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HomeMy WebLinkAbout2017-635-E AMS - Smith Sinnett Architecture PA for Southern Campus design and construction administrative services DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B [Departmental Use Only] Title Southern Expansion FY 2017-18 NORTH CAROLINA CONSULTING SERVICES AGREEMENT -RFQ- OVER $90,000 OR BOARD CONSULTANT ORANGE COUNTY This Agreement, made and entered into this day of November, 2017, ("Effective Date") by and between Orange County, North Carolina a body politic and corporate of the State of North Carolina(hereinafter, the "Owner" or "County") and Smith Sinnett Architecture PA, (hereinafter, the "Consultant"). WITNESSETH: That the County and Consultant, for the consideration herein named, do hereby agree as follows: ARTICLE 1 SCOPE OF WORK 1.1 Scope of Work 1.1.1 This Services Agreement ("Agreement") is for professional consulting services to be rendered by Consultant to County with respect to (insert type of project)Design Services, Bidding and Negotiation, Construction Administration and Closeout, Southern Campus Expansion as described herein and in the Consultant's Proposal attached, dated October 2, 2017. 1.1.2 By executing this Agreement, the Consultant represents and agrees that Consultant is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent,professional and timely manner. 1.1.3 Time is of the essence with respect to this Agreement. 1.1.4 The services to be performed under this Agreement consist of Basic Services, as described and designated in Article 3 hereof. Compensation to the Consultant for Basic Services under this Agreement shall be as set forth herein. ARTICLE 2 RESPONSIBILITIES OF THE CONSULTANT 2.1 Services to be Provided. The Consultant shall provide the County with all services required in Article 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. 2.2. Standard of Care 2.2.1 The Consultant shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Consultant practice throughout the United States and in accordance with applicable federal, state Revised 2/17 1 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B and local laws and regulations applicable to the performance of these services. Consultant is solely responsible for the professional quality, accuracy and timely completion and submission of all reports, drawings, specifications, plans, documents and services (hereinafter "Deliverables") related to the Basic Services. 2.2.2 The Consultant shall be responsible for all errors or omissions in the deliverables prepared by the Consultant. 2.2.3 The Consultant shall correct at no additional cost to the County any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts in any Deliverables prepared by the Consultant. 2.2.4 The Consultant shall assure that all Deliverables prepared by it hereunder are in accordance with applicable laws, statutes, and that any necessary or appropriate applications for approvals are submitted to federal, state and local governments or agencies in a timely manner so as not to delay the Project. 2.2.5 The Consultant shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. 2.2.6 Any and all employees of the Consultant engaged by the Consultant in the performance of any work or services required of the Consultant under this Agreement, shall be considered employees or agents of the Consultant only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Consultant. 2.2.7 If activities related to the performance of this agreement require specific licenses, certifications, or related credentials Consultant represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. ARTICLE 3 BASIC SERVICES 3.1 Basic Services 3.1.1 The Consultant shall perform as Basic Services the work and services described herein and as specified in the County's Request for Qualifications RFQ Number 367-5235 for Orange County Southern Campus Expansion (the "RFQ") issued May 4, 2017, which is fully incorporated and integrated herein by reference together with Attachments Robert & Pearl Seymour Senior Center Property & Building Data Sheet, Southern Human Services Center Complex Property & Building Data Sheet, Drawing C1.0 Phase I Site Plan dated 02/03/2017 (designate all attachments). 3.1.2 The Basic Services will be performed by the Consultant in accordance with the following schedule: (Insert task list and milestone dates) Revised 2/17 2 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B Task Milestone Date 1. PH 1/2 - Schematic Design Winter, 2017 to Spring, 2018 2. PH 1/2 - Design Development Spring, 2018 3. PH 1/2 - Construction Documents Spring, 2018 to Winter, 2018 4. PH 1 - State and Local Approvals Winter, 2018 5. PH 1 - Bidding and Award Winter, 2018 6. PH 1 - Construction Administration Winter, 2018 to Winter, 2019 7. PH 1 -Project Close Out Winter, 2019 8. PH 1 - Training/Transition Winter, 2019 9. PH 2 - State and Local Approvals Summer, 2019 10. PH 2 - Bidding and Award Summer, 2019 11. PH 2 - Construction Administration Summer, 2019 to Summer, 2020 12. PH 2 -Project Close Out Fall, 2020 13. PH 2 - Training/Transition Fall, 2020 3.1.3 Should County reasonably determine that Consultant has not met the Milestone Dates established in Section 3.1.2 of this Article, County shall notify Consultant of the failure to meet the Milestone Date. The County, at its discretion may provide the Consultant seven (7) days to cure the breach. County may withhold the accompanying payment without penalty until such time as Consultant cures the Breach. In the alternative, upon Consultant's failure to meet any Milestone Date the County may modify the Milestone Date schedule. Should Consultant or its representatives fail to cure the breach within seven (7) days, or fail to reasonably agree to such modified schedule County may immediately terminate this Agreement in writing without penalty or incurring further obligation to Consultant. This section shall not be interpreted to limit the definition of breach to the failure to meet Milestone Dates. 3.1.4 Consultant shall provide County a preliminary estimate of the total project cost based on the Consultant's judgement as an architect. It is recognized however, that neither the consultant nor the Client has control over the cost of labor, materials, or equipment; the contractors methods of determining bid prices; or competitive bidding, market or negotiating conditions. This estimated total project cost shall be used by the County as a basis for appropriating funds specifically for the project. Once this estimated total project cost has been received by the County the Consultant shall be obligated, without additional compensation, to adjust the design of the project so that it remains within the estimated total project cost. Should bidding or negotiation with contractors produce prices which produce a cost that is in excess of the estimated total project cost, the Consultant shall participate with the County in negotiating the cost with the contractors. If negotiations with the contractors fail to reduce the bid price to below the estimated total project cost, or at the County's discretion an increased total project cost acceptable to the County, the designer will redesign and/or reduce portions of the project in an effort to reduce the bid prices to within the total project cost and rebid the project. If the second bidding does not reduce costs sufficiently to be within the approved total project cost initially or after negotiations with the contractor, and the County wishes to continue to rework and rebid the project, this iteration will be outside of the Basic Services and the designer is free to negotiate for additional services. All activity of the Consultant with respect to these matters shall constitute Basic Services and shall be performed by the Consultant without additional compensation. ARTICLE 4 DURATION OF SERVICES Revised 2/17 3 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B 4.1 Scheduling of Services 4.1.1 The Consultant shall schedule and perform his activities in a timely manner so as to meet the Milestone Dates listed in Article 3. 4.1.2 Should the County determine that the Consultant is behind schedule, it may require the Consultant to expedite and accelerate his efforts, including providing additional resources and working overtime, as necessary, to perform his services in accordance with the approved project schedule at no additional cost to the County. 4.1.3 The Commencement Date for the Consultant's Basic Services shall be November 1, 2017. ARTICLE 5 COMPENSATION 5.1 Compensation for Basic Services 5.1.1 Compensation for Basic Services shall include all compensation due the Consultant from the County for all services under this Agreement except for any authorized Reimbursable Expenses which are defined herein. The maximum amount payable for Basic Services is Eight Hundred Eighty-Nine Thousand Five Hundred Forty Dollars ($889,540.00). Payment for Basic Services shall become due and payable in direct proportion to satisfactory services performed and work accomplished. Payments will be made as percentages of the whole as Project milestones as set out in Section 3.1.2 are achieved. (For example, if there are 10 Project Tasks with Milestone Dates then Consultant may invoice for the first 10% of the whole upon County's acknowledgement of the satisfactory completion of Task one. Upon the County's acknowledgement that the second Task has been satisfactorily completed Consultant may invoice for the next 10% of the whole.) ARTICLE 6 RESPONSIBILITIES OF THE COUNTY 6.1 Cooperation and Coordination 6.1.1 The County has designated Angel Barnes to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 6.1.2 The County shall be solely responsible for determining whether Consultant as satisfactorily completed Tasks associated with Milestone Dates. Upon County's written determination to Consultant that a Task has been satisfactorily completed by its accompanying Milestone Date Consultant may submit an invoice for payment. It is agreed that County shall not unreasonably withhold its determination of satisfactory completion of any Task. In the event the amount of an invoice is disputed County may withhold payment until the dispute is resolved by the parties. County may also withhold payment on an invoice until the satisfactory completion of a Task by Consultant. Revised 2/17 4 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B ARTICLE 7 INSURANCE AND INDEMNITY 7.1 General Requirements 7.1.1 Consultant shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, Professional Liability Insurance, and any additional insurance as may be required by Owner's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php). If Owner's Risk Manager determines additional insurance coverage is required such additional insurance shall be designated here Professional Liability Insurance (if no additional insurance required mark N/A as being not applicable). Consultant shall not commence work until such insurance is in effect and certification thereof has been received by the Owner's Risk Manager. 7.2 Indemnity 7.2.1 The Consultant agrees to indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Consultant except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Consultant to indemnify the County to the fullest extent permitted under North Carolina law. ARTICLE 8 AMENDMENTS TO THE AGREEMENT 8.1 Changes in Basic Services 8.1.1 Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Consultant. The Consultant shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. ARTICLE 9 TERMINATION 9.1 Termination for Convenience of the County 9.1.1 This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days prior written notice to the Consultant. 9.2 Other Termination 9.2.1 The Consultant may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Consultant shall give the County seven (7) days'prior written notice of its intent to terminate this Agreement for cause. Revised 2/17 5 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B 9.3 Compensation After Termination 9.3.1 In the event of termination, the Consultant shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Consultant. 9.3.2 Should this Agreement be terminated, the Consultant shall deliver to the County within seven (7) days, at no additional cost, all Deliverables including any electronic data or files relating to the Project. 9.4 Waiver 9.4.1 The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Consultant with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. 9.5 Suspension 9.5.1 County may suspend suspend the work at any time for County's convenience and without penalty to County upon three (3) days' notice to Consultant. Upon any suspension by County, Consultant shall discontinue the work and shall not resume the work until notified to proceed by County. ARTICLE 10 ADDITIONAL PROVISIONS 10.1 Relationship of Parties 10.1.1 Consultant is an independent contractor of the County. Neither Consultant nor any employee of the Consultant shall be deemed an officer, employee or agent of the County. Consultant's personnel shall not be employees of, or have any contractual relationship with the County. 10.2 Limitation and Assignment 10.2.1 The County and the Consultant each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Consultant shall assign or transfer its interest in this Agreement without the written consent of the other. 10.3 Governing Law 10.3.1 This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. Consultant shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal anti-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and the Orange County Living Wage Policy (both policies are incorporated herein by reference and may Revised 2/17 6 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B be viewed at http://www.orangecountync.gov/departments/purchasing division/contracts.php). Any violation of this requirement is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit the definition of breach to discrimination. By executing this Agreement Consultant affirms that Consultant and any subcontractors of Consultant are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. Where applicable, failure to maintain compliance with the requirements of Article 2 of Chapter 64 of the General Statutes constitutes Consultant's breach of this Agreement. By executing this Agreement Consultant affirms Consultant is in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement, Consultant certifies that Consultant has not been identified, and has not utilized the services of any agent or subcontractor, on the Iran divestment list created by the State Treasurer pursuant to G.S. 147- 86.58. 10.4 Dispute Resolution 10.4.1 Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina and it is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. 10.5 Extent of Agreement 10.5.1 This Agreement, together with the RFQ and attachments distributed by the County and the Consultant's submitted response to the RFQ, all of which constitute the Contract Documents, represents the entire and integrated agreement between the County and the Consultant and supersedes all prior negotiations, representations or agreements, either written or oral. In the event of a conflict among the terms of the Contract Documents, the priority of documents shall be this Agreement, the County's RFQ, attachments to the County's RFQ, the Consultant's response to the RFQ. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. 10.6 Severability 10.6.1 If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. 10.7 Ownership of Deliverables 10.7.1 All Deliverables, together with all supporting materials, source documentation, data collected, field notes, and working drafts, developed in the performance of this Agreement shall become the property of the County and may be used on any other project without additional compensation to the Consultant. The use of the Deliverables by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. 10.8 Non-Appropriation Revised 2/17 7 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B 10.8.1 Consultant acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Consultant of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement,but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Consultant of such limitation or change in County's legal authority. 10.9 Notices and Signatures 10.9.1 This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. 10.9.2 Any notice required by this Agreement shall be in writing and delivered by certified or registered mail,return receipt requested to the following: Orange County Consultant's Name & Address Attention: Angel Barnes Smith Sinnett Architecture PA P.O. Box 8181 4600 Lake Boone Trail, Suite 205 Hillsborough,NC 27278 Raleigh, NC 27607 [SIGNATURE PAGE TO FOLLOW] Revised 2/17 8 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: CONSULTANT: r-000ssea sv: oose=a nv: By bouu,it,Awko 1,,. 11/22/2017 By. I°L 1 QuCVio President Bonnie Hammersley Rhonda Angerio, President Orange County Printed Name and Title Revised 2/17 9 DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B srY w m 111111 I1III{III IIIr */ry�IIIkIII )IIII{ II 11.,1 ud Ilpll"Illllpllnllll�ll, ARCHI ..mm.. IL.\ 1 URI October 2, 2017 Orange County 200 South Cameron Street Hillsborough, North Carolina 27278 Attn.: Mr. Jeff Thompson Director of Asset Management Services Dear Mr. Thompson: FEE PROPOSAL: Orange County Southern Campus Expansion Smith Sinnett Architecture greatly appreciates the opportunity to provide Orange County with a proposal for Architectural Design & Engineering Services for the Orange County Southern Campus Expansion. SCOPE OF WORK: The project consists of two phases. The first phase will include the following: a master plan for a future 12,000 square foot addition to the Seymour Center. The initial portion will be an approximately 2500 square feet addition. Additional work will include reworking the front entry sidewalk into an accessible entry area, the creation of a new canopy and the parking lot will be reconfigured for improved bus/vehicle drop off. The site work will include the relocation of the existing storm water pond located near the entrance driveway, the realignment of the entrance roadway to remove some of the curvature, the expansion of the existing parking lot supporting the Seymour Center and the extension of a 10'wide multi-purpose pathway from the Inter-Faith Council Project Home Start driveway to the eastern parcel property line. It is anticipated as a part of the overall design process, that we will hold meetings with the client and their stakeholders as needed. We will propose that several of these meetings occur in Smith Sinnett's office. Additionally, we will meet with the county commissioners at the end of each phase for their approval prior to commencing the next phase. We will also meet with the Town of Chapel Hill as needed to achieve all necessary approvals. We will provide professional cost estimating at the conclusion of the design development and construction document phase in order to stay within budget throughout the life of the project. This cost, along with all engineering fees is included within our overall fee. We anticipate that the design team and the owner will work creatively to insure best practices, efficiencies and cost adherence in the proposed scope of each project. We will discuss possibilities for altering the timing of the separate scopes should it be deemed more cost effective to provide all of the site/civil work in the first phase and all of the building portions of the project into the second phase. Programming/Schematic Design (Phase 1): Smith Sinnett Architecture will work with and coordinate all members of the design team to evaluate the owner's master plan and begin developing an approach to design and construction of the proposed improvements that will minimize impact to the function of the existing campus. During the 4600 II.....alke Boone Tlralill, Suite 205 Ralleliglh, INC 27607 010.781.8582 HUB Certified www.sImlithslinIrnett.coIrnn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B U IU, r U �, 1�+{h N ' 6PuIil IIIlllllllllIIII F R C °° I ..mm.. �., ..1 programming phase, Smith Sinnett will meet with the owner's designated stakeholders to fine tune our understanding of space needs and the eventual build out of the Seymour addition. After these conversations,we will develop a program and a preliminary budget. Initially,we expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals. During the schematic design phase we would anticipate attending several meetings, including several meetings with the owner to present progress design and collect owner feedback, and up to four (4) coordination meetings with our consultants. We expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals, approximately 2 meetings. Smith Sinnett and our consultants will begin to set up project drawings which will be used throughout the first phase of the project. With each design phase, the drawings will become more detailed and developed. During this phase, we expect to begin preparing the following drawings: • Preliminary Site Plan, Floor Plans, Reflected Ceiling Plans. Elevations, Sections • Preliminary Electrical and Mechanical layouts • Preliminary Existing Conditions Plan (based on survey information provided by owner) • Preliminary Storm Drainage Plan, Storm water Management Plan, Utility Plan The initial drawings will be preliminary in nature and will be used to assist with conversations focused on the determination of appropriate construction phasing. The following schematic design portion defined as the architectural, structural, plumbing, mechanical and electrical work will be produced in Revit, therefore it is likely to be more detailed than a typical schematic design phase and moves well into the design development phase. The Owner shall provide a recent property survey, topographic survey and any necessary soil boring testing prior to the commencement of this portion of the work. Design Development (Phase 1): This phase shall be based on the Owner approved schematic design documentation. The design development documents shall illustrate and describe the refinement of the project design, establishing project scope, form, size, materials and appearance, as documented through plans, elevations, sections and typical construction details. Construction Documents (Phase 1): The construction documents shall be based on approved design development documentation and shall set forth in detail the requirements for construction of the project. These documents will include, but not be limited to,floor plans, reflected ceiling plans,framing plans, elevations, sections,typical wall sections, miscellaneous details and specifications sufficient for permitting, cost negotiation and construction. Engineering fees are included and will be required for permitting. Required engineering services will include structural, plumbing, mechanical, electrical, and fire protection. Bid Administration (Phase 1): The Architect will assist the Owner in the bidding and/or the negotiation process, if required. The Architect will evaluate the bid(s) and review and approve Owner/Contractor contract documents. The Architect will coordinate and distribute all necessary addenda. 4600 I.....alhe IB 'one Trail!, Suite 205 Ralieiiglh, INC 27607 919.781.85:2 HUB Certified www.s Irrnl II t,Irn s li In Irn et:t.co Irn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B 1pH111111111111,11 k � u i IlllllllllllIII au I TE IU I Construction Administration (Phase 1): The Architect shall provide administration of the contract between the Owner and the Contractor. As a representative of the Owner, the Architect shall visit the site at intervals appropriate to the stage of the Contractor's operations, or as otherwise agreed by the Owner and Architect. Typically, we visit the site once a week and whenever the need arises. The Architect shall not be responsible for the construction means, methods, techniques, procedures, as these are solely the responsibility of the Contractor. The Architect shall review contractor pay requests and advise the Owner as to their relative completeness. The Architect shall review any contractor submittals, RFIs, ASI, produce meeting minutes, conduct monthly and preconstruction meetings and report all info to the owner and the contractor to insure that they are in keeping with the construction documentation. The architect anticipates that the Owner will provide assistance with RFI's and site visits. The architect anticipates a twelve month construction period. If the construction period should exceed this time frame, the Architect shall provide additional construction administration services as an additional service, upon written approval by the Owner. Programming/Schematic Design (Phase 2): Phase 2 will consist of various site improvements, a new roof for the existing building and a comprehensive renovation and expansion of the Southern Human Services Building. The project includes an expanded Commissioner's meeting facility at the front of the building, a new dental clinic, expanded health and human service areas and expanded parking. The additions include a 2500 square foot addition to the County Commissioner meeting space and a 10,770 square foot addition to the health services department. The existing health department spaces will be reprogrammed and reconfigured. Discussions/meetings with key personnel will endeavor to garner a thorough understanding of the workings of each portion of the overall program and how they will work together. It is anticipated as a part of the overall design process, that we will hold meetings with the client and their stakeholders as needed. We will propose that several of these meetings occur in Smith Sinnett Architecture's office. Additionally, we will meet with the county commissioners at the end of each phase for their approval prior to commencing the next phase. We will also meet with the Town of Chapel Hill as needed to achieve all necessary approvals. We will provide professional cost estimating at the conclusion of the design development and construction document phase in order to stay within budget throughout the life of the project. This cost, along with all engineering fees is included within our overall fee. Phase 2 will commence as soon as the Phase 1 construction begins. Smith Sinnett Architecture will work with and coordinate all members of the design team to evaluate the owner's master plan and begin developing an approach to design and construction of the proposed improvements that will minimize impact to the function of the existing campus. During the programming phase, Smith Sinnett will meet with designated owner stakeholders to fine tune our understanding of space needs and the eventual build out of the Health Center additions and renovation. After these conversations, we will develop a program and a preliminary budget. Initially, we expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals. If necessary for the second phase of the schematic design work, we would anticipate attending several meetings with the owner to 400 I......alke Boone "Frail!, Suite 205 Ralieliglh, INC 2 607 010.751.8552 HUB Certified WWW.sIrnlit,IhslinIrnet:t.00Irn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B L.imp V I1 1111 I llllu, 6PuIil Illlllllllll�IIII pak R Imp I ..T.. Ep. ..IU present progress design and collect owner feedback, and up to four(4)coordination meetings with our consultants.We expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals. Smith Sinnett and our consultants will begin to set up project drawings that will be used throughout the project. With each phase, the drawings will become more detailed and developed. During this phase, we expect to begin preparing the following drawings: • Preliminary Site Plan, Floor Plans, Reflected Ceiling Plans. Elevations, Sections • Preliminary Electrical and Mechanical layouts • Preliminary Existing Conditions Plan (based on survey information provided by owner) The initial drawings will be preliminary in nature and will be used to assist with conversations focused on the determination of appropriate construction phasing. The following schematic design portion, as the architecture, plumbing, mechanical and electrical work will be produced in Revit, is likely to be more detailed than a typical schematic design phase and moves well into the design development phase. Design Development (Phase 2): This phase shall be based on the Owner approved schematic design documentation. The design development documents shall illustrate and describe the refinement of the project design, establishing project scope, form, size, materials and appearance, as documented through plans, elevations, sections and typical construction details. Construction Documents (Phase 2): The construction documents shall be based on approved design development documentation and shall set forth in detail the requirements for construction of the project. These documents will include, but not be limited to,floor plans, reflected ceiling plans,framing plans, elevations, sections,typical wall sections, miscellaneous details and specifications sufficient for permitting, cost negotiation and construction. Engineering fees are included and will be required for permitting. Required engineering services will include structural, plumbing, mechanical, electrical, and fire protection. Bid Administration (Phase 2): The Architect will assist the Owner in the bidding and/or the negotiation process, if required. The Architect will evaluate the bid(s) and review and approve Owner/Contractor contract documents. The Architect will coordinate and distribute all necessary addenda. Construction Administration (Phase 2): The Architect shall provide administration of the contract between the Owner and the Contractor. As a representative of the Owner, the Architect shall visit the site at intervals appropriate to the stage of the Contractor's operations, or as otherwise agreed by the Owner and Architect. Typically, we visit the site once a week and whenever the need arises. The Architect shall not be responsible for the construction means, methods, techniques, procedures, as these are solely the responsibility of the Contractor. The Architect shall review contractor pay requests and advise the Owner as to their relative completeness. The Architect shall review any contractor submittals, RFIs, ASI, produce meeting 4600 I.....alke IB 'one Trail!, Suite 205 Ralieiiglh, INC 27607 919.781.85:2 HUB Certified www.sIrmllifIisliInnett.agoIrn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B Y imp III I1y pI f IIIu 41 II J{1 „111111, 11111; IU, rU IVllll'W/9d �+{h i6 1P1 Illlllllllll�IIII F R C °° I ..mm.. �., ..1 minutes, conduct monthly and preconstruction meetings and report all info to the owner and the contractor to insure that they are in keeping with the construction documentation. The architect anticipates that the Owner will provide assistance with RFI's and site visits. The architect anticipates a twelve month construction period. If the construction period should exceed this time frame, the Architect shall provide additional construction administration services as an additional service, upon written approval by the Owner. DESIGN FEE: For full Architectural Design Services, compensation shall be based on a fixed fee of Eight hundred and Eight hundred and five thousand dollars ($805,000) based on an overall project budget of approximately nine million one hundred and eighty-five thousand dollars ($9,185,000). FEE SCHEDULE: The Design Fee shall be billed based on the following percentages with timeframes as outlined in Owner's contract documentation: Phase 1 % Time Amount Schematic Design 25% 3 months $ 93,385 Design Development 15% 1 month $ 56,031 Construction Documents 35% 6 months $130,739 Bid Administration 5% 2 months $ 18,677 Construction Administration 20% 12 months $ 74.708 100% 24 months $373,540 Phase 2 % Time Amount Schematic Design 25% 3 months $114,000 Design Development 15% 1 month $ 68,400 Construction Documents 35% 8 months $159,600 Bid Administration 5% 2 months $ 22,800 Construction Administration 20% 12 months $ 91,200 100% 24 months $456,000 Total Fee $829,540 Contingency $ 60,000 Grand Total $889,540 The Architect will carry an additional contingency in the amount of sixty thousand dollars ($ 60,000) for possible unforeseen conditions requiring additional design work. This work will not commence until both parties agree in writing to the change in work and the compensation amount, based on established hourly rates. When a definitive start date is established, we will provide a more detailed schedule. Phase 1 and 2 design work will commence concurrently and the construction for Phase 2 will begin directly after Phase 1 construction is completed, or in a timeframe determined by the Owner. The total project schedule is a not to exceed forty-eight month schedule. 4600 I......alke Boone "Frail!, Suite 205 Ralieiiglh, INC 2 607 919.781.8582 HUB Certified WWW.s Irrnl li t,h s li Irn Irn ett.ago Irn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B ion III I1 I�p f llIIuI 1:11 V „„„11111 Illlllllllll�IIII F R C °° I ..mm.. �., ..1 HOURLY RATES: All Additional Services are to be mutually determined and agreed to in writing prior to the commencement of the work. Hourly rates, if needed for additional services, for Architect and Engineers shall be provided as follows: Architectural: Principal $ 150/hour Project Manager $ 130/hour Architect $ 110/hour Designer $ 90/hour Clerical $ 60/hour NOT INCLUDED WITHIN PROPOSED FEE (See Consultant lists as well, as they are included as part of this document): • Subsurface Survey, Topographic Survey, Hazardous Materials Survey and Testing • Construction Testing Services • Cemetery mitigation • Special Inspection services as described in Chapter 17 of the NC Building Code. • Commissioning • LEED Certification • Measured Drawings • Conformed Drawings • Furniture, Furnishings and Equipment • All permit application fees, permit fees to NCDOT, Town of Chapel Hill, and NCDENR • Environmental Impact Statement, Flood studies, and/or Traffic Studies • Asbestos Abatement Reimbursable Expenses Reimbursable expenses include, but may not be limited to, all review and permit fees, overnight postage, mileage, and reproduction and printing costs. The Architect will provide prints to the Owner if requested, otherwise the Owner may elect to print documentation directly in house. Instruments of Service Plans and specifications are instruments of service and remain the property of Smith Sinnett Architecture, P.A. Indemnification Architect and Client agree to mutually indemnify,defend and hold each other harmless from and against any and all claims, liabilities, suits, demands, losses, costs and expenses, including, but not limited to, reasonable attorneys'fees and all legal expenses and fees incurred on appeal, and all interest thereon, accruing or resulting to any and all persons,firms or any other legal entities on account of any damages or losses to property or persons, including injury or death, or economic losses, arising out of the Project and/or the performance or non-performance of obligations under this Agreement, except to the extent such damages or losses are found by a court or forum of competent jurisdiction to be caused by the Architect's or Client's negligent errors or omissions. 400 I......alke Boone "Frail!, Suite 205 Ralieliglh, INC 2 607 919.761.6582 HUB Certified WWW.SMII tlhsiinnet:t.colrn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B imp III I1 uVf llu, Iil I1J{!�lII„II+{h F R C °° I ..mm.. �., ..1 Termination The Owner or the Architect upon giving ten days' written notice can terminate this Agreement at any time. Termination by the Owner shall comply with all other items herein. This Agreement, unless previously terminated by written notice, shall be terminated by the final payment for the finished work. If Agreement is terminated, Client agrees to pay the Architect for all Services rendered and Reimbursable Expenses incurred up to the date of termination. Upon not less than seven days'written notice, the Architect may suspend the performance of its services if Client fails to pay the Architect in full for services rendered or expenses incurred. Architect shall have no liability because of such suspension of service or termination due to nonpayment. Additional Services Should the Owner request any major changes in the scope of the work after the completion of previously approved phases, this work shall be performed as an additional service. Prior to commencement of additional design and documentation services, the Owner and Architect shall agree in writing to a specified additional cost to accomplish the work. CONSULTANTS: Civil Engineering Grounded Engineering 4909 Liles Road Raleigh, North Carolina 27606 Landscape Architecture Site Collaborative 727 West Hargett Street, Suite 101 Raleigh, North Carolina27603 Structural Engineering Lynch Mykins 415 Hillsborough Street, Suite 101 Raleigh, North Carolina 27603 MPE&FP Engineering Progressive Design Collaborative 3101 Poplarwood Court, Suite 320 Raleigh, North Carolina 27604 Cost Estimator Mulford Cost Management, LLC 1017 Ashes Drive, Suite 104, Wilmington, North Carolina 28405 4600 I......alke Boone "Frail!, Suite 205 Ralieiiglh, INC 27607 919.781.8582 HUB Certified WWW.sIrnlit,Ihslinnet:t.00Irn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B Ho 1 S r m1Mim� '' 11 11,R C 1 ..I.. E, ..1 f Until such time as an Owner's contract document may be prepared and signed by both parties, this agreement shall serve as a binding contract entered into as of the day and year first written above. ACCEPTED BY: Smith Sinnett Architecture Orange County By: Rhonda Angerio, AIA, President By: (Name and Title) (Name and Title) Signature: Signature: Date: Date: 4600 lolne "Frail!, Suite 205 Ralieliglh, INC 27607 919.7 1.8582 HUB Certified www.s Irn li t Irn s li Irn Irn et:t.corn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B ACCIREI 0 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 08/18/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Doug Farber NAME: Insurance Management Consultants,Inc. PHONE Ext): (704)799-1600 FA/C No): (704)799-2955 P.O.Box 2490 E-MAIL cert @imcipls.com ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# Davidson NC 28036 INSURERA: RLI Insurance Company 13056 INSURED INSURER B: Berkley Design Professional Underwriters 38911 Smith Sinnett Architecture,P.A. INSURER C: 4600 Lake Boone Trail INSURER D: Suite 205 INSURER E Raleigh NC 27607 INSURER F: COVERAGES CERTIFICATE NUMBER: 8/17/17 PL Renewal REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 DAMAGE T CLAIMS-MADE X OCCUR PREMISES O(Ea occurrence) $ 1,000,000 MED EXP(Any one person) $ 10,000 A PSB0006123 03/16/2017 03/16/2018 PERSONAL&ADV INJURY $ 2,000,000 GEN'LAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 X POLICY PRO 4,000,000 JECT LOC PRODUCTS $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED PSA0002171 03/16/2017 03/16/2018 BODILYINJURY(Peraccident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ X AUTOS ONLY X AUTOS ONLY (Per accident) Medical payments $ 5,000 X UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 1,000,000 A EXCESS LIAR CLAIMS-MADE PSE0002685 03/16/2017 03/16/2018 AGGREGATE $ 1,000,000 DED RETENTION$ $ WORKERS COMPENSATION X STATUTE EORH AND EMPLOYERS'LIABILITY Y/N 500'000 A ANY PROPRIETOR/PARTNER/EXECUTIVE N/A PSW0003488 03/16/2017 03/16/2018 E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 500,000 If yes,describe under 500,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ Each Claim $2,000,000 Professional Liability B AEC-9016366-02 08/17/2017 08/17/2018 Aggregate $4,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Orange County ACCORDANCE WITH THE POLICY PROVISIONS. P.O.Box 8181 AUTHORIZED REPRESENTATIVE Hillsborough NC 27278 G/1- ' j ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • im u u a uoi m uoi piNU,J11Vu 0111 11 Omwm`� ��IIiV Vlk ARC i . V ...up,llpVl I I 00111,111,1111 uum II October 2, 2017 Orange County 200 South Cameron Street Hillsborough, North Carolina 27278 Attn.: Mr. Jeff Thompson Director of Asset Management Services Dear Mr. Thompson: FEE PROPOSAL: Orange County Southern Campus Expansion Smith Sinnett Architecture greatly appreciates the opportunity to provide Orange County with a proposal for Architectural Design & Engineering Services for the Orange County Southern Campus Expansion. SCOPE OF WORK: The project consists of two phases. The first phase will include the following: a master plan for a future 12,000 square foot addition to the Seymour Center. The initial portion will be an approximately 2500 square feet addition. Additional work will include reworking the front entry sidewalk into an accessible entry area, the creation of a new canopy and the parking lot will be reconfigured for improved bus/vehicle drop off. The site work will include the relocation of the existing storm water pond located near the entrance driveway, the realignment of the entrance roadway to remove some of the curvature, the expansion of the existing parking lot supporting the Seymour Center and the extension of a 10'wide multi-purpose pathway from the Inter-Faith Council Project Home Start driveway to the eastern parcel property line. It is anticipated as a part of the overall design process, that we will hold meetings with the client and their stakeholders as needed. We will propose that several of these meetings occur in Smith Sinnett's office. Additionally, we will meet with the county commissioners at the end of each phase for their approval prior to commencing the next phase. We will also meet with the Town of Chapel Hill as needed to achieve all necessary approvals. We will provide professional cost estimating at the conclusion of the design development and construction document phase in order to stay within budget throughout the life of the project. This cost, along with all engineering fees is included within our overall fee. We anticipate that the design team and the owner will work creatively to insure best practices, efficiencies and cost adherence in the proposed scope of each project. We will discuss possibilities for altering the timing of the separate scopes should it be deemed more cost effective to provide all of the site/civil work in the first phase and all of the building portions of the project into the second phase. Programming/Schematic Design (Phase 1): Smith Sinnett Architecture will work with and coordinate all members of the design team to evaluate the owner's master plan and begin developing an approach to design and construction of the proposed improvements that will minimize impact to the function of the existing campus. During the 8A1D Lake IBo, :e i iralill Sulk) 205 Ralleligh, I' :; 27607 919.7'81.8582 I.....IILJ E:3 fteirt filed wvvvv.sirrrn li tt:s .coilrn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • im u u a uoi m uoi 000 1IW. I1I 1.1 m` ��IIiV Vlk 11 �10 II.IIuIp,l 1p IIII II uum R C i ..�.. Vo n C .. ... U RV ,. programming phase, Smith Sinnett will meet with the owner's designated stakeholders to fine tune our understanding of space needs and the eventual build out of the Seymour addition. After these conversations,we will develop a program and a preliminary budget. Initially,we expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals. During the schematic design phase we would anticipate attending several meetings, including several meetings with the owner to present progress design and collect owner feedback, and up to four (4) coordination meetings with our consultants. We expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals, approximately 2 meetings. Smith Sinnett and our consultants will begin to set up project drawings which will be used throughout the first phase of the project. With each design phase, the drawings will become more detailed and developed. During this phase, we expect to begin preparing the following drawings: • Preliminary Site Plan, Floor Plans, Reflected Ceiling Plans. Elevations, Sections • Preliminary Electrical and Mechanical layouts • Preliminary Existing Conditions Plan (based on survey information provided by owner) • Preliminary Storm Drainage Plan, Storm water Management Plan, Utility Plan The initial drawings will be preliminary in nature and will be used to assist with conversations focused on the determination of appropriate construction phasing. The following schematic design portion defined as the architectural, structural, plumbing, mechanical and electrical work will be produced in Revit, therefore it is likely to be more detailed than a typical schematic design phase and moves well into the design development phase. The Owner shall provide a recent property survey, topographic survey and any necessary soil boring testing prior to the commencement of this portion of the work. Design Development (Phase 1): This phase shall be based on the Owner approved schematic design documentation. The design development documents shall illustrate and describe the refinement of the project design, establishing project scope, form, size, materials and appearance, as documented through plans, elevations, sections and typical construction details. Construction Documents (Phase 1): The construction documents shall be based on approved design development documentation and shall set forth in detail the requirements for construction of the project. These documents will include, but not be limited to,floor plans, reflected ceiling plans,framing plans, elevations, sections,typical wall sections, miscellaneous details and specifications sufficient for permitting, cost negotiation and construction. Engineering fees are included and will be required for permitting. Required engineering services will include structural, plumbing, mechanical, electrical, and fire protection. Bid Administration (Phase 1): The Architect will assist the Owner in the bidding and/or the negotiation process, if required. The Architect will evaluate the bid(s) and review and approve Owner/Contractor contract documents. The Architect will coordinate and distribute all necessary addenda. "116n0 Lake IBo,fie 11 iralill Suite 205 F alleliglh, INC 27607 919.7 1.8582 I.....IILUIE:3 Certified wwvv.sir oitt1son n ett,com DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • im u u a uoi m uoi piNU,J11Vu 0111 11 Omwm`� ��IIiV Vlk ARC i . V ...up,llpVl I I II uum III Construction Administration (Phase 1): The Architect shall provide administration of the contract between the Owner and the Contractor. As a representative of the Owner, the Architect shall visit the site at intervals appropriate to the stage of the Contractor's operations, or as otherwise agreed by the Owner and Architect. Typically, we visit the site once a week and whenever the need arises. The Architect shall not be responsible for the construction means, methods, techniques, procedures, as these are solely the responsibility of the Contractor. The Architect shall review contractor pay requests and advise the Owner as to their relative completeness. The Architect shall review any contractor submittals, RFIs, ASI, produce meeting minutes, conduct monthly and preconstruction meetings and report all info to the owner and the contractor to insure that they are in keeping with the construction documentation. The architect anticipates that the Owner will provide assistance with RFI's and site visits. The architect anticipates a twelve month construction period. If the construction period should exceed this time frame, the Architect shall provide additional construction administration services as an additional service, upon written approval by the Owner. Programming/Schematic Design (Phase 2): Phase 2 will consist of various site improvements, a new roof for the existing building and a comprehensive renovation and expansion of the Southern Human Services Building. The project includes an expanded Commissioner's meeting facility at the front of the building, a new dental clinic, expanded health and human service areas and expanded parking. The additions include a 2500 square foot addition to the County Commissioner meeting space and a 10,770 square foot addition to the health services department. The existing health department spaces will be reprogrammed and reconfigured. Discussions/meetings with key personnel will endeavor to garner a thorough understanding of the workings of each portion of the overall program and how they will work together. It is anticipated as a part of the overall design process, that we will hold meetings with the client and their stakeholders as needed. We will propose that several of these meetings occur in Smith Sinnett Architecture's office. Additionally, we will meet with the county commissioners at the end of each phase for their approval prior to commencing the next phase. We will also meet with the Town of Chapel Hill as needed to achieve all necessary approvals. We will provide professional cost estimating at the conclusion of the design development and construction document phase in order to stay within budget throughout the life of the project. This cost, along with all engineering fees is included within our overall fee. Phase 2 will commence as soon as the Phase 1 construction begins. Smith Sinnett Architecture will work with and coordinate all members of the design team to evaluate the owner's master plan and begin developing an approach to design and construction of the proposed improvements that will minimize impact to the function of the existing campus. During the programming phase, Smith Sinnett will meet with designated owner stakeholders to fine tune our understanding of space needs and the eventual build out of the Health Center additions and renovation. After these conversations, we will develop a program and a preliminary budget. Initially, we expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals. If necessary for the second phase of the schematic design work, we would anticipate attending several meetings with the owner to 0A0 Lake IBo, e i iralill Sulk) 205 l: alleligh, I' :; 27607 919.7'81.8582 I.....IILJ E:3 Cot filed w.sirrrn s eft,co lm DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • Po im u u a uoi m uoi p0,10IVu I�I�II 11 II III IIII IIII ` ��IIiV Vlk Ol „1,11, wm��� o .upllpVl uum I ARC �.....�i ..�.. Vo n ���� .. ... V� V� present progress design and collect owner feedback, and up to four(4)coordination meetings with our consultants.We expect to meet with the Town of Chapel Hill Planning Department to assess and meet all requirements for approvals. Smith Sinnett and our consultants will begin to set up project drawings that will be used throughout the project. With each phase, the drawings will become more detailed and developed. During this phase, we expect to begin preparing the following drawings: • Preliminary Site Plan, Floor Plans, Reflected Ceiling Plans. Elevations, Sections • Preliminary Electrical and Mechanical layouts • Preliminary Existing Conditions Plan (based on survey information provided by owner) The initial drawings will be preliminary in nature and will be used to assist with conversations focused on the determination of appropriate construction phasing. The following schematic design portion, as the architecture, plumbing, mechanical and electrical work will be produced in Revit, is likely to be more detailed than a typical schematic design phase and moves well into the design development phase. Design Development (Phase 2): This phase shall be based on the Owner approved schematic design documentation. The design development documents shall illustrate and describe the refinement of the project design, establishing project scope, form, size, materials and appearance, as documented through plans, elevations, sections and typical construction details. Construction Documents (Phase 2): The construction documents shall be based on approved design development documentation and shall set forth in detail the requirements for construction of the project. These documents will include, but not be limited to,floor plans, reflected ceiling plans,framing plans, elevations, sections,typical wall sections, miscellaneous details and specifications sufficient for permitting, cost negotiation and construction. Engineering fees are included and will be required for permitting. Required engineering services will include structural, plumbing, mechanical, electrical, and fire protection. Bid Administration (Phase 2): The Architect will assist the Owner in the bidding and/or the negotiation process, if required. The Architect will evaluate the bid(s) and review and approve Owner/Contractor contract documents. The Architect will coordinate and distribute all necessary addenda. Construction Administration (Phase 2): The Architect shall provide administration of the contract between the Owner and the Contractor. As a representative of the Owner, the Architect shall visit the site at intervals appropriate to the stage of the Contractor's operations, or as otherwise agreed by the Owner and Architect. Typically, we visit the site once a week and whenever the need arises. The Architect shall not be responsible for the construction means, methods, techniques, procedures, as these are solely the responsibility of the Contractor. The Architect shall review contractor pay requests and advise the Owner as to their relative completeness. The Architect shall review any contractor submittals, RFIs, ASI, produce meeting "116n0 Lake Bo fie 11 iralill Suite 205 F alleligll , INC 919.7 1.8582 0.....IILJE3 Certified wwvv.sir ulitt:slinuleft,com DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • im u u a uoi m uoi piNU,J11Vu 0111 11 �Olmwm`��� ��IIiV Vlk ARC i . V ...upV,llpVl I I 00111,111,1111 uum II minutes, conduct monthly and preconstruction meetings and report all info to the owner and the contractor to insure that they are in keeping with the construction documentation. The architect anticipates that the Owner will provide assistance with RFI's and site visits. The architect anticipates a twelve month construction period. If the construction period should exceed this time frame, the Architect shall provide additional construction administration services as an additional service, upon written approval by the Owner. DESIGN FEE: For full Architectural Design Services, compensation shall be based on a fixed fee of Eight hundred and Eight hundred and five thousand dollars ($805,000) based on an overall project budget of approximately nine million one hundred and eighty-five thousand dollars ($9,185,000). FEE SCHEDULE: The Design Fee shall be billed based on the following percentages with timeframes as outlined in Owner's contract documentation: Phase 1 % Time Amount Schematic Design 25% 3 months $ 93,385 Design Development 15% 1 month $ 56,031 Construction Documents 35% 6 months $130,739 Bid Administration 5% 2 months $ 18,677 Construction Administration 20% 12 months $ 74.708 100% 24 months $373,540 Phase 2 % Time Amount Schematic Design 25% 3 months $114,000 Design Development 15% 1 month $ 68,400 Construction Documents 35% 8 months $159,600 Bid Administration 5% 2 months $ 22,800 Construction Administration 20% 12 months $ 91,200 100% 24 months $456,000 Total Fee $829,540 Contingency $ 60,000 Grand Total $889,540 The Architect will carry an additional contingency in the amount of sixty thousand dollars ($ 60,000) for possible unforeseen conditions requiring additional design work. This work will not commence until both parties agree in writing to the change in work and the compensation amount, based on established hourly rates. When a definitive start date is established, we will provide a more detailed schedule. Phase 1 and 2 design work will commence concurrently and the construction for Phase 2 will begin directly after Phase 1 construction is completed, or in a timeframe determined by the Owner. The total project schedule is a not to exceed forty-eight month schedule. 416A Lake IBo,r:e i iralill Sulk) 205 Ralleligh, I' :; 27607 919.7'81.8582 I.....11UE:3 Cot hfiled vvvvvv.srnothsoririett.corn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • imu uu a uoi, m uoi, �Olmwm`��� ��IIiV Vlk • um 000010, 00u10 �1 up,ll)pVl „�111 11111 II II 11 uum ARC i ..�.. Vo n C .. ... U RV ,. HOURLY RATES: All Additional Services are to be mutually determined and agreed to in writing prior to the commencement of the work. Hourly rates, if needed for additional services, for Architect and Engineers shall be provided as follows: Architectural: Principal $ 150/hour Project Manager $ 130/hour Architect $ 110/hour Designer $ 90/hour Clerical $ 60/hour NOT INCLUDED WITHIN PROPOSED FEE (See Consultant lists as well, as they are included as part of this document): • Subsurface Survey, Topographic Survey, Hazardous Materials Survey and Testing • Construction Testing Services • Cemetery mitigation • Special Inspection services as described in Chapter 17 of the NC Building Code. • Commissioning • LEED Certification • Measured Drawings • Conformed Drawings • Furniture, Furnishings and Equipment • All permit application fees, permit fees to NCDOT, Town of Chapel Hill, and NCDENR • Environmental Impact Statement, Flood studies, and/or Traffic Studies • Asbestos Abatement Reimbursable Expenses Reimbursable expenses include, but may not be limited to, all review and permit fees, overnight postage, mileage, and reproduction and printing costs. The Architect will provide prints to the Owner if requested, otherwise the Owner may elect to print documentation directly in house. Instruments of Service Plans and specifications are instruments of service and remain the property of Smith Sinnett Architecture, P.A. Indemnification Architect and Client agree to mutually indemnify,defend and hold each other harmless from and against any and all claims, liabilities, suits, demands, losses, costs and expenses, including, but not limited to, reasonable attorneys'fees and all legal expenses and fees incurred on appeal, and all interest thereon, accruing or resulting to any and all persons,firms or any other legal entities on account of any damages or losses to property or persons, including injury or death, or economic losses, arising out of the Project and/or the performance or non-performance of obligations under this Agreement, except to the extent such damages or losses are found by a court or forum of competent jurisdiction to be caused by the Architect's or Client's negligent errors or omissions. 46ACD Lake IBo,r:e i iralill Sulk) 205 Ralleligh, NC:', 27607 919.7'31.858 I.....11UE:3 Cot h'nod vvvvvv.srnothsoririett.corn DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B im u u a uoi m uoi piNUJ11Vu I�I�II 11 II II I, IIII IIII ` ��IIiV Vlk �9�d�l ��� )111116 „1� 111111' • Ol „1,11, wm��� o .upllpVl uum I ARC �.....�i ..�.. Vo n ���� .. ... V� V� Termination The Owner or the Architect upon giving ten days' written notice can terminate this Agreement at any time. Termination by the Owner shall comply with all other items herein. This Agreement, unless previously terminated by written notice, shall be terminated by the final payment for the finished work. If Agreement is terminated, Client agrees to pay the Architect for all Services rendered and Reimbursable Expenses incurred up to the date of termination. Upon not less than seven days'written notice, the Architect may suspend the performance of its services if Client fails to pay the Architect in full for services rendered or expenses incurred. Architect shall have no liability because of such suspension of service or termination due to nonpayment. Additional Services Should the Owner request any major changes in the scope of the work after the completion of previously approved phases, this work shall be performed as an additional service. Prior to commencement of additional design and documentation services, the Owner and Architect shall agree in writing to a specified additional cost to accomplish the work. CONSULTANTS: Civil Engineering Grounded Engineering 4909 Liles Road Raleigh, North Carolina 27606 Landscape Architecture Site Collaborative 727 West Hargett Street, Suite 101 Raleigh, North Carolina27603 Structural Engineering Lynch Mykins 415 Hillsborough Street, Suite 101 Raleigh, North Carolina 27603 MPE&FP Engineering Progressive Design Collaborative 3101 Poplarwood Court, Suite 320 Raleigh, North Carolina 27604 Cost Estimator Mulford Cost Management, LLC 1017 Ashes Drive, Suite 104, Wilmington, North Carolina 28405 416A0 Lake IBo,r e i iralill Sulk) 205 l: alleligh, NC:', 27607 919.7'81.8582 I.....11UE:3 Cot vvvvvv.srnothsoririell.colm DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • im u u a uoi m uoi 00 111Vu I�I�II 11 III, IIII IIII ` ��IIiV Vlk um ���I� ���l v1'11111111111° )111116 .�� ����� Ol �mwm��� o upllpVl uum Until such time as an Owner's contract document may be prepared and signed by both parties, this agreement shall serve as a binding contract entered into as of the day and year first written above. ACCEPTED BY: Smith Sinnett Architecture Orange County By: Rhonda Angerio, AIA, President By: (Name and Title) (Name and Title) Signature: Signature: Date: Date: 46 0 Il....allce IB»aIone Trail�, Suite 2' IR all eligll , NC 27607 919. 81. I.III IE.3 Certified www,sirrrulithslinnett,coiii DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B Pde PROGRESSIVE DESIGN COLLABORATIVE , LTD . September 14, 2017 Ronda Angerio, AIA Smith Sinnett Architecture 4600 Lake Boone Trail, Suite 205 Raleigh, North Carolina 27607 Re: Orange County—Southern Campus Expansion Fee Proposal — REVISION #1 Rhonda: Thank you for asking Progressive Design Collaborative to be on your design team. I am proposing the following scope, services and fee: Phase One Scope: 2,500 square feet addition Fire Protection: • Expand existing fire protection system to the addition Plumbing: • Waste and water design for the addition Mechanical: • HVAC system that is modeled to beat ASHRAE 90.1 2010 by 20% • Modeling to demonstrate compliance • Geothermal system Electrical: • Power, lighting, fire alarm and data raceway design for the new addition • Assumes the existing electrical service will accommodate the expansion • Generator with automatic transfer switches Services: • Site visit for field investigation • Separate owner meeting with Smith Sinnett • Permit drawings and specifications • Attend pre-bid meeting • Review shop drawings and address RFI's as needed • Eight site visits during construction • As-built drawings 3101 POPLARWOOD COURT •SUITE 320 • RALEIGH, NORTH CAROUNA 27604 • P.O. BOX 61249 • RALEIGH, NORTH CAROUNA PHONE:(919)790-9989 • FAX:(919)790-9367 • WWW.PDCENGINEERS.COM DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B Phase Two Scope: New Dental Clinic, Board of Commissioners addition and Health Services Addition and renovations Fire Protection: • Expand existing fire protection system to the new additions Plumbing: • Waste and water design for the new addition • New vacuum and air compressor for dental clinic Mechanical: • HVAC system that is modeled to beat ASHRAE 90.1 2010 by 20% • Modeling to demonstrate compliance • Renovations for the existing building based on current plan Electrical: • Power, lighting, fire alarm and data raceway design for the new additions and renovations • Assumes service upgrade will be required due to the dental clinic needs and the approximately 13,000 square foot addition. • Renovations for the existing building based on current plan • Generator with automatic transfer switches Services: • Site visit for field investigation • Separate owner meeting with Smith Sinnett • MEP plan showing space needs • Design narrative for all trades Excludes: 1. Fire pump design. 2. LEED design. 3. LCCA's 4. Geothermal HVAC System 5. Plumbing beyond 5'-0"of the building. 6. Site lighting 7. Conductivity testing 8. Fire flow test 9. Commissioning 10. Structural Engineering 11. Lightning Protection 12. Data wiring, switches, routers, etc 13. Security/camera system Please call me if you have any questions. Sincerely, Steve W. Campbell, P. E. PROGRESSIVE DESIGN COLLABORATIVE, LTD. onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose U �� i^ N�����= I � ���\/�� A �� �� m "� V ��°, " � � xV '^x / � � Fur mcdy Sn pod Fence September 11, 2017 Rhondo4ngehu' W4 Smith Sinnett Architecture 4600 Lake Boone Trail Raleigh, NC 27607 Re: Orange County Southern Campus Expansion LM Project No: R17.158 Dear Rhonda: 1. We are pleased to offer the following REVISED proposal for structural engineering services in connection with the following scope of work for the proposed additions to the existing Orange County Southern Campus in Orange County, North Carolina. Our proposal assumes that existing building structural drawings are available and we can rely on the accuracy of these drawings regarding the existing structural systems. Our scope does not include any structural work in the existing buildings. ma|e/gxHQ PHASE ONE • Master Plan for 12,000 SF addition to the existing Seymour Center. LM sui'c /O� will attend up to two meetings and provide a narrative for the structure for this planned addition. 760� • Full structural design, construction documents and construction p administration services for a 2500 SF addition to the existing Seymour Center. PHASE TWO vigin.aBeachoMicc • Full structural design, construction documents and construction �0a2nou 'e administration services for two additions, a 2500 SF addition for the County Commissioner's space and a 10,770 SF addition to the health o,// v� services department. 3fI62 H. 7�/ u71 o�za The scope of services does not include construction cost estimating, design of any structures or scope of work not described above, any services for Special Inspections or demolition drawings. aichmono$fUc* [Ho", Construction administration phase services for Phase One includes submittal ' ""t review, response to RFI's and up to (2) two site visits during construction. mc»»`onuV� Construction administration phase services for Phase Two includes submittal zszze review, response to RFI's and up to (4) site visits during construction. Additional O* 34s�n35 CALCULATE COLLABORATE. CREATE onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose services will be provided upon request and billed at our standard hourly rates listed below or as a negotiated lump sum. Billings will be prepared and submitted monthly for services accomplished. Bills are due when rendered, and shall be considered past due after 30 days. Past due amounts are subject to service charges of 1% per month, beginning on the past due date. In the event all or any portion of an account remains unpaid 90 days after billing, the Client shall pay the cost of collection, including reasonable attorney's fees. We look forward to working with you on this project. If this proposal is acceptable to you, please return a signed copy to this office within 30 days. Sincerely, LYNCH MYKINS STRUCTURAL ENGINEERS, PC go, Jeffrey R. Morrison, PE Vice President jrm CL|ENT/CUNTRACTEE SIGNATURE OF ACCEPTANCE: Printed Name: Date: Title: CALCULATE COLI ABORATE, CREATE., onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose September 19' 2017 5rni+hSinneft Architecture Attn: Rhonda Angerio 4600 Lake Boone Trail Suite 205 Raleigh, NC 27607 RE: REVISED Orange County Southern Campus Expansion Project Proposal for Civil Engineering Services Chapel Hill, North Carolina Dear Rhonda: Thank you for your consideration of Grounded Engineering, Inc. (GROUNDED) for engineering design and consulting services for this project. I am excited for the opportunity to work with you and your team on this project. We have teamed with Site Collaborative to assist with landscape design, hardscape design and design services associated with the potential adult play space. I will serve as the primary point of contact for Grounded Engineering for the life of this p jecL PROJECT UNDERSTANDING Based on our recent conversations and research performed thus far, I understand the following regarding the ject requirements and desired goals. • The subject project is located in Chapel Hill, North Carolina at 2551 Homestead Road and is identified by Orange County as PIN 9880008527. The parcel is approximately 34 acres in size according to Orange County GIS information: • The subject parcel is currently owned by Orange County. Orange County will remain the owner throughout the project: • The subject parcel currently is developed with multiple buildings that are used by Orange County. The Seymour Center is located at the northeast corner of the property, the Orange County Health Department is located at the south end of the property and the Inier-Faith Council Project Home3tortb located at the northwest corner of the property. The Seymour Center and Orange County Health Department are access via a shared internal roadway that has a single point of access to Homestead Road, The Inter-Faith Council site has a separate driveway connection to Homestead Road; o In review of the County's masterplan concept, Phase 1 will include the relocation of the existing stormwater pond located near the entrance driveway, the realignment of the entrance roadway to remove some ot the curvature, the expansion of the existing parking lot supporting the Seymour Center and the extension of a lO^ wide multi-purpose pathway from the Inter-Faith Council Project Home Start driveway to the eastern parcel property line. Phase 2 will include improvements to the Orange County Health Department Building and surrounding area including a building addition, additional parking, (1,10 (voN) �| leon00) (02:11 ��~VI p/].uou3//32 4w1 e |� h wC2r"2r ��0 '�S IV/0' �rO� 400�� w=��ond��ngmmmooz*m - � ENGINEERING onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose improvements to existing ADA parking spaces, and Stormwater management to comply with Town regulations; • Tasks 9'11 have been provided herein as optional tasks associated with an outdoor adult play space located at the Seymour Center. These tasks will only be completed if authorized by the owner and are assumed to be done in co junction with the Phase l plans identified in Task 1-4; • Smith 5innett Architecture will serve as the lead for the project and will make all required submittals to authorities having jurisdiction; • This p ject has already received approval for a Special Use Permit for the proposed improvements. The proposed improvements will be required to go through a Final Site Review process with the Town of Chapel Hill for site construction review and permitting. The Final Site Review process is a Town administrative review process. This project will not require any Town Board or Town Council approvals; • To assist with expediting the design of the project, the Schematic Design (SD) and Design Development (DD) phases have been combined into a single task; • The owner will provide all necessary survey information, environmental services, and geofechnico| services; Should any of the above information or assumptions be inconsistent with the planned project, we request that you contact us immediately to allow us to make any necessary modifications to this proposal. TASK 1 - Combined SD/DD (Phase 1): During this task, Grounded will work with the design team to evaluate the owner's master plan and begin developing an approach to design and construction of the proposed improvements that will minimize impact to the existing campus operations. We will evaluate the survey files provided by the owner and begin to set up a project booe file for use by the design team. During this task, Grounded expects to attend several meetings, including one (1) pre-application meeting with the Town of Chapel Hill, two (2) meetings with the owners to present progress design and collect owner feedback, and up to three (3) meetings with Smith Sinnett Architecture to coordinate site design. Upon receipt of the site survey from the owner, we also anticipate conducting a site visit to walk the property. Grounded will begin to set up project drawings which will be used throughout the project. With each task, the drawings will become more detailed and developed. For this tosk, the combined SD/DD drawings will be considered approximately 60% construction drawings. During this task, we expect to begin preparing the following drawings: These drawings will be preliminary in nature and will be used to assist with the conversations focused on construction phasing. TASK 2 -Site Construction Documents (Phase 1): Grounded will work with the project team to develop construction documents suitable for permitting and construction. These documents will be used in the Final Site Review submittal set for the Town of Chapel Hilt as well as the erosion control submittal to NCDEQ and the encroachment agreement submittal to NCDOL As part of this phose. Grounded expects to provide the following sheets: pO� �` V � ( � � � � � -- no��h 8ox3r�3o mC27627 | ,_- �/�,^�� ����� www.grounded engineering.corn ~ � ENGINEERING DocuSign Envelope ID:73052F1A-1733-4B2A-9DAD-7AA401292D5B • Existing Conditions Plan (based on survey information provided by owner) • Site Demolition Plans • Erosion Control Plans • Grading & Drainage Plans • Stormwater Management Plans (and calculations) • Utility Plans • Site Detail Sheets • Erosion Control Detail Sheets • Storm Drainage Detail Sheets • Utility Detail Sheets • Landscape/Planting Plan • Landscape/Planting Detail Sheets During this phase, Grounded will also provide the required stormwater and erosion control calculations to support the submittal packages. We understand that Smith Sinnett Architecture will assemble the submittal package and deliver it to the Town of Chapel Hill. Upon receipt of Town comments, Grounded will work with the project team to evaluate and respond to the comments. Grounded will also provide final specification sections related to scope of services provided by Grounded Engineering for use in the bid documents. TASK 3 - Stormwater BMP Certification (Phase 1): The Town of Chapel Hill requires that all stormwater BMPs be observed during construction and certified by a licensed engineer. Grounded will prepare and submit an engineer's certification for the stormwater BMP associated with this project. Grounded will review the as-built survey information associated with the BMPs as provided by the owner or contractor. Grounded will also make up to three (3) site visits during the construction of the BMPs to observe the installation and take photographs for the final report. Once the information provided has been reviewed and determined to be in compliance with the construction documents and Town of Chapel Hill requirements, Grounded will prepare and submit the necessary certification to the Town of Chapel Hill. TASK 4 - Construction Observation (Phase 1): In speaking with Smith Sinnett Architecture, it is our understanding that a construction schedule has not yet been determined. As such, after speaking with Smith Sinnett, we have assumed an overall construction duration of 12 months for this phase of the project. We have assumed that we will need to make 12 site visits during this phase of construction (10 by Grounded Engineering and 2 by Site Collaborative). These site visits will be to observe construction activity and/or attend project update meetings. During this phase of the project. Grounded will assist with addressing any questions presented by the contractor and related to our scope of work. Once construction begins, Grounded anticipated providing the following services: • Review of submittals related to the site design scope; • Assist with response to RFIs related to the Grounded design scope; 40,44 1000,0% joelMlo (40,40,IN (00.kdmil, P 0.Box 37132 , !ore Raleigh,NC 27627 ' ) " 1 4 1 k a I www,grounded-ongineering.com 11 9 1 9.438.3694 '114,<„,4,0,/1 ENGINEERING onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose • Assist with creation of field directi/ou, requests for pricing and change orders related to the site design scope; • Following each site visit, Grounded will prepare a Site Observation Report that will include items such as observations, observed discrepancies, weather conditions, and photographs of construction operations and site conditions; TASK 5 - CC>nlblOed SD/DD (Phase 2): Once construction begins on Phase 1, Grounded expects to begin work on Phase 2 of the project. We will evaluate the survey files provided by the owner and begin to set up a project base file for use by the design team. During this task, Grounded expects to attend several nneetings, including one (1) pre-application meeting with the Town of Chapel Hill, two (2) meetings with the owners to present progress design and collect owner feedback, and up to three (3) meetings with Smith Sinnett Architecture to coordinate site design. Upon receipt of the site survey from the owner, we also anticipate conducting a site visit to walk the property, Grounded will begin to set up p 'eot drawings which will be used throughout the p 'ect. With each task, the drawings will become more detailed and developed. For this task, the combined SO/U[) drawings will be considered approximately 60% construction drawings. During this task, we expect to begin preparing the following drawings: These drawings will be preliminary in nature and will be used to assist with the conversations focused on construction phasing. TASK 6 -Site Construction Documents (Phase 2): Grounded will work with the project teomn to develop construction documents suitable for permitting and construction. These documents will be used in the Final Site Review submittal set for the Town of Chapel Hill and the erosion control submittal to NCOEQ. As part of this phose. Grounded expects to provide the following sheets: • Existing Conditions Plan (based on survey information provided by owner) • Site Demolition Plans • Erosion Control Plans • Grading & Drainage Plans • Stormwater Management Plans (and calculations) • Utility Plans • Site Detail Sheet • Erosion Control Detail Sheets • Storm Drainage Detail Sheets • Utility Detail Sheets • Landscape/Planting Plan • Landscape/Planting Detail Sheets p/] Box 37137 � J 1 ( � ����' � ���2� ���� `_^ � � !�o � �� �.,^ Ala �m - ; ENGINEERING I 11 919.438.3694 onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose During this phase, Grounded will also provide the required stormwater and erosion control calculations to support the submittal packages. We understand that Smith Sinnetf Architecture will assemble the submittal package and deliver it to the Town of Chapel Hill. Upon receipt of Town comments, Grounded will work with the project team 1oevo|uote and respond to the comments. Grounded will also provide final specification sections related to scope of services provided by Grounded Engineering for use in the bid documents. TASK 7 - Stormwater BMP Certification (Phase 2): The Town of Chapel Hill requires that all stormwater BMF's be observed during construction and certified by a licensed engineer. Grounded will prepare and submit an engineer's certification for the stormwater BMP associated with this project. Grounded will review the as-built survey information associated with the BMPs as provided by the owner or contractor. Grounded will also make up to three (3) site visits during the construction of the BMPs to observe the installation and take photographs for the final report. Once the information provided has been reviewed and determined io be in compliance with the construction documents and Town of Chapel Hill requirements, Grounded will prepare and submit the necessary certification to the Town of Chapel Hill. TASK 8 - Construction Observation (Phase 2): In speaking with Smith Sinnett Architecture, it is our understanding that a construction schedule has not yet been determined. As soch, after speaking with Smith Sinnett, we have assumed an overall construction duration of 1 2 months for this phase of the pr 'mct. We have assumed 'that we will need to make 12 site visits during this phase of construction (10 by Grounded Engineering and 2 by Site Collaborative). These site visits will be to observe construction activity and/or attend project update meetings. During this phase of the project, Grounded will assist with addressing any questions presented by the contractor and related to our scope of work. Once construction begins, Grounded anticipated providing the following services: • Review of submittals related to the site design scope; • Assist with response to RF|sne|oted to the Grounded design scope; • Assist with creation of field directives, requests for pricing and change orders related to the site design scope; • Following each site visit, Grounded will prepare a Site Observation Report that will include items such as observations, observed discrepancies, weather conditions, and photographs of construction operations and site conditions; TASK 9 ([}pt/onall - AdVit Play Space Combined SD/DD (Phase 1 ): This task would include work solely by Site Collaborative. This phase of work relates directly to the evaluation, assessment, prioritization, and design refinement of the Senior Center campus. It is expected that the following services will occur over a 4-month time period concurrently with the work described in Task 1. The following provides a breakdown of our expected scope of work, attendees, and framework for a schedule. • One (1) introductory meeting with key stakeholders (plus meeting preparation and materials for meeting) P.O.Box i � - � � 0 l �~~~� � ��� �w� Raleigh. ��� & ^� � , � _� 144Iit,gr, I ��0�� ^wwgnwn�uo�ma�n zo~ - ' ENGINEERING onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose o Work to help Smith Sinne1f establish priority list of desires needs from workshop and thus help to establish consensus on expected outcomes • One (1) site design review meeting with key stakeholders (plus meeting preparation and design/sketch materials for meeting) o it is expected that the presentation graphics will include color-rendered campus alternative design enlargements of specific areas of focus within compVs, and site images (existing, historic, and/or precedent) • Up to two (2) project review meetings w/ County staff • One (l) site visit to observe site conditions and site operations • One (1) presentation to County Commissioners to discuss Schematic Design package site elements • One (1) meeting with Town of Chapel Hill reviewers • Up to two (2) internal design team coordination meetings • As needed internal consultant team meetings, emails, and phone calls for coordination, project review, and to guide schedule compliance (particularly with Grounded Engineering) • As needed, communication with Grounded and Smith Sinnett project managers via emails and phone calls • As needed, provide answers and documents to Smith Sinnett's cost estimator • Prepare and submit combined Schematic Design/Design Development Documents to Grounded and Smith Sin neff o Rendered Site Plan with labels of Phase Ill elements o Conceptual grading & drainage plan of Phase III elements o Conceptual landscape plan of Phase Ill elements TASK 10 (Optional) — Adult Play Space Construction Documents (Phase 1): This task would include work solely by Site Collaborative. It is expected that the following services will occur over a 4-month time period concurrently with the work described in Task 2. • Up to one (1) project review meeting w/ County staff • Up to one (1) meeting with Town of Chapel Hill reviewers • Up to two (2) infernal design team coordination meetings • As needed internal consultant team meetings, emails, and phone calls for coordination, project review, and to guide schedule compliance (particularly with Grounded Engineering) • As needed, communication with Grounded and Smith Sinnett project manager via emails and phone calls • As needed, provide answers and documents to Smith Sinneft's cost estimator • As needed, discuss code/permit requirements with regulatory staff • Prepare and Provide 90% complete documents to Grounded and Smith Sinnett (for client review and for use as Final Site Permit Approvals with Town of Chapel Hill) o Site Layout/Materials Plan(s) for Phase 111 elements o Site Details for Phase Ill elements o Grading Plan(s) for Phase III elements o Planting/Landscape Plan(s) and Details for Phase Ill area o Technical Specifications for sections associated with Phase Ill elements � ,U��x 37132 ' Raleigh, � � �� 4110:NN www.gr waded engineering.com � � ENGINEERING • 919,438.3694 onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose • Prepare and Provide 95% complete documents to Grounded and Smith Sinnett (for client review and for use as Final Site Permit Approvals with Town of Chapel Hill) o Site Layout/Materials Plan(s) for Phase Ill elements o Site Details for Phase Ill elements o Grading Plan(s) for Phase U| elements o Planting/Landscape Plan(s) and Details for Phase Ill area o Technical Specifications for sections associated with Phase Ill elements • Prepare and Provide 98% complete documents to Grounded and Smith Sinnett (for client review and for use as Final Site Permit Approvals with Town of Chapel Hill) o Site Layout/Materials Plan(s) for Phase Ill elements o Site Details for Phase III elements n Grading Plan(s) for Phase III elements o Planting/Landscape Plan(s) and Details for Phase Ill area o Technical Specifications for sections associated with Phase Ill elements • Prepare and Provide Bidding/Construction Document Submittal (100% complete documents) to include the following: o Site Layout/Materials Plan(s) for Phase Ill elements o Site Detail for Phase Ill elements o Grading Plan(s) for Phase Ill elements o Planting/Landscape Plan(s) and Details for Phase Ill area o Technical Specifications f or sections associated with Phase III elements TASK 1 1 (Optional) - Adult Play Space Construction Observation (Phase 1): This task would include work solely by Site Collaborative. It is expected that the following services will occur over a 12,month time period related only to the sheets sealed by Site Collaborative staff and concurrently with the work described in Task 3, • During bidding, answer questions and/or add needed information to Bid Addenda issued by Smith Sinnett. • Conduct shop drawing and contractor submittal reviews as needed. • Review Requests for Information or Clarification from the contractors. • Review Change Order Proposals from the contractors. • Attend regularly scheduled construction meetings. Assume a 10'month active construction schedule with up to three (3) construction meetings for SITE COLLABORATIVE. • Concurrently with above noted regularly scheduled construction meetings, SITE COLLABORATIVE will conduct site visits during active construction periods to review construction situations and provide input to ensure that the intent of the drawings is being constructed. For each site visit, a written and graphic field report of items will be produced for the contractor(s) and project owner to review, assess, and correct. Assume up to one (1) visits/field reports for SITE COLLABORATIVE. • Conduct substantial completion punchlist site visit/walkthrough with a written substantial completion punchlist outlining any outstanding items for the contractor to resolve in accordance with the bid and construction document. Box 3/132 ]�.� Raleigh, � NC � � � ) L � ^ /v ~_� - - -_ ��� ���J��|����[�|�J�� ��� pm��oo»v� �-/ "~~^/' `^-^-'^'' "�^ onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose • Conduct final acceptance site visit/walkthrough with a written final acceptance approval or punch|bt outlining any outstanding items for the contractor to resolve in accordance with the bid and construction documents for landscape architectural elements. • As-Built Drawings - in pdf and cad format (based on contractor's field as-builts) DELIVERABLES Throughout the project, Grounded will maintain active engagement with all involved parties to ensure that expectations are being met by delivery of a quality product and unparalleled responsiveness and communication. I strongly believe that a successful p ject is the result of a partnership between all key parties. Grounded will provide electronic copies of all plans and reports at m jor milestones. PROJECT SCHEDULE Grounded Engineering understand that the owner desires to proceed quickly on this project. It is our understanding that the owner desires to break ground on this phase of construction in the summer of 2018. It is also our understanding that the owner has an initial survey that can be used to begin the schematic design work and can quickly provide any other required information such as environmental assessments. Based on this information,we have prepared the following schedule estimate based on a start date of 01 October 2017: • l0/2Dl7-2/2O>7: Phase l Combined SD/DD • 2/2017 - 7/2017: Phase 1 Construction Documents • 9/2017-8/2018: Phase l Construction Observation • 9/2017- 1/2018: Phase 2 Combined SD/DD • l/2Ol8- 6/20l8: Phase 2 Construction Documents • 8/2018 7/2019: Phase 2 Construction Observation PROJECT ASSUMPTION & EXCLUSIONS This proposal assumes the following • No liability is assumed for the accuracy of other consultant's work (i.e. Planner, Architect, Surveyor, Landscape Architect, Geotechnical Engineers, Environmental Consultants, etc.) or information provided by others used in the production of our documents; • No offsite utility or roadway improvements will he required; • All project meetings with owner and design team will be held in Raleigh at the Smith Sinnett office; Based on our understanding of the pr ject needs, the following services have been specifically excluded from this proposal: • Any item not specifically defined in this proposal; • Traffic signal design and traffic impact analysis; • Environmental studies (including wetland delineation, buffer determination, seasonal high water determinations, and associated permitting); p,0 Box ur/oz � U � * no���wC%7627_____ 0 � � V � & � V � � (orm000004 ^*� �N� ry ENGINEERING 919,438,3694 onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose • Flood study evaluations and permitting; • Offsite roadway and/or utility improvements; • Survey services; • Site lighting design and site electrical design; • Site irrigation design; • Fire flow and/or waterline analysis (including hydraulic analysis); • Geotechnical, engineering (including pavement design); • Structural engineering (including retaining wall design); • Hordscope design, playground design; • Tree conservation mapping; • Rezoning, special use permitting; • Color renderings, animations or perspectives; • Site Quantify Take-offs (including earthwork and construction cost estimating); • Representation for court appearances for litigation, or preparation for the same; • As-Built / Record drawings; CLIENT RESPONSIBILITIES II shall be the responsibility of the Client to provide the following: • Any electronic information that has been obtained or developed for this site, including but not limited to, an existing condition survey (boundary and topo), geotechnical report, and all current conceptual site plans; • Access to the site; • Payment of all application, review, and permit fees; • Payment of all invoices per the conditions of the agreement; P.C) aox 37132 ed00141,4k 00.4 „ (i0• 1}101,0 Raleigh,NC 27627 Alt d,ww,g,ounqeo'engmeenng,com ~ � ENGINEERING I1h 919,438..3694 ,11WW,114,50/ onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose UNIT RATES The following are the hourly rates for Grounded Engineering. These rates will be used for the hourly construction observation noted herein this proposal as well as any items that are considered outside of the scope of services provided in this proposal: Classification Hourly Rate Civil Project Manager (Sean Dolle) $ lO5 Principal / Landscape Architect (Graham Smith) $ l25 Senior Landscape Architect $ llD Planner $85 Senior Landscape Designer $80 Project Designer/ Technician $ 70 RES/MBURSABLES The following are reimbursable rates applicable to the scope of services provided in this proposal. Items listed below have not been included in the above listed project fees and will be invoiced as a separate line item on a monthly basis: Classification Rate, Mileage $0.55/mi Reproductions/Courier As incurred Postage/Express Mail As incurred Conditions of the Agreement Grounded Engineering, Inc. (GROUNDED) and Smith Sinnet Anchitec1um+ (CUENT) For Orange County Southern Campus Expansion (PROJECT) 1.0 Payments on Account L1 Invoices for GROUNDED services shall be submitted, at GROUNDED's option, either upon completion of any phase of service or on a monthly basis. Invoices shall be payable when rendered and shall be considered Past Due if not paid within 30 days after the invoice date. 1.2 Any inquiry or questions concerning the substance or content of an invoice shall be made to GROUNDED in writing within 10 days of receipt of the invoice. A failure to notify GROUNDED within this period shall constitute an acknowledgment that the service has been provided and is correct. 2.0 Late Payments 2.1 A service charge will be charged at the rate of 1.5% (18% annual percentage rate) per month or the maximum allowable by law on the then outstanding balance of PAST DUE accounts. in the pD,mx3r)32 ni0h.NC27627 " � A ' Ni ‘0_,�� "rib .°°w grounded engineering corn - 0 ENGINEERING onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose event any portion of an account remains unpaid 90 days after billing, the CLIENT shall pay all costs of collection, including reasonable attorneys fees. 2.2 In the event that any portion of an account remains unpaid 30 days after billing, GROUNDED may, without waiving any claim or right against the CUENT, and without liability whatsoever to the CHENT, suspend or terminate the performance of all services. 3.0 Insurance 3.1 GROUNDED shall secure and endeavor to maintain professional liability insuronce, commercial general liability insurance to protect GROUNDED from claims for negligence, bodily, injury, death or property damage which may arise out of the performance of GROUNDED's services under this Agreement, and from claims under the Workers Compensation Acts. GROUNDED shall, if requested in writing, issue certificate confirming such insurance to the CLIENT. 4'0 Indemnifications 4.1 The CLIENT shall indemnify and hold harmless GROUNDED and all of its personnel, from and against any and all claims, damages, losses and expenses (including reasonable attorneys fees) to the extent they are caused by the negligent act, error, or omissions by the CLIENT in performance of its services under this Agreement, subject to the provisions in the paragraph below on Limitations of Liability. 4.2 GROUNDED shall indemnify and hold harmless the CLIENT and its personnel from and against any and all claims, damages, losses, and expenses (including reasonable attorney's fees) to the extent they are caused by the negligent act, error, or omissions by GROUNDED in performance of its services under this Agreement, subject to the provisions in the paragraph below on Limitations of Liability, 5.0 Limitations of Liability 5.1 In recognition of the relative risks, rewards and benefits of the PROJECT to both the CLIENT and GROUNDED, the risks have been allocated such that the CLIENT agrees that, to the fullest extent permitted by |nvv. GROUNDED's total liability to the CLIENT for any and all injuries, claims, |osses, expensos, damages or claim expenses rising out of this Agreemenf, from any cause or causes, shall not exceed the total sum paid on behalf of or to GROUNDED by its insurers in settlement or satisfaction of Owner's claims under the Terms and Condition's of GROUNDED's insurance policies applicable there to. Such causes include, but are not limited to. GROUNDED's neg|igenco, errors, omissions, strict liability, breach of contract or breach of warranty, 6.0 Reuse of Documents 6.1 All documents including calculations, computer files, drovvings, and specifications prepared by GROUNDED pursuant to this Agreement are instruments of professional service intended for the one- time use in construction of this PROJECT. They are and shall remain the property of GROUNDED. Any reuse without written approval or adaptation by GROUNDED is prohibited. 7.0 Opinion of Probable Construction Costs 7.1 GROUNDED's opinion of probable construction costs, if rendered as a service under this Agreement, is based on assumed labor costs and approximate quantities of material and equipment, and therefore is of a conditional character. GROUNDED cannot guarantee the cost of work to be performed by others since market or bidding conditions can changes at any time and changes in the scope or quality of the PROJECT may affect estimates, 8.0 Mediation 8.1 The parties hereby agree that, they shall endeavor to resolve their claims by mediation which, unless the parties mutually agree otherwise, shall be in accordance with the construction industry 404 P ).Box 3r1J2 RoIeigh.wC276 27 hitg^ � � nit ww=��*ungou-nn{nno�mQzom ENGINEERING onnunign Envelope ID:raonuF1/+1rna-400A-9oAo-7AA*o1cocose mediation rules of the American Arbitration Association. Once a dispute or claim has arisen between the parties, mediation shall be conducted as soon as practicable. Either party may request mediation to any claims or disputes, at any time, by serving the other party with a written request for mediation setting forth the claim(s) or dispute(s) that are to be the subject of the mediation. The parties shall share any mediator fees and any filing fees equally. In addition, any Agreement reached in mediation shall be enforceable as a binding settlement Agreement in any court having jurisdiction over such Agreement. 9.0 Termination 9.1 Either party may terminate this Agreement at any time by written notice. Upon such termination, GROUNDED shall be compensated for all work pedormad, pursuant to this Agreement, prior to receipt of said written notice, 10.0 Sevenmbility 1O.l0 any term or provision of this Agreement is held to be invalid or unenforceable under any applicable statute or rule of law, such holding shall be applied only to the provision so he|d, and provision shall be modified if possible, to fulfill the intent of the parties as reflected in the original provision. The remainder of this Agreement shall remain in full force and effect to the fullest extent permitted by law. SUMMARY If this proposal is acceptable, please sign and return a copy of the proposal. A copy will be executed and one will be returned to you for your files. We appreciate the opportunity to provide you services and we look forward to working with you on this project, If you have any questions, please contact me directly at sean@grounded-engineering.com or 919.621 .3671. CLIENT GROUNDED Name Name Title Title Signature Signature Date Date OR) r.O.Box 3713z � � � Raleigh, � | � 11 111 coo-N wwwVrounued en8ineoringzom - & ENGINEERING I 919.438.3694