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2008-17 GatorSktch architects, incorporated March 21, 2008 Mr. Wayne Saunders, City Manager City of Clermont PO Box 120219 Clermont, FL 34712-0219 RE: PROPOSAL FOR ARCHITECTURAL SERVICES Architectural Historical Renovation of the Original Cooper Library Building Dear Mr. Saunders, Thank you for the opportunity to work with you and your staff on this project. Based on our meeting of this date with you and Darren Gray, I am pleased to offer this proposal for your approval: PROJECT ADMINISTRATION SERVICES: The Architect will manage all professional services and administer the Project, including research of applicable design criteria, administration of Owner's requirements, coordination of project schedule, coordination of all municipal review hearings and coordinate the services of the Architect's consultants with those services provided by the Owner and Owner's consultants. SCOPE OF SERVICES GatorSktch Architects shall prepare sufficient drawings and specifications including architectural details, structural, mechanical, electrical, and plumbing design to adequately describe the historical renovation of this building once it has been relocated to a spot in the Historical Park area near the waterfront area of Lake Minneola in Clermont. The scope would be to create programming documents, schematic documents and construction documents to renovate this building so that it resembles the period in which it was originally constructed. GSA's approach is to salvage as many of the original materials and construction types as possible with the means and materials available today. Per the City's direction, GSA will program this historically renovated structure to be a museum to house artifacts and items of historical value to be furnished by other paHies. GSA defines "Historical Renovation" as returning the structure and interior spaces to resemble the original construction. This is established by the data and photographs found during GSA's research and data furnished to GSA by the City of Clermont staff. This documentation will be in concert with Marbek Construction Co., the General Contractor in charge of the work. 723 W. Montrose Street • Clermont, FL 34711 • 352.242.0129 office • 352.394.4827 fax www. gatorsktcharchitects. com Registered Architects: AA-26000515 Page 2 PHASE ONE DESIGN SERVICES: A. As Built Documentation: Due to the nature of the project, it will be necessary to measure, photograph, and investigate the existing building at it's present site to determine aging conditions, what materials were used on the original structure so that sources can be found for replacement, investigate conditions of structural framing, determine from on-site conditions what finishes were used in the original building, determine what materials will be historically correct and can be salvaged and or replaced. Onsite Structural analysis for foundation design will be conducted. Finally, As-built conditions will be drawn and reproduced on Auto-Cad for archival use. B. Research and Evaluation: At this very early stage in developing the project design documents, the architect begins with researching all the guidelines and restrictions imposed by the governing bodies and agencies, the site and environmental conditions. In order to know what will guide the design, the "rules" need to be explored and fully defined. This research will also include documenting all the materials and construction methods used in this historical structure. Then it will expand into finding new or renewed materials which can replace missing hardware materials and finishes. C. Schematic Design Documentation: 1. Sketch plans are then prepared, showing the general arrangement of areas, and defining the floor plan. The floor plan is designed in preliminary form, to define specific areas and to further define the project scope. 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) submittals for your review and approval. 2. The schematic drawings usually include small scale drawings of the floor plan, exterior elevations, Interior elevations, and building sections. 3. Once the Schematic Design Phase has been completed and the project defined, and approved by the owner, the Owner shall engage a Civil engineering consultant to begin site development engineering and Page 3 submittal to authorities for approval. PHASE TWO DESIGN DEVELOPMENT AND DOCUMENTATION: A. In the Design Development Phase, the purpose is to "fix and describe the size and character of the entire project", once the schematic design concept 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, including preliminary design for HVAC system and electrical service layouts. B. Sections through the building are drawn to show typical fire ratings, tenant separations, egress and construction, as required by code. C. As part of this phase of service, the architect will prepare color presentations of the project, including overall building floor plans, and exterior elevations, for final approval. After final approval of the design development phase any changes will incur an hourly fee or negotiated fee. PHASE THREE CONSTRUCTION DOCUMENTATION PREPARATION: Based on written approval of the Design Development Documents, the Architect shall proceed with the preparation of the Construction Documents. A. 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. B. At the completion of this phase, you will have complete working drawings and specifications ready for final negotiating with the general contractor, ready for submission for a building permit and ready for the construction of your project. C. GatorSktch Architects will furnish to the owner review sets at 50% and 90% stages for written approval. Page 4 Permitting: GatorSktch Architects includes in its fee to assist the Client or the Client's contractor as necessary during the permitting process to satisfy the requirements and comments of the local permitting office. Our compensation does not include any permitting efforts of any other jurisdictions nor any fees that may be required. CONTRACT ADMINISTRATION SERVICES: With the signing of the Construction Agreement with your contractor, the final chapter begins: the construction of your rp oiect. During construction, our role is to act as your agent, administering the Construction Contract. A. General Administration: Assist the Owner with processing change orders, field orders, and general problem solving. B. 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. C. Certification of Payments to Contractor: 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. D. 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. E. Chances in the Work: The Architect shall prepare change orders and issue clarifications to the documents for the Owner's approval and execution in accordance with the Contract Documents. F. 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 5 SCHEDULE OF SERVICES Architectural and Engineering Basic Services: Phase One: A. Research and Evaluation (this is done on an hourly basis with a not to exceed 2 weeks) B. As Builts 2 weeks C. Schematic Design Phase Two: Design Development Phase Three: Construction Document Construction Phase Total Project Time Above schedu/e of services does not inc/ude or a//ow for approval times required by /oca/ authorities having jurisdiction, or time required for phasing of construction. BASIS OF COMPENSATION 2 weeks 1 week 5 weeks TBD weeks TBD weeks Basic Services: The basis for compensation is a stipulated sum, based on the scope of work defined herein and based upon an average degree of design and construction quality required by the Owner. Architectural and Enaineering Services: PHASE ONE• A. Research and Evaluation $85/hour x not to exceed 40 hrs $ 3,400.00 B. As -Built phase & Schematic Design Documentation $ 1,360.00 PHASE TWO• Design Development and Documentation $ 6,540.00 Sub Total: $ 11,300.00 Phase Three fee will be negotiated once the architect's opinion for construction budget has been developed at the end of Design phase two. PHASE THREE: Construction Document Preparation $ 6,085.00 Page 6 Contract Administration and Construction Phase Services $ 3,240.00 Total -Architectural and Engineering Services $ 20,625.00 Supplemental Services: Hourly Rates for Additional Services: (with prior approval from Owner) A. Principal Architect $ 150.00 per hour B. Project Architect $ 110.00 per hour C. Administrative/Field Architect $ 110.00 per hour D. Design Architect $ 85.00 per hour E. Technical Drafting $ 65.00 per hour F. Clerical Time $ 50.00 per hour G. Graphic Computer Time $ 50.00 per hour REIMBURSABLE EXPENSES: Overnight Deliveries $ at cost #~A4lo Courier Services $ at cost +~$% Mileage $ .50 /mile Postage $ at cost #~Q% Any other Out-of Pocket expenses required for this project $ at cost ~` Q% with prior written approval by the owner. QUALIFICATIONS Fees quoted herein are presented with the following qualifications: 1. Sales tax on professional services, if imposed by Florida state authorities, shall be in addition to the professional fees stated herein. 2. This proposal includes the services of architects, electrical engineers, mechanical engineers and structural engineers. 3. a Owner hereby re in exchange fora ed ed professional fee, th to fullest a nt permi by law, Des' n Profes ' nays total liabi ' to Owne for y and all inju ' s, cl s, losses, exp ses or mages whatsoe arising out of or in way related to the ect or this Agree nt om any cause or c se including but not i to Design Prof sional's ligence, err , omissio strict liabi ' ,breach contract reach of warr ty, sh not exceed the to of a professional fe d / n /~ .- E.4 // ~ ~. G / t1f ~ V L R Page 7 Your concurrence and return of this Agreement for Professional Services will constitute a contract between us and also serve as a "Notice to Proceed." We value your business and look forward to a very successful project. Please contact us if you have any questions. c r I , '1~-~ Roger A. Pierce, AIA Principal in Charge APPROVED: ~ '~ Authorized Signature Date For the City of Clermont Print Name: ~Co~C~ S. ~ CV~~~~e.,~C. 1 ~ ~c.,tuQ~ Title ~~~~ A~ D" PRODUCER Phone: 352-394-4884 Oiivenbaum Insurance, Inc. PO Box 120218 Clermont, FL 34?12 INSURED CERTIFICATE OF LIABILITY INSURANCE DA7E(MMIDDlYYYY) 05/01/2008 Gatorsktch Architects, Inc. 723 W. Montrose St. Clermont, FL 34711 THIS CERTIFICATE IS ISSUED A$ A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC • INSURER A: Maryland Casualty Company INSURER B: INSURER D: THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION Of ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY pERTA1N, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. L7R NSRD TYPE OF INSURANCE POLK:Y NUMBER DA I LIMITS GENERALtIABIUTY EACH OCCURRENCE S 1,000,000 A COMMERCIAL GENERAL LIABILITY pAS 01953688 10/06/2007 10/06/2008 ° PREMISES Ea occurenex 1,000,000 S CLAIMS MADE ~ OCCUR MED EXP (Arty ona person) S 10,000 PERSONAL 8 ADV INJURY S 1,000,000 GENERAL AGGREGATE 3 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS • COMPIOP AGG $ 2,000,000 POLICY PROJECT LOC AUTOMOBILE LUU3IUTY ANY AU70 C~OMBINED SINGLE LIMIT (Es aeadenq 3 ALL OWNED AUTOS 3CHEOULEO AU70S BODILY INJURY (Per person) s HIRED AUTOS NON-OWNED AUTOS BODILY INJURY (Per acckent) g PROPERTY DAMAGE (Per accident) g GARAGE LIABILITY AUTO ONLY - EA ACCIDENT S ANY AUTO OTHER THAN EA ACC i AUTO ONLY: AGG _ EXCESSAIMBRELLA LIABILITY EACH OCCURRENCE S OCCUR ~ CLAIMS MADE AGGREGATE S S DEDUCTIBLE S RETENTION i S A WOR EMP KERS COMPENBwT10N AND LOYERS' LIABILITY WC 10957358 00 10/10/2007 10/10/200$ ~/ TORY LIMITS ER ANY PROPRIETORlPARTNERIEXECUTNE E.L. EACH ACCIDENT S 500,000 OFFICERfMEMBEREXCLUDEDT YCS E.1.01SEASE•FAEMPLOYEE S 500,000 If yea describe under SYE~UU. PROVISIONS below E.L. DISEASE • POLICY LIMIT S 500,000 OTNER Excluded officers: David J. Wright, President; Roger A. Peirce, Vice President; Ingeborg Wright, Secretary RE: Cooper Library Building Historical renovation and Old Railroad Depot Building Remodel City of Clermont PO Box 120219 Clermont, FL 34712-0219 SHOULD ANY OF THE ABOVE DESCRIBED POLICIE8 BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTK:E TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBUOATK)N OR LIABILITY OF ANY HIND UPON THE INSURER, ITS AQENTS OR AUTHORIZED ® ACORD CORPORATION 1988 ~rp~tie• 1n~sa GATOARC3 ACORD~, CERTIFICATE OF LIABILITY INSURANCE 04/30/OSD~ PRODUCER Suncoast Insurance Associates P.O. Box 22668 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Tampa, FL 33622-2668 813 289-5200 INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: XL Specialty InSUranCe Company 37885 GatorSktch Architects, Inc. INSURER B: 732 W. Montrose Street INSURER C: Clermont, FL 34711 INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR DD' NSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS GENERAL LU\BILITY EACH OCCURRENCE $ DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY $ CLAIMS MADE ~ OCCUR MED EXP (Any one person) $ PERSONAL 8 ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMP/OP AGG $ POLICY PROT LOC AUTOMOBILE LU\BILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (Per person) $ HIRED AUTOS BODILY INJURY NON-OWNED AUTOS (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ ANY AUTO OTHER THAN ~ ACC $ AUTO ONLY: AGG $ EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR ~ CLAIMS MADE AGGREGATE $ DEDUCTIBLE $ RETENTION $ $ WC STATU- OTH- WORKERS COMPENSATION AND EMPLOYERS' LIABILITY E.L. EACH ACCIDENT $ ANY PROPRIETORIPARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? E.L. DISEASE - EA EMPLOYEE $ If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE -POLICY LIMIT $ A OTHER professional DPS9608744 09/14/07 09/14/08 $1,000,000 per claim Liability $1,000,000 annl aggr. DESCRIPTION OF OPERATIONS /LOCATIONS /VEHICLES /EXCLUSIONS ADDED BY ENDORSEMENT /SPECIAL PROVISIONS Professional Liability is written on a claims made and reported basis. RE: Cooper Library Building Historical renovation and Old Railroad Depot Building remodel City of Clermont P.O. Box 120219 Clermont, FL 34712-0219 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL _~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AU ORIZED REPRESE TATIVE ~ ~L ~b ACORD 25 (2001/08) 1 of 2 #S1639701M151779 LMS ©ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ^"""" `~~ ~`°° "°°~ ~ oT [ iFti7ti397U/M151779