R02-119RESOLUTION NO. R02- l I ~
A RESOLUTION OF THE CITY COMMISSION OF
THE CITY OF BOYNTON BEACH, FLORIDA,
APPROVING THE AWARD OF RFQ #040-2413-
02/CJD TO ARCHITECTS DESIGN GROUP, INC.,
PROVIDING FOR THE RFQ CITY WIDE SPACE
PLANNING STUDY; AUTHORIZING AND
DIRECTING THE MAYOR AND CITY CLERK TO
EXECUTE CONTRACT DOCUMENTS; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, upon recommendation of staff, the City Commission of the City
of Boynton Beach does hereby approve the award of RFQ #040-2413-02./CJD to
ts Design Group, Inc. of Winter Park, Florida.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY
COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The City Commission of the City of Boynton Beach, Florida,
approves the award of RFQ #040-2413-02./CJD to Architects Design Group,
providing for the RFQ City-Wide Space Planning Study, in the mount of
$88,780.00, a copy of said Contract is attached hereto.
Section 2. That this Resolution shall become effective immediately.
PASSED AND ADOPTED this ~ ~5'day of August, 2002.
Mayor
~ Corr.. issioner
ATTEST:
CONSULTANT AGREEMENT FORM
CITY-WIDE SPACE PLANNING STUDY
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "the City", and Architects Design Group, Inc., hereinafter referred to as "the Consultant", in
consideration of the mutual benefits, terms, and conditions hereinafter specified.
PROJECT DESIGNATION. The Consultant is retained by the City to perform
Architectural & Planning services in connection with the project designated "City-Wide
Space Planning Study" RFQ No. 040-2413-02/CJD.
SCOPE OF SERVICES. Consultant agrees to perform the services, identified on Exhibit
"A" attached hereto, including the provision of all labor, materials, equipment and
supplies.
o
TIME FOR PERFORMANCE. Work under this contract shall commence upon the
giving of written notice by the City to the Consultant to proceed. Consultant shall
perform all services and provide all work product required pursuant to this agreement by
ninety (90)days from the date written notice is given to proceed, unless an
extension of such time is granted in writing by the City.
PAYMENT. The Consultant shall be paid by the City for completed work and for
services rendered under this agreement as follows:
Payment for the work provided by Consultant shall be made as provided on
attached hereto, provided that the total amount of payment to Consultant shall be
in accordance with Attachment B of this agreement and shall not be increased
without the express written modification of the agreement signed by the City.
bo
The Consultant may submit vouchers to the City once per month during the
progress of the work for partial payment for project completed to date. Such
vouchers will be checked by the City, and upon approval thereof, payment will be
made to the Consultant in the amount approved.
Co
Final payment of any balance due the Consultant of the total contract price earned
will be made promptly upon its ascertainment and verification by the City after
the completion of the work under this agreement and its acceptance by the City.
do
Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
incidentals necessary to complete the work.
eo
The Consultant's records and accounts pertaining to this agreement are to be kept
available for inspection by representatives of the City and State for a period of
three (3) years after final payments. Copies shall be made available upon request.
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OWNERSHIP AND USE OF DOCUMENTS. All documents, drawings, specifications
and other materials produced by the Consultant in connection with the services rendered
under this agreement shall be the property of the City whether the project for which they
are made is executed or not. The Consultant shall be permitted to retain copies, including
reproducible copies, of drawings and specifications for information, reference and use in
connection with Consultant's endeavors.
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COMPLIANCE WITH LAWS. Consultant shall, in performing the services
contemplated by this service agreement, faithfully observe and comply with all federal,
state and local laws, ordinances and regulations that are applicable to the services to be
rendered under this agreement.
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INDEMNIFICATION. Consultant shall indemnify, defend and hold harmless the City,
its offices, agents and employees, from and against any and all claims, losses or liability,
or any portion thereof, including attorneys fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Consultant's own employees, or
damage to property occasioned by a negligent act, omission or failure of the Consultant.
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INSURANCE. The Consultant shall secure and maintain in force throughout the
duration of this contract comprehensive general liability insurance with a minimum
coverage of $1,000,000 per occurrence and $1,000,000 aggregate for personal injury; and
$1,000,000 per occurrence/aggregate for property damage, and professional liability
insurance in the amount of $1,000,000.
Said general liability policy shall name the City of Boynton Beach as an additional
named insured and shall include a provision prohibiting cancellation of said policy except
upon thirty (30) days prior written notice to the City. Certificates of coverage as required
by this section shall be delivered to the City within fifteen (15) days of execution of this
agreement.
INDEPENDENT CONTRACTOR. The Consultant and the City agree that the
Consultant is an independent contractor with respect to the services provided pursuant to
this agreement. Nothing in this agreement shall be considered to create the relationship
of employer and employee between the parties hereto. Neither Consultant nor employee
of Consultant shall be entitled to any benefits accorded City employees by virtue of the
services provided under this agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or for
contributing to the state industrial insurance program, otherwise assuming the duties of
an employer with respect to Consultant, or any employee of Consultant.
10.
COVENANT AGAINST CONTINGENT FEES. The Consultant warrants that he has
not employed or retained any company or person, other than a benefice employee
working solely for the Consultant, to solicit or secure this contract, and that he has not
paid or agreed to pay any company or person, other that a bonefide employee working
solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any
other consideration contingent upon or resulting from the award or making of this
contract. For breach or violation of this warranty, the City shall have the right to annul
this contract without liability or, in its discretion to deduct from the contract price or
11.
12.
13.
14.
15.
16.
consideration, or otherwise recover, the full amount of such fee, commission, percentage,
brokerage fee, git~, or contingent fee.
DISCRIMINATION PROHIBITED. The Consultant, with regard to the work performed
by it under this agreement, will not discriminate on the grounds of race, color, national
origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the
selection and retention of employees or procurement of materials or supplies.
ASSIGNMENT. The Consultant shall not sublet or assign any of the services covered by
this agreement without the express written consent of the City.
NON-WAIVER. Waiver by the City of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
TERMINATION.
The City reserves the right to terminate this agreement at any time by giving ten
(10) days written notice to the Consultant.
In the event of the death of a member, partner or officer of the Consultant, or any
of its supervisory personnel assigned to the project, the surviving members of the
Consultant hereby agree to complete the work under the terms of this agreement,
if requested to do so by the City. This section shall not be a bar to renegotiations
of this agreement between surviving members of the Consultant and the City, if
the City chooses.
DISPUTES. Any dispute arising out of the terms or conditions of this agreement shall be
adjudicated within the courts of Florida. Further, this agreement shall be construed under
Florida Law.
NOTICES. Notices to the City of Boynton Beach shall be sent to the following address:
City of Boynton Beach
P.O. Box 310
Boynton Beach, FL 33425-0310
Attn: Kurt Bressner, City Manager
C: Bill DeBeck, Pro|ect Manager
Notices to Consultant shall be sent to the following address:
Architects Design Group, Inc.
P.O. Box 1210
Winter Park, Florida 32790
Phone: 407-647-1706
Fax: 407.645.5525
Attn: I.S.K. Reeves V, FAIA, President
17.
INTEGRATED AGREEMENT. This agreement, together with attachments or addenda
represents the entire and integrated agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both City and
Consultant.
EXHIBIT A: SCOPE OF SERVICES
ATTACHMENT B: COMPENSATION FOR SERVICES
DATED this 13 day of ActO_,j~_~T
CITY OF BOYNTON BEACH
/Mayor/
×xxxxxxx~t~[/~,uthenticat ed:
x
/, * ' .
Approved as to Form:
~)ffice of tl(e'City Attomey
,20 0'2_
Title
(Corporate Seal)
Attest/Authenticated:
Rev. 6/17/02
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
EXHIBIT A
Scope of Services: Citywide Space Planning Study
City of Boynton Beach, Florida
ADG Project No. 651-02
The Project is generally described as a comprehensive facility study of several municipal
facilities, including the following facilities (as identified in the RFQ):
CITY HALL
100 East Boynton Beach Blvd.
CITY HALL - EAST WING
100 East Boynton Beach Blvd.
CITY HALL - WEST WING
100 East Boynton Beach Blvd.
COMMISSION CHAMBERS
100 East Boynton Beach Blvd.
POLICE HEADQUARTERS
100 East Boynton Beach Blvd.
FIRE STATION
100 East Boynton Beach Blvd.
WILSON CENTER/WILSON POOL
RECREATION ACTIVITY CENTER
CODE ENFORCEMENT TRAILER
PISTOL RANGE
3501 N. Congress
PUBLIC WORKS Itl - Admin Bldg,
Warehouse, Vehicle Service
PUBLIC WORKS #2 - Streets/Sanitation, Facilities
Management 222 N.E. 9th Avenue
PUBLIC WORKS It3 - Parks Maintenance
222 N.E. 9th Avenue
PUBLIC WORKS It7 - Parks Storage
222 NE 9th Avenue
ANIMAL SHELTER
415 NE 4th Street
The study shall take into consideration the current and future (20 year) space requirements for
service delivery and shall develop recommendations that relate to current and anticipated
physical need.
The City, under terms of this agreement, has the ability to authorize the architect to provide
Architectural, Engineering and Planning services for specific facilities through task-specific
work orders.
The general scope and Phases of Services herein are identified as follows; specific services to be
provided for specific facility analyses will be identified in individual work orders.
Note: See also Exhibit "A" page 5 for a matrix of facilities and services to be provided under
terms of this agreement.
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
EXHIBIT A
Page 2
1. Task I: Spatial Needs Assessment:
1.1
The Architect shall participate in an initial meeting, with departmental personnel
and City staff, to review the proposed project and to establish project schedules
for specific tasks.
1.2
The Architect shall conduct an analysis of the routine operations of the identified
entities in order to fully understand their function, operations and the respective
interaction, relationship, adjacency priorities and potential of joint use facilities.
1.3
A detailed Spatial Needs Assessment shall then be conducted, providing
documentation as to the current and future needs; future need being defined as
those anticipated for the year 2020 and current need being as the year 2002, based
upon the projected utility service area of the City.
The process for obtaining this information shall consist of a two-part effort; a
detailed questionnaire and on-site interviews with the staff of the various
departments/entities.
The questionnaire shall relate to such information as:
1.3.1
1.3.2
1.3.3
1.3.4
1.3.5
1.3.6
1.3.7
Historical, Current and Projections for Future Staffing Levels.
A Detailed Mission Statement.
An Organizational Chart.
An Assessment of Requested Spaces.
A Definition of Functional Inter-Relationships.
Documentation of Specialized Equipment.
Documentation as to relationship to other City Departments.
1.4
The Architect, as a part of this phase, shall consider and provide documentation to
the extent possible, of staffing level projections and their spatial need impact upon
future needs of facilities.
1.5
The Architect shall provide recommendations on generic space standards by
various personnel classification. Space standards shall provide recommendation
for furniture and furniture layouts that would improve functionality and cost
effectiveness of service delivery.
1.6
This Phase shall conclude in a detailed report identifying observations, findings,
analysis and recommendations relative to current need, future need and alternative
recommendations to resolve the needs identified.
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
EXHIBIT A
Page 3
2. Task Il: Existing Facilities Assessment:
2.1
The Architect and Sub-consultant team shall conduct a series of on-site inspection
of facilities included in the study to identify the physical conditions relative to the
following:
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
Assessment of structural condition.
Suitability for expansion or rehabilitation.
Assessment of accessibility based upon the requirements of the ADA and
The Florida Accessibility Code.
Assessment of the general condition of the noted buildings.
Assessment of energy consumption and conservation techniques utilizing
the services of the City's FP&L consultant.
2.2
Based upon the findings, the Architect shall prepare a report identifying
preliminary planning recommendations relative to facility alternatives identified
in Phase I Space Needs Assessment.
3. Task III: Evaluate FaciliW SecuriW and Regulatory Compliance:
3.1
The Architect shall review and coordinate the findings and assess the impact of
the City's in-house security consultant relative to the facility alternatives
identified in Phase I Space Needs Assessment. The consultant shall review and
consider the City's current report and make such comments that are appropriate.
3.2
The Architect and Sub-consultant Team shall evaluate hurricane vulnerability of
each facility being studied and prepare recommendations of necessary
modifications to improve survivability of the structures.
3.3
Based upon the findings, the Architect shall prepare a report identifying
preliminary planning recommendations relative to facility alternatives identified
in Phase I Space Needs Assessment.
4. Task IV: Development Alternatives:
4.1
Based upon information developed during the Spatial Needs Assessment Phase,
Existing Facilities and Evaluation of Security and Regulatory Compliance, the
Architect shall develop a series of development alternatives relative to the various
facilities included in the study.
4.2 The Development Alternatives shall consider the following items:
4.2.1 Current and future needs by facility and department/division within each
division.
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
EXHIBIT A
Page 4
4.2.2
4.2.3
4.2.4
4.2.5
Cost of modifications, expansion, relocations and new construction.
Advantages and disadvantages of the various approaches to implementing
recommendations.
Cost of professional services and miscellaneous expenses associated with
implementation of the various alternatives.
Timeframes for implementation incorporating known factors of CIP
budget, upcoming capital projects, bond issues, etc.
4.3
The Architect shall prepare a final report documenting Development
Alternatives, observations, findings, analysis, preliminary cost analysis and
recommendations that form the basis of future budget considerations and
timeframes to complete each project.
5. Task V: Prepare As-Built Drawings:
5.1
5.2
5.3
5.4
5.5
The Architect shall assemble all documents (plans, sketches, surveys, etc) from
the City that describe the general floor plans and document modifications,
alterations and additions to the identified facilities.
The Architect shall make a visual inspection of the existing facilities to note
accuracy of the documents provided by the City and to identify modifications,
alterations and additions to the facilities not identified on the previously
assembled documents.
The Architect shall prepare updated floor plans of the facilities that identify the
current arrangement and physical condition of the spaces. The updated floor plans
will be provided to the City in the final report and in an AutoCAD 2000 digital
file.
The Architect shall utilize the As-Built Drawings to prepare a Conceptual
Narrative Plan of the proposed facilities (Task IV), and to document areas
currently utilized by the respective Departments.
The Professional Fee for this Task shall be determined after the Owner has
provided those documents and drawings that are available.
6. Task VI: Final Presentation:
6.1
Based upon information developed during the preceding phases, the Architect
shall prepare criteria and information relative to site requirements of the various
Departments.
6.2
As part of this Phase, the Architect shall meet with the City Manager and the
respective Departments and subsequently with the City Council. The basis of this
presentation shall be to fully explain the proposed analysis and to respond to and
consider questions and/or recommendations by the Council and the citizens of the
City of Boynton Beach.
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
EXHIBIT A
Page 5
7. The following chart identifies the specific services (tasks) relative to each of' the City
facilities.
No. Facility Identification Tasks
1 2 3 4 5 6
1 City Hall · · · · · ·
2 City Hall East Wing · · · · · ·
3 City Hall West Wing · · · · · ·
4 I Commission Chambers · · · · · ·
5 Police Headquarters · · · · · ·
6 Fire Station # 1/Admin. · · · · · ·
7 Recreation Activity Center · · · · · ·
8 Public Works # 1 · · · · · ·
9 Public Works # 2 · · · · · ·
10 Public Works # 3 · · · · · ·
11 Public Works # 7 · · · · · ·
12 Animal Shelter ·
13 Fire Station # 3 · · · ·
14 Wilson Center · · ·
15 Pistol Range · · · ·
16 Code Enforcement Trailer · ·
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
ATTACHMENT B
Compensation for Services
City of Boynton Beach, Florida
ADG project No. 651-02
Compensation for Reimbursable Expenses
The City intends to issue work orders on a task specific basis.
shall be included with each work order.
Reimbursable expenses
The basis for the reimbursable expenses shall be as outlined below. Reimbursement for the
CONSULTANT will be billed at cost times 1.10. The consultant shall be entitled to costs
associated with the preparation of documents and/or invoices related to reimbursable
expenses.
Description Price
In-House Duplicating
Distance Telephone Charges
Facsimile Charges
$0.25/copy
Actual Cost
Actual Cost
Cell Phone Charges
Actual Cost
Posta Actual Cost
Overnight Charges Actual Cost
Courier Charges Actual Cost
In House Actual Cost
- Outsourced Actual Cost
Film & Development Actual Cost
Miscellaneous Office Expenses (Materials)
Expenses:
Actual Cost
Rental Car Actual Cost
Milea $0.345/mile
Tolls Actual Cost
Fuel Actual Cost
Actual Cost
Meals Actual Cost
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
ATTACHMENT B
Page 2
Frequency Of Billing
Invoicing shall be submitted to the CITY on a monthly basis for the work performed during
that billing period.
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Supplemental Records
The CONSULTANT must maintain adequately detailed time records for all principals,
partners, and employees who devote time to the work, and any part of whose salaries is
included in Direct labor cost. Time sheets, if requested by the CITY, are to be provided
upon presentation of each invoice. Receipts and other documents, if requested by the
CITY, shall be provided to substantiate all expenditures.
DIRECT/BILLABLE LABOR RATES FOR CONSULTANT'S EMPLOYEES ON
PROJECT TEAM
Job Classification Hourly Rate Schedule
Billable Rate
Raw
with 2.7 multiplier
Principal-In-Charge $46.31 $125.04
Studio Design Director $32.89 $88.80
Project Architect $22.35 $60.35
Computer Supervisor $21.15 $57.11
Computer CADD I $18.25 $49.28
Clerical $13.00 $35.10
Graphic Designer $14.50 $39.15
Interior Design Principal $23.84 $64.37
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Professional Fees
The CONSULTANT agrees to provide the referenced services (tasks) at a fixed fee,
identified as follows:
4.1
4.2
Task I: Spatial Needs Assessment:
· Professional fee ...................................................................................... $ 45,250.00
Task II: Existing Facilities Assessment:
· Structural Engineering ............................. $ 3,800.00
· Mechanical/Electrical Engineering .......... $ 3,400.00
· Architectural ............................................ $ 6,870.00
· Total/Professional Fee ........................................................................... $14,070.00
AGREEMENT FOR PROFESSIONAL SERVICES
Architects Design Group, Inc.
ATTACHMENT B
Page 3
4.3
4.4
4.5
4.6
4.7
4.8
Task III: Evaluate Facility Security and Regulatory_ Compliance:
· Professional fee ........................................................................................ $ 4,280.00
Task IV: Development Alternatives:
· Professional fee ...................................................................................... $10,180.00
Task V: Prepare As-Built Drawings:
· Professional fee ........................................................................................ $ 8,800.00
Task VI: Final Presentations:
· Professional fee ........................................................................................ $ 2,800.00
Reimbursable Expenses (Fixed Fee) ............................................................... $3,400.00
Total/Professional Fees .............................................................................. $ 88,780.00