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2005-36~ Kimley-Horn ~ ~ and Associates, Inc. • September 6, 2005 Mr. Preston Davis City of Clermont 685 West Montrose Street Clermont, FL 34711 Re: City of Clermont Pine Lane Drainage Study Dear Mr. Davis: ^ 3404 Southern Trace The Villages, Florida 32162 With respect to our ongoing Master Services Agreement dated February 9, 2003, Kimley-Horn and Associates, Inc. ("KHA") is pleased to submit this letter agreement to provide professional engineering services to the City of Clermont in accordance with the terms and conditions set forth herein. The scope of services is outlined on the following pages and is based on our site visits at Pine Lane and our conversations with • you and the City Engineer. PROJECT UNDERSTANDING Based on our meeting and site visits, we understand that localized flooding is occurring at an existing inlet on the east end of Pine Lane. It is our understanding that approximately 20 years ago the storm sewer system associated with the Oak Ridge Apartment was connected to the existing storm sewer system on Pine Lane. This system drains to the south and discharges into Lake Minnehaha. It is also our understanding that flooding on Pine Lane occurred shortly after the construction of the Oak Ridge Apartments. SCOPE OF SERVICES TASK 1 -Existing Condition Survey KHA subcontract the services of Florida Geodetic Survey to perform an existing condition survey of the study area. This shall include location of all storm and utilities along the existing storm sewer path from Pine Lane to Hook Street. In addition, the control structure data will be collected at Oak Ridge Apartments. • ^ TEL 352 259 2232 FAX 352 259 1584 Mr. Preston Davis, City of Clermont September 6, 2005, Page 2 ^ ~ ^ Kimley-Horn ~ and Associates, Inc. TASK 2 -Site Evaluation and Recommendation Report KHA will perform observations at the study area to identify key factors contributing to the flooding. The existing conditions survey will also be used in our analysis. KHA will also coordinate with the City of Clermont in utilizing a pressure vacuum and/or TV inspection of the pipes. Both the pressure vacuum and TV inspection will be provided by the City of Clermont. Based on the above information, KHA will prepare a report of findings and identify recommendations to improve these conditions. This report will also have a preliminary opinion of probable construction costs. KHA will attend one (1) meeting with the city staff to discuss the report and results. INFORMATION TO BE PROVIDED BY THE CITY OF CLERMONT The following information, upon which the Consultant may rely, will be provided to KHA by the City of Clermont or its representatives: a) Underground utility and roadway drainage as-builts (if available) b) Copy of existing TV Video Inspections (if available) c) Access to the study area for evaluation • SCHEDULE We will provide our services in an expeditious and orderly manner to meet a schedule mutually agreed to by the City of Clermont and KHA for the various elements of the project. FEE AND BILLING We will provide the services described in Tasks 1 through 2 for the lump sum amount summarized below. TASK.- ; ' ~ - ;~+DESCRIPTION - `~= FEE .., , 1 Existing Condition Survey $ 2,280 2 Site Evaluation and Recommendation Report $ 5,150 Direct Expenses (In-House Reimbursable Expenses)-Estimated $ 225 ~_ ~~ ~` Estimate Fees S 7,655 • ^ ~ ~ Kimley-Horn ~ and Associates, Inc. Mr. Preston Davis, City of Clermont September 6, 2005, Page 3 • Direct reimbursable expenses such as subconsultants, express mail, fees, air travel, out- of-town mileage, and other direct expenses will be billed at 1.15 times cost. Any permitting, application, and similar project fees will be paid directly by the Client. Fees will be invoiced monthly based upon the percent complete of lump sum elements or for services actually accomplished for hourly rate elements. Payment will be due within 25 days of the date of the invoice. CLOSURE In addition to the matters set forth herein, this agreement shall include, and shall be subject to, and only to our ongoing Master Services Agreement dated February 9, 2003. As used in the Master Services Agreement, the term "the Consultant" shall refer to Kimley-Horn and Associates, Inc., and the term "the Client" shall refer to the City of Clermont. If you concur with all the foregoing and wish to direct us to proceed with the services set forth herein, please have authorized persons execute both copies of this letter agreement in the space provided below, retain one copy, and return one copy to us. Fees and times stated in this agreement are valid for sixty (60) days after the date of this letter. We appreciate the opportunity to perform this service for you. Please contact me if you have any questions. • Sincerely, KIMLEY-HORN AND ASSOCIATES, INC. Sa . S ins, .E. Christopher M. Germana, P.E. nior Vice President Project Manager K:~PROPOSALSUake County~Clermont Pine Lane.doc Attachment -Standard Provisions Agreed to this~~ day o ~, 2005 CITY OF CLERMONT r ,// ___! ,,Lf1~~D~~_~/c.~iQ V/ ~~ P ,Mayor (Pri r Type Name) Attest: ~ ~ J_ • rC'! ' ' ~ C~ ,Witness (Print or T e Name) Mr. Preston Davis, City of Clermont September 6, 20055, Page 4 • KIMLEY-HORN AND ASSOCIATES, INC. STANDARD PROVISIONS (1) Consultant's Scope of Services and Additional Services The Consultant's undertaking to perform professional services extends only to the services specifically described in this Agreement. However, if requested by the Client and agreed to by the Consultant, the Consultant will perform additional services ("Additional Services"), and such Additional Services shall be governed by these provisions. Unless otherwise agreed to in writing, the Client shall pay the Consultant for the performance of any Additional Services an amount based upon the Consultant's then-current hourly rates plus an amount to cover certain direct expenses including in-house duplicating, local mileage, telephone calls, postage, and word processing. Other direct expenses will be billed at 1.15 times cost. Technical use of computers for design, analysis, GIS, and graphics, etc., will be billed at $25.00 per hour. (2) Client's Responsibilities In addition to other responsibilities described herein or imposed by law, the Client shall: (a) Designate in writing a person to act as its representative with respect to this Agreement, such person having complete authority to transmit instructions, receive information, and make or interpret the Client's decisions. (b) Provide all information and criteria as to the Client's requirements, objectives, and expectations for the project including all numerical criteria that are to be met and all standards of development, design, or construction. (c) Provide to the Consultant all previous studies, plans, or other documents pertaining to the project and all new data reasonably necessary in the Consultant's opinion, such as site survey and engineering data, environmental impact assessments or statements, zoning or other land use • regulations, etc., upon all of which the Consultant may rely. (d) Arrange for access to the site and other private or public property as required for the Consultant to provide its services. (e) Review all documents or oral reports presented by the Consultant and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of the Consultant. (f) Famish approvals and permits from governmental authorities having jurisdiction over the project and approvals and consents from other parties as may be necessary for completion of the Consultant's services. (g) Cause to be provided such independent accounting, legal, insurance, cost estimating and overall feasibility services as the Client may require or the Consultant may reasonably request in furtherance of the project development. (h) Give prompt written notice to the Consultant whenever the Client becomes aware of any development that affects the scope and timing of the Consultant's services or any defect or noncompliance in any aspect of the project. (i) Bear all costs incident to the responsibilities of the Client. (3) Period of Services Unless otherwise stated herein, the Consultant will begin work timely after receipt of an executed copy of this Agreement and will complete the services in a reasonable time. This Agreement is made in anticipation of conditions permitting continuous and orderly progress through completion of the services. Times for performance shall be extended as necessary for delays or suspensions due to circumstances that the Consultant does not control. If such delay or suspension extends for more than six months (cumulatively), Consultant's compensation shall be renegotiated. • (4) Method of Payment Compensation shall be paid to the Consultant in accordance with the following provisions: (a) Invoices will be submitted by the Consultant to the Client periodically for services performed and expenses incurred. Payment of each invoice will be due within 25 days of Mr. Preston Davis, City of Clermont September 6, 20055, Page 5 • receipt. The Client shall also pay to the Consultant all transaction taxes, if any, whether state, local, or federal, levied with respect to amounts paid hereunder, including but not limited to sales tax. The Consultant shall be compensated in U.S. dollars. Interest will be added to accounts not paid within 25 days at the maximum rate allowed by law. If the Client fails to make any payment due the Consultant under this or any other agreement within 30 days after the Consultant's transmittal of its invoice, the Consultant may, after giving notice to the Client, suspend services under this Agreement until all amounts due are paid in full. (b) If the Client objects to an invoice, it must advise the Consultant in writing giving its reasons within 14 days of receipt of the invoice or the Client's objections will be waived, and the invoice shall conclusively be deemed due and owing. (c) The Client agrees that the payment to the Consultant is not subject to any contingency or condition. The Consultant may negotiate payment of any check tendered by the Client, even if the words "in full satisfaction" or words intended to have similar effect appear on the check without such negotiation being an accord and satisfaction of any disputed debt and without prejudicing any right of the Consultant to collect additional amounts from the Client. (5) Use of Documents All documents, including but not limited to drawings, specifications and data or programs stored electronically, prepared by the Consultant are related exclusively to the services descnbed in this Agreement, and may be used only if the Client has satisfied all of its obligations under this Agreement. They are not intended or represented to be suitable for use, partial use or reuse by the Client or others on extensions of this project or on any other project. Any modifications made by the Client to any of the Consultant's documents, or any use, partial use or reuse of the documents without written authorization or adaptation by the Consultant will be at the Client's sole risk and without liability to the Consultant, and the Client shall indemnify, defend and hold the Consultant harmless from all claims, damages, losses and expenses, including but not limited to attorneys' fees, resulting therefrom. Any authorization or adaptation will entitle the Consultant to further compensation at rates to be agreed upon by the Client and the Consultant. Any electronic files are provided only for the convenience of the Client, and use of them is at the Client's sole risk. In the case of any defects in the electronic files or any discrepancies between them and the hardcopy of the documents prepared by the Consultant, the hardcopy shall govern. Only printed copies of documents conveyed by the Consultant may be relied upon. Because data stored in electronic media format can deteriorate or be modified without authorization of the data's creator, the Client has 60 days to perform acceptance tests, after which it shall be deemed to have accepted the data transferred. (6) Opinions of Cost Because the Consultant does not control the cost of labor, materials, equipment or services furnished by others, methods of determining prices, or competitive bidding or market conditions, any opinions rendered as to costs, including but not limited to opinions as to the costs of construction and materials, shall be made on the basis of its experience and represent its judgment as an experienced and qualified professional, familiar with the industry. The Consultant cannot and does not guarantee that proposals, bids or actual costs will not vary from its opinions of cost. If the Client wishes greater assurance as to the amount of any cost, it shall employ an independent cost estimator. Consultant's services required to bring costs within any limitation established by the Client will be paid for as Additional Services. (7) Termination The obligation to provide further services under this Agreement may be terminated by either party upon seven days' written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party, or upon thirty days' written notice for the convenience of the terminating • party. In the event of any termination, the Consultant shall be paid for all services rendered and expenses incurred to the effective date of termination, and other reasonable expenses incurred by the Consultant as a result of such termination. If the Consultant's compensation is a fixed fee, the amount payable for services will be a proportional amount of the total fee based Mr. Preston Davis, City of Clermont September 6, 20055, Page 6 • on the ratio of the amount of the services performed, as reasonably determined by the Consultant, to the total amount of services which were to have been performed. (8) Insurance The Consultant is protected by Workers' Compensation insurance, professional liability insurance, and general liability insurance and will exchange certificates of insurance upon request. If the Client directs the Consultant to obtain increased insurance coverage, or if the nature of the Consultant's activities requires additional insurance coverage, the Consultant will take out such additional insurance, if obtainable, at the Client's expense. (9) Standard of Care In perfomung its professional services, the Consultant will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the services are provided. No warranty, express or implied, is made or intended by the Consultant's undertaking herein or its performance of services, and it is agreed that the Consultant is not a fiduciary with respect to the Client. (10) Limitation of Liability In recognition of the relative risks and benefits of the Project to both the Client and the Consultant, the risks have been allocated such that the Client agrees, to the fullest extent of the law, and notwithstanding any other provisions of this Agreement, that the total liability, in the aggregate, of the Consultant and the Consultant's officers, directors, employees, agents, and subconsultants to the Client or to anyone claiming by, through or under the Client, for any and all claims, losses, costs or damages whatsoever arising out of, resulting from or in any way related to the services under this Agreement from any cause or causes, including but not limited to, the negligence, professional errors or omissions, strict liability or breach of contract or any warranty, express or implied, of the Consultant or the Consultant's • officers, directors, employees, agents, and subconsultants, shall not exceed twice the total compensation received by the Consultant under this Agreement or $50,000, whichever is greater. Higher limits of liability may be negotiated for additional fee. Under no circumstances shall the Consultant be liable for lost profits or consequential damages, for extra costs or other consequences due to changed conditions, or for costs related to the failure of contractors to perform work in accordance with the plans and specifications. This Section 10 is intended solely to limit the remedies available to the Client, and nothing in this Section 10 shall require the Client to indemnify the Consultant. (11) Certifications The Consultant shall not be required to execute any certifications or other documents that might, in the judgment of the Consultant, increase the Consultant's risk or affect the availability, applicability, or cost of its insurance. (12) Dispute Resolution All claims by the Client arising out of this Agreement or its breach shall be submitted first to mediation in accordance with the Construction Industry Mediation Rules of the American Arbitration Association as a condition precedent to litigation. Any mediation or civil action by Client must be commenced within one year of the accrual of the cause of action asserted but in no event later than allowed by applicable statutes. (13) Hazardous Substances and Conditions (a) Services related to determinations involving hazardous substances or conditions, as defined by federal or state law, are limited to those tasks expressly stated in the scope of services. In any event, Consultant shall not be a custodian, transporter, handler, arranger, contractor, or remediator with respect to hazardous substances and conditions. Consultant's services will be limited to professional analysis, recommendations, and reporting, including, when agreed to, plans and specifications for isolation, removal, or remediation. • (b) The Consultant shall notify the Client of hazardous substances or conditions not contemplated in the scope of services of which the Consultant actually becomes aware. Upon such notice by the Consultant, the Consultant may stop affected portions of its services until the Mr. Preston Davis, City of Clermont September 6, 20055, Page 7 • hazardous substance or condition is eliminated. The parties shall decide if Consultant is to proceed with its services and if Consultant is to conduct testing and evaluations, and the parties may enter into further agreements as to the additional scope, fee, and terms for such services. (c) Except to the extent of negligence, if any, on the part of the Consultant in perfornung services expressly undertaken in connection with hazardous substances and conditions, the Client agrees to hold harmless, indemnify, and defend the Consultant from and against any and all claims, losses, damages, liability, and costs in any way arising out or connected with the presence, discharge, release, or escape of hazardous substances or conditions of any kind, or environmental liability of any nature, in any manner related to services of the Consultant. (14) Construction Phase Services (a) If the Consultant's services include the preparation of documents to be used for construction and the Consultant is not retained to make periodic site visits, the Client assumes all responsibility for interpretation of the documents and for construction observation, and the Client waives any claims against the Consultant in any way connected thereto. (b) If the Consultant provides construction phase services, the Consultant shall have no responsibility for any contractor's means, methods, techniques, equipment choice and usage, sequence, schedule, safety programs, or safety practices, nor shall Consultant have any authority or responsibility to stop or direct the work of any contractor. The Consultant's visits will be for the purpose of endeavoring to provide the Client a greater degree of confidence that the completed work of its contractors will generally conform to the construction documents prepared by the Consultant. Consultant neither guarantees the performance of contractors, nor assumes responsibility for any contractor's failure to perform its work in accordance with the contract documents. • (c) The Consultant is not responsible for any duties assigned to the design professional in the construction contract that are not expressly provided for in this Agreement. The Client agrees that each contract with any contractor shall state that the contractor shall be solely responsible for job site safety and for its means and methods; that the contractor shall indemnify the Client and the Consultant for all claims and liability arising out of job site accidents; and that the Client and the Consultant shall be made additional insureds under the contractor's general liability insurance policy. (15) Assignment and Subcontracting This Agreement gives no rights or benefits to anyone other than the Client and the Consultant, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole benefit of the Client and the Consultant. The Client shall not assign or transfer any rights under or interest in this Agreement without the written consent of the Consultant. The Consultant reserves the right to augment its staff with subconsultants as it deems appropriate due to project logistics, schedules, or market conditions. If the Consultant exercises this right, the Consultant will maintain the agreed-upon billing rates for services identified in the contract, regazdless of whether the services are provided by in-house employees, contract employees, or independent subconsultants. (16) Confidentiality The Client consents to the use and dissemination by the Consultant of photographs of the project and to the use by the Consultant of facts, data and information obtained by the Consultant in the performance of its services. If, however, any facts, data or information are specifically identified in writing by the Client as confidential, the Consultant shall use reasonable care to maintain the co~dentiality of that material. (17) Miscellaneous Provisions This Agreement is to be governed by the law of the State of Florida. This Agreement contains the entire and fully integrated agreement between the parties • and supersedes all prior and contemporaneous negotiations, representations, agreements or understandings, whether written or oral. Except as provided in Section 1, this Agreement can be supplemented or amended only by a written document executed by both parties. Provided, however, that any conflicting or additional terms on any purchase order issued by the Client Mr. Preston Davis, City of Clermont September 6, 20055, Page 8 • shall be void and are hereby expressly rejected by the Consultant. Any provision in this Agreement that is unenforceable shall be ineffective to the extent of such unenforceability without invalidating the remaining provisions. The non-enforcement of any provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. •