Exhibit A-Scope of Work.pdf

RFP/CCNA 25-28HR

EXHIBIT A Architectural Services

Scope of Work

A. BACKGROUND

The City is seeking qualified, licensed architectural firms to provide architectural services for City departments. The City of Sarasota, Florida (City) utilizes contracted services for the provision of architectural services for design, permitting, construction, coordination, and other relevant tasks. The solicitation processes and contracted services under any resulting contract(s) shall be in accordance with Florida Statute 287.055, the Consultant’s Competitive Negotiation Act (CCNA) and, as applicable, conform to 2 CRF Part 200 Uniform Administrative Requirements for federally funded projects.

The contractor shall perform all services including but not limited to those required to repair, restore, and enhance resiliency for the City of Sarasota’s infrastructure, parks, and public amenities affected by federally declared disaster events. Specifically, The contractor shall perform services related to damages caused by the following federally declared disasters: DR-4806 (Hurricane Debby), DR-4828 (Hurricane Helene), DR-4834 (Hurricane Milton) and future federally declared disasters affecting the City of Sarasota.

The City intends to make multiple awards to create a library (pool) of qualified architectural firms with varying expertise in a broad base of disciplines and specialties. The resulting contract(s) will be for continuing services. Projects and specific scopes of work for the given project or task will be assigned on an as-needed basis and the firm selected for each will be determined at the sole discretion of the City based upon the needed expertise, schedule, and other factors.

Projects may have multiple funding sources to include, but not limited to:

1. City funding

2. FEMA Grants

All firms competing for the work detailed in this Scope of Work are advised that:

1. All services listed may not be required.

2. The City reserves the right to initiate additional procurement action for any of the services included in this Scope of Work.

3. Services are limited to those projects that are initiated after the commencement date of any resulting contract(s).

B. Goals Services that align with the City’s commitment to design excellence, sustainability, and community-focused design.

C. SCOPE OF WORK

The contracted supplier(s) (hereinafter in this Scope of Work referred to as Consultant) shall provide all personnel, travel, software, equipment, and supplies to provide architectural services for the design and construction of the designated project(s), which shall include, but not be limited to, attending conferences related to an assigned project, consultation, preparation of preliminary studies, preparing working drawings and specifications, preparing scale and detail drawings, and cost estimates, drafting forms of proposals, space planning assistance, and analysis services.

Under the requirements of CCNA, projects and tasks will be restricted to those where the construction costs do not exceed $7,500,000, with planning and study activities not to exceed $500,000. As of July 1, 2025, the above threshold amount for construction costs will be adjusted annually based on the Bureau of Labor Statistics Consumer Price Index (CPI) for All Urban Consumers.

D. CONTRACT TERM

The term of any contract resulting from this solicitation shall be for three (3) years with the option to renew for up to three (3) additional one-year extensions upon mutual agreement.

E. SCOPE OF WORK GENERAL REQUIREMENTS

Consultant shall:

1. Upon request by the City, participate in negotiations related to a given project.

2. Submit additional technical information or other revisions to

3. As is applicable, be subject to all relevant regulations, guidelines, and requirements to include, but not limited to, the following:

a. Florida Department of Transportation regulations (FDOT).

b. Florida Department of Environmental Protection regulations (FDEP).

c. Regional Water Management District regulations.

d. Enterprise Participation.

e. Disclosure of Lobbying Activities.

f. Disadvantage Business Enterprise (DBE) Goals.

g. Florida Building Code

4. In accordance with all relevant regulations, guidelines and requirements, provide detailed compliance documentation that is prepared as instructed by such regulations, guidelines and requirements and readily available for audits and reporting.

5. In accordance with all relevant regulations, guidelines and requirements stay updated with evolving regulatory requirements, especially those related to environmental and transportation standards.

6. For projects with a construction value exceeding two million dollars ($2M), actively engage the public and key stakeholders through multiple platforms including in-person, on-line, and written communications to ensure design outcomes align with community expectations. Required activities include:

a. Conduct a minimum of two (2) workshops to present design concepts, gather meaningful feedback, and address public concerns.

b. Provide stakeholders with regular updates on project milestones, utilizing visual presentations, and clear timelines.

c. Facilitate transparent communication by hosting sessions that emphasize the project's benefits and address potential impacts proactively.

7. Be responsible for the quality, technical accuracy, and coordination of all designs, drawings, specifications and other services furnished.

8. The Consultant shall be responsible for the professional quality, technical accuracy, and timely coordination of all services provided under this Agreement. The Consultant shall, at its sole expense and without additional compensation, promptly correct any errors, omissions, or deficiencies in its work product that result from its failure to meet the standard of care expected in the industry. If such errors, omissions, or deficiencies result in additional costs, delays, or damages to the City/Agency, the Consultant shall be fully responsible for reimbursing the City/Agency for any such incurred costs.

The review, approval, acceptance, or use of the Consultant’s work product by the City/Agency shall not relieve the Consultant of its professional responsibility or liability for errors or deficiencies, nor shall it be deemed a waiver of the City/Agency’s rights under this Agreement. The Consultant shall maintain and provide proof of Professional Liability Insurance covering errors and omissions, with minimum limits of $1,000,000 per claim and $2,000,000 aggregate, which shall remain in effect throughout the contract term and for a period of at least five (5) years following final completion of services under this Agreement.

Furthermore, the Consultant agrees to indemnify, defend, and hold harmless the City/Agency, its officers, employees, and agents from any claims, liabilities, damages, losses, or expenses, including reasonable attorney fees, arising directly or indirectly from the Consultant’s negligence, errors, omissions, or failure to perform its obligations in accordance with the required standard of care.

9. Sign and seal all its drawings and specifications reproduced by the City for permitting purposes, at no additional charge.

10. Relinquish ownership to the City of all Consultant’s original designs, drawings, specifications and services paid for by the City.

11. Upon completion of the project, furnish the City with a complete set of as-built (record) drawings.

F. SPECIFICATIONS

Consultant shall provide services to include, but not limited to:

1. Pre-design Services Data collection and programming for the project to include:

a. Project coordination meetings with local agencies and owner representatives

b. Review and presentations as required to stakeholders and owner

c. Local neighborhood and community meetings as required

d. Prepare a scope design concept or preliminary design report

2. Site Analysis Services

a. Collecting site data to include:

i. Boundary Surveying

ii. Topographical surveying

b. Site Studies

i. Environmental

ii. Traffic

c. Preparation of site plans and construction plans

d. Meet and coordinate with private and public utilities

e. Permitting applications (approvals and presentations)

3. Basis of Design Report (BODR)

a. Consult with City staff and advisory personnel to develop alternatives, preliminary studies, sketches, or plans for the project.

b. Research project alternatives and make recommendations to the City on the options and alternatives developed throughout this phase.

c. Prepare the basis of design criteria developed for the alternative designs and cost estimates for the options.

d. Attend all public hearings and public meetings related to the project.

e. Conduct necessary field reviews.

f. Confer with the City on project requirements, programming, finances, schedules, early phases of the project, and other pertinent matters and with the concerned agencies and parties on matters affecting the project.

g. Provide a BODR with a recommendation of the preferred project alternative and the basis of design criteria.

h. Assist the City in identifying possible required rights-of-way in the BODR.

4. Preliminary Design/Development Phase (Estimated 30%)

a. Consult with City staff and advisory personnel and incorporate feedback in preliminary studies, sketches, or project plans.

b. Research the project and make recommendations for the City throughout this phase.

c. Prepare a conceptual design and probable construction cost estimate.

d. Attend all public hearings and public meetings related to the project.

e. Conduct necessary field reviews.

f. Conduct pre-application meetings with permitting agencies.

g. Confer and coordinate with the City on project requirements, programming, finances, schedules, early phases of the project, and other pertinent matters; meet with the concerned agencies and parties on matters affecting the project.

h. Collect data and undertake field investigations, geological engineering and surveys, architectural, engineering, land surveys, and environmental studies.

i. FDOT Plan - procure and/or prepare necessary surveys, geological engineering investigations, field investigations, architectural and engineering studies required for preliminary design considerations.

j. Develop design schematics, studies, sketches, and exhibits, lists of environmental and aesthetic considerations, project recommendations, preliminary layouts, and updated cost estimates.

k. Assist the City in preparing all necessary and required documents for Federal grants.

l. Develop source documentation related to the design of the project, including:

i. Cover Sheet, index map, table of contents, legend, and general notes

ii. Survey base map showing apparent rights-of-ways, site information, existing utilities, and all survey elements, including existing and proposed easements

iii. Conceptual plan views and plan layout of the proposed improvements and facilities

iv. Other conceptual design information

v. Ensure that current standards and codes are used in specifications

m. Submit final preliminary phase documents and recommendations to the City for review and approval prior to finalization.

n. Meet with the Purchasing Division to review the consultant checklist and requirements.

o. Perform any additional architectural services as directed by the City that align with project-specific needs or objectives.

p. Make necessary revisions based on the City’s 30% review, within the time frame requested by the City in writing

q. Notify the City of any restrictions related to site conditions that may be found in the public records of Sarasota County

r. Notify the City of any additional permits required from other governmental entities such as water management districts, state agencies, or federal agencies.

5. Intermediate Design Phase (60% and 90%)

a. Refinement of preliminary schematics design with staff and advisory personnel.

Scaled facility layout plans. Scaled floor plans and elevations of the interior space utilization by occupants and selections of building system. Discuss cost-effective and functional methods to promote the use of green materials through innovative architectural processes. Strive to meet Leadership in Energy and Environmental Design (LEED), Florida Green Building Coalition (FGBC), Water Sense standards and Energy Star optimum rating standards whenever cost-effective.

b. Schedule and attend meetings and design conferences to obtain information and to coordinate or resolve design matters.

c. Prepare necessary reports and recommendations.

d. Ensure red, green, and brown colored marked-up plans and utility relocation schedules for all agencies are prepared and submitted as required.

e. Prepare plans and specifications and verify cost estimates as appropriate for 60% of the design, including:

i. Incorporation of the City’s 30% review comments

ii. Complete incorporation of the 30% of comments and changes promptly

iii. Incorporation or modifications based on preliminary discussions with regulatory agencies during pre-application meetings

iv. Cover Sheet, index map, table of contents, legend, and general notes

v. The survey base map shows rights-of-ways, existing facilities, existing improvements, existing utilities, and all survey elements, including existing and proposed easements, as necessary

vi. Table of Contents of Technical Specifications

vii. Subsurface utility engineering data and information

viii. Geotechnical Investigation data and information

ix. Plan view and profile view of proposed improvements and facilities with layout dimensions

x. Proposed typical sections of the improvements and facilities

f. Prepare construction plans and outline specifications and submit to City for review and approval.

g. Prepare plan and specifications and verify cost estimates and construction documents to 90% level, including:

i. Incorporation of the City’s 60% review comments.

ii. Final plan, profile, site plan, floor plans, views of the proposed facilities and improvements

iii. All typical section detail sheets

iv. All proposed construction detail sheets

v. Construction cost estimate, including quantity take-offs

vi. Bid form

vii. Completed general notes for the plans

viii. A set of technical specifications in Word format using the City approved template

ix. Completed permit applications for applicable regulatory agencies

x. Measurements and payment section to show where items will be placed on the bid form.

h. Prepare final construction plans and specifications and submit them to the City for review and approval before finalization.

i. Preparation of final construction documents to include working drawings, supplemental general conditions, special provisions, and technical specifications.

j. All other approvals as necessary to complete the project.

k. Completed consultant worksheet.

l. Conduct a detailed value engineering analysis, if applicable and if requested. Print, bind as necessary, and provide all necessary copies of engineering drawings contract technical specifications, and construction documents.

6. Final Design Phase (100%)

a. Prepare plans, specifications, cost estimates, and construction documents to

100% level of design including:

i. Incorporation of the City’s 90% review comments

ii. Six (6) complete, original, signed, and sealed 22” x 34” sets of the construction bid documents comprising technical specifications and drawings.

iii. Final construction drawings, technical specifications, and construction documents will be provided in electronic format, signed and sealed by the licensed Architect, along with three (3) hard copies of the documents in 22” x 34” size. Two (2) sets of reduced (11” x 17”) construction drawings will also be provided

iv. Final technical specifications in Word format will be provided

v. Final opinion of probable cost of construction with detailed quantity take-offs.

vi. A blank bid form will also be developed in Microsoft Excel

b. Additional copies of final signed and sealed documents prepared on behalf of the City for submittal to the applicable agencies for permitting before bidding the project

c. Ensure red, green, and brown colored marked-up plans and utility relocation schedules for all applicable agencies are prepared and submitted as required

d. Submit permit applications to State, federal, and local review agencies, as applicable.

i. Upon request, respond to all subsequent requests for additional information from State, federal, and local review agencies.

7. Solicitation and Negotiation Phase

a. Provide the City with a specified number of construction documents, plan sets, specifications, and the scope of work for this phase including bid forms. The Purchasing Division will combine these documents with the City standard solicitation document and prepare the solicitation for advertising.

Work collaboratively with the Purchasing Division to ensure all specifications, bid forms, and plans are prepared in compliance with City guidelines and are free of errors.

b. Pre-Bid Engagement: Be present at all pre-bid meetings. And provide answers to questions from the pre-bid meeting and subsequent questions as requested

c. Bid Opening: Upon request by the City, attend the bid opening.

d. Bid Evaluation: Evaluation of the bid submitted by the firm(s) that is recommended for award by the Purchasing Division after the Division has completed its due diligence review for responsiveness and responsibleness to include: verifying references and contactor qualifications for the selected project. If Consultant agrees with the recommendation, provide notice to the Purchasing Division of approval of the award recommendation. No change will be made to the recommendation for award unless the Consultant provides additional compelling evidence that the recommended supplier is found not responsible

e. The firm must demonstrate experience in facilitating fair and transparent bid processes for projects of similar scope and complexity in other municipalities.

f. Assist the City with negotiations, as required.

g. Prepare a complete set of conformed construction document plans and specifications to include all changes made through addenda.

i. Ensure that all documents comply with current adopted zoning and permit codes or regulations.

8. Construction Phase

a. Conduct a post bid/pre-construction conference and upon request by the City, provide an agenda for the meeting.

i. Upon request by the City, take minutes of the meeting and provide to the City for its review and approval prior to distribution to attendees. The City, at its sole discretion, may audio record the minutes.

b. Review and forward, for City approval, all submittals for the project.

c. Provide construction staking control points of the project by a Florida Board of

Professional Surveyors and Mappers licensed land surveyor with a minimum of three years of experience.

d. Provide construction engineering and site inspection of the project by a Florida licensed engineer with at least five years of experience in construction engineering and site inspection and as approved by the City on one of the following basis:

i. A construction engineering manager

ii. A full-time basis by at least one (1) individual. Full time shall be described such that the inspector will be present on the site between eighty-seven percent (87%) and one hundred percent (100%) of the time that the Consultant is productively working on the project.

iii. A part-time basis by at least one (1) individual. Part time shall be described such that the inspector will be present on the site between fourteen percent (14%) and eighty-six percent (86%) of the time that the Consultant is productively working on the project.

iv. An occasional basis by at least one (1) individual. Occasional shall be described such that the inspector will be present on the site between three percent (3%) and thirteen percent (13%) of the time that the Consultant is productively working on the project.

e. Provide quality control (testing) services through a geotechnical and soil testing laboratory licensed by the Florida Department of Business and Professional Regulation (DBPR) as a Professional Engineer, that adheres to relevant Florida Building Code as it relates to equipment, personnel and accreditation by a recognized body such as American Association of State Highway and Transportation Officials (AASHTO) or the American Society for Testing and Materials (ASTM). Lab must be located in Florida and approved by the City.. All testing must comply with Florida's standards for soil testing and quality control.

f. Conduct regularly scheduled project status meetings on a schedule determined by the City.

i. Provide an agenda to the City for its review and approval prior to distribution.

ii. Draft minutes and provide to the City for its review and approval prior to distribution to attendees.

g. Provide a construction timeline with milestones to the City.

h. Review the contractor’s quantities and pay requests and recommend approval or rejection to the City.

i. Furnish record drawings with no disclaimers, unless otherwise authorized by the City, based on the Consultant’s redlined construction plans and surveys conducted by a Florida licensed Land Surveyor.

ii. Provide such record drawings in both hard copy and electronic format acceptable to the City.

i. Construction Observation

Consultant shall observe the construction and based upon its professional expertise, determine whether or not the project is constructed in accordance with approved plans and specifications.

9. Design Services with Funding Limitations

a. The Consultant shall provide design services required to facilitate the competitive solicitation process for the award of a contract for the construction of the project at a price that does not exceed the estimated construction contract price.

b. When bids or proposals for the construction project are received that exceed funding limitations, the Consultant shall perform redesign and other services as are necessary to permit contract award within the funding limitations.

i. These additional services shall be performed at no increase in fees. However, the Consultant shall not be required to perform such additional services at no cost to the City if the unfavorable bids or proposals are the result of conditions beyond Consultant’s reasonable control.

c. The Consultant shall immediately advise the City if it determines that the project being designed will exceed, or is likely to exceed, the funding limitations and it is unable to design a usable facility within these limitations.

G. City’s Responsibilities

1. Provide the project description and required services for each project or assignment.

2. Have sole ownership of all Consultant’s original designs, drawings, specifications and services paid for by the City to use in any manner it may deem appropriate.

3. The City shall be the sole owner of as-built documents; however, the Consultant may retain copies thereof.

4. In the event the City uses any designs, drawings or plans prepared by the

Consultant for any purposes other than the intended project or task, the City shall not hold the Consultant liable for its use of such designs, drawings or plans.

5. Upon receipt of notice from Consultant that the project being designed is likely to exceed funding limitations, the City will review the Consultant's revised estimate of construction cost.

6. If it determined that the estimated construction contract price has been significantly underestimated such that the award of a construction contract within the estimate is improbable, the City, at its sole discretion, may authorize a change in scope or materials to reduce the estimated construction cost to an amount within the funding limitations.

[END]

G. City’s Responsibilities