design
1. This proposal includes site lighting engineering and photometric design which
will be required by the authority having jurisdiction.
2. This proposal includes the design of the dumpster enclosure expected to be
required for the project.
3. All permit application fees will be paid for by the Owner. The Architect and
Owner will determine through the course of the project how and by whom specific
permit fees will be paid. If the Architect, or the Architect's consultant pay for
permit application fees in the best interest of the Owner, such fees will constitute
reimbursable expenses, and shall be reimbursed by the Owner.
4. This proposal includes the design of an emergency generator for the building.
Page 20 of 24
--0-1P
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
If our proposal is acceptable, your signature below will confirm our authorization to
proceed pending the separate written contract that will be mutually executed between both
parties. Retain one copy of this document and return one copy to Powell Studio
Architecture at the address on page 1 of this proposal. This authorization constitutes your
commitment to pay the fee and reimbursable expenses and represents your approval.
We look forward to your favorable selection of Powell Studio Architecture and thank you
for the opportunity to be of service. Please feel free to contact us with any questions you
may have. We look forward to working with you!
Sincerely,
POWELL STUDIO ARCHITECTURE, LLC
Jeff Powell, A.I.A., NCARB, Architect
President
CLIENT SIGNATURE / AUTHORIZATION TO PROCEED:
Upon approval, please fill out the following:
Used for billing purposes
Print Name & Title
Company / Department
Phone
Email
Address
Page 21 of 24 POLUELLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
ATTACHMENT A
ADDITIONAL SERVICES
Professional Architecture & Engineering Services Proposal
Construction site visits or attendance at design review meetings, as requested by
the Owner, Contractor, or Construction Manager, in excess of site visits per
discipline as defined in our proposal.
2. Material testing or installation quality inspection services including (but not limited
to) concrete, reinforcing steel, welds, connections, torsion or tension verification of
bolts, decking or masonry systems. Certification of construction or inspection
services to appease special requirements of the local building department, are not
included in TLC's scope of services.
3. Value Engineering meetings and subsequent engineering or design revisions to
incorporate extensive accepted value engineering items, including changes to
system design after construction documents have been completed.
4. Significant revisions to the program, design philosophy or Architectural plans after
100% Design Development approval, or to systems selected following schematic
phase, and which result in redesign expenses.
5. Extensive phasing of project including development of multiple permitting packages.
6. Electrical Circuit Breaker Coordination Study.
7. Preparation of mechanical systems life cycle cost analysis.
8. Document reproduction beyond those required for in-house coordination and
submittals as outlined above.
9. Threshold Inspection Services.
10. Design of site features and amenities outside of building footprint and not directly
attached to the building.
11. Development of "as -built" or record drawings.
12. Detailed cost estimating services.
13. Design of swimming pool or aquatic feature pumping, filtering and controls
equipment. Proposed services include design for utility support connections only.
14. Design of unconventional foundation systems including vibrocompaction,
vibroflotation piles, matt foundation, or design to accommodate potential sinkhole
activity. Proposed design is based on conventional spread foundation systems.
15. Design services to accommodate LEED credits.
Page 22 of 24
__0-1P
aoweLLSTU010
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
ATTACHMENT B
COMMUNICATIONS AND TECHNOLOGY (CT) DESIGN AND CONSTRUCTION
PHASE SERVICES
I -Voice / Data Design with Specifications and Bid Documents
• EF (entrance facility) design with conduit infrastructure for telecommunications and
cable TV to the outside utility providers via in -ground cable.
• MTR (Main Telecommunications Room)/Data Center sizing, location and
equipment layout in coordination with the Owner IT department.
• TR's (Telecommunications rooms) sizing, location and equipment layout as
required and in coordination with the Owner IT department.
• Voice distribution system to accommodate Owner selected phone switch.
• Data distribution system to accommodate Owner selected Servers and Network
equipment.
• Data distribution system to accommodate Owner selected Wireless equipment.
• Vertical and horizontal intra-building infrastructure for voice/data cabling
(raceways)
• Fiber optic backbone Multimode and Singlemode throughout the building
• Develop a labeling and numbering scheme.
• Develop testing procedures for all copper and fiber optic cabling systems.
II -Audio -Visual Systems Design Documents and Specifications
a. Conference Rooms / Trainina Rooms
Conference rooms shall be designed to include the following audio/visual
equipment:
• Medium size (42"-50") LED wall mount display with speakers.
• A table top audio/video interface shall allow for interface of a laptop, document
camera and miscellaneous audio video equipment. Table top interface shall also
include power receptacles and voice/data connectivity by others.
b. Public Address System (PA) and Mass Notification
• Design will include speakers, microphones, handset stations, amplifier, and
rack/console.
III -Security System Design Documents and Specifications Covering:
• Security/Access Control system with subsystems, which will receive input
information from door contacts, readers and proximity cards for building control.
• Coordination with MEP pathways and provisioning, and shall include basic riser
diagrams, elevations, and schedules.
Page 23 of 24
_10-N-111,
POLUELLSTU1310
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
• CCTV digital monitoring and storage system for interior spaces as well as selected
exterior access points.
• A dedicated security monitoring point will be established in an area within the
facility as designated by the owner where these signals and alarm points can be
displayed, monitored, and recorded. TLC's specifications shall coordinate the
security with the selected hardware vendors and shall require a matrix schedule
indicating responsibility of each associated device.
• Door access and interior space monitoring system
• Card and/or biometric readers for facility access.
• After hours intercom and access systems at key entrance locations.
• Design fire fighter alert system (inactive components only. Head -end equipment to
be provided & installed by fire fighter alert system provider)
Page 24 of 24
__O-IP
aoweLLSTUO10
A R 0 M I r E C T J R 5
DocuSign Envelope ID: D9594COl-31 D2-41 ED-1362A-E15783D5626E
EXHIBIT "C"
CLERWONT
Chore of Champions'
A. Purpose
City of Clermont, Florida
Safety Program Policy
(Replaces Safety Policy dated November 24, 1998)
The City of Clermont (City) is committed to ensuring that employees have safe and
healthy conditions in which to work. This obligation is owed to each employee and
citizen of Clermont, since there is a direct relationship between the personnel and
monetary cost of accidents and the ability to provide reliable cost-effective services.
B. Scope
The provision set forth in this safety policy shall apply equally to all City employees, and
for the purpose of this policy volunteers shall be considered employees.
C. Directive
Identification and correction of all safety hazards and issues must have immediate and
decisive action. Effective implementation of a comprehensive safety program depends
upon the commitment of all City employees to reduce occurrences of preventable
accidents and injuries. Through education and the promotion of safe work habits, all
employees will understand what is expected. Safety must be an ongoing and essential
part of all employees' work day.
D. Guidelines
The City's Safety Program consists of several key elements:
1. Responsibilities of Management, Supervisors, and Employees — Safety
responsibilities at every level of the City must be clearly defined in writing and
relayed through training.
2. Written Practices and Training Programs — Specific written safety practices and
training programs clearly define safety expectations that are necessary to prevent
exposures, fatalities and serious injuries.
3. Safety Meetings — Safety meetings are held and provide an opportunity to discuss a
variety of safety topics.
4. Safety Action Team (SAT) — The Safety Action Team's main function is to facilitate
and improve the safety of all City Employees.
1
10/08/2013
DocuSign Envelope ID: D9594C0l-31 D2-41 ED-B62A-El5783D5626E
5. Corrective Action/Disciplinary Policy — The Personnel Policy, Employee Disciplinary
Procedure defines how safety rules will be fairly and consistently administered when
not adhered to.
The City Manager shall establish procedures to implement this policy.
Approved and adopted by the Clermont City Council by resolution number
2013-29 on October 8, 2013.
2
10/08/2013
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
1
CLER ONT
Chace of Champions'
A. Purpose
Safety Program Procedure
Effective March 15, 2019
(Replaces Safety Program Procedure dated 9114117)
The purpose of this document is to provide an overall written description of the City of
Clermont's (City) Safety Program.
B. Scope
The provision set forth in this safety procedure shall apply equally to all City employees,
and for the purpose of this procedure volunteers shall be considered employees.
C. Employee Duties and Responsibilities
Employees must participate in, abide by, and be accountable for the City's safety
program. There are many ways in which employees can be involved and remain informed.
1. Safety Action Team (SAT) — The SAT is comprised of a variety of talents of
employees and representation from all the departments. The periodic forum
allows for employee input on safety matters including the presentation of concerns
and recommendations for improving overall employee safety, review of
injuries/accidents, development of preventative corrective measures, and
evaluation and promotion of safety training programs.
2. Correction/reporting of safety hazards — Employees are empowered to correct
unsafe conditions within his/her power and/or report other safety concerns to a
supervisor/manager immediately.
3. Reporting injuries/illnesses and accidents — The reporting of all injuries/illnesses
and accidents to the supervisor, regardless whether medical attention is sought
is required. Near miss injuries and accidents should also be reported.
4. Participation in safety training — Employees must receive the proper safety
training required by his/her job assignment. Supervisors/managers are directly
responsible for ensuring that employees receive the required training
5. Conducting safety meetings — Supervisors/managers are responsible for
conducting safety meetings or 'Just in time" training topics, topics discussed or
presented in SAT meetings, or topics pertinent to the respective work area.
Employees are encouraged to volunteer to present safety topics (topics provided
by the supervisor/manager) to fellow co-workers.
6 Conducting safety training for new/current employees — Supervisors/managers
are required to conduct or coordinate the facilitation of safety training for all new
and current employees prior to the commencement of their duties. Employees
may be asked to conduct specific safety training pertinent to the respective work
area by the supervisor/manager.
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
D. Management/Supervisory Duties and Responsibilities
1. Policy — The City has established a Safety Program Policy, which has been
approved by the City Council.
2. Involvement — Management involvement consists of management showing a
hands-on involvement in the City's Safety Program. This is accomplished by
numerous means including, support of the SAT, conducting/ensuring
investigations be conducted into injuries/illnesses and property damage, and
discussing safety topics at meetings. Observing management involvement
encourages employees to become more personally involved in safety and fosters
a caring, trusting relationship between employees and management.
3. Role and Responsibility — Managers/supervisors are directly responsible for the
safety of employees and must empower employees to take action on safety issues.
Empowerment allows employees to take ownership of safety issues and follow
issues through to completion. The role and responsibility of managers/supervisors
includes the following:
a. Being well versed in the content and application of the City's Safety Policy,
Procedure and departmental specific safety requirements and guidelines.
b. Monitoring employee workplace safety compliance including the use of
personal protective equipment (PPE) and other issued safety equipment.
c. Encouraging employees to report unsafe work conditions and practices, and
empowering employees to have the authority to identify and correct safety
issues when immediately necessary.
d. Encouraging employees to be involved in the City's safety program(s).
Allotting time for employees to work on safety issues and volunteer as
members on the SAT.
e. Lead by example while performing as a safety mentor to employees.
f. Providing specific safety training to employees, including area specific.
g. Attending supervisor safety training courses when offered.
4. Corrective Actions/Discipline — Department Directors will ensure enforcement of
safety requirements and respond to non-compliance with progressive or non -
progressive corrective action/discipline dependent upon the severity of the
infraction and other pertinent factors.
E. Work Area Safety and Maintenance
1. All employees are responsible for the safety of his/her work area. Employees must
practice safe work habits, as work -related accidents can be avoided. Employees
should report all safety matters (e.g., trip hazards, broken equipment, etc.) to
his/her supervisor immediately so that the issues can be corrected.
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
2. Managers/supervisors continually observe workplace conditions and correct
unsafe conditions and work practices.
3. The Public Works Department conducts maintenance and repair of buildings,
building systems, facility sites, and vehicles and equipment. Preventative
maintenance services are conducted at intervals specified in maintenance
procedures, manuals, and as determined by Public Works. Repairs are completed
on an "as needed" basis. Facilities are surveyed to determine and schedule
predictable maintenance and repairs. Public Works schedules, tracks and records
all maintenance and repairs, including re -occurring preventative maintenance
items.
F. Injury/Accident Reporting and Supervisor Investigation
All injuries/illnesses and accidents involving City property, vehicles, or equipment must
be reported to a supervisor immediately, no later than the same workday. This includes
non -employee injuries occurring on City property. Medical assistance should be
summoned without delay in all instances, should immediate care be necessary.
The employee and supervisor injury/illness and/or accident form(s) shall be completed.
All reported injuries/illnesses and accidents must be investigated by a supervisor as
soon as possible, within twenty-four (24) hours of the supervisor being informed of the
injury/accident.
Supervisors shall make a thorough report concerning all details involved. The
information gained from investigation reports can be utilized to identify and correct
unsafe conditions and work practices.
The Department Director should be made aware of all injuries/illnesses and accidents,
and he/she should ensure all required paperwork is completed. The Police Department
will investigate accidents where damage to private vehicles/property involves City
employees, vehicles, and/or equipment.
Employees must not admit or offer a settlement in situations involving non -employees
and/or non -City property. Employees will only discuss the circumstances surrounding
an incident with a supervisor, manager, department director, and/or investigating law
enforcement officer.
All investigation reports are reviewed by the SAT. The SAT discusses the preventability
of injuries/illnesses and accidents, whether appropriate action has been taken to prevent
future incidences, and makes recommendations of additional action if necessary.
G. Trend Analysis
Part of the process of minimizing injuries/illnesses and accidents involves reviewing
causes determined by reports and investigations to identify trends. If a trend is detected,
a plan of action will be determined and acted upon. The plan of action may consist of
specific training, personal protective equipment, and/or other safety initiatives.
3
DocuSign Envelope ID: D9594C0l-31 D2-41 ED-B62A-El5783D5626E
H. Safety Training
Safety training is the responsibility of the City, management, and employees.
1. All employees are required to participate in general safety training delivered to all
employees through New Employee Orientation, Area Specific Orientation and
departmental specific safety topics.
2. Supervisors, managers, and directors are required to attend the programs above,
and supervisors may also be required to attend specialty training programs
depending on the requirements for the respective work areas.
3. Managers/supervisors will conduct or coordinate the facilitation of other specialty
training programs which may be required of employees depending on the specific
work area, e.g., Hazard Communication, Hearing Conservation, Bloodborne
Pathogen, Respiratory Protection, Lockout/Tagout, Confined Space Entry, Ladder
Safety, Proper Lifting, Respiratory Protection, and Powered Industrial Vehicle
Operation.
I. Contractor Safety
The City's vendor selection process for the purchase of commercial goods and services
typically includes documentation that specifies minimum contractor qualifications,
contractor selection criteria, Insurance requirements and specific information about the
contract work to be performed. Contractors are required to meet the Federal, State, Local
and/or any other safety -related requirements stated in this documentation and provide
confirming information to the contract administrator, Purchasing Manager, or Human
Resources upon request. Contractors are responsible for training employees in all safety
program requirements.
J. Record Keeping
Records will be maintained by the responsible department in accordance with the Florida
Public Records Law, for example Finance/Purchasing will maintain vendor selection
records, Public Works will maintain facility maintenance records, Human Resources will
maintain New Employee Orientation and Area Specific Orientation training records, and
each department shall maintain employee specific work area training records (e.g.
Powered Industrial Vehicle training documents for each employee within the department).
K. Authority
The authority to issue or revise this Procedure is reserved to the City Manager. The City
Manager ay authorize exceptions to this procedure when deemed appropriate.
--% WCj
Dar ray, City Vanager Date
4
DocuSign Envelope ID: D9594C0l-31 D2-41 ED-1362A-E15783D5626E
Appendix A
Common Safety Rules/Guidelines
The following safety rules or guidelines are generic in nature and apply to all City
employees. Department specific safety rules and/or guidelines may be developed
by the departments as necessary.
Lifting Safety
• Most City employees will be required to lift or move materials or equipment as part
of his/her assigned work.
• Material storage will be arranged to permit safe handling, heavier materials will be
stored at or near floor level. Other materials should not be stored above eye level to
reduce the need for a ladder or reaching above the employee's head.
• Employees should only lift an object or material that is well within the employee's
physical capability. Employees should solicit the help of another employee or use a
material handling device.
• Lifting technique is important in preventing an injury.
o Position feet close to the object being lifted
o Center body over the object
o Bend knees and grasp the object firmly
o Lift straight up and smoothly, and let legs (not back) do the work
o Do not twist or turn body once the lift has been made
o Object should be carried steady and close to the body
o Sudden twisting or turning could result in a back injury
Electrical Safet
• Employees working with or around electrical equipment must practice safe work
habits.
• Malfunctioning electrical appliances and power tools shall be tagged and removed
from use until repairs are made. If appliance/tool cannot be repaired, the unit may be
replaced.
• Extension cords are intended for temporary use, and shall not substitute permanent
wiring.
• Electrical outlets and circuits must not be overloaded. The use of cube taps or multi -
plug adapters is not permitted.
• Grounding plugs will be used as intended, and must not be altered by the removal of
the grounding prong. Grounding adapters will not be used in place of grounding
receptacles.
5
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
• Electrical cords that are defective, frayed or otherwise considered unsafe must be
replaced. Employees must not consider makeshift repairs with splices and electrical
tape as sufficient enough to allow the continued use of a damaged electrical cord.
• Ground Fault Circuit Interrupters will be used for all portable tools. Emergency
generators will be installed and grounded per manufacturer's guidelines.
• Most electrical work will be performed by a licensed industrial electrician or
appropriately trained employee. Employees involved in performing minor electrical
repair work will ensure that the circuit involved is de -energized and that the switch or
circuit breaker controlling the circuit is tagged or locked out while the repair is
conducted.
Fire Safety and Prevention
• The absolute best defense against any fire is prevention. Employees must be aware
of the many potential causes for fire in the workplace and must report any possible
problem areas to a supervisor for corrective action.
• Good housekeeping is important in any fire prevention effort. Allowing combustible
debris and clutter to accumulate will increase the opportunity for a fire to occur and
spread rapidly. Employees must keep their workplace free of debris and other
unnecessary combustible storage.
• The storage of flammable and combustible liquids shall be in a manner approved by
the Fire Department. Approved safety cans, flammable liquid cabinets and specially
designed storage rooms are generally acceptable for the storage of flammable and
combustible liquids. Supervisors will ensure that the storage and handling of
flammable and combustible liquids within his/her work area complies with fire
regulations.
• Smoking by employees or the general public is prohibited in many locations by fire
and/or health regulations. Employees shall not smoke in any City buildings, vehicles,
or in any areas where "No Smoking" signs are posted. Supervisors will monitor
employees for compliance in "No Smoking" areas.
• Fire extinguishers will be provided where needed in City buildings and vehicles.
Employees will become familiar with the locations of fire extinguishers in the work
area. Training will be provided on the proper use of fire extinguishers by the
supervisor or the Fire Department.
• In case of a fire, the employee must immediately dial 911 and report the fire to the
Fire Department. After reporting the fire, the employee must ensure that all affected
persons are evacuated to a safe area. Doors should be closed where available to
isolate the fire area from the remainder of the structure.
• If caught in smoke, individuals should crawl and stay low. Cleaner, cooler air will be
nearer to the floor, and heat, smoke and noxious gases will rise toward the ceiling.
• Employees should always keep an unobstructed exit path when attempting to
extinguish a fire. It is important to remember that fire extinguishers are only intended
to be used on small fires in their beginning stages. In the event of a large fire, or if a
Co
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
small fire is not able to be extinguished, the area should be evacuated and allow the
fire department to handle the situation.
First Aid
First aid kits are available in City buildings and vehicles. Employees should familiarize
themselves with the location and content of first aid kits in the work area.
Well stocked First -Aid kit(s) for employee use will be maintained.
The basic inventory of each first aid kit is reviewed and renewed as needed at
periodic SAT meetings. Records of reviews and replenishments shall be maintained
by the respective departments.
These kits will be located so as to allow easy and quick access. First -aid kits and
required contents are to be maintained in a serviceable condition.
• All items which must be kept sterile must be individually wrapped and sealed. Items
such as scissors, tweezers, tubes of ointments with caps, or rolls of adhesive tape,
need not be individually wrapped, sealed, or disposed of after a single use or
application.
Employees are not required to perform first aid as part of their job duties. Any
employee can voluntarily assist another employee with open wounds, after taking
personal protective precautions.
Aids/HIV and Hepatitis B are the primary infectious diseases of concern in blood.
All blood should be assumed to be infectious. These diseases can be deadly. In
the event of a bleeding injury where first aid is needed, use gloves if possible to
prevent exposure to blood or other potentially infectious materials. The injured
person can often help by applying pressure to the wound. Gloves are available in
the first aid kits. Employees exposed to blood while giving first aid should wash
immediately with soap and water and report the incident to a supervisor.
Immediate professional emergency medical assistance shall be summoned by dialing
911 for any employee or citizen suspected to be seriously injured or ill.
7
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Appendix B
Safety Inspections
Workplace Inspections
• Supervisors will monitor workplace safety conditions daily, and ensure that work
areas are maintained free of clutter, improper storage and other trip/fall hazards.
Flammable and combustible liquids are to be stored in safety containers, in
flammable liquid cabinets or as otherwise approved by the Fire Department.
Supervisors will monitor employee use of all provided safety equipment to ensure
that employees are wearing or using safety equipment as directed.
• A supervisor, or designated employee, from each department will conduct a formal
monthly safety inspection of all work areas within his/her department. Each
inspection will be documented on a form provided by the department. Upon
completion, the safety inspection form will be forwarded to the Manager and
Department Director for review. Areas needing corrective action taken will be
addressed. Management will ensure that corrective actions have been taken and
may make additional recommendations as necessary.
Equipment inspections
• Departments which utilize fixed/portable power equipment will establish an
inspection program for such equipment. The inspection program and frequency
of inspections will be based upon manufacturer's recommendations a n d
recognized good work practices.
• Inspection forms will be developed and utilized by each department for
conducting equipment safety inspections.
• Employees shall not operate equipment when an inspection deems the equipment
to be unsafe for operation. A supervisor will be notified and the unsafe equipment
will be tagged and placed out of service pending equipment repair.
12
DocuSign Envelope ID: D9594C0l-31 D2-41 ED-B62A-El5783D5626E
Appendix C
Training
Virtually every task performed by an employee requires some level of training.
Supervisors shall adequately emphasize safety when instructing an employee on
the performance of a certain task.
Job Orientation
Each department must provide new employees with comprehensive job orientation
training that addresses job safety hazards and provides new employees with
adequate training to work safely around such hazards.
• Supervisors will explain/demonstrate how a job is to be conducted step-by-step.
The supervisor will have the employee demonstrate his/her ability to correctly and
safely perform the job while the supervisor evaluates the employee. The
supervisor will make corrections as needed.*
Department/Area Specific Safety Training
• Area Specific Safety Orientation must be given to employees entering a work area
during the first week of hire or new assignment. The supervisor may designate a
qualified instructor from the area to provide this training. The Area Specific Safety
Orientation form shall be completed and forwarded to Human Resources. The
form will be filed in the employee's personnel file
• Each department/area may require additional specific safety training, and
employees will comply with the requirements of the department as if it
were part of this procedure.*
Additional Training
• Supervisors will ensure that all employees receive adequate training whenever
new processes or equipment are introduced into the workplace.
• Additional comprehensive training may be required when an employee is
promoted or reclassified to a different position or when a job description is
revised to include additional responsibilities or hazards.*
• Safety training must be ongoing, and supervisors must monitor employees for
compliance after training or retraining.
* Documentation of employee training will be completed and kept on file at the
department.
9
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Appendix D
Area/Function Specific Programs
Hazard Communication Standard
• An employee whose job requires that he/she work with regulated materials or work
where such materials are handled or stored in accordance if the requirements of
OSHA (Occupational Safety and Health Administration) Hazard Communication
Standard. Most City employees fall under the requirements of the Standard to
some degree.
• An employee must receive the initial training after beginning work and must
receive refresher training on an annual basis.*
Bloodborne Pathogens
• The Bloodborne Pathogens Standard applies to any employee who could
reasonably be expected to be exposed to blood or body fluids in the course of
his/her normal work. This typically applies to emergency service workers such
as firefighters and police officers. Wastewater collection and treatment system
workers (and lifeguards, when applicable) have been identified as being at a low
to moderate risk.
• Employees covered by the Bloodbome Pathogens Standard must receive initial
training upon beginning work and must receive refresher training on an annual
basis.*
• The City offers a Hepatitis B (HBV) vaccination series at no charge to any
employee identified as being at risk under this Standard.
Permit Required Confined Space Entry
• A confined space is "a space that is large enough for an employee to enter, has
restricted means of entry or exit and is not designed for continuous employee
occupancy." This generally applies to utilities and drainage system workers.
• Initial Confined Space Entry training is -required for all affected employees.
Refresher training is required on an annual basis.*
* Documentation of employee training will be completed and kept on file at the
department.
10
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
Appendix E
Personal Protective Equipment (PPE)
The type and use of PPE will vary by department, and each department will develop
guidelines concerning employee use of PPE.
Eye Protection
• Eye protection is provided for all employees performing a task or working in an
area where the possibility of an eye injury exists. The employee must wear the
provided eye protection.
• Supervisors will instruct employees as to when eye and face protection is
necessary. Employees will also receive instructions concerning selecting the
proper protective eyewear, wearing it properly, limits of protection and proper
care and maintenance of protective eyewear.*
• Protective eyewear included safety glasses, goggles and face shields. Some
tasks will require that the employee wears safety glasses/goggles in conjunction
with a full -face safety shield. Supervisors will ensure that employees have
selected the proper type of eye protection for the task being performed.
• Prescription safety eyewear will be provided to employees who must wear eye
protection but have the need for corrective lenses. Department Directors have
the necessary information to obtain the proper prescription safety eyewear for
an employee. All Safety Eyewear needs to meet ANSI (American National
Standards Institute) Standards.
Hearinu Protection
• Directors/managers will evaluate work areas and equipment use to determine
noise exposure levels and the need for employee hearing protection. Hearing
protection is required for employees exposed to a noise level in excess of 85
decibels (dB) averaged over an eight -hour period. Higher noise levels over a
shorter time period would require employee hearing protection as well.
The type of hearing protection provided is usually in the form of earplugs or
earmuffs. Supervisors will assist employees in choosing the proper type of
hearing protection. Supervisors will instruct employees concerning the use and
limitations of the hearing protection provided.*
• Employees will utilize hearing protection at all times when exposed to noise
levels in excess of the permissible guidelines.
11
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Respiratory Protection
• Employees who are exposed to respiratory hazards will be provided with proper
respiratory protection equipment. Protective equipment may consist of filtration
masks, hazard -specific canister masks, supplied air masks, or self- contained
breathing apparatus (SCBA).
• Employees wearing respiratory protection other than simple filter masks must
be fit tested on an annual basis. Employees who wear self-contained breathing
apparatus must undergo and pass an annual medical examination including a
pulmonary function test.
• Supervisors will instruct employees in the selection, use and maintenance
of respiratory protection equipment. Supervisors will ensure that employees
understand the hazards of the various environments requiring the use of
respiratory protection equipment and the limitations of the equipment itself.*
• Employees will utilize protective equipment at all times when exposed to
respiratory hazards.
Foot Protection
• Employees who are exposed to falling/rolling objects or puncture hazards are
required to wear safety footwear or equivalent protection.
• All safety shoes worn by employees shall be classed according to ANSI
Z.41.1991-1999 Standard as prescribed by OSHA (Regulation 29, CFR Part
1910-136), or shall be determined by the City to be equally effective.
• Each Department Director shall be responsible for the identification of
positions which require safety footwear.
• Purchase of Footwear shall comply with the City's Safety Footwear Purchase
Program.
12
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Appendix F
Fleet Safety Program
It is the policy of the City to provide and maintain a safe working environment to protect
its employees and citizens from injury and property loss. The City considers the use of
motor vehicles as part of the working environment to assist employees in completing their
assigned job duties, and is committed to promoting a heightened level of safety
awareness and responsible driving behavior in its employees. The City's combined
commitment and efforts will be directed toward the implementation and execution of an
effective Fleet Safety Program.
The Fleet Safety Program consists of seven components:
• Motor Vehicle Record Checks;
• Safe Driving Practices;
• Training;
• Preventive Maintenance;
• Accident Investigation;
• Personal Use of City Vehicles; and
• Non -City Vehicles Used for City Purposes.
The program includes all motor vehicles, equipment licensed for on the road
operation, and large equipment such as mowers, tractors, and backhoes. This
procedure applies to all candidates for employment as well as all current employees
and volunteers who are operating a vehicle/equipment for City purposes. Nothing
herein shall authorize volunteers to operate City vehicles.
A. Motor Vehicle Record Checks
In accordance with the City's Employment Policies Manual, all operators of City vehicles
and equipment are required to have a valid State of Florida operator's or commercial
license, as applicable, and to keep Supervisors informed of any change of status in their
license.
The City's Background Check Procedure outlines the City's initial efforts on applicant
selection through a variety of resources, beginning with the job application. Applicant
selection is made upon completion of a formal interview, background check, reference
verification, review of the individual's motor vehicle record (MVR), a negative drug
screen result if applicable, as well as a skills demonstration for certain vehicles.
Once a candidate has been identified for hire and made a conditional offer of
employment, Human Resources will conduct a background check including MVR in
accordance with the City's Background Check Procedure. MVRs are also periodically
reviewed thereafter as determined by the City and at a minimum of at least once per
year for all employees who are authorized to drive a City vehicle or their own vehicle
while conducting City business. The MVR is reviewed for adverse conditions as defined
in the City's Background Check Procedure.
13
DocuSign Envelope ID: D9594C01-31 D2-41 ED-1362A-E15783D5626E
If an employee's annual MVR reveals an adverse condition as defined by the
Background Check procedure, the employee will not be allowed to drive a vehicle while
conducting City business. If these restrictions create a hardship for the City, the
employee will be transferred or demoted to a position which does not require driving and
for which the employee is otherwise qualified. If no position is available, the employee
will be terminated. In addition, Human Resources will identify employees considered
"high risk drivers" based upon established criteria and monitor the employees driving
record every six (6) months for a period of two years from the date of the most recent
violation.
Employees who operate City vehicles and equipment are required to immediately notify
their supervisor of any change in status in their license, convictions involving motor
vehicle operation, and/or use of substances that would interfere with safely driving a
motor vehicle.
B. Safe Driving Practices
In accordance with the City's Employment Policies Manual, the City attempts to provide
each employee with adequate tools, equipment and vehicles for the job being performed
and expects each employee to observe courteous and safe operation of vehicles and
equipment in compliance with all municipal, county and state vehicular regulations.
Employees shall wear a seatbelt at all times and drive with courtesy and respect for
other motorists.
Employees are expected to treat City vehicles and equipment with respect and care, and
adhere to basic vehicle and equipment operation principles:
• Always wear seatbelt.
• Drive defensively and always anticipate what other drivers on the road might do
and plan accordingly.
• Never move through traffic aggressively.
• Adhere to speed limits, traffic signs, and follow all traffic signals.
• Always lock the vehicle/equipment, even if it remains in sight.
• Avoid driving in dangerous conditions, including inclement weather and when
drowsy.
• Any employee backing a large truck or other sight -restricted vehicle/equipment in
which the vehicle/equipment is not equipped with functioning rearview cameras
shall enlist the assistance of another employee in backing the vehicle/equipment.
The assisting employee will act as a spotter to aid the driver in safely backing the
vehicle/equipment.
14
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
• Employees shall not operate a vehicle while wearing a headset, headphone, or
other listening device, other than a hearing aid or instrument for the improvement
of defective hearing. The only exception to using a headset is when the employee
is communicating as described below, and the sound is provided through one ear
and allows surrounding sounds to be heard with the other ear.
Employees are prohibited from using any telephonic or communication device
without a blue tooth or other hands -free technology, unless specifically approved
by the City Manager or designee while operating any vehicle, apparatus,
machinery, or equipment for City purposes. In addition, employees are
responsible for ensuring that use of any electronic device does not cause
distraction (i.e., texting, fiddling with the device, taking eyes off the road, and
participating in conversations that may interfere with the driver's ability to drive
safely).
• Whenever possible, the employee should park the vehicle in a safe location to use
a telephonic or communication device.
C. Training
Training programs will consist of classroom and/or on -the -road scenarios. All incoming
employees are required to receive training on the City's Fleet Safety Program, as well
as any applicable department specific training on City vehicles/equipment.
Employees will also be provided with periodic training, such as safety posters, emails,
and toolbox talks to reinforce best practices.
Remedial training will be provided to employees who have had at least one infraction
or were involved in a preventable incident (as defined by the National Safety Council).
Such training will focus on, but will not be limited to, defensive driving techniques and
behavior modifications. The City will use ride -along training combined with statistical
data focusing on accident types and frequency to identify areas of improvement.
Employees who have had at least one preventable accident or moving violation in a
calendar year period will be required to participate in a collision avoidance course
conducted by the Clermont Police Department.
Refresher training will be provided for all employees at least every other year.
Supervisors will receive refresher training on Accident Investigation and Preventability
at least every other year or as needed.
D. Preventive Maintenance
In accordance with the City's Employment Policies Manual, employees who are
assigned equipment or vehicles by their departments are responsible for them and their
proper use and maintenance. Additionally, the City will provide the necessary
resources to ensure all vehicles are operating properly.
15
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
Public Works will perform and track all routine fleet maintenance for non -
Commercial Motor Vehicles (CMV) every six (6) months or every 3000 miles,
whichever comes first. Critical components that must always be controlled,
maintained and promptly repaired are: brakes, tires, suspension, steering, lights,
mirrors, windows and windshield wipers. Public Works performs and tracks all
routine maintenance on CMVs every 600 hours.
Pre -trip Inspections - Each department will establish and maintain regular pre -
trip inspections. The frequency and type of vehicle/equipment inspection may
vary, however a basic pre -trip safety inspection should be conducted daily or
prior to driving it. For non CMV, areas to be inspected include tires, lighting
systems, brakes, windshield wipers, glass/mirrors, seat belts, fire
extinguisher(s), backup alarm, warning devices and interior/exterior cleanliness.
Minor problems will be corrected during the inspection if feasible. Problems
beyond the inspecting employee's ability to correct should be referred to Public
Works/Fleet Maintenance as soon as possible.
• Employees shall not operate a City vehicle/equipment when an inspection
deems that the vehicle/equipment may be unsafe for operation. A supervisor will
be notified and the unsafe vehicle/equipment will be placed out of service until
corrective action can be taken.
• Refueling — Vehicles/equipment should be refueled when the meter reads'/ full
and turned off while refueling.
• Employees should never smoke, light matches or use lighters while refueling,
nor enter the vehicle/equipment during refueling, as this presents a flash fire
hazard.
• Employees should not overfill or top off the vehicle's/equipment's fuel tank.
• Upon return of the vehicle to Public Works/Fleet Maintenance, the vehicle shall
be in the same condition as when provided to the employee, reasonable wear
and tear excepted.
E. Incident Investigation
All incidents involving a City vehicle, equipment, or personal vehicle being operated
for City purposes must be reported immediately to law enforcement and the
employee's immediate supervisor.
Law enforcement will not be required to be notified for incidents when all of the
following criteria are met:
• there is damage on City property, and
• the incident involves ONLY City property, and
• the estimated damage is less than $500, and
• no personal injury has resulted.
16
DocuSign Envelope ID: D9594C01-31D2-41ED-B62A-E15783D5626E
Examples of damage that is less than $500 include but are not limited to the following:
• Small dent, 3 inches or less in diameter
• Broken tail light
• Broken headlight
• Minor surface scratch
• Damage to one wheel/rim and/or tire
• Damage to one window
• Damage to windshield
• Any combination of more than one of these items is very likely to be above
$500 and law enforcement should be contacted.
Supervisors who are unsure/unclear if damage is over $500 should report the incident
to law enforcement.
Supervisors and employees will be trained in post -incident procedures to secure the
details of the incident and document the damage. Providing detailed facts of the
incident will help the City's insurance carrier deter fraudulent third -party insurance
schemes.
All vehicles/equipment will be supplied with an incident reporting kit to include the
Supervisor and Employee Investigation Forms, insurance card, a pen, drug -testing
matrix, and a post -incident checklist. A pre -trip inspection should also be included in
every vehicle/equipment, if applicable.
Supervisors are responsible for determining whether an employee should receive
disciplinary action in accordance with the City's Employment Policies Manual.
Supervisors are also responsible for making a determination as to whether or not the
incident was preventable based on the National Safety Council's definitions and
record this determination in the Supervisor Investigation Form.
Human Resources along with the Safety Action Team will review all incident reporting
forms and ensure compliance with the City's Fleet Safety Program.
The City has implemented a separate Drug Free Workplace Procedure that requires
pre -employment and periodic random drug and alcohol testing for employees in
mandatory testing positions. Additionally, the Drug Free Workplace Procedure has set
forth criteria requiring employees be tested for the presence of drugs and alcohol
under certain circumstances. Any positive results are grounds for termination.
F. Personal Use of City Vehicles/Equipment
In accordance with the City's Employment Policies Manual, the use of City property,
material, supplies, tools, equipment or vehicles for personal or private business use is
prohibited, unless approved by employment agreement or by the City Manager and
incidental and as a minor deviation to the assigned use of the vehicle. Violations may
result in termination and possible prosecution.
17
DocuSign Envelope ID: D9594C01-31 D2-41 ED-B62A-El5783D5626E
Persons who are not City employees are not allowed in City vehicles/equipment as
passengers, unless the travel involves City business purposes or is authorized by the
City Manager.
G. Non -City Vehicles/Equipment Used for City Purposes
Employees are strongly encouraged to utilize City vehicles/equipment to conduct
official City business. Employees who choose to drive non -City vehicles or operate
non -City equipment to conduct official City business must obtain Department
Director approval to do so, are subject to all the provisions and standards of this
program, must maintain state required automobile insurance limits, ensure that their
personal auto insurance carrier provides coverage for use of their personal vehicle
for business purposes, and maintain their vehicle in a safe operating condition.
* Documentation of employee training will be completed and kept on file at the department in
accordance with the State of Florida General Records Schedule.
18