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2023-12-05 VII. C. Exhibit 9 • • Exhibit 9 12/05/2023 Kimley>»Horn November 141h, 2023 Gary Ritter City Administrator City of Okeechobee 55 SE 3rd Avenue Okeechobee, FL 34974 Re: Professional Services for City Hall Hardening Construction Documents Dear Mr.Allen: Kimley-Horn and Associates, Inc., ("Kimley-Horn") is pleased to submit this proposal to the City of Okeechobee ("City") for professional engineering services for improvements and general hardening to the City Hall building (the "Project") located at 55 SE 3rd Avenue, Okeechobee County, Florida. Our project understanding, scope of services, and fee are described below. Project Understanding Clemons, Rutherford & Associates, Inc, an architectural firm, performed an Envelope Assessment of the Okeechobee City Hall and provided a Report with a Summary of Recommendations and Conceptual Budget based on their Assessment, dated June 1, 2023. It is our understanding The City of Okeechobee utilized this report to apply for the Community Development Block Grant Mitigation Program offered by the State of Florida and is the recipient of a grant from the Department of Economic Opportunity. It is our understanding the grant funding for the engineering and construction of this project is in the amount of$1,674,750.00 with the project description as follows: Replace Windows with new impact rated windows; replace exterior doors on back porches with impact rated doors; clean, repair and paint stucco; replace decorative molding and soffits; clean and seal cracks on precast front entry, replace back porches floor tile with resinous coating; replace circular louvers with impact rated louvers; replace back porch aluminum canopies with roofing; provide covering over conduits and remove shutters and brackets. Kimley-Horn also proposes replacing the existing roof covering and installing uplift connections and hardening the Heating and Ventilation Air Conditioning System with an enclosure. The City has requested Kimley-Horn to design and prepare construction documents for the improvements described above. Scope of Services Task 1: Data Collection and Site Visit Kimley-Horn shall conduct one site visit to obtain measurements, perform a global mapping of the roof truss and bearing wall element sizes and spacings.While on site, Kimley-Horn will assess the condition of the door and window opening framing supports. It is our understanding that there are no existing structural plans available. If no plans or shop drawings are available, Kimley-Horn will use conservative assumptions, along with our field measurements, as to materials and member sizes. kimley-horn.com 1920 Wekiva Way, Suite 200, West Palm Beach, FL 33411 561 845 0665 • • Kimley>»Horn Page 2 Task 2: Analysis and Design Kimley-Horn will perform a limited structural analysis of the existing roof trusses to estimate the forces needed to design a retrofit to the existing trusses and uplift connections. The analysis will investigate the wind loading and dead loads on the roof. This analysis will utilize RISA-3D, an industry-standard finite element analysis program used to create an elastic model considering second-order effects per ASCE/AISC/FBC requirements.The program will calculate reactions for various loading cases to aid in the design of the retrofit to the existing truss configuration and wind uplift connection. Kimley-Horn will use the loading results to design a retrofit of the existing roof truss and to detail a connection between the roof truss and the building wall to resist wind uplift forces. The existing conditions for the building foundation and building walls are unknown and will not be analyzed or modified as part of this task. The foundation analysis and design will be limited to the column foundations for the replacement of the existing aluminum canopies with permanent roofing structures.A geotechnical engineer will be retained as a subconsultant,to provide a geotechnical report for the design of the new foundations. It is assumed that two(2)borings will be required at an estimated depth of 15'. Geotechnical Engineer shall provide at a minimum the following soil parameters: Soil Friction Angle, Unit Weight, Blow Count, Skin Friction and Bearing Capacity. Task 3: Construction Documents Kimley-Horn will utilize the information from Tasks 1 and 2,along with the mitigation activities described in the grant funding agreement to prepare a set of Construction Documents for the following improvements: replacing the roof, retrofitting the windows and doors with impact resistant materials, and hardening the Heating and Ventilation Air Conditioning System enclosure and replacing the existing metal canopies with a permanent roofing system. Kimley-Horn will prepare repair plans in general conformance with the repair criteria of the Existing Building Code of the Florida Building Code 7'h Edition. Plans are anticipated to consist of the following sheets: • A Cover sheet • General Notes Sheet(s) • Quantity Table • An Overall Site Plan • Elevation Plan with window and door pressures • Roof Plan with wind pressures • Roof Truss Retrofit Details • Typical Details (HVAC enclosure, Concrete and Stucco Repair) • Canopy roof, supports and canopy roof foundation The following items will be addressed using technical specifications: o Concrete Tile Shingle Roofing o Impact Resistant Windows and Doors Kimley-Horn will utilize a subconsultant, Clemmons Rutherford & Associates (CRA), to develop architectural drawings and specifications to be included in the construction documents. The proposal provided by CRA is included as an attachment to this proposal. kimley-horn.com 1920 Wekiva Way, Suite 200,West Palm Beach, FL 33411 561 845 0665 • • Kimley>>>Horn Page 3 Kimley-Horn will submit draft repair plans to the City for review via electronic submission. Upon receipt of City comments,we will incorporate one(1)round of revisions to address the City's comments,finalize the repair plans, and submit final documents to the City (via electronic format) for their use in soliciting bids to perform the recommended repairs. If the City does not implement any repair recommended by Kimley-Horn, the City agrees it will not assert any claims in any way related to those conditions for which repair was recommended,and City will indemnify, defend, and hold harmless Kimley-Horn and its employees for any claim arising out of those conditions. Task 4—Bid and Permitting Phase Services Upon completion of Task 3, Kimley-Horn shall conduct one (1) meeting with the City's designated representative to review the final scope of services to be included in a bid package for the City to utilize for issuance of a Request for Proposal (RFP). The scope for this Task assumes that the preparation of legal up-front documents and contracts is not included and will be provided by the City. Front End Documents, Request for Proposals and other documents utilized to solicit bids will be prepared by the City and their in-house counsel. Kimley-Horn shall arrange and attend a pre-bid conference at the site to familiarize the Contractors with the project specifics, conditions, related to access and working hours restrictions, important considerations during the construction phase, and to provide answers to Contractor's questions. Kimley-Horn anticipates that a City representative will also attend the pre-bid meeting to listen to Contractor's questions and comments and provide input, and to respond to questions asked by prospective bidders during the site walk-through. Upon completion of the site walk-through, Kimley-Horn will respond to all prospective bidders'questions in written format and will provide up to one (1) addendum or clarification to the contract documents, if required. Sealed bids will be submitted directly by the Contractors to the City. Kimley-Horn shall review all received bids, including qualifications of the contractors and completeness of the bids. Kimley-Horn will tabulate the bids received and evaluate compliance of bids with the bidding documents. Kimley-Horn will prepare a written summary of this tabulation and evaluation for the City to review. If requested, Kimley-Horn will notify the selected Contractor on behalf of the City. Selected contractor will be responsible for submitting construction documents to Authorities Having Jurisdiction (AHJ) for obtaining all required permits. Kimley-Horn will provide 3 printed copies, or one electronic copy, of the full set of plans signed and sealed by a Professional Engineer licensed in the State of Florida to the selected contractor to accompany their building permit submittal. Kimley-Horn will respond to up to two(2) rounds of reasonable comments from AHJ to assist the Contractor with the permitting process. kimley-horn.com 1920 Wekiva Way, Suite 200,West Palm Beach, FL 33411 561 845 0665 • • Kimley>>)Horn Page 4 Services Not Included Any other services, including but not limited to the following, are not included in this Agreement: • Independent Testing Lab Services • Destructive Testing • Boundary or Topographic Survey • Exterior Evaluation using any type of Suspended Platforms • Exterior Evaluation using drones Additional Services Services not provided for in the above scope will be considered additional services and can either be performed at then current hourly rates.Additional services may consist of: • Additional field inspection days • Additional phone meetings • Milestone Inspection Report preparation • Construction Phase Services • Strengthening/evaluating the existing frame or building foundation to comply with the current Florida Building Code. Information and Services Provided by City Kimley-Horn shall be entitled to rely on the completeness and accuracy of all information provided by the City. The City shall provide all information requested by Kimley-Horn during the project, including but not limited to the following: • Available project record drawings. • Access to the property. • Geotechnical Report for proposed column foundations. • Architectural Renderings and design for proposed permanent roof structures. Schedule We will provide our services as expeditiously as practicable with the goal of meeting a mutually- agreed-upon schedule. Fee and Expenses Kimley-Horn will perform the services in Tasks 1-4 for the total lump sum fee listed below. Individual task amounts are informational only. All permitting, application, and similar project fees will be paid directly by the City. kimley-horn.com 1920 Wekiva Way, Suite 200,West Palm Beach, FL 33411 561 845 0665 • • Kimley>>>Horn Page 5 Task 1 —Data Collection and Site Visit $ 23,426.20 Task 2—Analysis and Design $ 35,555.16 Task 3—Construction Documents $114,330.12 Task 4—Bid Phase Assistance $ 11,696.20 Total Lump Sum Fee $185,007.68 Lump sum fees will be invoiced monthly based upon the overall percentage of services performed. Closure In addition to the matters set forth herein, our Agreement shall include and be subject to, and only to, the Executed Contract Agreement for Professional Engineering Services between the City of Okeechobee and Kimley-Horn and Associates, Inc. dated January 18'h, 2022, which are incorporated by reference. As used in the Agreement, "Engineer" shall refer to Kimley-Horn and Associates, Inc., and "City" shall refer to The City of Okeechobee. Kimley Horn will begin services after receiving a fully executed Task Assignment from the City of Okeechobee. We appreciate the opportunity to perform this service for you! Please contact Lauren Smith at (561) 840-0801 or la uren.smith(a�kimley-horn.com if you have any questions. Very truly yours, KIMLEY-HORN AND ASSOCIATES, INC. i � i . -- By: Mike wartz Lauren Smith, P.E. Senior Vice President Project Manager Attachment kimley-horn.com 1920 Wekiva Way, Suite 200.West Palm Beach, FL 33411 561 845 0665 • Kimle)o)Horn APPROVED BY: CITY OF OKEECHOBEE Dowling R. Watford, Jr., Mayor ATTEST: Lane Gamiotea, CMC, City Clerk REVIEWED FOR LEGAL SUFFICIENCY: John J. Fumero, City Attorney Nason Yager Gerson Harris & Fumero, P.A. kimley-horn.com 1920 Wekiva Way. Suite 200, West Palm Beach FL 33411 561 845 0665 i 0 ESTIMATE FOR ENGINEERING SERVICES (PROJECT. Chi(hall.Hardcnin4 Dc..cn and CU. 'CLIENT. CilS of Me rclabac 'ESTIMATOR Simla Pra0lc 09/21/23 DESCRIPTION- DIRECT LABOR (HOURS) Ste Slalrmcnl o(Wo rt. Principal Samar Rara':crN Pm(nsonal Pro fc.rional Dcaignn Senior SUB EXI' LINE PaoTnuoml Prolkatto nal I SuPInrc SIa1E TOTAL Danira/Anpcfiru Sheds lau.n n0 IL`WCRA a Task 1-Data Collection and Site Visit Site Visit 5.o 66 16o 5160 an 55.69004 Geolerhnical Borings and Coordination _ 5 0 20 S9.6.1500 Si I.IL30s Document Review 10 40 90 52.61920 Documentation J o ao 51.466.32 Coordination Meetings with Archliect/Client S.o 4O 20 51.5364a TOTAL HOURS 12.0 0.0 310 36.0 00 0.0 0.0 59,045.00 S160.00 I LABORIS/110UR) 5191.48 Slsl_S0 5190.00 5159.4 5116.53 SI09.05 590.36 1.000 Iaoo _ SUBTOTALS 53,497.76 30.00 imam* 517+1.++ 50.00 50.00 50.00 59,843.00 5160.00 521.416.10 _ Task 2-Analysis and Design Analysis __ 5.0 24.0 60.0 S15.50980 Produul/Code Research 20 4.0 00 52.619.29 -Foundation Evakalion 40 16.0 240 -_- 51n14166 Roof Design 40 160 320 5911120 TOTAL HOURS 15.0 00 60.0 124.0 0.0 0.0 0.0 50.00 5000 1.4000(5MOUR) 5191.40 5251.50 5190.00 5159.5+ 5116.52 5109.05 590.16 L000 1,80 SUB TOTALS 5+,37210 5000 511,100.00 519.793.36 50.00 30.00. 50.00 50.00 50.00 335.555.16 Task 3-Construction Documents Plans 4.0 16.a 14.0 811.0 516.354.96 Archileclural Coordination _ 20 10.0 50 100 380.684.00 503035.16 Technical Specifications l0 0.0 14.0 __ 35.610.•44 Revisions 4.0 4.0 12.0 _ 32.706.76 Client Meetings/Scope Review _ 30 4.0 4.0 52..172.W Coordination with Architect 2.0 4.0 6.0 31.300.20 TOTAL HOURS 12.0 0.0 46.0 59.0 0.0 110.0 _ 0.0 S110,641100 S0.00 LABOR(1/11000) 5191.48 5151.51 5190.00 5159.5.1 5116.52 5109.051 S90.26 1000 1.000 SUBTOTALS S3.497.76 50.00 50.740.00 19.413.96 50.00 Ott.'195.soi 50.00 5013.61.1.00 50.00 S114.330.11 Task 4-Bid Phase Services I Invitation to Bid _ so sl:76.31 Pre-Bid MeeGnq _ 30 eo 160 54.9470e Response to RFIs 20 401 a0 10 51491.60 Bid Tabulation _U +0 4.0 51901.12 I TOTAL HOURS' 7.0 00 16.0I 36.0 0.0 0.0 0.0 50.00 S0.00 14606(54101/R) 5191.40 S351.50 5190.00I 5159.4 I 311652 5109.05 I 590.26 1.000 1.000 SUBTOTALS 52,04036 1099 13,040.00 55.743.44 50.00 1072.40 50.00 5000 50.00 511,696.20 TOTAL S1115007.60 K.IWPB_WalerResources/_Generallsmith)MarketinglCity OkeechobeelCity Hall Hardening12023_0921 Eslimale.xlsx 11/14/2023