R14-025 I
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1 RESOLUTION NO. R14 -025
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3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
4 BOYNTON BEACH, FLORIDA, APPROVING AN AGREEMENT WITH
5 ARCHITECTS DESIGN GROUP /ADG OF WINTER PARK, FL FOR
6 "POLICE FACILITY DESIGN SERVICES" AS A RESULT OF THE RFQ
7 #077 - 2110 -13 /JMA TO BE HANDLED ON A TASK ORDER BASIS;
8 AUTHORIZING THE CITY MANAGER AND CITY CLERK TO
9 EXECUTE THE AGREEMENT FOR POLICE FACILITY DESIGN
10 SERVICES; AND PROVIDING AN EFFECTIVE DATE.
11
12 WHEREAS, on November 19, 2013 the City Commission approved the list of top
13 ranking qualifiers identified by the evaluation Committee from the responses received to
14 RFQ #077 - 2110 -13 /JMA for Police Facility Design Services and authorized staff to
15 negotiate with Architects Design Group /ADG, the top ranked qualifier; and
16 WHEREAS, the City Commission of the City of Boynton Beach upon
17 recommendation of staff, deems it to be in the best interest of the citizens of the City of
18 Boynton Beach to approve the Agreement for Police Facility Design Services with
19 Architects Design Group /ADG of Winter Park, FL as a result of RFQ #077 - 2110 -13 /JMA
20 to be handled on a task order basis; and authorizes the City Manager and City Clerk to sign
21 the Agreement.
22 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
23 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
24 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed
25 as being true and correct and are hereby made a specific part of this Resolution upon
26 adoption.
27 Section 2. The City Commission of the City of Boynton Beach, Florida, hereby
28 approves the Agreement for Police Facility Design Services with Architects Design
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1 Group /ADG of Winter Park, FL as a result of RFQ #077 - 2110- 13 /JMA to be handled on as
2 task order basis.
3 Section 3. The City Commission authorizes the City Manager and City Clerk to
4 execute the Agreement for Police Facility Design Services with Architects Design
5 Group /ADG of Winter Park, FL, a copy of which is attached hereto as Exhibit "A."
6 Section 4. That this Resolution shall become effective immediately.
7 PASSED AND ADOPTED THIS 18th day of March, 2014.
8 CITY OF BOYNTON BEACH, FLORIDA
10 ✓ _—
11 L
12 e.yor — F lo
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14 /
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16 _ Commissioner "Mack McCray
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18 c/1
20 Commissioner — David T. Me er
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22 r
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24 Commissioner — Michael / itzpatrick
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27 ATTEST: 1/03..j6/41
28 Vice Mayor — Joe Casello
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3? Ja et M. Prainito, MMC
eit Clerk
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36 �r `
37 o 4r. to Seal '
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AGREEMENT FOR POLICE FACILITY DESIGN SERVICES
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "CITY ", and ARCHITECTS DESIGN GROUP /ADG, INC. OF WINTER PARK, FL ,
hereinafter referred to as "CONSULTANT ", in consideration of the mutual benefits, terms, and
conditions hereinafter specified
WHEREAS, pursuant to Section 287.055, Florida Statutes, the City of Boynton
Beach solicited proposals for a Contract to perform professional services with an engineering
firm for required services, and
WHEREAS, THE CITY issued a Request for Qualifications for Police Facility Design
Services, RFQ No. 077 - 2110 -13 /JMA and
WHEREAS, RFQ No 077 - 2110 -13 /JMA defined Scope of Services and described in
Attachment "A ", with hourly rates
WHEREAS, the CITY determined that CONSULTANT was qualified for appointment to
perform the scope of services set forth in the Request for Qualifications; and
WHEREAS, the CITY Commission on NOVEMBER 19 , 2013, determined that
CONSULTANT was qualified for appointment to perform the scope of services set forth in the
Request for Qualifications, and
WHEREAS, the City Manager, through his administrative staff, has successfully
negotiated an Agreement with CONSULTANT defining terms and conditions for the
performance of consulting and engineering services within the scope of the Request for
Qualifications
NOW, THEREFORE, in consideration of the mutual covenants expressed herein, the
parties agree as follows.
ARTICLE 1 - SERVICES
CONSULTANT agrees to perform Police Facility architectural /engineering services by
way of individual task orders, at the request of the CITY durng the term of this Agreement,
including the provision of all labor, materials, equipment and supplies.
The CITY's Project Manager during the performance of this Contract shall be Jeff
Livergood, Director of Public Works telephone (561) 742- 6201
ARTICLE 2 - TERM
The CONSULTANT shall be available to commence services on the date of the
execution of this Contract until project completion issued by the CITY.
ARTICLE 3 - TIME OF PERFORMANCE
Work under this Contract shall commence upon the giving of written notice by the CITY
to the CONSULTANT by way of an executed task order CONSULTANT shall perform all
services and provide all work product required pursuant to this Agreement and the specific task
order, unless an extension of time is granted in writing by the CITY
ARTICLE 4 - PAYMENT
The CONSULTANT shall be paid by the CITY for completed work and for services
rendered under this agreement as follows
a 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.
b 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
c 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
ARTICLE 5 - 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 Any use of the documents for purposes other than as originally intended by this
Agreement, with out the written consent of CONSULTANT, shall be at the CITY's sole risk
ARTICLE 6 - FUNDING
This Agreement shall remain in full force and effect only as long as the expenditures
provided in the Agreement have been appropriated by the CITY in the annual budget for each
fiscal year of this Agreement, and is subject to termination based on lack of funding.
ARTICLE 7 - WARRANTIES AND REPRESENTATIONS
CONSULTANT represents and warrants to the CITY that it is competent to engage in
the scope of services contemplated under this Agreement and that it will retain and assign
qualified professionals to all assigned projects during the term of this Agreement
CONSULTANT's services shall meet a standard of care for professional engineering and
related services equal to or exceeding the standard of care for engineering professional
practicing under similar conditions. In submitting its response to the RFQ, CONSULTANT has
represented to CITY that certain individuals employed by CONSULTANT shall provide services
to CITY pursuant to this Agreement. CITY has relied upon such representations Therefore,
CONSULTANT shall not change the designated Project Manager for any project without the
advance written approval of the CITY, which consent may be withheld at the sole and absolute
discretion of the CITY
ARTICLE 8 - 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
ARTICLE 9 - INDEMNIFICATION
CONSULTANT shall indemnify, defend and hold harmless the CITY, its officers, 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 Neither party to this
Agreement shall be liable to any third party claiming directly or through the other respective
party, for any special, incidental, indirect or consequential damages of any kind, including but
not limited to lost profits or use that my result from this Agreement or out of the services or
goods furnished hereunder
ARTICLE 10 - INSURANCE
10.1 During the performance of the services under this Contract, CONSULTANT shall
maintain the following insurance policies, and provide originals or certified copies
of all policies, and shall be written by an insurance company authorized to do
business in Florida
10 1 1 Worker's Compensation Insurance' The CONSULTANT shall procure
and maintain for the life of this Contract, Worker's Compensation
Insurance covering all employees with limits meeting all applicable state
and federal laws This coverage shall include Employer's Liability with
limits meeting all applicable state and federal laws. This coverage must
extend to any sub - Consultant that does not have their own Worker's
Compensation and Employer's Liability Insurance The policy must
contain a waiver of subrogation in favor of the CITY of Boynton Beach,
executed by the insurance company.
10.1 2 Comprehensive General Liability The CONSULTANT shall procure and
maintain for the life of this Contract, Comprehensive General Liability
Insurance This coverage shall be on an "Occurrence" basis. Coverage
shall include Premises and Operations; Independent Contractors,
Products Completed Operations and Contractual Liability with specific
reference of Article 7, "Indemnification" of this Agreement. This policy
shall provide coverage for death, personal injury or property damage that
could arise directly or indirectly from the performance of this Agreement
CONSULTANT shall maintain 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. The general
liability insurance shall include the CITY as an additional insured and
shall include a provision prohibiting cancellation of the policy upon thirty
(30) days prior wntten notice to the CITY.
10 1 3 Business Automobile Liability. The CONSULTANT shall procure and
maintain, for the life of this Contract, Business Automobile Liability
Insurance. The CONSULTANT shall maintain a minimum amount of
$300,000 combined single limit for bodily injury and property damage
liability to protect the CONSULTANT from claims for damage for bodily
and personal injury, including death, as well as from claims for property
damage, which may arise from the ownership, use of maintenance of
owned and non -owned automobile, included rented automobiles, whether
such operations be by the CONSULTANT or by anyone directly or
indirectly employed by the CONSULTANT
10 1 4 Professional Liability (Errors and Omissions) Insurance: The
CONSULTANT shall procure and maintain for the life of this Contract in
the minimum amount of $1,000,000 per occurrence
10 2 It shall be the responsibility of the CONSULTANT to ensure that all sub-
contractors comply with the same insurance requirements referenced above
10 3 In the judgment of the CITY, prevailing conditions warrant the provision by the
CONSULTANT of additional liability insurance coverage or coverage which is
different in kind, the CITY reserves the right to require the provision by
CONSULTANT of an amount of coverage different from the amounts or kind
previously required and shall afford written notice of such change in
requirements thirty (30) days prior to the date on which the requirements shall
take effect. Should the CONSULTANT fail or refuse to satisfy the requirement of
changed coverage within the thirty (30) days following the CITY's written notice,
the CITY, at its sole option, may terminate the Contract upon written notice to the
CONSULTANT, said termination taking effect on the date that the required
change in policy coverage would otherwise take effect.
10 4 CONSULTANT shall, for a period of two (2) years following the termination of the
Agreement, maintain a "tail coverage" in an amount equal to that described
above for Comprehensive Liability Insurance on a claims -made policy only
ARTICLE 11 - INDEPENDENT CONTRACTOR
11 1 The CONSULTANT and the CITY agree that the CONSULTANT is an
independent consultant 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 any 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
112 CONSULTANT acknowledges and understands that, as an independent
consultant pursuant to this Agreement, CONSULTANT shall comply with Chapter
119, Florida Statutes, as amended (Public Records). CONSULTANT's obligation
includes, but is not limited to CONSULTANT's obligation to preserve public
records and make public records available to third parties in addition to the CITY
as discussed in Article 23
ARTICLE 12 - COVENANT AGAINST CONTINGENT FEES
The CONSULTANT warrants that he has not employed or retained any company or
person, other than a bonafide employee working solely for the CONSULTANT, to solicit or
secure this Agreement, and that he has not paid or agreed to pay any company or person,
other than a bonafide 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 Agreement For breach or violation of this warranty, the CITY shall
have the right to annul this Agreement without liability or, in its discretion to deduct from the
contract price or consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift, or contingent fee
ARTICLE 13 — TRUTH -IN- NEGOTIATION CERTIFICATE
13 1 Execution of this Agreement by the CONSULTANT shall act as the execution of
a truth -in- negotiation certificate certifying that the wage rates and costs used to
determine the compensation provided for in this Agreement is accurate,
complete, and current as of the date of the Agreement and no higher than those
charged the CONSULTANT's most favored customer for the same or
substantially similar service.
13 2 The said rates and cost shall be adjusted to exclude any significant sums should
the CITY determine that the rates and costs were increased due to inaccurate,
incomplete, or non - current wage rates or due to inaccurate representations of
fees paid to outside consultants. The CITY shall exercise its rights under this
"Certificate" within one (1) year following payment
ARTICLE 14 - 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
ARTICLE 15 - ASSIGNMENT
The CONSULTANT shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the CITY
ARTICLE 16 - NON - WAIVER
A waiver by either CITY or CONSULTANT of any breach of this Agreement shall not be
binding upon the waiving party unless such waiver is in writing. In the event of a written waiver,
such a waiver shall not affect the waiving party's rights with respect to any other or further
breach. The making or acceptance of a payment by either party with knowledge of the
existence of a default or breach shall not operate or be construed to operate as a waiver of any
subsequent default or breach.
ARTICLE 17 — TERMINATION
17 1 Termination for Convenience This Agreement may be terminated by the CITY
for convenience, upon ten (10) days of written notice by the terminating party to
the other party for such termination in which event the CONSULTANT shall be
paid its compensation for services performed to termination date, including
services reasonably related to termination In the event that the CONSULTANT
abandons the Agreement or causes it to be terminated, CONSULTANT shall
indemnify the CITY against loss pertaining to this termination
17 2 Termination for Default. In addition to all other remedies available to the CITY,
this Agreement shall be subject to cancellation by the CITY for cause, should the
CONSULTANT neglect or fail to perform or observe any of the terms, provisions,
conditions, or requirements herein contained, if such neglect or failure continue
for a period of thirty (30) days after receipt by CONSULTANT of wntten notice of
such neglect or failure.
ARTICLE 18 - 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
ARTICLE 19 — UNCONTROLLABLE FORCES
19 1 Neither the CITY nor CONSULTANT shall be considered to be in default of this
Agreement if delays in or failure of performance shall be due to Uncontrollable
Forces, the effect of which, by the exercise of reasonable diligence, the non-
performing party could not avoid The term "Uncontrollable Forces" shall mean
any event which results in the prevention or delay of performance by a party of
its obligations under this Agreement and which is beyond the reasonable control
of the non - performing party. It includes, but is not limited to fire, flood,
earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage,
and governmental actions.
19 2 Neither party shall, however, be excused from performance if non - performance
is due to forces which are preventable, removable, or remediable, and which the
non - performing party could have, with the exercise of reasonable diligence,
prevented, removed, or remedied with reasonable dispatch. The non - performing
party shall, within a reasonable time of being prevented or delayed from
performance by an uncontrollable force, give written notice to the other party
describing the circumstances and uncontrollable forces preventing continued
performance of the obligations of this Agreement
ARTICLE 20 - NOTICES
Notices to the CITY of Boynton Beach shall be sent to the following address*
City of Boynton Beach
Attn Jeff Livergood
100 E Boynton Beach Blvd
Boynton Beach, FL 33425
Notices to CONSULTANT shall be sent to the following address.
Architects Design Group /ADG,Inc
ATTN: Ian Reeves
333 North Knowles Avenue
Winter Park, FL 32289
ARTICLE 21 - INTEGRATED AGREEMENT
This Agreement, together with the RFQ #077- 2110- 13 /JMA and any addenda and /or
attachments, 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
ARTICLE 22 - SOVEREIGN IMMUNITY
22 1 CITY is a political subdivision of the State of Florida and enjoys sovereign
immunity Nothing in the Agreement is intended, nor shall be construed or
interpreted, to waive or modify the immunities and limitations on liability provided
for in Section 768 28, Honda Statute, as may be emended from time to time, or
any successor statute thereof To the contrary, all terms and provisions
contained in the Agreement, or any disagreement or dispute concerning it, shall
be construed or resolved so as to insure CITY of the limitation from liability
provided to any successor statute thereof To the contrary, all terms and
provision contained in the Agreement, or any disagreement or dispute
concerning it, shall be construed or resolved so as to insure CITY of the
limitation from liability provided to the State's subdivisions by state law
22.2 In connection with any litigation or other proceeding arising out of the
Agreement, the prevailing party shall be entitled to recover its own costs and
attorney fees through and including any appeals and any post - judgment
proceedings. CITY's liability for costs and attorney's fees, however, shall not
alter or waive CITY's entitlement to sovereign immunity, or extend CITY's liability
beyond the limits established in Section 768.28, Florida Statutes, as amended
1. Claims, disputes or other matters in question between the parties to this
Agreement arising out of or relating to this Agreement shall be in a court of
law The CITY does not consent to mediation or arbitration for any matter
connected to this Agreement
2 The parties agree that any action arising out of this Agreement shall take
place in Palm Beach County, Florida
ARTICLE 23 — PUBLIC RECORDS
The City of Boynton Beach is a public agency subject to Chapter 119, Florida Statutes The
contractor shall comply with Florida's Public Records Law Effective July 1, 2013, Section
119 071, Fla. Stat , the contractor shall:
1 Keep and maintain public records that ordinarily and necessarily would be required by
the City in order to perform the service,
2 Provide the public with access to such public records on the same terms and conditions
that the City would provide the records and at a cost that does not exceed that provided in
chapter 119, Fla. Stat , or as otherwise provided by law,
3 Ensure that public records that are exempt or that are confidential and exempt from
public record requirements are not disclosed except as authorized by law; and
4 Meet all requirements for retaining public records and transfer to the City, at no cost, all
public records in possession of the contractor upon termination of the contract and destroy
any duplicate public records that are exempt or confidential and exempt All records stored
electronically must be provided to the City in a format that is compatible with the information
technology of the agency
Failure of the contractor to comply with the provisions set forth in this General Condition
shall constitute a Default and Breach of the Agreement with the City.
IN WITNESS WHEREOF, the parties hereto have executed this Contract in multiple copies,
each of which shall be considered an original on the following dates -
DATED this day of , 20
CITY OF BOYNTON BEACH
City Manager CONSULTANT
Attest /Authenticated.
Title
(Corporate Seal)
City Clerk
Approved as to Form Attest /Authenticated
Office of the City Attorney Secretary
ATTACHMENT "A"
POLICE FACILITY DESIGN SERVICES
RFQ No.: 077 - 2110- 13 /JMA
SCOPE OF SERVICES AND
PROJECT INFORMATION
1.1 BACKGROUND:
The City of Boynton Beach, Florida provides critical Police public safety services for its
population of approximately 68,000 residents. The Police Department currently operates
its services at a facility in the City Hall Complex, 100 East Boynton Beach Boulevard.
The current Police facility is slightly less than 20,000 square feet and is woefully
undersized. Its current design is not congruent with modern Police facilities
Beginning in 2003, the City has conducted several space needs analyses to determine
the appropriate size for a new facility and to allow preparation of future capital plans.
Prior studies have suggested that a new facility could range in size from 60,000 square
feet to 80,000 square feet depending upon final design that considers appropriate
adjacencies and shared space.
In 2004, the City acquired 9.4 acres of land on the southeast corner of Gateway
Boulevard and High Ridge Road for the purpose of constructing a new Fire Station and
Fire Administration Building, and a new Police Facility The intention was to create a City
of Boynton Beach public safety complex In 2009, Boynton Beach Fire Rescue
relocated to their new facility There now remains approximately 5 5 acres on which to
construct a new Police Facility and thereby complete the vision for a new public safety
complex on these parcels.
1.2 GOAL:
The City is seeking an Architectural /Engineering Firm with the requisite skills to complete space
programming, conceptual design and cost estimate, preparation of bidding documents including
all specifications and special /general provisions, technical oversight during construction to
include submittal reviews and site inspection, and preparation of record drawings
1.3 SCOPE OF SERVICES TO BE PERFORMED:
The City of Boynton Beach (City) is issuing this Request for Qualifications (RFQ)
for submissions from firms with qualified experience as noted herein Upon
selection of the most qualified firm by the Boynton Beach City Commission, a
task order, or professional services contract will be negotiated for subsequent
approval by the City Commission The task order contract(s) will comply, at
minimum, with the following requirements and services. The City will reserve the
right to eliminate any or all of the remaining tasks at any time upon the
completion of an awarded task order by the Consultant
TENTATIVE TASKS:
a Consultant shall prepare a new space needs assessment The assessment
shall include review of prior space evaluations and interviews with key staff
b Preparation of a concept design sufficient to illustrate a proposed floor plan,
building elevations and overall site plan compatible with the existing Fire
Station The concept design shall also include a preliminary cost estimate for
design, construction and furnishing that is sufficient to provide guidance for
City funding via bond issuance.
c. Preparation of a final design This specific task shall also include, but not be
limited to, final design and preparation of bidding documents including all
specifications and special /general provisions, technical oversight during
construction to include submittal reviews and site inspection, and preparation
of record drawings
The project is targeting the U S Green Building Council's Leadership in Energy
and Environmental Design (LEED) for New Construction and Major Renovation
to achieve at least a LEED certified level of certification through the process of
the Green Building Certification Institute (GBCI) and meet the requirements of
the City of Boynton Beach Green Building Program (International Green
Construction Code)
1.4 TASK ASSIGNMENT:
The City will designate a Project Manager for this project. The Project Manager will prepare a
scope of services for each task assignment that will be submitted to the awarded consultant to
provide the cost for the specific Task Order in accordance with the hourly rates to be
established for this Contract Task Orders will be sent to City Commission for approval
ARCHITECTS DESIGN GROUP, INC.
ADDITIONAL SERVICES HOURLY RATES
Effective 01/14 through 01/15
Per hour rates of the Architects, Interior Designers and other personnel are established as follows:
Principals 205.00 /hr.
Studio Department Principals /Project Architects 182.00 /hr.
Associates 152.00 /hr.
Project Managers 145.00 /hr.
Designers 87.00 /hr.
Computer Draftsperson I 65.00 /hr.
Computer Draftsperson II 65.00 /hr.
Computer Supervisor 95.00 /hr.
Threshold Inspector (Certified) 83.00 /hr.
Construction Administrators 102.00 /hr.
Specification Writer 98.00 /hr.
Senior Draftsperson 87.00 /hr.
Draftsperson I 73.00 /hr.
Draftsperson I1 65.00 /hr.
Accounting Services 83.00 /hr.
Staff (Word Processor I) 50.00 /hr.
Graphic Designer
72.00 /hr.
Interior Design Principal 105.00/hr.
Interior Design Designer 77.00 /hr.
Interior Design Specification Writer 76.00 /hr.
Interior Design Draftsperson I 66.00 /hr.
Note: Any changes in the above noted hourly rates, after January 2014 shall be provided to the Owner
thirty (30) days prior to said date and cannot exceed the noted rates by an amount greater than fifteen
(15 %) percent.
t14 -Das
Architects Design Group, Inc,
March 12, 2014
Mr. Tim Howard, Director
Financial Services Department
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, Florida 33435
RE: Boynton Beach Police Department
Proposal for Professional Services: Existing Site Analysis & Detailed Spatial Needs Assessment
ADG Project No. 915 -14
Dear Mr. Howard:
Please find attached to this letter ADG scope of services outline for the requested tasks identified as Phase 1-
A Existing Site Analysis and Phase I -B Detailed Spatial Needs Assessment, and our proposed professional fees
which are based upon our negotiated hourly rate schedule
ADG is very pleased to have this opportunity to collaborate with the City and the Boynton Beach Police
Department on this exciting project. If you have any questions, please fee[ free to contact our office at your
convenience. We look forward to getting started with the City's team.
1 remain, side rely,
t � J
v
- Ian A. Reeves, AIA, ICA, IALEP
President
f
x,12.0
Accept d By / Date Accepted By / Date
ATTACHMENT "A
Scope of Services:
Police Facility
City of Boynton Beach, Florida
ADG Project No. 915 -13
March 12, 2014
The Phasing of Services is herein identified as follows:
1. Phase I: Research & Base Mapping:
1.1 Phase I -A: Existing Site Evaluation:
1.1.1 The City shall provide to the consultant, any existing documentation relative to the
proposed site(s) that have been previously identified and investigated such as GIS,
Boundary and Topographic Surveys, aerial photography, and Geotechnical Reports, etc., as
available. In the event that the City does not have this data, the Consultant shall assist the
City with the procurement of these specialized services.
The Consultant shall evaluate the site(s) for the appropriateness for the development for
the proposed Police Operations and Training Center and will provide a review of site
conditions such as the drainage, topography, vegetation and off -site impacts, identify
opportunities and constraints of the site, evaluate vehicular ingress and egress points, and if
requested, coordinate future with the outparcel development team.
1.1.2 The Consultant shall then conduct an evaluation of the site(s) utilizing nationally
recognized criteria. The Consultant shall prepare, and distribute to the internal City Design
Team, the detailed site evaluation data sheet that will be utilized in identifying the site(s)
characteristics.
1.1.3 Items to be considered will include:
1.1.3.1 Ability of the site(s) to accommodate appropriate Law Enforcement and Fire
Rescue parking for current and future needs.
1.1.3.2 Evaluation of property(s) relative to a 100 -year storm.
1.1.3.3 Identification of potential hazards.
1.1.3.4 Ability and estimated cost to acquire adjacent parcels if deemed necessary
and /or appropriate.
1.1.3.5 Adequacy of FDOT and City permissible vehicular ingress and egress
locations.
1.1.3.6 Appropriateness (capacity) of existing utilities, such as power, gas, water,
sewer, fiber optics, etc.
1.1.3.7 The ability of the site to accommodate the space needs of the Police
Department both in terms of current needs (year 2020) and future needs (year
2040).
1.1.3.8 Analysis of site obstacle impacts related to the City's Green Building Program.
1.1.4 Obtain, to the extent possible, historical and current aerial photographs of the properties,
the purpose being to illustrate previous site utilization.
ATTACHMENT "A"
Police Facility
City of Boynton Beach, Florida
ADG Project No. 915 -13
March 12, 2014
Page 2
Based upon the information assembled and documented, the Consultant shall prepare a
written report noting the information herein contained, and make a specific
recommendation as to the development opportunities and constraints of the property(s).
This recommendation shall be reviewed with the Internal City Design Team.
1.1.5 It is estimated that the work associated with this phase shall require approximately 60 days
to complete.
1.1.6 Professional Fee: Based upon the negotiated hourly rate schedule, we propose to offer
this service for a fee of $38,580.
1.2 Phase I -B: Detailed Spatial Needs Assessment:
1.2.1 The Consultant shall participate in an initial meeting, with departmental personnel and the
Internal City Design Team, to review the proposed project and to establish project
schedules for specific tasks.
1.2.2 The Consultant 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.
1.2.3 A detailed Spatial Needs Assessment shall then be conducted, providing documentation as
to current and future needs; future need being defined as those anticipated for the years
2040, and the current need being defined as the year 2020.
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, as
noted above.
The questionnaire shall relate to such information as:
1.2.3.1 Historical, Current and Projections for Future Staffing Levels.
1.2.3.2 A Detailed Mission Statement.
1.2.3.3 Departmental Organizational Charts.
1.2.3.4 An Assessment of Requested Spaces.
L2.3.5 A Definition of Functional Inter - Relationships.
1.2.3.6 Documentation of Specialized Equipment.
1.2.3.7 Documentation as to relationship to other Departments.
1.2.4 The Consultant, as a part of this phase, shall consider and provide documentation to the
extent possible, current and future staffing level projections and their spatial need impact
upon future needs of facilities.
1.2.5 Based upon the recommendations related to facility size, the Consultant shall identify the
land area needed for the building, associated parking and related site requirements, such as
ATTACHMENT "A"
Police Facility
City of Boynton Beach, Florida
ADG Project No. 915 -13
March 12, 2014
Page 3
stormwater retention, parking areas, landscape requirements and building setback
requirements.
1.2.6 The Consultant shall research and provide information relative to identifying potential
additional grant funding sources, noting entities which provide funds for projects of the
type envisioned for the Police Facility.
1.2.7 This phase shall result in a detailed report, which shall contain the following components:
1.2.7.1 Police Department Program Requirements.
1.2.7.2 Exterior Training Facilities.
1.2.7.3 Joint -use / Shared Training Facilities.
1.2.7.4 Development Options / Phasing Plans.
1.2.7.5 Estimates of Probable Development Costs.
1.2.7.6 Phasing Plan(s).
1.2.7.7 Analysis and Identification of all pertinent regulatory requirements.
1.2.7.8 Analysis and Identification of green building elements.
1.2.8 The final report shall contain recommendations relative to potential solutions, and shall
include up to three (3) alternative development options as to the size and associated
potential costs of each such alternative. This report shall be issued to the Internal City
Design Team for review and consideration, and subsequently, upon the City's direction, to
the Boynton Beach City Commission at a public meeting and /or Commission Workshop.
1.2.9 It is estimated that the work associated with this phase shall require approximately 90 days
to complete.
1.2.10 Professional Fee: Based upon the negotiated hourly rate schedule, we propose to offer
this service for a fee of $55,480.
2. Summary:
2.1 Phase I -A: Existing Site Evaluation $38,580.00
2.2 Phase I -B: Detailed Spatial Needs Assessment: $55,480.00
2.3 Total: $94,060.00