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2015-32 • gai consultants transforming Ideas Into reality® May 28, 2015 GAI Project No A150494.00 Mr.James Kinzler Assistant City Manager City of Clermont 685 West Montrose Street Clermont, Florida 34711 Proposal for Professional Services Center Lake Gateway Design and Engineering Clermont,Florida Dear Mr. Klnzler: GAI Consultants,Inc. ("GAI"or"the Consultant")is pleased to submit this Scope of Services/Fee Proposal for Professional Services to the City of Clermont, Florida ("the Client"or"the City")for the above-referenced project. This proposal reflects the anticipated Scope and fees for services to be provided based on GAI's understanding of the project. Project Understanding GAI Consultants recently completed the City of Clermont Downtown and Waterfront Master Plan under a separate agreement.The plan was adopted by the Clermont City Council on March 23, 2015.As a part of the long-range vision for the City, several improvement projects are conceptually identified. It is now the desire of the City to begin to refine the design of some of these projects with the intent to implement them as funding allows. The Center Lake area is a project that has been identified as being critical to the success of the future disposition of downtown.The project is described as approximately 300 linear feet of the north side of SR 50 at the intersection of 8th Street,and approximately 250 linear feet along 8th Street from SR 50 to the south edge of Center Lake.The extent of the anticipated project area is indicated on Exhibit'C' The Scope of Work includes the completion of design and 100%contract documents and bidding phase services for the project hardscape, landscape and irrigation for the area described above and on Exhibit'C'. The services to be provided include: • Geotechnical investigations of the project area • Design of hardscape and landscape areas including walks, crosswalks,a gateway/signage feature, lighting, landscaping(to include low-impact stormwater techniques)and irrigation. In addition to the specific services detailed below(the"Services"),GAI will coordinate our work with the Client's representatives and the project team, monitor the project schedule as it relates to the scope contained herein,and provide timely invoicing and reporting of project progress. Scope of Services Based on our understanding of the project requirements/criteria provided to date by the Client,GAI will perform the following described Scope of Services: Task I —Schematic Design and Preliminary Engineering (30% CD's) 1.1 Site Analysis—GAI will visit the site in order to develop an understanding of the site's opportunities and constraints. Orlando Office 618 East South Street,Suite 700 Orlando,FL 32801 T 407 423 8398 F 407 843 1070 www gaiconsultants corn Mr.James Kinzler May 28,2015 Page 2 GAI Project No A150494 00 1.2 Provide one site visit to field review the survey. 1.3 Develop a project schedule based on our knowledge of the required design, regulatory and permitting approvals,and the construction processes 1.4 Based upon the previously completed Master Plan for the downtown and lakefront, GAI will prepare a rendered schematic design plan to further define the general scope and preliminary design aesthetic of the project, including scale and relationships between built project elements. Project elements will include the following: - 8th Street/SR 50 Gateway landscape and hardscape plans - Gateway feature - Aesthetic grading concept - Site lighting locations and fixture selection - Preliminary site furnishing locations 1.5 To adequately describe the design intent of the various elements of the proposed project,GAI will complete one computer-generated elevation/cross section rendering of the proposed entry feature with associated landscaping,street lighting,etc. 1.6 Statement of Probable Cost-GAI will prepare a statement of probable cost for all elements detailed in the Schematic Design Documents. 1.7 Client Review Meeting #1-GAI will meet with the Client to review the schematic design documents and the statement of probable cost and will subsequently generate a consolidated set of review comments from the meeting. 1.8 As a result of Client Review Meeting #1,GAI will modify the design plans as directed during the Design Development phase of the work. Task II—Geotechnical and Subsurface Utility Engineering 2.1 A geotechnical engineering report summarizing the field and laboratory services performed and providing an engineering analysis of the project area soil and groundwater conditions with regards to drainage, pavement and foundation design will be provided to the City by GAI. 2.2 Completion of subsurface explorations of existing utilities to determine their locations and depths in order to accurately locate the proposed gateway element with minimal disruption and conflict The location of these explorations will be determined once the schematic design phase is complete. A total of two subsurface utility exploratory borings are included as a part of this scope of services. If it is agreed that additional borings are required the work shall be considered an additional service to this agreement and will be completed for additional compensation to be determined at that time. Task III — Design Development Documents (60% CD's) This task includes advancing the construction plans from the approved Schematic Design Plans to a Design Development set of plans. 3.1 Using the owner-supplied survey,as well as the soils report and the reviewed Schematic Design plans,GAI will prepare Design Development plans and details sufficient to demonstrate size,type,and location of civil engineering site infrastructure elements. 3.2 Based upon the reviewed Schematic Design plans GAI will produce Design Development drawings to fix and describe the overall character of the project.This work will include the development of design plans indicating quantities,types,sizes,and materials of the paving and crosswalks,site furnishings, landscaping, irrigation, lighting fixtures, and proposed gateway feature,which is assumed to be an architectural feature requiring foundation design.The plans will include dimensioned layout drawings(as needed) including the selection of materials,colors and patterns. 3.3 Coordinate and identify the need for the Subsurface Utility Engineering work(ground penetrating radar and soft digs)to identify potential conflicts with existing utilities. 4gai consultants transforming Ideas Into reality® ©2015 GAI Consultants,Inc Mr James Kinzler May 28,2015 Page 3 GAI Project No A150494 00 3.4 Attend up to 2 design team meetings/conference calls as requested by the Client, providing assistance for any project related issues/items for one hour meeting time allotments during the DD Phase. 3.5 Coordinate with the design team for consistency of base drawings and incorporation of their latest design into the civil engineering design development drawings and distnbute to design team to conclude this phase. Task IV— Final Construction Documents (100% Construction Drawings) This task includes advancing the construction plans from the Design Development Phase Plans to the final set of Construction Plans for permitting review and approval. 4.1 Based upon the approved Design Development plans,GAI will provide the required CAD generated construction drawings,and CSI formatted specifications related to the project elements including grading, horizontal and vertical control,vehicular pavement areas,concrete and/or decorative sidewalks and gateway feature.The plans will contain the following information. — Cover Sheet. — General Notes Sheets. — Site Demolition Plan. — Paving,Grading,and Drainage and Horizontal Control Plan. — Hardscape Details. — Lighting and Electrical Plans. — Structural Plans. — Landscape Plans. — Irrigation Plans. — Details. 4.2 Attend up to three design team meetings/conference calls, providing assistance with project related issues/items for a one hour meeting time allotment as requested by the Client. 4.3 GAI will prepare a Quality Assurance/Quality Control (QA/QC)analysis of the plans and calculations to be submitted to the governing agencies including a final QA/QC of the construction plans for submittal for bidding by licensed general contractors. 4.4 The Construction Documents will include electrical and lighting plans for the replacement of street lights at the intersection,coordinated with the local electrical utility provider. 4.5 Structural plans for the design of the gateway feature foundation will be completed as required by a Florida licensed engineer. 4.6 The landscape plans and details will indicate specific locations for all proposed plant materials, identify all plant material by botanical and common name,specify quantities and sizes to be installed,and outline planting procedures to be followed and guarantees required. 4.7 Provide complete plans and construction details for an electric automatic irrigation system including meter(s), backflow preventer(s),controllers,valves,spray heads,drip emitters and gear drive heads,and automatic shut-off(per Florida law). Coordinate with the project civil engineer regarding the irrigation Point of Connection, meter and backflow preventer locations, and meter size. 4.8 The project specifications shall be completed in standard C.S.I.format and prepared utilizing Microsoft Word software formatted for 8 1/2"x 11"printing.The City will provide GAI with their standard"front-end"contract documents for review to assure that the specifications do not conflict with the City's standard contract language. 4.9 Provide a set of PDF and reproducible drawings and specifications for construction. • gai consultants transforming Ideas into realltya ©2015 GAI Consultants,Inc Mr James Kinzler May 28,2015 Page 4 GAI Project No A150494.00 Task V— Bidding Phase Services 5.1 GAI will provide quantity take-offs for the project and will prepare bid tabulation schedules for unit price bidding by general contractors.Advertising the project for bid and preparing the full bid packages for the bidders is the responsibility of the City. 5.2 GAI will attend the pre-bid conference,will answer any questions which may arise during the bidding process, will prepare any addenda that may be necessary(for distribution by the City),will attend the bid opening,and will assist the City in the review of the bids received. Additional Services GAI will provide Additional Services as mutually agreed between GAI and the Client. An equitable adjustment to GAI's Scope of Services and Compensation will be made through a Supplement to this Work Order for any Additional Services.These may include but are not limited to: • Revise drawings,specifications or other documents when such revisions are: - Inconsistent with approval or instructions previously given by the Client, including revisions made necessary by adjustments in the Client's program or project budget - Required by the enactment or revision of codes, laws or regulations subsequent to the preparation of such documents - Due to changes required as a result of the Client's failure to render decisions in a timely manner - Due to a phased design approach determined after execution of this Proposal • Significant changes to the overall project size • Provide additional subsurface utility explorations beyond those included in the scope above. Schedule GAI will begin work upon receipt of a copy of this Proposal executed and authorized below. GAI will endeavor to complete its Scope of Services within the timeframe of the Client's schedule to complete the project, subject to excused delay occasioned by factors beyond GAI's reasonable control. Compensation Compensation for services rendered by GAI will be on a lump sum basis in accordance with the rates agreed to in the Master Agreement for Professional Services between GAI and the City of Clermont.GAI will perform the above descnbed professional services for the fee summarized below. Description Method of Payment Fee 1.0 Schematic Design Lump Sum $7,500 2.0 Geotechnical and Subsurface Utility Engineering Lump Sum $3,500 3.0 Design Development Documents Lump Sum $13,600 4.0 Final Construction Documents Lump Sum $16,000 5.0 Bidding Phase Services Lump Sum $3,500 Total (not including reimbursab/es) $44,100 • gai consultants transforming Ideas Into reality® ©2015 GAI Consultants,Inc Mr James Kinzler May 28,2015 Page 5 GAI Project No A150494 00 Sub-consultants The following sub-consultant firms are proposed for the project: • Geotechnical Engineer- Terracon • Subsurface Utility Engineer- Cardno TBE • Electrical and Lighting- Clear Engineering LLC • Structural Engineering- Bishop Engineenng Reimbursable Expenses Reimbursable expenses may include in-house and out-of-house projected costs required to perform and deliver the survey,ecological assessment and schematic design documents,such as postage,courier services,overnight deliveries,and mileage.General reproduction will be provided by the Client for progress printing and permit submittals. Reimbursable Expenses are estimated at$2,000. Reimbursable expenses will be invoiced separately on an actual cost basis. Payment Unless otherwise specified in the GAI Standard Terms and Conditions for Professional Services,attached hereto as Exhibit A, GAI will prepare invoices monthly and payment will be due within 30 days of the date of the invoice.All other payment terms will be in accordance with Exhibit A. Assumptions and Understandings GAI's Scope of Services, Schedule and Compensation as set forth above have been prepared on the basis of the following assumptions and understandings: 1. Access to the project site(s)or other land upon which GAI is to conduct any field work will be available to GAI personnel in a timely manner. 2. Client has provided all its requirements for GAI's scope of services and all criteria and/or specifications that GAI should utilize at the time this Proposal is authorized.This includes any requirement for any statement of professional opinion or certification. 3. Client has provided all available information pertinent to GAI's scope of services, including previous reports/drawings; utility information,etc. at the time this Proposal is authorized. Unless otherwise noted,GAI may rely upon such information. 4. Client will give GAI prompt notice whenever it observes or otherwise becomes aware of any development that affects the scope or timing of GAI's performance 5. Client will examine and provide comments and/or decisions with respect to any GAI interim or final deliverables within a period mutually agreed upon. 6. PURSUANT TO FLORIDA STATUTE 558.0035(1)(C), TO THE FULLEST EXTENT PERMITTED BY LAW, CLIENT AGREES THAT AN INDIVIDUAL EMPLOYEE OR AGENT MAY NOT BE HELD INDIVIDUALLY LIABLE FOR NEGLIGENCE. Please do not hesitate to contact me at 407.423.8398 if you have any questions or wish to discuss this Proposal. If this Proposal is acceptable, please sign where indicated below and return one copy for our file. This also will serve as authorization for GAI to proceed. GAI's performance of the Scope of Services will be governed by the GAI Standard Terms and Conditions for Professional Services,attached hereto as Exhibit A and incorporated herein by reference. gai consultants 4transforming Ideas Into reality® ©2015 GAI Consultants,Inc Mr James Kinzler May 28,2015 Page 6 GAI Project No.A150494 00 REQUESTED AND AUTHORIZED BY: Sincerely, City of Clermont GAI Consultants,Inc. BY: ill 4iiit , PRINTED NAME: r re n 5• G.,ra..L I TITLE: C t4y !�n V' acgr Robert Schanck, P.E. / Q Director of Engineering DATE: (0 1 11 I V At,/ i/ - Frank Bellomo, PLA Senior Director of Landscape Architecture RAS/dro Attachment: Exhibit A-Project Area gal consultants 4transforming Ideas Into reality® ©2015 GAI Consultants,Inc Mr James!Crazier May 15,2015 GAI Protect No A150494 00 EXHIBIT A Project Area • g ai consultants transforming Ideas Into reality, 0 2015 GAI Consultants,Inc 1 t �4- "k i h �� • - � _ ..., _ :E W ,, �'x �� � — e ;— -0 • cl„,..„... ` .*• . ' ''' 4e a 'C. ,ii! o rn MO k N �� CI S �� ti • 1 ' III * ; N,_ , •' - s+. �, 14 .' L -Cr'_ 1 �` I�� t 4 u. f*,,,' t., E r't ' , A 4 _� � e or rpt, �a L. '''.. c. S �,{, . _ S, F�, .r ,.. -." ' ~i 1 .1------.'"' ':----''''''. ..:014. ego , ' ,l�P .f 4"}- , Ie n , ham: t 1 i s S.I"; wrm-".M1.a+- _ ,may` Ir• ti --ft 1'= � � • 'S..r1) -. �ID ,,,,-,y —-- ",gsli. 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