HomeMy WebLinkAbout1379 AECOM Design ContractC,/J11
mi — i
TRANSMITTAL MEMORANDUM
MP MnRANDLIM
To: City Clerk
RE: Request for Services
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Development Order
❑
❑
Final Plat (original mylars)
❑
❑
Letter of Credit
❑
❑
Maintenance Bond
❑
Ordinance
❑
Performance Bond
❑
Resolution
- ;K AECOM Design Contract- Sanford Avenue
Once completed, please:
❑ Return original
❑ Return copy
El
Special Instructions:
Please retain for the official CRA file
Mayor's signature
Recording
Rendering
Safe keeping (Vault)
Please advise if you have any questions regarding the above.
Thank you!
Nicholas Mcray, Interim CRA Director Z_;
From
3-10 -//
Date
X
\ \SVCH- Omnicast \USERS\mcrayn \Templates \City Clerk Transmittal Memo.doc
PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT
(RFQ 09/10 -20) AECOM TECHNICAL SERVICES, INC.
THIS AGREEMENT is made and entered into this gS of f�sr��y�• ,
2011, by and between AECOM Technical Services, Inc., duly authorized to conduct
business in the State of Florida, whose address is 150 North Orange Avenue, Suite 200,
Orlando, Florida, 32801, hereinafter called the "CONSULTANT" and Lake Monroe
Waterfront and Downtown Sanford Community Redevelopment Agency, whose address is
City Hall, 300 North Park Avenue, Sanford, Florida 32771, an agency created under
Chapter 163, Florida Statutes, holding tax exempt status, hereinafter referred to as the
"CRA." The CRA and the CONTRACTOR are collectively referred to herein as the Parties.
The parties recognize that the CRA is operating under an intergovernmental memorandum
of understanding (MOU) between the CRA and the City of Sanford such that the City of
Sanford provides administrative services for the CRA.
WITNESSETH:
WHEREAS, the CRA desires to retain the services of a competent and qualified
consultant to provide Professional Architectural and Engineering Services in Sanford; and
WHEREAS, the CRA has requested and received expressions of interest for the
retention of services of consultants; and
WHEREAS, the CONSULTANT is competent and qualified to furnish Professional
Architectural and Engineering Services to the CRA and desires to provide professional
services according to the terms and conditions stated herein,
NOW, THEREFORE, in consideration of the mutual understandings and covenants
set forth herein, the CRA and the CONSULTANT agree as follows:
SECTION 1. SERVICES. The CRA does hereby retain the CONSULTANT to furnish
professional services. This Agreement is Project specific as outlined in the General Scope
of Services which describes the essence of the project and parameters thereof. Each task
for completion of the General Scope of Services provided under this Agreement will cause
an approved and executed Work Order for each specific task. Each task is further
described in a specific Scope of Service attached to each Work Order as Exhibit "A" and
made a part thereof as governed by this Agreement. The Required services shall be
specifically enumerated, described and depicted for each task in the Work Orders
authorizing performance of the specific project, task, or study. This Agreement standing
alone does not authorize the performance of any work or require the CRA to place any
orders for work.
SECTION 2. TERM. This Agreement shall take effect on the date of its execution by
the CRA and shall run for a period of one (1) year and, at the sole option of the CRA, may
be renewed annually thereafter for a period of up to three (3) years total. Expiration of the
term of this Agreement shall have no effect upon Work Orders issued pursuant to this
a�
t:
y �1
2
Agreement and prior to the expiration date. Obligations entered therein by both parties
shall remain in effect until completion of the work authorized by the Work Order.
SECTION 3. AUTHORIZATION FOR SERVICES. Authorization for performance of
professional services by the CONSULTANT under this Agreement shall be in the form of
written Work Orders issued and executed by the CRA and signed by the CONSULTANT. A
sample Work Order is attached hereto as Exhibit "B." Each Work Order shall describe the
services required, state the dates for commencement and completion of work and establish
the amount and method of payment. The Work Orders will be issued under and shall
incorporate the terms of this Agreement. The CRA makes no covenant or promise as to
the number of available projects nor that, the CONSULTANT will perform any project for
the CRA during the life of this Agreement. The CRA reserves the right to contract with
other parties for the services contemplated by this Agreement when it is determined by the
CRA to be in the best interest of the CRA to do so.
SECTION 4. TIME FOR COMPLETION. The services to be rendered by the
CONSULTANT shall be commenced, as specified in such Work Orders as may be issued
hereunder, and shall be completed within the time specified therein. In the event the CRA
determines that significant benefits would accrue from expediting an otherwise established
time schedule for completion of services under a given Work Order, that Work Order may
include a negotiated schedule of incentives based on time savings.
SECTION 5. COMPENSATION. The CRA agrees to compensate the
CONSULTANT for the professional services called for under this Agreement on either a
"Fixed Fee" basis or on a "Time Basis Method." If a Work Order is issued under a "Time
Basis Method," then CONSULTANT shall be compensated in accordance with the rate
schedule attached as Exhibit "C." If a Work Order is issued for a "Fixed Fee Basis," then
the applicable Work Order shall provide for no reimbursable expenses.
SECTION 6. REIMBURSABLE EXPENSES. If a Work Order is issued on a "Time
Basis Method," then reimbursable expenses are in addition to the hourly rates.
Reimbursable expenses are subject to the applicable "Not -to- Exceed" or "Limitation of
Funds" amount set forth in the Work Order. Reimbursable expenses may include actual
expenditures made by the CONSULTANT, his employees or his professional associates in
the interest of the Project for the expenses listed in the following paragraphs:
(a) Expenses of transportation incurred or paid by the CONSULTANT for necessary
travel by any principal or employee of the CONSULTANT in connection with the
performance of the Services are limited to the amounts established by Florida Law for
travel by employees of the CRA; long distance calls and telegrams; and fees paid for
securing approval of authorities having jurisdiction over the Project.
(b) Expense of reproductions, postage and handling of drawings and specifications.
(c) If authorized in writing in advance by the CRA, the cost of other expenditures made
by the CONSULTANT in the interest of the Project.
SECTION 7. PAYMENT AND BILLING.
(a) If the Scope of Services required to be performed by a Work Order is clearly defined,
the Work Order shall be issued on a "Fixed Fee" basis. The CONSULTANT shall perform
all work required by the Work Order but, in no event, shall the CONSULTANT be paid more
than the negotiated Fixed Fee amount stated therein.
(b) If the Scope of Services is not clearly defined, the Work Order may be issued on a
"Time Basis Method" and contain a Not -to Exceed amount. If a Not -to- Exceed amount is
provided, the CONSULTANT shall perform all work required by the Work Order; but, in no
event, shall the CONSULTANT be paid more than the Not -to- Exceed amount specified in
the applicable Work Order.
(c) If the Scope of Services is not clearly defined, the Work Order may be issued on a
"Time Basis Method" and contain a Limitation of Funds amount. The CONSULTANT is not
authorized to exceed that amount without the prior written approval of the CRA. Said
approval, if given by the CRA, shall indicate a new Limitation of Funds amount. The
CONSULTANT shall advise the CRAwhenever the CONSULTANT has incurred expenses
on any Work Order that equals or exceeds eighty percent (80 %) of the Limitation of Funds
amount.
(d) For Work Orders issued on a "Fixed Fee Basis," the CONSULTANT may invoice the
amount due based on the percentage of total Work Order services actually performed and
completed; but, in no event, shall the invoice amount exceed a percentage of the Fixed Fee
amount equal to a percentage of the total services actually completed. The CRA shall pay
the CONSULTANT ninety percent (90 %) of the approved amount on Work Orders issued
on a "Fixed Fee Basis."
(e) For Work Orders issued on a "Time Basis Method" with a Not -to- Exceed amount, the
CONSULTANT may invoice the amount due for actual work hours performed but, in no
event, shall the invoice amount exceed a percentage of the Not -to- Exceed amount equal to
a percentage of the total services actually completed. The CRA shall pay the
CONSULTANT ninety percent (90 %) of the approved amount on Work Orders issued on a
"Time Basis Method" with a Not -to- Exceed amount.
(f) Each Work Order issued on a "Fixed Fee Basis" or "Time Basis Method" with a Not -
to- Exceed amount shall be treated separately for retainage purposes. If the CRA
determines that work is substantially complete and the amount retained is considered to be
in excess, the CRA may, at its sole and absolute discretion, release the retainage or any
portion thereof.
(g) Payments shall be made by the CRA to the CONSULTANT when requested as work
progresses for services furnished, but not more than once monthly. Each Work Order shall
be invoiced separately. CONSULTANT shall render to CRA, at the close of each calendar
month, an itemized invoice properly dated, describing any services rendered, the cost of
the services, the name and address of the CONSULTANT, Work Order Number, Contract
Number, Purchase Order Number and all other information required by this Agreement.
3
The original invoice shall be sent to the CRA's designated CEI representative, as identifed
at the preconstruction meeting, for review and processing. Payment shall be made after
review and approval by CRA within thirty (30) days of receipt of a proper invoice from the
CONSULTANT.
SECTION 8. GENERAL TERMS OF PAYMENT AND BILLING.
(a) Upon satisfactory completion of work required hereunder and, upon acceptance
of the work by the CRA, the CONSULTANT may invoice the CRA for the full amount of
compensation provided for under the terms of this Agreement including any retainage
and less any amount already paid by the CRA. The CRA shall pay the CONSULTANT
within thirty (30) days of receipt of proper invoice.
(b) The CRA may perform or have performed an audit of the records of the
CONSULTANT after final payment to support final payment hereunder. This audit would be
performed at a time mutually agreeable to the CONSULTANT and the CRA subsequent to
the close of the final fiscal period in which the last work is performed. Total compensation
to the CONSULTANT may be determined subsequent to an audit as provided for in
subsections (b) and (c) of this Section, and the total compensation so determined shall be
used to calculate final payment to the CONSULTANT. Conduct of this audit shall not delay
final payment as provided by subsection (a) of this Section.
(c) In addition to the above, if federal funds are used for any work under the Agreement,
the Department of Housing and Urban Development, the Comptroller General of the United
States, or any of their duly authorized representatives, shall have access to any books,
documents, papers, and records, of the CONSULTANT which are directly pertinent to work
performed under this Agreement for purposes of making audit, examination, excerpts and
transcriptions.
(d) The CONSULTANT agrees to maintain all books, documents, papers, accounting
records and other evidences pertaining to work performed under this Agreement in such a
manner as will readily conform to the terms of this Agreement and to make such materials
available at the CONSULTANT'S office at all reasonable times during the Agreement period
and for five (5) years from the date of final payment under the contract for audit or
inspection as provided for in subsections (b) and (c) of this Section.
(e) In the event any audit or inspection conducted after final payment, but within the
period provided in paragraph (d) of this Section reveals any overpayment by the CRA under
the terms of the Agreement, the CONSULTANT shall refund such overpayment to the CRA
within thirty (30) days of notice by the CRA.
SECTION 9. RESPONSIBILITIES OF THE CONSULTANT.
(a) The CONSULTANT shall be responsible for the professional quality, technical
accuracy, competence, methodology, accuracy and the coordination of all of the following
which are listed for illustration purposes and not as a limitation: documents, analysis,
reports, data, plans, plats, maps, surveys, specifications, and any and all other services of
whatever type or nature furnished by the CONSULTANT under this Agreement. The
4
CONSULTANT shall, without additional compensation, correct or revise any errors or
deficiencies in his plans, analysis, data, reports, designs, drawings, specifications, and any
and all other services of whatever type or nature.
(b) Neither the CRA's review, approval or acceptance of, nor payment for, any of the
services required shall be construed to operate as a waiver of any rights under this
Agreement nor of any cause of action arising out of the performance of this Agreement and
the CONSULTANT shall be and always remain liable to the CRA in accordance with
applicable law for any and all damages to the CRA caused by the CONSULTANT'S
negligent or wrongful performance of any of the services furnished under this Agreement.
SECTION 10. OWNERSHIP OF DOCUMENTS. All deliverable analysis, reference
data, survey data, plans and reports or any other form of written instrument or document
that may result from the CONSULTANT'S services or have been created during the course
of the CONSULTANT's performance under this Agreement shall become the property of
the CRA after final payment is made to the CONSULTANT.
SECTION 11. TERMINATION.
(a) The CRA may, by written notice to the CONSULTANT terminate this Agreement or
any Work Order issued hereunder, in whole or in part, at any time, either for the CRA'S
convenience or because of the failure of the CONSULTANT to fulfill its Agreement
obligations. Upon receipt of such notice, the CONSULTANT shall have the following
obligations:
(1) Immediately discontinue all services affected unless the notice directs
otherwise. The CRA shall identify the specific work orders being terminated and the
specific work orders to be continued to completion pursuant to the provisions of this
Contract. This Contract will remain in full force and effect as to all authorized work orders
which are to be continued to completion despite termination of the Contract.
(2) Deliver to the CRA all data, drawings, specifications, reports, estimates,
summaries, and any and all such other information and materials of whatever type or
nature as may have been accumulated by the CONSULTANT in performing this
Agreement, whether completed or in process.
(b) If the termination is for the convenience of the CRA, the CONSULTANT shall be paid
compensation for services performed to the date of termination. If this Agreement calls for
the payment based on a Fixed Fee amount, the CONSULTANT shall be paid no more than
a percentage of the Fixed Fee amount equivalent to the percentage of the completion of
work, as determined solely and conclusively by the CRA, contemplated by this Agreement.
(c) If the termination is due to the failure of the CONSULTANT to fulfill its Agreement
obligations, the CRA may take over the work and prosecute the same to completion by
other Agreements or otherwise. In such case, the CONSULTANT shall be liable to the
CRA for all reasonable additional costs occasioned to the CRA thereby. The
CONSULTANT shall not be liable for such additional costs if the failure to perform the
A
Agreement arises without any fault or negligence of the CONSULTANT; provided, however,
that the CONSULTANT shall be responsible and liable for the actions of its subcontractors,
agents, employees and persons and entities of a similar type or nature. Such causes may
include acts of God or of the public enemy, acts of the CRA in either its sovereign or
contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather; but, in every case, the failure to perform must
be beyond the control and without any fault or negligence of the CONSULTANT.
(d) If, after notice of termination for failure to fulfill its Agreement obligations, it is
determined that the CONSULTANT had not so failed, the termination shall be conclusively
deemed to have been effected for the convenience of the CRA. In such event, adjustment
in the Agreement price shall be made as provided in subsection (b) of this Section.
(e) The rights and remedies of the CRA provided for in this Section are in addition and
supplemental to any and all other rights and remedies provided by law or under this
Agreement.
SECTION 12. AGREEMENT AND WORK ORDER IN CONFLICT. Whenever
the terms of this Agreement conflict with any Work Order issued pursuant to it, the
Agreement shall prevail.
SECTION 13. EQUAL OPPORTUNITY EMPLOYMENT. The CONSULTANT
agrees that it will not discriminate against any employee or applicant for employment for
work under this Agreement because of race, color, religion, sex, age, disability, or
national origin and will take steps to ensure that applicants are employed, and
employees are treated during employment, without regard to race, color, religion, sex,
age, disability, or national origin. This provision shall include, but not be limited to, the
following: employment, upgrading, demotion or transfer; recruitment advertising; layoff
or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship.
SECTION 14. NO CONTINGENT FEES. The CONSULTANT warrants that it has not
employed or retained any company or person, other than a bona fide employee working
solely for the CONSULTANT 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 CONSULTANT, any fee, commission, percentage, gift, or
other consideration contingent upon or resulting from award or making of this Agreement.
For the breach or violation of this provision, the CRA shall have the right to terminate the
Agreement at its sole discretion, without liability and to deduct from the Agreement price, or
otherwise recover, the full amount of such fee, commission, percentage, gift, or consider-
ation.
SECTION 15. CONFLICT OF INTEREST.
(a) The CONSULTANT agrees that it will not contract for or accept employment for the
performance of any work or service with any individual, business, corporation or
government unit that would create a conflict of interest in the performance of its obligations
IP7
pursuant to this Agreement with the CRA.
(b) The CONSULTANT agrees that it will neither take any action nor engage in any
conduct that would cause any CRA employee to violate the provisions of Chapter 112,
Florida Statutes, relating to ethics in government.
(c) In the event that CONSULTANT causes or in any way promotes or encourages a
CRA officer, employee, or agent to violate Chapter 112, Florida Statutes, the CRA shall
have the right to terminate this Agreement.
SECTION 16. ASSIGNMENT. This Agreement, or any interest herein, shall not be
assigned, transferred, or otherwise encumbered, under any circumstances, by the parties
hereto without prior written consent of the other party and in such cases only by a
document of equal dignity herewith.
SECTION 17. SUBCONTRACTORS. In the event that the CONSULTANT, during
the course of the work under this Agreement, requires the services of any subcontractors or
other professional associates in connection with services covered by this Agreement, the
CONSULTANT must first secure the prior express written approval of the CRA. If
subcontractors or other professional associates are required in connection with the services
covered by this Agreement, CONSULTANT shall remain fully responsible for the services of
subcontractors or other professional associates.
SECTION 18. INDEMNIFICATION OF CRA. The CONSULTANT agrees to hold
harmless, indemnify, and defend the CRA, its commissioners, officers, employees, and
agents against any and all claims, losses, damages or lawsuits for damages, including
but not limited to attorney's fees and other legal costs, arising from, allegedly arising
from or related to the provision of services hereunder by the CONSULTANT to the
maximam extent and maximum amounts authorized by State law. Adequate
consideration has been provided to the CONSULTANT for this obligation, the receipt
and sufficiency of which is hereby specifically acknowledged. Nothing herein shall be
deemed to affect the rights, privileges, and immunities of the CRA as set forth in Section
768.28, Florida Statutes.
SECTION 19. INSURANCE.
(a) GENERAL. The CONSULTANT shall at the CONSULTANT'S own cost, procure the
required insurance coverage. The insurance coverage requirements are defined and
identified by the attached Memorandum, "INSURANCEREQUIREMENTS OUTLINED BELOW
APPLICABLE TO CONTRACTS FOR SERVICES WHEN THE CONTRACTOR PERFORMS ON
OR OFF CITY PREMISES."
SECTION 20. DISPUTE RESOLUTION. The parties shall exercise best efforts to
resolve disputes through voluntary mediation. Mediator selection and the procedures to be
employed in voluntary mediation shall be mutually acceptable to the parties. Costs of
voluntary mediation shall be shared equally among the parties participating in the
mediation.
7
SECTION 21. REPRESENTATIVES OF THE CRA AND THE CONSULTANT.
(a) It is recognized that questions in the day -to -day conduct of performance pursuant to
this Agreement will arise. The CRA, upon request by the CONSULTANT, shall designate in
writing and shall advise the CONSULTANT in writing of one (1) or more of its employees to
whom all communications pertaining to the day -to -day conduct of this Agreement shall be
addressed. The designated representative shall have the authority to transmit instructions,
receive information and interpret and define the CRA'S policy and decisions pertinent to the
work covered by this Agreement.
(b) The CONSULTANT shall, at all times during the normal work week, designate or
appoint one or more representatives of the CONSULTANT who are authorized to act in
behalf of and bind the CONSULTANT regarding all matters involving the conduct of the
performance pursuant to this Agreement and shall keep the CRA continually and effectively
advised of such designation.
SECTION 22. ALL PRIOR AGREEMENTS SUPERSEDED. This document
incorporates and includes all prior negotiations, correspondence, conversations,
agreements or understandings applicable to the matters contained herein and the parties
agree that there are not commitments, agreements or understandings concerning the
subject matter of this Agreement that are not contained or referred to in this document.
Accordingly, it is agreed that no deviation from the terms hereof shall be predicated upon
any prior representations or agreements, whether oral or written.
SECTION 23. MODIFICATIONS, AMENDMENTS OR ALTERATIONS. No
modification, amendment or alteration in the terms or conditions contained herein shall be
effective unless contained in a written document executed with the same formality and of
equal dignity herewith.
SECTION 24. INDEPENDENT CONTRACTOR. It is agreed that nothing herein
contained is intended or should be construed as in any manner creating or establishing a
relationship of co- partners between the parties, or as constituting the CONSULTANT
(including its officers, employees, and agents) the agent, representative, or employee of the
CRA for any purpose, or in any manner, whatsoever. The CONSULTANT is to be and shall
remain forever an independent contractor with respect to all services performed under this
Agreement.
SECTION 25. EMPLOYEE STATUS. Persons employed by the CONSULTANT in
the performance of services and functions pursuant to this Agreement shall have no claim
to pension, workers' compensation, unemployment compensation, civil service or other
employee rights or privileges granted to the CRA's officers and employees either by
operation of law or by the CRA.
SECTION 26. SERVICES NOT PROVIDED FOR. No claim for services furnished
by the CONSULTANT not specifically provided for herein shall be honored by the CRA.
SECTION 27. PUBLIC RECORDS LAW. CONSULTANT acknowledges CRA'S
0
obligations under Article I, Section 24, Florida Constitution and Chapter 119, Florida
Statutes, to release public records to members of the public upon request. CONSULTANT
acknowledges that CRA is required to comply with Article I, Section 24, Florida
Constitution, and Chapter 119, Florida Statutes, in the handling of the materials created
under this Agreement and that said statute controls over the terms of this Agreement.
SECTION 28. COMPLIANCE WITH LAWS AND REGULATIONS. In providing all
services pursuant to this Agreement, the CONSULTANT shall abide by all statutes,
ordinances, rules, and regulations pertaining to, or regulating the provisions of, such
services, including those now in effect and hereafter adopted. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this
Agreement, and shall entitle the CRA to terminate this Agreement immediately upon
delivery of written notice of termination to the CONSULTANT.
SECTION 29. NOTICES. Whenever either party desires to give notice unto the
other, it must be given by written notice, sent by registered or certified United States mail,
with return receipt requested, addressed to the party for whom it is intended at the place
last specified and the place for giving of notice shall remain such until it shall have been
changed by written notice in compliance with the provisions of this Section. For the
present, the parties designate the following as the respective places for giving of notice, to-
wit:
FOR THE CRA
Nicholas Mcray, Sr. Project Manager /CRA Executive Director
City of Sanford
Office of the City Manager, City Hall
300 North Park Avenue
Sanford, Florida 32771
WITH COPY TO
F. William Smith, Purchasing Manager
City of Sanford, City Hall
300 North Park Avenue
Sanford, Florida 32771
FOR THE CONSULTANT
� ariir� Lm�ca n�ra
,4&pM �chnica! rv�uo //�
/50"V, 0 as t Ax T
SECTION 30. RIGHTS AT LAW RETAINED. The rights and remedies of the CRA,
provided for under this Agreement, are in addition and supplemental to any other rights and
remedies provided by law.
SECTION 31. EXTENT OF CONTRACT. This Contract, together with the Exhibits
hereinafter identified and listed, constitute the entire agreement between the CRA and The
CONSULTANT, and supersedes all prior written or oral understandings and connection
9
therewith. This Contract may only be amended, supplemented, or modified by a formal
amendment. The Exhibits made part of this Contract are as follows:
Exhibit "A" General Scope of Services
Exhibit "B" Work Order Form
Exhibit "C" Rate Schedule
Exhibit "D" Insurance Requirements
IN WITNESS WHEREOF, the parties hereto have made and executed this
Agreement on the date below written for execution by the CRA.
CONSULTANT:
Sha tm Larman�tA,
AECOM Technical Services, Inc.
By (Signature)
f�ih V -A-L
President
CRA:
e' "I C21�1
By Signature
Nicholas McCray, CRA Executive Director
(By delegation).
ATTEST:
Ali C"a
By (S ib nature)
Cynthia Lindsay, Finance Director
(Under City services MOU).
L5
(SEAL)
(SEAL)
10
Company Officer
EXHIBIT "A"
GENERAL SCOPE OF SERVICES
(Note: Each Work Order shall have a specific scope as it relates to the general scope of service.)
(SEE ATTACHED)
PROJECT DESCRIPTION
The Community Redevelopment Agency of Sanford, Florida (the "Client ") desires to improve the aesthetic and pedestrian qualities
of Sanford Avenue from i Street to 6 th Street (see Exhibit i, Limits of Work). The Project is comprised of streetscape treatments
and may include recycling the original street pavers located under the existing asphalt or removing and installing new brick pavers,
adding planters, landscaping, irrigation, streetlights with hanging planter baskets and irrigation, underground electrical, zo amp
receptacles, installation of conduit /fiber optic cable, treatment of corner radii, sidewalks, installation of a new water main,
relocation of existing storm water inlets, coordination with the City's Wayfinding consultant, cultural corridor art components, and
heritage markers along the five block section of Sanford Avenue. The Client has allocated $z, 000,000 for the design and
construction of the streetscape; this budget forms the basis of the Scope of Work outlined herein.
PROJECT TEAM
The following professionals shall provide the services indicated in support of the work:
AECOM Technical Services, Inc.
Brindley Pieters & Associates
Bobes Associates Consulting Engineers
Melissa Joynes, RLA
JeFre
Southeastern Surveying
Nadic Engineering Services
RMPK Funding
PART I — Pre - Design Services
Project Mgmt, Landscape Architecture
Civil Engineering
Electrical Engineering
Irrigation Design
Environmental Art
Survey & Subsurface Utility Designation
Geotechnical Services
Grant Research
1.1 Project Coordination — In addition to the specific services detailed below (the "Services "), AECOM shall coordinate our
work with the Client's representative and the Client's project team, monitor the Project schedule as it relates to the scope
contained herein, and provide timely invoicing and reporting of project progress.
1.2 Base Data —The Client will provide AECOM with all existing data available forthe Project or for areas immediately
adjacent to the Project which AECOM will incorporate into the development of base plans prior to beginning design work.
AECOM shall rely on all information supplied by the Client as accurate and correct. Additional work required due to
inaccurate, incorrect, or incomplete information supplied by the Client shall be completed as an Additional Service.
AECOM shall prepare: a topographic survey of the roadway within the project limits, subsurface utility designation and
verification to determine the extent of buried brick and the location of existing utilities; and geotechnical services to
determine seasonal high groundwater and soil survey for geotechnical design parameters and recommendations for the
design and construction of the Sanford Avenue Streetscape improvements. If M.O.T. is necessary for the topographic
survey or subsurface utility designation work, it will be provided as an Additional Service.
1.3 Client Kick -off Meeting — AECOM will organize a half -day kick -off meeting with the Client in the Client's offices to kick -off
the Project. As part of the kick -off meeting the Client and AECOM will conduct a site visit to review the five block section of
Sanford Avenue that comprises the limits of work. The agenda for the meeting will include:
■ Client objectives;
■ Review of the four (4) typical streetscape section concepts previously created by
AECOM as part of the RFO process;
■ Preliminary development program;
■ Project requirements;
11
■ Team member responsibilities,
■ Planning of the Charrette;
■ Project Communique format; and
■ Project Schedule
1.4 Project Team Kick -off Meeting — the AECOM Project team shall commence the project during a kick -off meeting with the
Client to establish project administration, goals, schedule, logistics, and discuss the scope of work, responsibilities,
programming, and other matters pertaining to the commencement of work. This meeting will be held in the AECOM office.
1.5 Site Analysis/Technical Due Diligence — AECOM will visitthe site one (1)time in orderto develop an understanding ofthe site's
opportunities and constraints, observe existing conditions including a visual inspection of physical above ground features, and
current retailing activities. In addition, AECOM will contact the appropriate Permitting Agencies that will be involved with the
Project. Upon completing this task, AECOM will review all collected information with the Client during the Client Review
Meeting in task 1.g.
1.6 Grant Research — AECOM will engage a grant writer to research grant funding opportunities for which the Project may be
eligible.
1.7 Stakeholder Interviews— Over the course of two (z) days AECOM will lead the interview of various stakeholders, as
identified by the Client, to receive input and guidance related to the stakeholders' issues and concerns with the Project.
The Client shall arrange for meeting space and will schedule the interviews with the stakeholders. AECOM shall consider
the input from the interviews and incorporate the information during the Conceptual Design phase of the Project.
1.8 Project Communiqu6 — AECOM will create a Project Communique Template that will include both text and graphics. The
Template will be updated by the Client at various milestones over the course of the Project. Using the Template the Client
can distribute information on the Project to the public through both printed material or through its website.
1.9 Client Review Meeting — AECOM will meet with the Client to review the base data collected, discuss the site analysis,
review the information gathered during the stakeholder interviews and discuss opportunities and constraints to
development of the Project.
Deliverables —As a result of these tasks, AECOM shall produce the following:
- One (1) digital and hard copy of Survey;
- One (1) digital copy of Geotechnical Report;
- One (1) digital copy of Utility Designation Sketch;
- One (1) digital copy of Meeting Minutes from the Kick -off Meeting;
- One (i) digital copy of Site Analysis Summary;
- One (i) digital copy of results from Stakeholder Interviews;
- One (s) digital Project Communique Template; and
- One (i) digital copy of Meeting Minutes from Client Review Meeting.
PART II — Conceptual Design and Public Participation
1.10 Charrette - AECOM shall conduct an on -site intensive work session (Charrette) occurring over three (3) consecutive days
to establish a vision and conceptual design for the Project. Through this public process, we will work as a team to develop a
preferred conceptual design from the four (4) concepts submitted with our RFP response. In addition to the five (5) block
corridor described as the limit -of -work in the Project Description above, AECOM will prepare a conceptual design for this
portion of Sanford Avenue between Seminole Boulevard and 1 Street as part of the conceptual design (see Exhibit I,
Limits of Work). Design for the additional area will not be advanced beyond conceptual design.
During the Charrette, AECOM will hold two public meetings. The first public meeting will be a two hour presentation held
the evening of the first day to introduce the project, the work accomplished to date, present the four typical streetscape
sections, and conduct an interactive visual preference activity. The second public meeting will be a two hour presentation
held on the evening of the third day when AECOM will present the conceptual designs developed during the Charrette and
solicit feedback. During the second public meeting AECOM will present Maintenance of Traffic and Maintenance of
Business concepts for comment. Comments received will be reviewed with the Client for consideration and inclusion in the
12
Final Concept Plans.
Based on input received from the Client and the public during the public meetings, AECOM will prepare a conceptual
streetscape plans for the corridor. These plans will address parking, roadway alignment, landscape, hardscape, lighting,
and furnishings. It is anticipated the materials and site furnishings will complement the existing streetscape vocabulary
found on i' Street. The Client shall provide input and feedback overthe course of the 3 -day charrette.
The Client shall be responsible for arranging the location of the Charrette, identifying and inviting appropriate City
representatives, advertising to the public, and providing room set -up including, but not limited to, tables, chairs, and
break -out areas.
1.13. Cultural Corridor— AECOM shall prepare concept drawings for Heritage Markers (information markers) used to identify
the Cultural Corridor. The Heritage Markers will be similar to the markers installed along the River Walk and will feature
historical information about the City of Sanford and the Georgetown Neighborhood. Historical information for the
Markers shall be provided by the Client and is not included in this scope of work. AECOM shall incorporate an art
component into the conceptual design as part of the over -all streetscape to further identify the Cultural Corridor. AECOM
shall coordinate this work with the Wayfinding team who is working on the City's wayfinding system under a separate
agreement.
1.12 Final Concept Plans — AECOM will prepare Final Concept Plans based upon the vision, public input and conceptual design
created during the Charrette. The following will constitute the scope ofAECOM's work:
• Overall streetscape plan identifying proposed landscape architectural elements and theming; and
• Up to three (3) graphic sketches that convey the landscape image or illustrate particular elements of the project.
Project elements are anticipated to include the following:
• Street trees;
• Pavers;
• Site furnishings such as planters, benches, and trash receptacles,
• Landscape areas;
• Street lights with hanging planters;
• Corner radii treatment,
• Sidewalks;
• Heritage markers,
• Art opportunities.
1 . 1 3 Conceptual Statement of Probable Cost — AECOM shall prepare a preliminary statement of probable construction cost for
the elements detailed in the Final Concept Plans.
1.14 Client Review Meeting — AECOM will meet with the Client and present the Final Concept Plan documents. If the Client has
requested that more than one concept be refined based on feedback during the Charrette, the Client will choose a
preferred concept, approve the Final Concept Plan documents, and provide a consolidated set of written review comments
to AECOM. Once AECOM receives the written comments, AECOM shall proceed with the preparation of the construction
document phase of the work, incorporating the Client's review comments into the next phase of the work. Additional
concepts and /or major revisions requested by the Client shall be provided as an Additional Service. The Client shall also
confirm the construction budget for the Project.
1..3.5 City Commission Presentation — AECOM will present the selected Final Concept to the City of Sanford Commission at a
meeting determined by the Client.
Deliverables —As a result of these tasks, AECOM shall produce the following:
- One (1) digital copy of Charrette Summary PowerPoint;
- One (s) digital copy of Final Concept Plan illustrative graphics;
13
One (1) digital copy of the Preliminary Statement of Probable Construction Cost; and
One (s) digital copy of Meeting Minutes from Client Review Meeting.
Part III — Construction Documents (6o %, go% and i00% Documents)
1.16 6o% and go %Construction Documents— Based on the reviewed and approved Final Concept Plan documents and
approved construction budget, AECOM shall prepare construction documents for the development of the streetscape and
the following site features:
• Landscape and irrigation plans,
• Hardscape plans,
• Site furnishings plans and details;
• Grading plans;
• Horizontal and vertical geometry,
• Utility relocation plan and profiles;
• Existing Water Main replacement;
• Relocation of Storm Water inlets and tie -in to existing Storm Water Trunk Line;
• Roadway cross sections;
• Pavement markings and signage,
• Site utility details; and
• Site lighting and electrical plans including event power.
Specifically, AECOM shall prepare civil plans, hardscape layout plans, landscape plans, electrical plans and irrigation plans
for the elements identified above, as well as:
• Construction details, including details, elevations and sections provided as necessary to communicate the design
intent and construction materials; and
• Technical specifications that define materials and methods appropriate for construction.
1.17 Statement of Probable Cost - AECOM shall prepare a statement of probable cost for all elements detailed in the
Construction Documents.
1.18 Client Review Meetings - AECOM will attend two (2) meetings (at the 6o percent and go percent stages of completion)
with the Client to review the progress of the construction documents. AECOM will attend one (1) review meeting with the
Development Review Team, one (1) review meeting with Sanford Utilities and one (1) review meeting with all other private
utilities (phone, cable, etc.) at the appropriate time as determined by the Client. Minor revisions will be incorporated into
the documents based on review comments. Major changes that represent a significant departure from the original design
program, budget, and approved concept shall be considered an Additional Service.
Deliverables — As a result of these tasks, AECOM shall produce the following for each Client review meeting:
- Fifteen (15) sets of Construction Documents;
- One (1) digital copy of the Statement of Probable Cost; and
- One (i.) digital set of Technical Specifications with the go% Construction Documents.
1.19 Final (soo %) Construction Documents - AECOM shall prepare the final set of Construction Documents, incorporating
review comments from the go percent Client review meeting. The documents will be suitable for bidding, permitting and
construction of the streetscape design elements of the project as detailed in this scope of services.
Deliverables —As a result of these tasks, AECOM shall produce the following:
- Five (5) sets of Construction Documents;
- One (s) digital copy of the final Statement of Probable Cost; and
14
One (i) digital set of Technical Specifications.
PART IV — Pre - Construction Services
2.20 Permitting — AECOM shall prepare and submit all documents required for the approval of governmental authorities
having jurisdiction over the project in support of gaining necessary permits for construction of the project relative to the
work prepared by AECOM. The Client is responsible for paying all permitting fees. Anticipated permits include:
• Building Permits;
• Letter of Notification to SJRWMD regarding use of City's existing Master Stormwater Permit; and
• Notice of Intent to use General Permit for construction of Water Main extension of Pubic Water System.
Permitting Agency Meetings and Coordination — AECOM shall meet as necessary with appropriate governmental officials
and shall coordinate our work with the Client's project team in support of the governmental approval process.
The Client is responsible for supplying correct fire and emergency egress routes and assembly areas, and emergency
access needs to the site from the public roads for preparation of permit drawings.
1.21 Bidding Assistance
Pre -Bid Meeting — AECOM will attend a pre -bid meeting with the Client and potential bidders.
Request for Additional Information (RAI) Response — AECOM shall respond to agency Requests for Additional
Information relative to the work prepared by AECOM.
Issuing Addenda — AECOM will issue addenda in response to bidder's requests for clarification of the contract documents
or additional information. Significant changes to the documents during or after bidding due to unknown site conditions,
inaccurate information provided by the Client, substantial deviations in materials, design or methods previously approved
by the Client, regulatory agency requirements after permit approvals and /or changes resulting from cost overruns from
other consultants' work shall be provided as Additional Services.
Issue for Construction Documents — AECOM shall prepare Issue for Construction documents, incorporating all addenda
issued during the bidding process. The documents will be suitable for construction of the streetscape design elements of
the project as detailed in this scope of services and will be issued to the general contractor chosen by the Client.
Deliverables — As a result of this tasks, AECOM shall produce the following:
- Five (5) sets of Construction Documents (Printed, PDF and AutoCAD formats).
PART V —Construction Phase Services
AECOM's responsibility to provide services during construction of the project under this Agreement commences with the
award of the initial Contract for Construction and terminates at the earlier of the issuance to the Client of the Contractor's
final Certificate for Payment or 6o days after the date of Substantial Completion of the work. AECOM estimates a nine (9)
month construction period.
The contract for construction shall be between the Client and the Contractor. The Client or his designated representative
shall be responsible for day -to -day administration of the contract and for daily observation of construction. The Client
shall notify AECOM when it requires services in addition to those described in this Part of the work, which services shall be
provided as an Additional Service to this Agreement.
1.22 Administrative Services - AECOM's work shall include:
15
Pre- Construction Meeting (i meeting)
Review of Product Submittals by Contractor
Review of Shop Drawing Submittals by Contractor
Preparing responses to RFI's from Contractor
Preparing Field Sketches or Modifications to Documents Related to Constructability based on Contractor requests or
site observations
Evaluate Substitutions by Contractor
1.23 Review of Materials - AECOM's work shall include:
- Nursery Site Visits to Select and /or Review Contractor - Selected Plant Material (10 Hours)
1.24 Periodic Site Visits to Observe Construction — AECOM will visit the site eight (8) times (concurrent with
construction meetings when possible), at intervals appropriate to the stage of construction to review hardscape mock -ups,
to become familiar with the progress and quality of the work completed, and to determine in general if the work observed
is being performed in a manner indicating that the work, when fully completed, will be in accordance with the construction
documents. However, AECOM will not be required to make exhaustive or continuous on -site inspections to check the
quality or quantity of work. Site visits in addition to those described in this Part of the work, shall be provided as an
Additional Service to this Agreement.
AECOM shall neither have control over or charge of, nor be responsible for, the construction means, methods, techniques,
sequences or procedures, or for safety precautions and programs in connection with the work, since these are solely the
Contractor's rights and responsibilities under the contract documents.
1.25 Site Visit Reports— Each site visit will be followed by a report to the Client of known deviations from the contract documents.
However AECOM shall not be responsible for the Contractor's failure to perform the work in accordance with the
requirements of the contract documents or the project schedule.
1.26Project Completion - AECOM's work shall include:
- One (1) Site Visit to determine the date of Substantial Completion;
- One (1) Site Visit to determine the date of Final Completion;
- Closeout documents and certificates as required by permitting agencies; and
- Record Drawings (conformed to contractor provided as -built drawings) in hard copy and electronic format (PDF and
AutoCAD).
PROJECT SCHEDULE
AECOM is prepared to begin work on the project immediately upon receipt of this executed Letter of Agreement. AECOM, in
consultation with the Client, shall perform its work in such a manner as to comply with a mutually agreed schedule.
ASSIGNED PERSONNEL
The following personnel from AECOM will be assigned to this project, and will have the responsibilities described:
Jay Hood - Principal -In- Charge /Principal 5
John Griffin Project Manager /Landscape Architect 4
Additional Services — AECOM will provide Additional Services as mutually agreed between AECOM and the Client. An equitable
adjustment to AECOM's compensation and time for performance will be made through an amendment to this Agreement for any
Additional Services. Additional Services may include but are not limited to:
1. Design services related to replacing the existing Storm Water Main Trunk Line.
2. MOT charges associated with Survey and Subsurface Utility Designation work.
M
FEE SCHEDULE
Fee
Part i Pre - Design Services $62,639
Part 2 Conceptual Design and Public Participation $43,7
Part 3 Construction Documents (60 %, go% and i00% Documents) $140,726
Part 4 Pre - Construction Services $ 1 3,5 6 5
Part 5 Construction Phase Services $z
Reimbursable Expenses $10,000
Total 1 $298,998
DIRECT EXPENSES
Direct expenses are billed at the amount charged, as described below, unless otherwise specified by the contract.
1. Out -of- pocket expenses (such as, but not limited to, travel, messenger service, lodging, meals, blueprint, reproduction,
photographic services, supplies, satellite phones): Cost, as charged to AECOM.
z. Subcontractors fee: As quoted for each project.
3. Passenger cars: current federal rate.
4. Reproduction: $0.20 per page (B /W; 8 -1/2" X11"), $1.0o per page (color, 8 -1/2: x 11 "); others, at cost.
S. 4 x 4 vehicle use (gas included): $loo /day
6. Specialized equipment usage fee (e.g., air /noise monitoring equipment, fisheries equipment, GPS, etc): $50 -$25o /day
17
EXHIBIT B lWork
Order Number
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number:
Dated:
Contract/Project Title
Solicitation No:
Sanford Project No.
Purchase Order No.
Consultant/Contractor:
Consultant/Contractor's Business Address, Phone Number, Fax Number and E -mail Address
ATTACHMENTS TO THIS WORK ORDER
METHOD OF COMPENSATION
DRAWINGS /PLANS /SPECIFICATIONS
FIXED FEE BASIS
SCOPE OF SERVICES
TIME BASIS -NOT TO EXCEED AMOUNT
SPECIAL CONDITIONS
TIME BASIS - LIMITATION OF FUNDS
PRICING IINFORMATION
UNIT PRICE BASIS -NOT TO EXCEED AMOUNT
WO TERMS AND CONDITIONS
TIME FOR COMPLETION: Days of the effective date of this Work Order
Effective date- this Work Order: Date of Execution by City
Time for completion: The services to be provided by the Consultant/Contractor shall commence upon execution
of this Work Order by the parties and shall be completed within the time frame indicated above. Failure to meet
the stated completion requirement may be grounds for termination for default.
Work Order Amount: Dollars Expressed in Numbers:
$
Dollar Amount Written Out:
In Witness Whereof, the parties hereto have made and executed this Work Order on the respective dates under each
signature: The City through its City Commission taking action on the day of 2011and the
Consultant/Contractor by and through its duly authorized corporate officer having the full and complete authority to
execute same.
CONSULTANT /CONTRACTOR
ATTEST: EXECUTION:
Signature, Corporate Officer Signature, Corporate President
Officer Printed Name, Title and Date Corporate President, Printed Name and Date
— Corporate
CITY OF SANFORD
Signature, Purchasing Manager
F. William Smith
Purchasing Manager, Printed Name and Date
Signature, Finance Director CRA Executive Director
Under City Services MOU ) (By delegation
Finance Dirctor, Printed Name and Date CRA Executive Director, Printed Name and Date
18
Work Order (page 2)
WORK ORDER
TERMS AND CONDITIONS
Execution of this Work Order by the CITY and the issuance of a notice to proceed, shall serve as authorization for the
CONSULTANT /CONTRACTOR to provide goods and /or services for the above project as set out in the Scope of Services
which is attached as Exhibit "A," as well as all other exhibits attached to that certain Agreement cited on the face of this Work
Order all of which are incorporated herein by reference as if they had been set out in its entirety and as further delineated in the
specifications, conditions and requirements stated in the listed documents which are attached hereto and made a part hereof.
The CONSULTANT /CONTRACTOR shall provide said goods and /or services pursuant to this Work Order, its attachments and
the above - referenced Agreement and its exhibits. If this Work Order conflicts with said Agreement or exhibits, the Agreement
and exhibits shall prevail provided however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed
to do so by the CITY
TERM: This Work Order shall take effect on the date of its execution by the CITY and expires upon final delivery,
inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein provided,
however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so by the CITY
METHOD OF COMPENSATION:
(i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the
CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the Fixed Fee Amount
indicated as the Work Order Amount. The fixed feel is an all- inclusive Firm Fixed Price binding the
CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs of
performance. In no event shall the CONSULTANT /CONTRACTOR be paid more than the Fixed Fee Amount.
(ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method" with
a Not -to- Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required by this Work
Order for a sum not exceeding the amount indicated as the Work Order Amount. In no event is the
CONSULTANT /CONTRACTOR authorized to incurexpenses exceeding the Not -To- Exceed Amount without the
express written consent of the CITY. Such consent will normally be in the form of an amendment to this Work
Order. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work required by this
Work Order and the Labor Hour Rates established in the Master Agreement.
(iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis
Method" with a Limitation of Funds Amount, then the amount identified as the Work OrderAmount becomes the
Limitation of Funds amount which shall not be exceeded without prior written approval of the CITY. Such
approval, if given by the CITY, will indicate a new Limitation of Funds amount. The
CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR has
incurred expenses on this Work Order that equals or exceeds eighty percent (80 %) of the Limitation of Funds
amount. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work required by
this Work Order and the Labor Hour Rates established in the Master Agreement.
(iv) UNIT PRICE BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Unit Price
Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the
amount resulting from computing the quantity(ies) of defined units and agreed upon unit pricing to establish
amount of CONTRACTOR'S compensation. All adjustments to quantities shall be approved by the Project
Manager. Prior written approval by the City is required to adjust the not to exceed amount.
The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms of
the above- referenced Agreement.
It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the CITY,
does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY, prior to its
execution of the Work Order, reserves the right to authorize a party other than the CONSULTANT /CONTRACTOR to perform
the services called for under this Work Order if it is determined that to do so is in the best interest of the CITY.
The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work Order
becomes effective and binding upon execution by the CITY and not until then. A copy of this executed Work Order along with a
Purchase Order will be forwarded to the CONSULTANT /CONTRACTOR at the completion of that action. It is noted that the
Purchase Order Number must be indicated on all invoices germane to the Work Order.
19
Exhibit C
Rate Schedule
Principal 6
$295
Transportation Planner /Engineer 6
$215
Principal 5
$270
Transportation Planner /Engineer 5
$175
Principal 4
$245
Transportation Planner /Engineer 4
$140
Principal 3
$230
Transportation Planner /Engineer 3
$115
Principal 2
$205
Transportation Planner /Engineer 2
$100
Principal 1
$175
Transportation Planner /Engineer 1
$ 80
Ecologist 6
$215
Environmental Graphics Designer 6
$215
Ecologist 5
$175
Environmental Graphics Designer 5
$175
Ecologist 4
$140
Environmental Graphics Designer 4
$140
Ecologist 3
$115
Environmental Graphics Designer 3
$115
Ecologist 2
$100
Environmental Graphics Designer 2
$100
Ecologist 1
$ 80
Environmental Graphics Designer 1
$ 80
Landscape Architect 6
$215
Urban Designer 6
$215
Landscape Architect 5
$175
Urban Designer 5
$175
Landscape Architect 4
$140
Urban Designer 4
$140
Landscape Architect 3
$115
Urban Designer 3
$115
Landscape Designer /Architect 2
$100
Urban Designer 2
$100
Landscape Designer 1
$ 80
Urban Designer 1
$ 80
Planner 6
$215
Graphic Artist/GIS 4
$115
Planner 5
$175
Graphic Artist/GIS 3
$100
Planner 4
$140
Graphic Artist/GIS 2
$ 90
Planner 3
$115
Graphic Artist/GIS 1
$ 80
Planner 2
$100
Administrative Assistant
$ 60
Planner 1
$ 80
Technician
$ 50
Exhibit D MEMORANDUM
FINANCE DEPARTMENT - PURCHASING DIVISION
Email: bill.smith(a)sanford.fl.gov Phone: 407.688.5028/5030 Fax: 407.688.5021
INSURANCE REQUIREMENTS OUTLINED BELOW APPLICABLE TO
CONTRACTS FOR SERVICES WHEN THE CONTRACTOR PERFORMS
ON OR OFF CITY PREMISES
When contract cost exceeds $500,000; exceeds 180 days; unusual
hazards exist
1. The CONTRACTOR bidder shall be required to provide, to the City of Sanford "City,"
prior commencing any work, a Certificate of Insurance which verifies coverage in full
compliance with the requirements outlined below. Any work initiated without
completion of this requirement shall be unauthorized and the City will not be
responsible (Ref: item 17, standard terms and conditions included with City of Sanford
Purchase Order).
2. The City reserves the right, as conditions warrant, to modify or increase insurance
requirements outlined below as may be determined by the project, conditions and
exposure.
Outline of Requirements:
Specific Requirements:
It is noted that the City has a contractual relationship with the named vendor, contractor,
consultant or provider (collectively referred hereinafter as Contractor) applicable to a purchase
order, work order, contract or other form of commitment by the City of Sanford, whether in
writing or not and has no such contractual relationship with the Contractor's insurance carrier.
Therefore, the onus is on the Contractor to insure that they have the insurance coverage
specified by the City to meet all contractual obligations and expectations of the City. Further, as
the Contractor's insurance coverage is a matter between the vendor and its insurance carrier,
the City will turn to the Contractor for relief as a result of any damages or alleged damages for
which the Contractor is responsible to indemnify and hold the City harmless. It is understood
that the Contractor may satisfy relief to the City for such damages either directly or through its
insurance coverage; exclusions by the insurance carrier not withstanding, the City will expect
20
UP TO VENDOR POLICY MAXIMUMS,
COVERAGE REQUIRED
BUT WITH MINIMUM POLICY
LIMITS OF:
Workers' Compensation
Employers Liability $ 1,000,000
*Certificates of exemption are not acceptable in lieu of workers
Each Accident $ 1,000,000
Disease $ 1,000,000
compensation insurance
Commercial General Liability shall include- Bodily injury liability,
Property Damage liability; Personal Injury liability and
$ 3,000,000 Per Occurrence
Advertising injury liability Coverages shall include: Premises/
$ 3,000,000 General Aggregate
Operations, Products/Completed Operations; Contractual liability;
Independent Contractors, Explosion; Collapse; Underground
Comprehensive Auto Liability, CSL, shall include "any auto" or
$ 3,000,000 Combined Single Limit
shall include all of the following: owned, leased, hired, non -owned
$ 3,000,000 General Aggregate
autos, and scheduled autos.
Professional Liability (When Required)
$ 1,000,000 Minimum
Specific Requirements:
It is noted that the City has a contractual relationship with the named vendor, contractor,
consultant or provider (collectively referred hereinafter as Contractor) applicable to a purchase
order, work order, contract or other form of commitment by the City of Sanford, whether in
writing or not and has no such contractual relationship with the Contractor's insurance carrier.
Therefore, the onus is on the Contractor to insure that they have the insurance coverage
specified by the City to meet all contractual obligations and expectations of the City. Further, as
the Contractor's insurance coverage is a matter between the vendor and its insurance carrier,
the City will turn to the Contractor for relief as a result of any damages or alleged damages for
which the Contractor is responsible to indemnify and hold the City harmless. It is understood
that the Contractor may satisfy relief to the City for such damages either directly or through its
insurance coverage; exclusions by the insurance carrier not withstanding, the City will expect
20
relief from the Contractor.
• The insurance limits indicated above and otherwise referenced are minimum limits
acceptable to the City. Also, all contractor policies shall to be considered primary to
City coverage and shall not Contain co- insurance provisions.
• All policies shall name the CRA of Sanford Florida and the City of Sanford as
Additional Insured, except for professional liability policies and workers compensation
policies.
• Professional Liability Coverage, when applicable, will be defined on a case by case basis.
• In the event that the insurance coverage expires prior to the completion of the project, a
renewal certificate shall be issued 30 days prior to said expiration date.
• All limits are per occurrence and must include Bodily Injury and Property Damage.
• All policies must be written on occurrence form, not on claims made Form, except for
Professional liability.
• Self insured retentions shall not be allowed on any liability coverage.
• In the notification of cancellation: The City of Sanford shall be endorsed onto the
policy as a cancellation notice recipient. Should any of the above described policies
be cancelled before the expiration date thereof, notice shall be delivered to the City
of Sanford in accordance with the policy provisions.
• All insurers must have an A.M. Best rating of at least A -VII.
• It is the responsibility of the Contractor to responsible to ensure that all Subcontractors
retained by the Prime Contractor shall provide coverage as defined herein before and
after and are the responsibility of said Prime Contractor in all respects.
• Any changes to the coverage requirements indicated above shall be approved by the City
of Sanford, Risk Manager
• Address of "Certificate Holder" is: City of Sanford; Attention: Purchasing Manager;
P.O. Box 1788 (300 N Park Avenue); Sanford, FL 32771 Phone: 407.688.5028/5030
FAX: 407.688.5021
• All certificates of insurance, notices, etc. must be provided to the above address.
3. 1 hereby certify that if the contractor on whose behalf this information is submitted is
awarded a contract for any portion of the work contemplated, the insurance requirements
outlined above shall be met as required.
AEeom Tec%nrcal r y�cco, Inc Z, ZY W
Firm Date
Authorized Signature Title
Please provide the same number of originals of this forms signed as required for the number of
original contracts.
INSURANCE REQUIREMENTS \INS REQ'S UPDATED 7 -14 -08 Form Revised 2.9.2011
21