1415 Avcon Station 38M5
PURCHASING DEPARTMENT
TRANSMITTAL MEMORANDUM
To: City Clerk
RE: Avcon/ Work Orders No. ST38 -01 for Station 38 Structural Hardening
Study for $7,500
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
Once completed, please:
❑ Return original
❑ Return copy
El
Special Instructions:
Please execute work order and return to Purchasing
® Mayor's signature
Safe keeping (Vault)
ment Bond
❑ City Manager Signature
® City Clerk Signature
Please advise if you have any questions regarding the above
From
O
1
Thank you...
4 �
Da e
TADept_ forms \City Clerk Transmittal Memo - 2009.doc
DATE: 08/24/11 PURCHASE ORDER
PO NUMBER 032552
CITY OF SANFORD
P.O. BOX 1788
PURCHASING OFFICE: 407.688.5030 (300 NORTH PARK AVENUE) SUBMIT INVOICES TO: ACCOUNTS PAYABLE
ACCOUNTS PAYABLE: 407.688.5020 SANFORD, FLORIDA 32772 FINANCE DEPT.
FACSIMILE: 407.688.5021 FLORIDA TAX EXEMPT NO.: 85801 26 21 681 0 -8 P.O. BOX 1 788
SANFORD, FL 32772
VENDOR NO.: 11550
TO: SHIP TO:
AVCON, INC CITY OF SANFORD
5555 E MICHIGAN ST STE 20 1303 S. LAKE AVE.
ORLANDO, FL 32822 SANFORD, FL 32771
DELIVER BY
TERMS
F.O.B. DESTINATION
BID OR QUOTATION NO.
REQUISITION NO.
UNLESS OTHERWISE INDICATED
09/30/11
NET /30
62804
ACCOUNT NO.: 001-3001-522.31-00 PROJECT NO.:
NO DEVIATION FROM THIS PURCHASE ORDER WILL BE ALLOWED UNLESS AUTHORIZED BY THE PURCHASING MANAGER - CITY OF SANFORD
ITEM NO.
DESCRIPTION
QUANTITY
UNIT OF
ISSUE
UNIT COST
EXTENDED COST
1
STRUCTURAL HARDENING STUDY OF
7500.00
NA
1.00
7500.00
STATION 38
Per proposal dated July 22, 2011
determine the
improvements appropriate to raise
the MWFRS
building elements to a wind load
of 130 mph and
provide an estimate of the
probable cost.
SUB
TOTAL
7500.00
TOT
L
7500.00
APPROVED BY: APPROVED BY:
PURC SING AGENT CITY MANAGER
ALL PACKAGES AND INVOICES ASSOCIATED WITH THIS P.O. MUST BEAR THIS PURCHASE ORDER NUMBER. THE VENDOR IS RESPONSIBLE TO CAREFULLY
READ AND COMPLY WITH ALL OF THE STANDARD TERMS AND CONDITIONS PROVIDED ON THE REVERSE SIDE OF THIS PURCHASE ORDER
AND AT HTTP: //WWW.SANFORDFL.GOV /DEPARTMENTS /PURCHASEITERMS.HTML
COPIES TO: VENDOR ORIGINATING DEPARTMENT PURCHASING
EXHIBIT A
WORK ORDER FORM
Work Order Number ST38 -01
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number: CCNA Date: 8/3/2011
Contract/Project Title Structural Hardening Study of Station 38
Solicitation No;
ISanford Project No. IPurchase Order No.
Consultant/Contractor:
Consultant/Contractor's Business Address, Phone Number, Fax Number and E -mail Address
Avcon, 5555 E Michigan St. Ste 200, Orlando, FL 32822 Attn: Rich Baldocchi, PE
ATTACHMENTS TO THIS WORK ORDER
METHOD OF COMPENSATION
DRAWINGS /PLANS /SPECIFICATIONS
x
FIXED FEE BASIS
x
SCOPE OF SERVICES
TIME BASIS -NOT TO EXCEED AMOUNT
SPECIAL CONDITIONS
TIME BASIS - LIMITATION OF FUNDS
x
PRICING (INFORMATION
UNIT PRICE BASIS -NOT TO EXCEED AMOUNT
x
WO TERMS AND CONDITIONS
TIME FOR COMPLETION: 30 days Days of the effective date to 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: $ $7,500
Dollar Amount Written Out: Seven thousand, five hundred dollars
In Witness Whereof, the parties hereto have made and executed this Work Order on the respective dates under each
signature: The City as delegated through its City Manager and the Consultant/Contractor by and through its duly j
authorized corporate officer having the full and complete authority to execute same. f
CONSULTANT /CONTRACTOR
ATTEST: EXECUTION:
Signature, Corporate Officer Signature, Corporate President
/
41 C K '�-!aL D0CC14 1 , 11_P �I/ SAS - OC - OP Siti/c sr-L- I/
Corporate Officer Printed Name, Title and Date Corporate President, Printed N me and Date
CITY OF SANFORD
nature, Purchasing Manager
F. William Smith
Purchasing Manager, Printed Name and Date
'WV l
Signature, City C� rk City Mana
Tom George, Interim City Manager
City C", , Printe Name and Date City Manager, Printed Name and Date
Revised: 1 -6 -2011
WORK ORDER TERMS AND CONDITIONS
1. By accepting this Work Order (WO) the Contractor/Vendor /Contractor accepts all of the Terms and
Conditions included herein. The Buyer is the City of Sanford, Florida, hereinafter referred to as the
"City ". The term "City" is used in a broad sense to include its employees, directors, officers, agents,
volunteers, etc.
2. All information referenced is hereby incorporated into the WO. These Terms and Conditions may be
varied only by written amendment signed by the parties. All modifications in performance, including but
not limited to, extensions of time, renewal, or substitution are void absent dually signed amendment hip
the parties. Time is of the essence of the lawful performance of the duties and obligations contained in
the Work Order. The Vendor /Contractor agrees that Vendor /Contractor shall diligently and expeditiously
pursue Vendor /Contractor's obligations.
3. Cancellation rights reserved by the City. The City may cancel this WO in whole or in part at any time for
default by written notice to the Vendor /Contractor. The City shall have no liability to the
Vendor /Contractor beyond payment of any balance owing for Material purchased hereunder and
delivered to and accepted by the City prior to the Vendor /Contractor's receipt of the notice of
termination.
4. Terms of shipping are F.O.B. the City's delivery location unless otherwise noted within the terms of this
WO. Regardless of the indicated F.O.B. point, the City does not accept title until the delivery is
acknowledged by an authorized City representative"
5. Prices stated on this WO are firm, all inclusive and consistent with applicable negotiations, bid(s) and /or
quotations. The City is exempt from the Florida Sales and Use Tax and will furnish the
Vendor /Contractor with proof of tax exemption upon request. Extra charges for any purpose will not be
allowed unless explicitly indicated on the WO. This order is hereby cancelled, if pricing is omitted.
6. The Vendor /Contractor warrants that any material or equipment supplied hereunder is new, unused
condition and free from defects in title, workmanship, defects in design and in full compliance with the
specifications defined by the City in the order. The goods or services furnished under this WO are
covered by commercial warranties for such goods or services and that the rights and remedies
provided therein are in addition to and do not limit those available to the City. A copy of these
warranties and all applicable manufacturer's warranties shall be furnished at the time of delivery.
7. The City reserves the right to conduct any inspection or investigation to verify compliance of the goods
and /or services with the requirements of this Work order and to reject any delivery not in compliance If
any deficiency is not visible at the time of delivery the City reserves the right to take and /or require
appropriate corrective action upon the discovery of any deficiency, non - compliance, or defect
8. All tools or property furnished to the Vendor /Contractor by the City shall remain the property of the City,
be subject to removal upon the City's demand, be used only on behalf of the City, be maintained in
good order, and be clearly identified as property of the City. The Vendor /Contractor assumes any and
all liability of whatsoever type or nature for loss or damage to such property.
9. The Vendor /Contractor agrees to comply with all Federal, State of Florida, Seminole County, City laws,
ordinances, regulations, authority and codes and authority having jurisdiction over the purchase.
10. To the fullest extent permitted by law, the Vendor /Contractor shall indemnify, hold harmless and defend
the City, its agents, servants, officers, officials and employees, or any of them, from and against any
and all claims, damages, losses, and expenses including, but not limited to, attorney's fees and other
legal costs such as those for paralegal, investigative, and legal support services, and the actual costs
incurred for expert witness testimony, arising out of or resulting from the performance or provision of
services required under this Agreement, provided that same is caused in whole or in part by the error,
omission, act, failure to act, breach of contract obligation, malfeasance, officers, officials, employees, or
agents. Additionally, the Vendor /Contractor accepts responsibility for all damages resulting in any way
related to the procurement and delivery of goods or services contemplated in this Work order. Nothing
herein shall be deemed to affect the rights, privileges, and immunities of the City as set forth in Sect �
768.28, Florida Statutes.
11. The Vendor /Contractor shall not assign this WO, any rights under this WO or any monies due or to
become due hereunder nor delegate or subcontract any obligations or work hereunder without the prior
written consent of the City.
WORK ORDER TERMS AND CONDITIONS -Page 2
12. The Vendor /Contractor shall not disclose the existence of this WO without prior written consent of the
City except as may be required to perform this WO.
13. All Material purchased hereunder must be packaged to ensure its security and delivery in accordance
with the City's shipping and packaging specification and good commercial practice. Each package shall
be labeled indicating the addressee of each package or shipment and the applicable WO number. All
shipments shall comply with HAZMAT requirements including, but not limited to, (DOT) regulations
published in 49CFR 1399, OSHA regulations 29 CFR 4999.
14. The Vendor /Contractor shall perform the obligations of this WO as an independent contractor and
under no circumstances shall it be considered as agent or employee of the City.
15. The Vendor /Contractor ensures that its personnel shall comply with reasonable conduct guidelines and
City policies and procedures.
16. After each delivery, the Vendor /Contractor shall provide to the "bill to address" an original, "proper
invoice" (single copy) which includes: a) Vendor /Contractor's name(dba), telephone number, mailing
address; b) City's P.O. Number; c) Date of invoice; d) Shipping date; e) Delivery date; f) Payment
terms; g) Description of goods /services; h) quantity; i) Unit price; j) Extended price; k) Total. The City
has the right to reconcile invoice with the WO and adjust payment accordingly to comply with the WO.
Payment will be made only to the Vendor /Contractor identified on the WO and for received and
accepted goods /services. The City shall have right at any time to set -off any amounts due to the
Vendor /Contractor against any amounts owed to the City by the Vendor /Contractor and shall in the
case of Vendor /Contractor default retain the right to further adjust payments as consistent with the best,
interests of the City.
17. Payment of invoices will be in compliance with Chapter 218, Part VII of Florida Statutes, City Ordinance
No. 3029, Purchasing Policy of the City and the stipulations, terms and conditions of this WO. Any cash
discount period will date from receipt of invoice, receipt of actual delivery or date of invoice, which ever
is later.
18. If this WO involves the Vendor /Contractor's performance on the City's premises or at any place where
the City conducts operations, the Vendor /Contractor shall request information from the Purchasing
Manager regarding insurance coverage requirements. In circumstances where insurance is required,
Vendor /Contractor shall provide proofs of insurance required by the City, or City reserves the right to
cancel this Work Order, immediately suspend performance by the Vendor /Contractor at
Vendor /Contractor's expense and prohibit access to City premises until such proofs of insurance is
verified Noncompliance with this item shall place the Vendor /Contractor in default and subject to
disbarment from the City's Vendor /Contractor List.
19. The failure of the city to enforce any provision of this WO, exercise any right or privilege granted to the
City hereunder shall not constitute or be construed as a waiver of any such provision or right and the
same shall continue in force.
20. The Vendor /Contractor shall notify the Purchasing Manager of any inherent hazard and applicable
precautions, protective measures and provide any additional relevant information, including MSDS,
related to the Material being purchased herein.
21. The City shall have the right at no additional charge to use all or portions of material found in the
Vendor /Contractor's applicable literature relevant to the purchase. The Vendor /Contractor agrees to
advise the City of any updated information relative to the foregoing literature and documentation with
timely written notice.
22. A person or affiliate who has been removed from the City's Vendor /Contractor List may not submit a bid
or transact business with the City in excess of Category Two for a period of thirty -six (36) months from
the date of being removed from the City's Vendor /Contractor List.
23. In compliance with 8 U.S.C. Section 1 324a(e) [Section 274A(e) of the Immigration and Nationality Act
(INA)], the City will not intentionally make an award or upon discovery of a violation will unilaterally
cancel this WO with any contractor who knowingly employs unauthorized alien workers.
WORK ORDER TERMS AND CONDITIONS -Page 3
24. This WO shall be governed by and interpreted in accordance with the laws of the State of Florida. In
any action or proceeding required to enforce or interpret the terms of this Agreement, venue shall be of
the Eighteenth Judicial Circuit in and for Seminole County, Florida
"CON, Inc. BRHng Rates 2010
Proposed Hourly Rates
UNIT
PRICE
Billing
Position
Rate
Principal
$220.00
Sr. Project Manager
$185.00
Project Manager
$155.00
Sr. Engineer
$125.00
Project Engineer
$110.00
Engineer
$90.00
Sr. Engineering Technician
$80.00
Engineering Technician
$60.00
Clerical
$50.00
Reimbursable Expenses
ITEM
UNIT
PRICE
11 X 17 PLOTTING
EA
$8.50
11 X 17 XEROXGRAPHIG BOND
EA
$0.15
8.5 X 11 COPIES
EA
$0.05
AVCON, INC.
ENGINEERS & PLANNERS
5555 E. Michigan Street
Suite 200
Orlando, FL 32822 -2779
Phone: (407) 599 -1122
Email: avcon @avconinc.com
www.avconinc.com
July 22, 2011
Chief Gerard T. Ransom
Fire Chief
City of Sanford Fire Department
1303 S. French Avenue
Sanford, Florida 32771
Reference: City of Sanford Fire Station No. 38
Structural Hardening Study
Dear Chief Ransom:
AVCON, INC. ( AVCON) is pleased to present this proposal for Professional Engineering Services for
the above referenced project. This scope is based on our understanding from our meeting on July 21,
2011 at the Fire Station No. 38, and the drawings reviewed at the Public Safety Building.
We understand the results of this study may be used as part of a grant application to procure funding
to implement building hurricane strengthening of the main wind force resistance system ( MWFRS) to
current structural code requirements. The individual tasks we propose are as follows:
1) Data collection and review: Review the existing building plans to determine the construction
details and load bearing elements.
2) Site visits: AVCON will schedule and conduct a site visit to verify that the visible structural
elements match the existing drawings.
3) Preliminary Structural Calculations: Based on the information obtained, AVCON will provide
a preliminary structural evaluation of walls, columns, beams, joists, and roof connections to
determine the wind load rating of the existing elements.
4) Conceptual Methods of Structural Improvements: AVCON will determine the types of
improvements that would be appropriate to raise the MWFRS building elements to a wind load
rating of 130 mph. The analysis will not include non - essential elements or elements that are
rated by the manufacturer. AVCON will research existing manufacturers of these elements,
such as roofing material, flashing, doors and windows and provide the manufacturers rating. If
the rating is below current codes, or we are unable to determine the rating, we will provide a cost
to replace the element in question.
5) Opinion of Probable Cost: The final report will include an estimate of the probable cost to
upgrade the structure to the 130 mph wind loading. These will be preliminary costs based on
the findings of the study. Final design and engineering estimates are not included in this scope
of services.
CIVIL & STIlt (`fIRAL * AIRPORT & AVIATION CO\SVIA - INC • TR.ANSPORTATION DESIGN & PL:�INING
Chief Gerard T. Ramson
July 22, 2011
Page 2
6) Schedule: AVCON is prepared to proceed immediately with the Professional Engineering
Services outlined herein upon receipt of your acceptance and authorization. We estimate a
period of 30 calendar days from your notice to complete this project.
7) Compensation: AVCON proposes to provide the services of this Proposal for a lump sum fee
of $7,500.00.
Thank you for the opportunity to offer our services to you on this assignment. Should you require
additional information, please do not hesitate to call.
Sincerely,
AVCON I C
F Baldocchi, P.E.
Vice President
RAL • AMPORT & • TRANSPORTATION DESIGN & PLANNING