Kimley-Horn Contract for Services under RFQ_Hardening of City Hall & PSB Kimley>>> Horn
November 14th, 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 7ch 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 18th, 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 lauren.smithalkimley-horn.com if you have any questions.
Very truly yours,
KIMLEY-HORN AND ASSOCIATES, INC.
.m.,,Q4U" .5
By: Mike wartz Lauren Smith, P.E.
Senior Vice President Project Manager
kimley-horn.com 1920 Wekiva Way Suite 200 West Palm Beach. FL 33411 561 845 0665
Kirnley >> Horn
Page 6
APPROVED BY:
CITY OF OKEECHOBEE on December 5, 2023
owling R. Watford, Jr., Mayor
ATTEST:
lllit - &VU eU
Lane G iotea, CMC, City Clerk
REVIEWED FOR LEGAL SUFFICIENCY:
Joh . umero, City Attorney
Nason Yager Gerson Harris&Fumero, P.A.
Attachment
k'mley-horn.corn 1920 Wekiva Way. Su,:e d;es:r� b
ESTIMATE FOR ENGINEERING SERVICES
PROJECT. City Had•Bordering Dings and CDs
CLIENT. City of Okeechobee
ESTIMATOR Shale Pride 09/21/23
DESCRIPTION: DIRECT LABOR (HOURS)
See Statement of Work ,rr pnl Scn,or Registered Profession) Profeaorul Designer Seno, SUB EXP LINE
.��res.�oNi Profcsdona0 2 I Support Staff TOTAL
I)cru.<Ang<l0u Sheila Jason Art H2R/CRA
Task 1-Data Collection and Site Visit
Site Visit 5 n 8.0 16.0 SI60.00 S5,690.04
Geotechnical Borings and Coordination 50 2.0 S9,845,00 S11.114.014
Document Review 20 e0 SO S2.61928
Documentation 1.0 8.0 51.466.32
Coordination Meetings with Arthtiect/Ctient 5.0 4.0 2.0 52,536.48
TOTAL HOURS 120 0,0 22.0 M0 0.0 0.0 00 59,045.00 S160.00
LABOR(S/140UR) $291.48 5251.58 119000 S159.54 5116,52 S109.05 598.26 1.000 1.000
SUBTOTALS 53,497.96 0000 S4,180.00 15,743,44 50.00 50.00 50.00 S9,845.00 5060.00 S23,426.20
Task 2-Analysis and Design
Analysis 50 24.0 600 515,589.80
Product/Code Research 2.0 40 8.0 S2.61928
Foundation Evaluation ao 16.0 240 I S8.034.88
Roof Design a 0 160 320 S9.311.20
TOTAL HOURS iso 0.0 60.0 124.0 0.0 0.0 0.0 50.00 50.00
LABOR(5/HOU16) 5291.48 5251.58 319000 S159.54 5116.52 S109.05 598.26 1.000 1.000
SUB TOTALS 54,3'2.2o S0.00 SIt 400.00 519.782% 50.00 $0.00 50.00 50.00 sego S35.555.16
Task 3-Construction Documents '
Plans so I60 I60 880 1I6,354.96
Architectural Coordination 20 10.0 5.0 10.0 S8068400 S85,055.16
Technical Specifications I o 8.0 240 55.64044
Revisions 4.0 4.0 12.0 S2,706.76
Client Meetings/Scope Review 30 40 so 52.27260
Coordination with Architect 2 0 40 6.0 _ _ S2.30020
TOTAL HOURS 12.0 0.0 46.0 59.0 0.0 110.0 0.0 I 580.684.00 S0.00
LABOR(S/HOURI 5291.48 5251.58 5190.00 $159.54 511652 S109.05 59026 1000 1.000
SUBTOTALS_ 53,497.96 00.00 58,740.00 59,412.86 S0.00 611,995.50 50.001 080,684,00 SOW 5414.310.12
Task 4-Bid Phase Services
Invitation to Bid 8.0 S1.276.32
Pre-Bid Meeting 3.0 8.0 160 54,947.08
Response to RFIs 20 4.0 ILO 8 1 S3.491.68
Bid Tabulation 2.0 4 0 4.0 S1.981.12
TOTAL HOURS '0 00 160 36.0 00 8.0 00 SOW 50.00
LABOR(S/HOUR) 5291.48 5251.58 5190.00 I S159.54 9116.52 5109.05 S98.26 r 1.000 1.000
SUB TOTALS 52,04036 SOW 53.04000 95.-4344 SOW S892.40 $0.00 50.00 50.00 511,696.20
TOTAL 5185,007.68
K.IWPB_WalerResourcesl_General\Sm4hiMarketing\City Okeechobee\City Hall Hardeningt2023_0921 Estimate.xlsx 11/14/2023