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PQH Architects (in vault) CEry �6,rcc /,fOtPr7*,,p.,o �AOA.)O VA-iedlo AO,+Z> /3Xf-/C/AJj& C-,'W-tlS f <e, r y C 77 0 fJ *_f M c—..% e 7-/-e C<.5 0 F F Az ry 4- Y, 0 a 45 rF-Aj r/0#j 4-A e-e-rs cojrj 7b rofinfric Of OJ dP CLe�OIC,C-4, -S: S 0 A,)A->,E C_ — 010"?::l Cr:._S Pon K O-eo oom /v,,(e,os /*;?06,-& K3 OX 13 C)(X' Estrella Eygineerigg Incorporated 7 1 1726 Kingsley Ave.,Suite 21 *Orange Park,Florida 32073 Pbone:(904)269-7880*Fax:(904)269-0$19 E-mail:Mailoestrella-engineeting.com March 5,2004 Don Ford,Building Official City of Atlantic Beach 800 Seminole Road Atlantic Beach,FL 32233-5445 Subject: Proposal for Mechanical Engineering Services HVAC Evaluation at Atlantic Beach City Hall Building Dear Mr. Ford: Our understanding of the project, our proposed services and fees are summarized as follows: PROJECT AND SYSTEMS: Estrella Engineering Incorporated will provide Basic Services for the subject project and system designs: Ll Area of Construction: Approximately 8,400 square feet E3 Scope of Work: Evaluate the existing air conditions systems in order to improve comfort and operation. Furnish a report with recommendations for improv 01ments with estimated construction costs. BASIC SERVICES shall include the following services and relevant documentation: L3 Survey of the building to gather data relative to air conditioning!requirements. Ll Calculation of current air conditioning requirements L3 Evaluation of existing equipment and capacity L3 Develop recommendations for improvement • Develop estimated cost for each recommendation • Report Review Meeting FEES FOR BASIC SERVICES: THE FEE FOR BASIC SERVICES shall be a fixed amount of�6,000.00. Major revisions and changes to the scope of work or designs: Fees for changes will be at a negotiated fixed fee amount or will be billed at an hourly rate in accordance with the following schedule. POSITION HOURLY RATE Principal-Sr. Engineer $100.00 17 Professional Engineer $85.00 Designer 3 $70.00 Designer 2 $60.00 4!�- 0 Designer 1 $50.06 Cadd Operator $45.00 Clerical $40.00 Page Two Don Ford,Building Official City of Atlantic Beach Subject: Proposal for Mechanical Engineering Services HVAC Evaluation at Atlantic Beach City Hall Building PAYMENTS: • Payments for Basic Services,Reimbursable Costs, and Additional Services are due within 30 days of billing. • Progress payments shall be made on a monthly basis and are due upon billing. To indicate your acceptance of our proposal,date and sign this document below and return one copy of this proposal to our office. Please call if you have any questions re arding the scope of work or fee. Sin Q, Ila, PE Estrei PROPOSAL ACCEPTED BY: Date: Don Ford, City of Atlantic Beach Ford, Don From: Ford, Don Sent: Friday, May 28, 2004 7:52 AM To: Frank Ringhofer(E-mail) Cc: Hanson, Jim Subject: Notes on 95% complete plans-City Hall Additions and Alterations Frank, From the 95% set of plans, these are the changes/additions we would like to see in the 100% set of plans: Page S-1 -The two 8 inch Cypress Trees have been relocated. One is off site, the other is near the two Cypress Trees in the detention area. • Page AS-1 -The palms are to be removed. the costs of relocating palms is higher than the costs to replace with new palms. • Page A-1 -Clarify that all office doors are to be type 2 wood/glass. • Page A-3-Note referring to "cable web" please remove. The cable webs were not installed in the original building construction. Cedar top hand rails are not shown on the number 2 west elevation. • Page M 1&M2- Please add 2 stage heat pumps and "bronze glow" coating with ten year warranty or equal on all outdoor equipment. Don C.Forb CBO 800 Sevnixote Rb. Cit�q of Attantic BEACH,FL 32.2-33 P�ome go4-z47-582-6 05/20/2004 09:07 9042240023 POH ARCHITECTS PAGE 02 top WON 00 Comm WAOM M& SIAN Xpq" M L-2 XAJ1c 2410L u now OU74 RK slat smile )(w, OMMMAMM -ol uw U,-,OLW* L70 24 rT M 1*ry AMD 4,41--terS LIT 05/20/2004 09:07 9042240023 POH ARCHITECTS PAGE 01 PEREZ-QUIRONES-HOENSHEL 4141 Southpoint Drive E,Sufte 200 POH Jacksonville, Florida 32216 � FAX 40� 9 0 4 2 2 4 - 0 0 0 1 1 A A C H I T f " ' F A- X 224 - 0023 [313001300 To: '410�- Bwj Date- slrg 6/0,f company-. e4jN .,r Ad&mg&j& 5g&cL.- Fox No:.2A-7-k&57 subject eai� LbL11 Acku--ttvK Paga;1LIMuding Cow Shm s"Htcwt 0041,10k X*4 -MMAGE.- -t4A gkV 't"+ke kOA.--(CVL4- AKCI eto -.4+ &OSAII. ?jeQ" VeVjfft.� e c-(4 -rkLv tcke�.Of ts " �we - attctew4ekd t 4+ 0-ve 0 e O&A Q Ls q I e'ovver-l- Ole !j to,r!5 "!;' - VAAV-& K!* C-LiAftae2 adC-*K4W!fj L 7"ft(C_ f2 F)romneDe*of-- IF YOU DO NUr"Mn AM OF M PAGXI�PLYASE CAM(V"224401. TWS ROORMATION COWAMD IN nW I?ACSU#MZ IS PRPVUXM AND CONFIODENTIAL WORMAITON Bq2MED ONLY FOR TM USE OF THE MINIMAL OR ENTnY NAWD AWw mF Tmz p.FAOUt 4)jr TEw MMAGE 109 NOT THE UfITNDRD PJDCUUW, YOU ARE BE3=y KoIUM nUT Am iq MMA6770M - VWUnW OR COPTIM OF TM CobQMX*3CA1ftoN is sntwmlv IF YM HAVE RUCE11*11M UM CCWVAMCAI"IN MROA,PLFME mrmamY MY USCXXJZCTISYTELEMOMAMR=umTm(mcuqALMMAGETOUSATTMM)OVE ADOMM VU TM US POSrYAL YOU. 6,4 CITY OF ATLANTIC BEACH j", �B LDING AND PLANNING 9, UI z,- 2 P" U." z r5 800 SEMINOLE ROAD ATLANTIC BEACH,FLORIDA 32233-5445 Telephone: (904)247-5826 Fax: (904)247-5845 V~.COAB.US FAX r. Fax#: TO: From: Don T 6-LJ Date: �3 fill Pages: Re: E:1 Urgent For Review Please Reply Notes: 8a)ric C-A S u rr bo 10 10 r v A c J-71---- ZD J;c N% PO --- I .s......I CczreO.Tj,7carte "r H III 13t 'y a I 10 11 '11 111 A 10 13 0 v p MAPolt I I I 10 3 13 StcoarvJbyy(Lp4y?=04m�alar I I v 1 110 111011111101 lilt oxxom ww 1 ow" I'v.j.___ 1!TIq .73wx I�LD wcwaw w" I mmo I tolit/01 I I I I 3KISDIUMV HOa Will It cc) MO -rZ WO 0 0 o 0 0 Ford, Don From: Thompson, David Sent: Tuesday, February 24, 2004 9:16 AM To: Ford, Don Subject: RE: Locate of Jacks for City Hall addition Don, Thank you... I will have Bryan contact you right away to keep this moving... Chief T. -----Original Message----- From: Ford,Don Sent: Tuesday, February 24,2004 7:16 AM To: Thompson, David Subject: RE: Locate of Jacks for City Hall addition David, The important part of this process is to have a responsible party locate the jacks and give the designer the info in a reasonable amount of time.This project has already been set back due to changes by staff. If you and Bryan want to take the initiative and get the jacks located that will work for me. Don -----Original Message----- From: Thompson,David Sent: Monday, February 23,2004 2:25 PM To: Ford, Don Subject: RE: Locate of Jacks for City Hall addition Don, Is it necessary to get with each individual to see where each one would like a jack or cable? As much as I like to have input from people... people move from one office to another... some move out... others move in... and I don't know that customizing each office to the individual user is desirable. It seems that it would be more cost effective to plan the jacks and cables so that they could share common walls... and to place them in a standardized configuration to accommodate different people in the future. I will be glad to meet with you to discuss this further... I just don't want to create more work than necessary for you or for Bryan. Chief T. -----Original Message----- From: Ford, Don Sent: Friday, February 20, 2004 11:24 AM To: Thompson, David; Smith, Bryan Cc: Hanson,Jim Subject: Locate of Jacks for City Hall addition David, The architect needs to have the data systems and phone jacks located in each of the new offices in the proposed addition. Someone needs to get with each person that will occupy the offices to determine their furniture layout and where they need jacks installed. We also need to know specifics on the type of jacks and cables to be used. PO , ff A R C H I T E C T S ATLANTIC BEACH CITY HALL,ADDITIONS AND ALTERATIONS ATLANTIC BEACH, FL MEETING NOTATIONS January 8,2004 THOSE IN ATTENDANCE: Don C. Ford CBO, Building Official City 'of Atlantic Beach Jim Hanson, City Manager City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach Jose M., Perez, AIA PQH Architects, Inc. *W. Robert Stasiewicz PQH Architects, Inc. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THTSE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Thursday, January 8, 2004. The purpose of the meeting was to discuss the project b udget. 1. PQH transmitted the following item to the City: a. Wolf Technologies Soils Report, 01-02-04. 2. The City and PQH reviewed the Plan and Conceptual Costs. The following items were discussed: a. $322,340.00 is the current budget approved by t i he Commission which includes Architect's compensation. b. The construction budget is now at $398,000.00 plus the architectural consultant fees. c. Several substantial revisions to the plan, since the last budget approval, include the following items: >More comprehensive renovations to the existing!:Building Lobby. >More comprehensive renovations to the Support Area at the existing building south end. >Converting east side exterior break deck to interior office space. >Expansion of the new addition building envelope per Nelson's request. d. Due to budget constraints, proposed renovations to the existing building may need to be by"Additive Alternates". 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I mw.pqh.com 3. ACTION ITEM: PQH to provide RFQ to City for Pre-qualifying Contractors to bid on project. RFQ to include construction budget limit of$375,000.00. PQH recommends a "short list" selection of no less than three (3)but no more than seven (7) contractors. 4. PQH to deliver Construction Documents to the City approximately two (2) months after receiving City Notice To Proceed. The Notice To Proceed is currently scheduled to be given on Tuesday, January 27, 2004. 5. The City will distribute the construction documents. Contractors will be required to purchase two (2) sets of bid documents for a non-refandable cost of $100.00. Bids to include a list of the major sub-contractors. 6. City and PQH target date for beginning construction is approximately around June 1, 2004 with Substantial Completion by the end of this year.! END OF MEETING NOTATIONS cc: All attendees WRS1wmmABCH:mtg.010804 7- OA) 6-1j o cj,6L- FL b A -tl r') C) Lo F-V VL- 0 PPVVL-C c i o 7-o c) v,, lei r- p" r10 OJ v: o4F- r -t 7 �To 600 3 F p 000 14 fi-4173�12 lCewl'04jr1w 0 135 1-/ r/---- FAM c oou,7oe m-c r-t7 ,z ? 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C> :3 �09 69 0) 0 z 0 p p CD C) 0 C) 0 0 C) C) C> C) C) C) C) C) C) C�, (D CD U) (n N) 0 a) C) (D (D CD Ul -4 -4 -n CY) 'a 00 C, 1 c:t :.4 �o 0 0 PQ C) 00 (D U) CD Na CD 0) z 8 — 8 p C) CD C) Ln C) Lrl CD b C) 0 C) 0 C) CD 1.9 �`o lol� M-1 Cl C:) 01 CD CD cn > w 0 CD -4 0 Ul Ln 2) -n CY) 0 N) N) CD ::) r- C) C) 2) 0 CL o LO T @ 0 < :5. x m U) (j) T CD Cl) 469 -1 69 69 fA 0 C)- Ul 0) LJ 0) .0. 0 > -4 Cn 00 Ln 0 Z 0 (D -4 --4 b ;l M 0 0 Cl) (D C) (D C) (D 0 C) C> CD M p p p p p p 3 C) C> 0 CD C� CD 0 CD CD CD 0 I 1 101 101 1 C> i'�:, ol m C:) 0 0 N) CD C) 0) 0 CC) C) — x co < > 0 M : U) 469 119 'Go 169 --1 :() 0) Cl) (D (3) :,4 P 0 CD 00 CD! w (D N) C) -P, 0 00 00 c 0 1 — p p 0 C)� p p — C> C) 0 C) 6 6 o 0 C) C) CD C) 0 0 C) C) ms C-S PROFESSIONAL SERVICES 4141 Southpoint Dr.,E,Suite 200 AMENDMENT PO Jacksonville, Florida 32216 , H 9 0 4 2 2 4 0 0 0 1 ARCHITECTS F AX 2 2 4 0 0 23 AMENDMENT NO. I In accordance with the AGREEMENT dated: August 28, 2003 BETWEEN: (CLIENT) City of Atlantic Beach 800 Seminole Road Atlantic Beach,FL 32233-5445 and: (CONSULTANT) PQH Architects, Inc. 4141 Southpoint Drive East, Suite 200 Jacksonville,FL 32216 for the Project: Atlantic Beach City Hall Additions and Alterations N authorization is (requested�(given) x to proceed with Additional Services o to proceed with revised scope of Basic Services 11 to incur Reimbursable Expenses or 11 notification is made 0 of the need to proceed with Contingent Additional Services ii of the need for other services AS FOLLOWS: SCOPE INCREASE: >Conceptual Plan Modifications; meetings,re-work plans ($ 1,250.00) >Final Design: Increased budget times 1.8; additional design work ($18,000.00) >Geotechnical: See Attached $ 1,485.00) The following adjustments shall be made to compensation and time. Compensation: $ 20,735.00 ($1,250+$18,000+$1,485) Time: Additional 20 Days Prompt written notice is req I d if the services indicated are not needed. SUBMITT Y: AUTHORIZATION IS GIVEN OR NOTIFICATION 15 ACKNOWLEDGED BY: (Signature) (Signature) JOSE Z,AIA, PRESIDENT JIM HANSON, CITY MANAGER (Printed n gmeand title) (Printed name and title) DECEMBER 5, 2003 (Date) (Date) ABProfServicesAmendNo.1 LETTER OF TRANSMITTAL NGI NATIONAL GRAPHIC IMAGING TO:City Of Atlantic Beach DATE: 4/26/2Ob4 w/o#: 18468 800 Seminole Rd DUE BY: P/U#: Atl Bch, Fl. ATTENTION: Don Ford RE: Plans from PQH WE ARE SENDING YOU 0 ATTACHED El UNDER SEPARATE COVER VIA THE FOLLOWING ITEMS: SHOP DRAWINGS El PRINTS [I PLANS 0 SAMPLES 0 SPECIFICATIONS COPY OF LETTER CHANGE ORDER COPIES DATE NUMBER DESCRIPTION THESE ARE TRANSMITTED AS CHECKED BELOW: El FORAPPROVAL El APPROVED AS SUBMITTED 0 RESUBMIT COPIES FOR APPROVAL 0 FOR YOUR USE El APPROVED AS NOTED El RESUBMIT COPIES FOR DISTRIBUTION El AS REQUESTED El RETURNED FOR CORRECTIONS C1 RETURN CORRECTED PRINTS El FOR REVIEW AND COMMENT n n FORBIDS DUE 20— El PRINTS RETURNED AFTER LOAN TO US REMARKS: COPY TO: SIGNED: 7999 Philips Hwy. Suite 202 Jacksonville, FL 32256 i Phone: (904)448-1600 Fax: (904)448-6804 Wel�b: www.ngiusa.com Tampa Westshore Tampa Downtown Jacksonville Orlando Ocala Atlanta Washington DC PEREZ-QUINONES-HOENSHEL TRANSMITTAL 4141 Southpoint Dr., E,Suite 200 POH Jacksonville, Florida 32216 4 0 C I T E C 1 9 0 4 2 2 4 - 0 0 0 1 LETTER FAX 224 - 0023 PROJECT: City Hall Additions/Alterations ARCHITECT'S Atlantic Beach, Florida PROJECT NO.: 03038 DATE: 12-05-03 TO: City of Atlantic Beach If enclosures are not as noted,please 800 Seminole Road inform us immediately. Atlantic Beach, FL 32233-5445 If checked below,please: ATTN: Don C. Ford, Building Official ( ) Acknowledge receipt of enclosures. Return enclosures to us. WE TRANSMIT: x) herewith under separate cover ) in accordance with your request FOR YOUR: (x approval distribution to parties review&comment information use record THE FOLLOWING: (X Drawings Specifications Shop Drawing Prints Change Order Shop Drawing Reproducibles Samples Product Literature Other COPIES DATE REV. DESCRIPTION ACTION NO. CODE 2 12-05-03 Schematic Extended Floor Plan, revised per discussion at E 12/4/03 meeting. 2 12-05-03 Professional Services Amendment No. I E 1 12-05-03 Revised Opinion of Probable Cost 1 12-05-03 Two Drawings by Nelson ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under CODE B. No action required REMARKS C. For signature and return to this office E. See REMARKS below REMARKS: Plan contains two (2) Options, 1 and 2, for H.R. Rooms. Please review and advise PQH on how to proceed. Also for your review and acceptance,find enclosed Professional Services Amendment,please sign and return one copy to us for our files. Should you have any questions, please do not hesitate to contact our office. COPIES TO: (with enclosures) El El 11 BY: VJos . erez, AIA, resident PQH File /,,4rez, AIA, r PQH:cbr:fordtr[12503 PO , H A R C H I T E C T S ATLANTIC BEACH CITY HALL,ADDITIONS AND ALTERATIONS ATLANTIC BEACH, FL MEETING NOTATIONS December 5,2003 THOSE IN ATTENDANCE: Don C. Ford CBO, Building Official City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach *W. Robert Stasiewicz PQH Architects, Inc. 4k. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Friday, December 5, 2003. The purpose of the meeting was to review the PQH Floor Plans with the 12-04-03 revisions. The following items were discussed at the meeting: 1. PQH transmitted the following items to the City: a. Schematic Extended Floor Plan, 12-05-03, revised per discussion at 12-04-03 meeting, attached. b. Professional Services Amendment No. 1. c. Revised Opinion of Probable Cost. d. Two (2) drawing sketches by Nelson. 2. The City and PQH reviewed the Plans and Conceptual Costs. As a result of the discussion, PQH will revise the plans to include the following items: a. Provide Option 2 Plan for the addition. b. Revise Nelson's Office and Office#5 to look similar to H.R. Offices#1 and#2. c. Show revised furniture layout for the Customer Service Supervisor's Office. d. Show Area Analysis below plan. Transmit a PDF e-file and hard copies of the revised plan. 3. The City will issue a Purchase Order (P.O.) for the Soil 8orings work. Once the P.O. is received, PQH will authorize Wolf Technologies to begin field work. The City requests a field meeting with Wolf to confirm locations of the borings prior to beginning work. 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224,0023 1 AA C000946 I www.pqh.com 4. The latest PQH Plan, PQH Professional Services Amendment, 12-05-03, and PQH Revised Opinion of Probable Cost, 12-05-03, cannot be scheduled for approval at the next Commission Meeting, Monday, 12-08-03. These items will be scheduled for approval at the Commission Meeting on Monday, 0 1-12-04. 5. The City and PQH agreed that the next Phase of Work will continue after the items listed in Item 4 above are approved. PQH will begin work upon receiving the City's Authorization to Proceed. END OF MEETING NOTATIONS Attch: as noted above cc: All attendees Jim Hanson—City Manager Jose M. Perez-PQH WRS1wmmABCH:mtg.120503 wc"WW W" lie 12M SffOUYWYL7Y, v I I I I I I I I I I I I aZ14 oLL r a a r acam W" NY"W WO-W CSONRiU W'W 10 loll]I jlya mso 01 lot F5 r= L'i Li 58 77-77 0 n 25 C);;0 ................ ...... .................. ................. .......... . .............................. PROFESSIONAL SERVICES 4141 Southpoint Dr.,E,Suite 200 AMENDMENT Jacksonville, Florida 32216 ROH 9 0 4 - 2 2 4 - 0 0 0 1 ARCHITECTS F A X - 2 2 4 - 0 0 23 AMENDMENT NO. I In accordance with the AGREEMENT dated: August 28, 2003 BETWEEN: (CLIENT) City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233-5445 and: (CONSULTANT) PQH Architects,Inc. 4141 Southpoint Drive East, Suite 200 Jacksonville,FL 32216 for the Project: Atlantic Beach City Hall Additions and Alterations * authorization is (requested�(given) x to proceed with Additional Services o to proceed with revised scope of Basic Services 11 to incur Reimbursable Expenses or * notification is made c of the need to proceed with Contingent Additional Services 0 of the need for other services AS FOLLOWS: SCOPE INCREASE: >Conceptual Plan Modifications; meetings,re-work plans ($ 1,250.00) >Final Design: Increased budget times 1.8; additional design work ($18,000.00) >Geotechnical: See Attached $ 1,485.00) The following adjustments shall be made to compensation and time. Compensation: $ 20,735.00 ($1,250+$18,000+$1,485) Time: Additional 20 Days Prompt written notice is requi ry if the services indicated are not needed. SUBMI Y: AUTHORIZATION IS GIVEN OR 7710 �7 NOTIFICATION IS ACKNOWLEDGED BY: (Signature) (Signature) JOSE M. R-4E , AIA,,PRESIDENT JIM HANSON, CITY MANAGER Z (Printed name nd�t�itle) (Printed name and title) DECEMBER 5, 2003 (Date) (Date) ABProfServicesAmendNo.1 MEMORANDUM Monday, April 28, 2003 To: Jim Hanson From: Don C.Ford Subject: Renovations to City Hall The following are possible changes to the floor plan in City Hall: 1- Space for Building Inspector—The Building Inspector is presently sharing a 10 ft by 14 ft. space with the Code Enforcement officer. 2- Space for the permits clerk—The permits clerk needs a semi-private space to create an area to concentrate on permits etc. without constant interruption. 3- Area for plans—The dept. needs a space to open up a complete set of plans to review with contractors etc. The present counter does not allow for this. 4- Add a door to the hallway next to the Building Officials office to create privacy between the Admin. Assistant and the Building Official. TRANSMITTAL PEREZ-QUAONES-HOENSHEL 4141 Southpoint Dr.,E,Suite 200 P 01i Jacksonville, Florida 32216 9 0 4 2 2 4 - 0 0 0 1 LETTER A R C h I T E C 7 6 0,, FAX 224 - 0023 PROJECT: City Hall Add itions/Alterations ARCHITECT'S Atlantic Beach, FL PROJECT NO.: 03038 DATE: 12/09/03 TO: City of Atlantic Beach If enclosures are not as noted,please 800 Seminole Road inform us immediately. Atlantic Beach, FL 32233-5445 If checked below,please: ATTN: Don C. Ford, Building Official ( ) Acknowledge receipt of enclosures. Return enclosures to us. WE TRANSMIT: (X) herewith under separate cover ( ) in accordance with your request FOR YOUR: (X) approval distribution to parties review& comment information use record THE FOLLOWING: (X) Drawings Specifications Shop Drawing Prints Change Order Shop Drawing Reproducibles Samples Product Literature Other COPIES DATE REV. DESCRIPTION ACTION NO. CODE 2 12/08/03 Schematic Extended Floor Plan, revised per discussion at E 12/05/03 meeting. I �- I ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under REMARKS CODE B. No action required E. See REMARKS below C. For signature and return to this office REMARKS: Plan has been revised to include the following items: 1. Provide plan with Option 2 addition. 2. Revise the partition between Nelson's Office and Office#5 to match partition between H.R. Office #1 and #2. Nelson's furniture layout is revised accordingly. 3. Show revised furniture layout in Customer Service Supervisor's Office. 4. Show Area Analysis below plan. Should you have any questions, please do not hesitate to contact our office. COPIES TO: (with enclosures) 0 PQH File E3 BY: W. Robert Stasiewicz for Jose,M. Perez, AIA, President WRS/wmm:Al3CH.Ford.trltr.1209W PO , ff A R C H I T E C T S ATLANTIC BEACH CITY HALL,ADDITIONS AND ALTERATIONS ATLANTIC BEACH,FL MEETING NOTATIONS December 4,2003 THOSE IN ATTENDANCE: Don C. Ford CBO, Building Official City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach Jose M. Perez, AIA PQH Architects, Inc. *W. Robert Stasiewicz PQH Architects, Inc. el, PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Thursday, December 4, 2003. The purpose of the meeting was to receive the City review comments on the latest PQH plans, 10-29-03. The following items were discussed at the meeting: 1. The City transmitted the following attached items to PQH: a. Two (2) sketches from Nelson Van Liere. 2. The City and PQH reviewed all the Plans and Conceptual Costs. As a result of the discussion, PQH will revise the plans to include the following items: a. Develop the Extended Floor Plan without drive-thru. Discard the remaining proposed Floor Plans. b. Revise some of the new office partitions per Nelson's sketches. c. Relocate Conference Room and Support Spaces. Provide V2 height glass in Conference Room side wall partitions with solid end partitions. d. Relocate Community Development Director's Office. e. Revise Cashier Area to include space for Meter Readers. f. Relocate Customer Service Supervisor. 3. Provide space for water cooler in new addition area. 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I www.ogh.com 4. CITY ACTION ITEM: Provide list of all equipment to be located in large Support Room. Include size, footprint and plumbing, mechanical and power requirements. Include sketch of preferred equipment location within room. 5. Replace floor tile in Building Lobby. 6. PQH to provide Soils Boring Proposal to the City. 7. PQH to request survey revision to include trees flagged by the City but not shown on current survey drawing. 8. Some portion of the building addition to be piling supported. 9. Retention area south of building may need to be expanded to the east. END OF MEETING NOTATIONS Attch: as noted above cc: All attendees Jim Hanson—City Manager WRSAivmmABCH:mtg.120403 &II.A F5 01 CID 0 t:lz r. r7 14� 135 LD F5 �41 O-Q 4 CITY OF ATLANTIC BEACH OFFICE OF THE CITY CLERK 800 SEMINOLE ROAD ATLANTIC BEACH,FLORIDA 32233-5445 TELEPHONE:(904)247-58 10 SUNCOM:852-5810 FAX:(904)247-5946 http://ci.atlantic-beach.fl.us September 12, 2003 PQH Architects Attention: Jose M.Perez, AIA, President 4141 Southpoint Drive East Jacksonville, FL 32216 Subject: Architectural Services for Renovation of City Hall Dear Mr. Perez: This is to advise that the Atlantic Beach City Commission, on Monday, September 8, 2003,approved the contract with your firm to design an expansion of approximately 1200 sq. ft.to our City Hall. The contract has been signed by City Manager Jim Hanson on behalf of the City and a copy is enclosed for your records. If you have any questions, or need additional information please contact our Building Official, Don Ford, at 247-5800 or by e-mail at dford@ci.atlantic-beach.fl.us. We look forward to working with your firm on this project. Sincerely, g M Certified Municipal tC xc: Building Official 199 7 EDITION AIA DOCUMENT B141-1997 Standard Form of Agreement Between Owner and Architect with Standard Form of Architect's Services This document has important legal consequences. A G R E E M E N T made as ofthe Twenty—eighth (28th) day Of August Consultation with an in the year Two thousand and three (2003). attorney is encouraged (In words,indicate day,month and year) with respect to its completion or modification. B E T W E E N the Architect's client identified as the Owner: (Same,address and other information) TABLE OF ARTICLES City of Atlantic Beach 1.1 INITIAL INFORMATION 800 Seminole Road Atlantic Beach, FL 32233-5445 1.2 RESPONSIBILITIES OF THE and the Architect: PARTIES PQH Architects Inc. 1-3 TERMS AND CONDITIONS 4141 Southpoint Drive East, Suite 200 1.4 SCOPE OF SERVICES AND Jacksonville,FL 32216 OTHER SPECIAL TERMS For the following Project: AND CONDITIONS PROJECT SCOPE: Project is in City Hall located at 800 Seminole Road in Atlantic I-S COMPENSATION Beach. The new addition will be approximately 1,200 s.f.and shall be an expansion of the existing City Hall building which contains 6,400 square feet. The project will include the addition of several new offices,remodeling of tile lobby area,expansion or relocation of a conference room and possibly the addition of a drive-thru payment window and reconfiguration of the adjacent parking lot. The design portion of the project will have two phases. The first will include the Schernatic Phase which will include a design of the floor plan with an opinion of probable cost so that a budget can be established for the project. The second phase -�Ali 71xx�Ao ,�'_q f , of tile project will include Final Design and related services up to the bid opening and be approved once the City Commission has budgeted the funds needed. 0 1997 A1A@ The new addition shall have an architectural style that is consistent with the original AIA DOCUMENT B141-1997 STANDARD FORM City Hall building. AGREEMENT The American Institute The Owner and Architect agree as follows: of Architects 1735 New York Avenue,N.W. Copyright 1917,1926.1948,1951,1953, 1958,1961,1963,1966,1967,1970,1974,1977,1987.01997 by The American Washington,D.C.20006-5292 institute of Architects.Reproduction of the material herein or substantial quotation of its provisions without writilen _u permission of the AIA violates the copyright taws of the United States and will subject the violator to legal prosecu- ARTICLE 1.1 INITIAL INFORMATION 1.1.1 This Agreement is based on the following information and assumptions. (Note the disposition for the following items by inserting the requested information or a statement such as"nol applicable,""unknown at lime of execution"or"to be determined later by muwal agreement. 1.1.2 PROJECT PARAMETERS 1.1.2.1 The objective or use is: (Identify or describe,if appropriate,proposed use or goals.) City Hall expansion and remodeling to support the City's mission to provide service to its citizens. 1.1.2.2 The physical parameters are: (Identify or describe,ifappropriate,size,location,dimensions,or other Pertinent information, such as geoiechnical reports about the site.) Location of project is at the existing City Hall. 1.1.2.3 The Owner's Program is: (Identify documentation or state the manner in which the program will be developed.) Architect to provide Programming Services during the Schematic Phase. 1.1.2.4 The legal parameters are: (identify pertinent legal information, including, if appropriate, land surveys and legal descriptions and restrictions of the site.) Property and topographical survey to be provided as a reimbursable to Architect. 1.1-2.5 The financial parameters are as follows. a Amount of the Owner's overaU budget for the Project, including the Architect's compensation,is: $250,000.00 more or less subject to review by City Commission. 1.1.2.6 The time parameters are: (Identify,if appropriate,milestone dates,durations or fast track scheduling.) Schematic Phase — 30 days after Notice to Proceed and receipt of survey. Final Design — 75 days after Notice to Proceed 1.1.2.7 The proposed procurement or delivery method for the Project is: (identify method such as competitive bid,negotiated contract,or construction management.) To be determined 1.1.2.8 Other parameters are: (Identify special characteristics or needs of the Project such as energy,environmental or historic preservation requirements.) 0 1997 AIAQ AJA DOCUMENT B141-1997 None STANDARD FORM AGREEMENT The American Institute of Architects 1735 New York Avenue,N.W. Washington.D.C.20006-5292 1.1.3 PROJECT TEAM 1.1.3.1 The Owner's Designated Representative is: (List natne,address and other information.) Don C. Ford CBO, Building Official City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233 1.1.3.2 The persons or entities, in addition to the Owner's Designated Representative, who are required to review the Architect's submittals to the Owner are: (List name,address and other information.) Jim Hanson, City Manager City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233 1.1.3.3 The Owner's other consultants and contractors are: (List discipline and,if known,identify them by name and address.) Not Applicable 1.13.4 The Architect's Designated Representative is: (List name,address and other information.) Jose M. Perez, AIA PQH Architects, Inc. 4141 Southpoint Drive East, Suite 200 Jacksonville, FL 32216 1.1-3..5 The consultants retained at the Architect's expense are: (List discipline and,if known,identify them by name and address.) To be determined by the Architect 1.1.4 Other important initial information is: None 1.1.5 When the services under this Agreement include contract administration services, the General Conditions of the Contract for Construction shall be the edition of AIA Document A2oi current as of the date of this Agreement,or as follows: 0 1997 A I A 4) ALA DOCUMENT B141-1997 1.1.6 The information contained in this Article i.i may be reasonably relied upon by the Owner STANDARD FORM and Architect in determining the Architect's compensation.Both par-Lies,however,recognize that AGREEMENT such information may change and, in that event,the Owner and the Architect shall negotiate The American Institute appropriate adjustments in schedule,compensation and Change in Services in accordance with of Architects Paragraph 1.3.3. 1735 New York Avenue,N.W. Washington,D.C.20006-5292 ARTICLE 1.2 RESPONSIBILITIES OF THE PARTIES 1.2.1 The Owner and the Architect shall cooperate with one another to fulfill their respective obligations under this Agreement. Both parties shall endeavor to maintain good working relationships among all members of the Project team. 1.2.2 OWNER 1.2.2.1 Unless otherwise provided under this Agreement,the Owner shall provide full information in a timely manner regarding requirements for and limitations on the Project.The Owner shall furnish to the Architect,within 15 days after receipt of a written request,information necessary and relevant for the Architect to evaluate,give notice of or enforce lien rights. 1.2.2.2 The Owner shall periodically update the budget for the Project, including that portion allocated for the Cost of the Work. The Owner shall not significantly increase or decrease the overall budget,the portion of the budget allocated for the Cost of the Work, or contingencies included in the overall budget or a portion of the budget,without the agreement of the Architect to a corresponding change in the Project scope and quality. 1.2.2.3 The Owner's Designated Representative identified in Paragraph 1.1.3 shall be authorized to act on the Owner's behalf with respect to the Project. The Owner or the Owner's Designated Representative shall render decisions in a timely manner pertaining to documents submitted by the Architect in order to avoid unreasonable delay in the orderly and sequential progress of the Architect's services. 1.2.2.4 The Owner shall furnish the services of consultants other than those designated in Paragraph 1.1.3 or authorize the Architect to furnish them as a Change in Services when such services are requested by the Architect and are reasonably required by the scope of the Project. 1.2.2.5 Unless otherwise provided in this Agreement,the Owner shall furnish tests,inspections and reports required by law or the Contract Documents� such as structural, mechanical, and chemical tests,tests for air and water pollution,and tests for hazardous materials. 1.2.2.6 The Owner shall furnish all legal,insurance and accounting services,including auditing services,that may be reasonably necessary at any time for the Project to meet the Owner's needs and interests. 1.2.2.7 The Owner shall provide prompt written notice,to the Architect if the Owner becomes aware of any fault or defect in the Project,including any errors,omissions or inconsistencies in the Architect's Instruments of Service. 1.23 ARCHITECT 1.23.1 The services performed by the Architect,Architect's employees and Architect's consultants shall be as enumerated in Article 1.4. 1.23.2 The Architect's services shall be performed as expeditiously as is consistent with professional skill and care and the orderly progress of the Project.The Architect shall submit for the Owner's approval a schedule for the performance of the Architect's services which initially shall be consistent with the time periods established in Subparagraph 1.1.2.6 and which shall be 96' adjusted,if necessary,as the Project proceeds.This schedule shall include allowances for periods 0 19 97 A I A 0 of time required for the Owner's review,for the performance of the Owner's consultants,and for AIA DOCUMENT B141-1997 approval of submissions by authorities having jurisdiction over the Project. Time limits STANDARD FORM established by this schedule approved by the Owner shall not, except for reasonable cause,be AGREEMENT exceeded by the Architect or Owner. The American Institute of Architects 1735 New York Avenue,N.W. Washington,D.C.20006-5292 1.2.3.3 The Architect's Designated Representative identified in Paragraph 1.1.3 shall be authorized to act on the Architect's behalf with respect to the Project. 1.2.3.4 The Architect shall maintain the confidentiality of information specifically designated as confidential by the Owner,unless withholding such information would violate the law,create the risk of significant harm to the public or prevent the Architect from establishing a claim or defense in an adjudicatory proceeding,The Architect shall require of the Architect's consultants similar agreements to maintain the confidentiality of information specifically designated as confidential by the Owner. 1.2.3.5 Except with the Owner's knowledge and consent, the Architect shall not engage in any activity, or accept any employment, interest or contribution that would reasonably appear to compromise the Architect's professional judgment with respect to this Project. 1.2.3.6 The Architect shall review laws, codes, and regulations applicable to the Architect's services. The Architect shall respond in the design of the Project to requirements imposed by governmental authorities having jurisdiction over the Project. 1.2.3.7 The Architect shall be entitled to rely on the accuracy and completeness of services and information furnished by the Owner.The Architect shall provide prompt written notice to the Owner if the Architect becomes aware of any errors,omissions or inconsistencies in such services or information. ARTICLE 1.3 TERMS AND CONDITIONS 1.3.1 COST OF THE WORK iau The Cost of the Work shall be the total cost or,to the extent the Project is not completed, the estimated cost to the Owner of all elements of the Project designed or specified by the Architect. U.1.2 The Cost of the Work shall include the cost at current market rates of labor and materials furnished by the Owner and equipment designed,specified,selected or specially provided for by the Architect,including the costs of management or supervision of construction or installation provided by a separate construction manager or contractor,plus a reasonable allowance for their overhead and profit. In addition,a reasonable allowance for contingencies shall be included for market conditions at the time of bidding and for changes in the Work. 13.1-3 The Cost of the Work does not include the compensation of the Architect and the Architect's consultants,the costs of the land,rights-of-way and financing or other costs that are the responsibility of the Owner. 13.2 INSTRUMENTS OF SERVICE 13.2.1 Drawings, specifications and other documents, including those in electronic form, prepared by the Architect and the Architect's consultants are Instruments of Service for use sole- ly with respect to this Project.The Architect and the Architect's consultants shall be deemed the a> -vice and shall retain all common law, 4V authors and owners of their respective Instruments of Ser statutory and other reserved rights,including copyrights. 0 1997 AIAS AJA DOCUMENT B141-1997 13.2.2 Upon execution of this Agreement, the Architect grants to the Owner a nonexclusive STANDARD FORM AGREEMENT license to reproduce the Architect's Instruments of Service solely for purposes of constructing, using and maintaining the Project, provided that the Owner shall comply with all obligations, The American Institute including prompt payment of all sums when due,under this Agreement.The Architect shall of Architects 1735 New York Avenue,N.W. 5292 Washin8ton,D.C.20006-71 obtain similar nonexclusive licenses from the Architect's consultants consistent with this Agreement.Any termination of this Agreement prior to completion of the Project shall terminate this license.Upon such termination,the Owner shall refrain from making further reproductions of Instruments of Service and shall return to the Architect within seven days of termination all originals and reproductions in the Owner's possession or control. If and upon the date the Architect is adjudged in default of this Agreement, the foregoing license shall be deemed terminated and replaced by a second, nonexclusive license permitting the Owner to authorize other similarly credentialed design professionals to reproduce and,where permitted by law, to make changes, corrections or additions to the Instruments of Service solely for purposes of completing,using and maintaining the Project. 1.3.2.3 Except for the licenses granted in Subparagraph 1.3.2.2,no other license or right shall be deemed granted or implied under this Agreement. The Owner shall not assign, delegate, sublicense,pledge or otherwise transfer any license granted herein to another party without the prior written agreement of the Architect.However,the Owner shall be permitted to authorize the Contractor, Subcontractors, Sub-subcontractors and material or equipment suppliers to reproduce applicable portions of the Instruments of Service appropriate to and for use in their execution of the Work by license granted in Subparagraph 1.3.2.2.Submission or distribution of Instruments of Service to meet official regulatory requirements or for similar purposes in connection with the Project is not to be construed as publication in derogation of the reserved rights of the Architect and the Architect's consultants.The Owner shall not use the Instruments of Service for future additions or alterations to this Project or for other projects,unless the Owner obtains the prior written agreement of the Architect and the Architect's consultants. Any unauthorized use of the Instruments of Service shall be at the Owner's sole risk and without liability to the ArchJitect and the Architect's consultants. 1-3.2.4 Prior to the Architect providing to the Owner any Instruments of Service in electronic form or the Owner providing to the Architect any electronic data for incorporation into the Instruments of Service,the Owner and the Architect shall by separate written agreement set forth the specific conditions governing the format of such Instruments of Service or electronic data, including any special limitations or licenses not otherwise provided in this Agreement. 1.3.3 CHANGE IN SERVICES 1-3.3.1 Change in Services of the Architect, including services required of the Architect's consultants, may be accomphshed after execution of this Agreement,without invalidating the Agreement,if mutually agreed in writing, if required by circumstances beyond the Architect's control, or if the Architect's services are affected as described in Subparagraph 1-3.3.2. In the absence of mutual agreement in writing,the Architect shall notify the Owner prior to providing such services.If the Owner deems that all or a part of such Change in Services is not required,the Owner shall give prompt written notice to the Architect, and the Architect shall have no obligation to provide those services.Except for a change due to the fault of the Architect,Change in Services of the Architect shall entitle the Architect to an adjustment in compensation pursuant to Paragraph 1.5-2, and to any Reimbursable Expenses described in Subparagraph 1-3.9.2 and Paragraph 1.5.5. 1.3.3.2 If any of the following circumstances affect the Architect's services for the Project, the Architect shall be entitled to an appropriate adjustment in the Architect's schedule and compensation: 0 19 9 7 A I A 0 .i change in the instructions or approvals given by the Owner that necessitate revisions in AIA DOCUMENT B141-1997 STANDARD FORM Instruments of Service; AGREEMENT .2 enactment or revision of codes, laws or regulations or official interpretations which necessitate changes to previously prepared Instruments of Service; The American Institute of Architects 1735 New York Avenue,N.W. Washington,D.C.20006-5292 .3 decisions of the Owner not rendered in a timely manner; .4 Significant change in the Project including,but not limited to,size,quality,complexity, the Owner's schedule or budget,or procurement method; .s failure of performance on the part of the Owner or the Owner's consultants or contractors; .6 preparation for and attendance at a public hearing,a dispute resolution proceeding or a legal proceeding except where the Architect is party thereto; .7 Change in the information contained in Article i.i. 13.4 MEDIATION 1.3.4.1 Any claim,dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to arbitration or the institution of legal or equitable proceedings by either party.If such matter relates to or is the subject of a lien arising out of the Architect's services, the Architect may proceed in accordance with applicable law to comply with the lien notice or filing deadlines prior to resolution of the matter by mediation or by arbitration. 1.3.4.2 The Owner and Architect shall endeavor to resolve claims,disputes and other matters in question between them by mediation which,unless the parties mutually agree otherwise,shall be in accordance with the Construction Industry Mediation Rules of the American Arbitration Association currently in effect.Request for mediation shall be filed in writing with the other party to this Agreement and with the American Arbitration Association. The request may be made concurrently with the filing of a demand for arbitration but, in such event, mediation shall proceed in advance of arbitration or legal or equitable proceedings,which shall be stayed pending mediation for a period of 6o days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. 1.3.43 The parties shall share the mediator's fee and any filing fees equally.The mediation shall be held in the place where the Project is located,unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. 1.3.5 ARBITRATION 1.3.5.1 Any claim,dispute or other matter in question arising out of or related to this Agreement shall be subject to arbitration.Prior to arbitration,the parties shall endeavor to resolve disputes by mediation in accordance with Paragraph 1.3.4. 1.3.5.2 Claims,disputes and other matters in question between the parties that are not resolved by mediation shall be decided by arbitration which,unless the parties mutually agree otherwise,shall be in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association currently in effect.The demand for arbitration shall be filed in writing with the other party to this Agreement and with the American Arbitration Association. 1.3.53 A demand for arbitration shall be made within a reasonable time after the claim,dispute or other matter in question has arisen.In no event shall the demand for arbitration be made after the date when institution of legal or equitable proceedings based on such claim,dispute or other matter in question would be barred by the applicable statute of limitations. 01997 AiA(10 AIA DOCUMENT 5141-1997 1-3.5.4 No arbitration arising out of or relating to this Agreement shall include,by consolidation STANDARD FORM AGREEMENT or Joinder or in any other manner,an additional person or entity not a party to this Agreement, except by written consent containing a specific reference to this Agreement and signed by the The American Institute Owner, Architect, and any other person or entity sought to be joined. Consent to arbitration of Architects involving an additional person or entity shall not constitute consent to arbitration of any claim, 1735 New York Avenue,N.W. Washington,D.C.20006-5292 11 A dispute or other matter in question not described in the written consent or with a person or entity not named or described therein.The foregoing agreement to arbitrate and other agreements to arbitrate with an additional person or entity duly consented to by parties to this Agreement shall be specifically enforceable in accordance with applicable law in any court having jurisdiction thereof. 1.3.5.5 The award rendered by the arbitrator or arbitrators shall be final,and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. 1.3.6 CLAIMS FOR CONSEQUENTIAL DAMAGES The Architect and the Owner waive consequential damages for claims,disputes or other matters in question arising out of or relating to this Agreement.This mutual waiver is applicable,without limitation, to all consequential damages due to either party's termination in accordance with Paragraph 1.3.8. 1.3.7 MISCELLANEOUS PROVISIONS 1.3.7.1 This Agreement shall be governed by the law of the principal place of business of the Architect,unless otherwise provided in Paragraph 1.4-2. 1.3.7.2 Terms in this Agreement shall have the same meaning as those in the edition of AIA Document A2oi,General Conditions of the Contract for Construction,current as of the date of this Agreement. 1.3.7.3 Causes of action between the parties to this Agreement pertaining to acts or failures to act shall be deemed to have accrued and the applicable statutes of limitations shall commence to run not later than either the date of Substantial Completion for acts or failures to act occurring prior to Substantial Completion or the date of issuance of the final Certificate for Payment for acts or failures to act occurring after Substantial Completion. In no event shall such statutes of limitations commence to run any later than the date when the Architect's services are substantially completed. 1.3.7.4 To the extent damages are covered by property insurance during construction,the Owner and the Architect waive all rights against each other and against the contractors, consultants, agents and employees of the other for damages, except such rights as they may have to the proceeds of such insurance as set forth in the edition of AlA Document A2oi,General Conditions of the Contract for Construction,current as of the date of this Agreement. The Owner or the Architect,as appropriate,shall require of the contractors,consultants, agents and employees of any of them similar waivers in favor of the other parties enumerated herein. 13.7.5 Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the Owner or Architect. 1.3.7.6 Unless otherwise provided in this Agreement, the Architect and Architect's consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of or exposure of persons to hazardous materials or toxic substances in any form at the Project site. 1.3.7.7 The Architect shall have the right to include photographic or artistic representations of the r-------I design of the Project among the Architect's promotional and professional materials.The Architect 01997 A1A@ shall be given reasonable access to the completed Project to make such representations.However, AIA DOCUMENT 8141-1997 STANDARD FORM the Architect's materials shall not include the Owner's confidential or proprietary information if AGREEMENT the Owner has previously advised the Architect in writing of the specific information considered by the Owner to be confidential or proprietary.The Owner shall provide professional credit for The American Institute of Architects the Architect in the Owner's promotional materials for the Project. 1735 New York Avenue,N.W. Washington,D.C.20006-5292 i A 1.3.7.8 if the Owner requests the Architect to execute certificates,the proposed language of such certificates shall be submitted to the Architect for review at least 14 days prior to the requested dates of execution.The Architect shall not be required to execute certificates that would require knowledge,services or responsibilities beyond the scope of this Agreement. 1.3.7.9 The Owner and Architect,respectively,bind themselves,their partners,successors,assigns and legal representatives to the other party to this Agreement and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement.Neither the Owner nor the Architect shall assign this Agreement without the written consent of the other,except that the Owner may assign this Agreement to an institutional lender providing financing for the Project.In such event,the lender shall assume the Owner's rights and obligations under this Agreement.The Architect shall execute all consents reasonably required to facilitate such assignment. 13.8 TERMINATION OR SUSPENSION 13.8.1 If the Owner fails to make payments to the Architect in accordance with this Agreement, such fadlure shall be considered substantial nonperformance and cause for termination or,at the Architect's option,cause for suspension of performance of services under this Agreement.If the Architect elects to suspend services,prior to suspension of services,the Architect shall give seven days'written notice to the Owner.In the event of a suspension of services,the Architect shall have no liability to the Owner for delay or damage caused the Owner because of such suspension of services.Before resuming services,the Architect shall be paid all sums due prior to suspension and any expenses incurred in the interruption and resumption of the Architect's services. The Architect's fees for the remaining services and the time schedules shall be equitably adjusted. 1.3.8.2 If the Project is suspended by the Owner for more than 30 consecutive days,the Architect shall be compensated for services performed prior to notice of such suspension.When the Project is resumed, the Architect shall be compensated for expenses incurred in the interruption and resumption of the Architect's services.The Architect's fees for the remaining services and the time schedules shall be equitably adjusted. 1-3.8.3 If the Project is suspended or the Architect's services are suspended for more than go consecutive days,the Architect may terminate this Agreement by giving not less than seven days' w-ritten notice. 1.3.8.4 This Agreement may be terminated by either party upon not less than seven days'written notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. 1.3.8.5 This Agreement may be terminated by the Owner upon not less than seven days'written notice to the Architect for the Owner's convenience and without cause. 1.3.8.6 In the event of termination not the fault of the Architect, the Architect shall be compensated for services performed prior to termination,together with Reimbursable Expenses then due and all Termination Expenses as defined in Subparagraph 1.3.8.7. 4V 1-3.8.7 Termination Expenses are in addition to compensation for the services of the Agreement 0 1997 A I A 0 and include expenses directly attributable to termination for which the Architect is not otherwise AIA DOCUMENT 8141-1997 compensated,plus an amount for the Architect's anticipated profit on the value ofthe services not STANDARD FORM AGREEMENT performed by the Architect. The American Institute of Architects 1735 New York Avenue,N.W. Washin8ton,D.C.20006-5292 A 11 3.9 PAYMENTS TO THE ARCHITECT 1.3.9.1 Payments on account of services rendered and for Reimbursable Expenses incurred shall be made monthly upon presentation of the Architect's statement of services.No deductions shall be made from the Architect's compensation on account of penalty,liquidated damages or other sums withheld from payments to contractors,or on account of the cost of changes in the Work other than those for which the Architect has been adjudged to be liable. 1.3.9.2 Reimbursable Expenses are in addition to compensation for the Architect's services and include expenses incurred by the Architect and Architect's employees and consultants directly related to the Project,as identified in the following Clauses: J transportation in connection with the Project, authorized out-of-town travel and subsistence, .2 fees paid for securing approval of authorities having jurisdiction over the Project; .3 reproductions, plots, standard form documents, postage, handling and delivery of Instruments of Service; .4 expense of overtime work requiring higher than regular rates if authorized in advance by the Owner; .s renderings,models and mock-ups requested by the Owner; .6 expense of professional liability insurance dedicated exclusively to this Project or the expense of additional insurance coverage or limits requested by the Owner in excess of that normally carried by the Architect and the Architect's consultants; .7 reimbursable expenses as designated in Paragraph 1.5.5; .a other similar direct Project-related expenditures. 1-3.9.3 Records of Reimbursable Expenses,of expenses pertaining to a Change in Services,and of services performed on the basis of hourly rates or a multiple of Direct Personnel Expense shall be available to the Owner or the Owner's authorized representative at mutually convenient times. 1.3.9.4 Direct Personnel Expense is defined as the direct salaries of the Architect's personnel engaged on the Project and the portion of the cost of their mandatory and customary contributions and benefits related thereto, such as employment taxes and other statutory employee benefits, insurance, sick leave, holidays, vacations, employee retirement plans and similar contributions. ARTICLE 1.4 SCOPE OF SERVICES AND OTHER SPECIAL TERMS AND CONDITIONS 1.4.1 Enumeration of Parts of the Agreement. This Agreement represents the entire and integrated agreement between the Owner and the Architect and supersedes all prior negotiations, representations or agreements,either written or oral.This Agreement may be amended only by written instrument signed by both Owner and Architect. This Agreement comprises the documents listed below. 1.4.1.1 Standard Form of Agreement Between Owner and Architect,AIA Document B141-1997. 1.4.1.2 Standard Form of Architect's Services: Design and Contract Administration, AIA Document B141-1997,or as follows: (List other documents,if any,delineating Architect's scope of services.) 0 1997 AIAO AIA DOCUMENT B141-1997 1.4.1.3 Other documents as follows: STANDARD FORM (List other documents,if any,forming part of the Agreement.) AGREEMENT None. The American Institute of Architects 1735 New York Avenue,N.W. Washin8ton,D.C.20006-5292 1.4.2 Special Terms and Conditions.Special terms and conditions that modify this Agreement are as follows: None ARTICLE 1.5 COMPENSATION 1.s.i For the Architect's services as described under Article 1.4, compensation shall be computed as follows: Phase I Schematics $ 7,500,00 Phase II Final Design/Bidding 22,500..00 Total Fixed Fee $ 30,000.00 1.5.2 If the services of the Architect are changed as described in Subparagraph 1.3.3.1, the Architect's compensation shall be adjusted. Such adjustment shall be calculated as described below or, if no method of adjustment is indicated in this Paragraph 1.5.2, in an equitable manner. (Insert basis of compensation, including rates and multiples of Direct Personnel F-xpense for Principals and employees,and identify Principals and classify employees,if required.Identify specific services to which partic- ular methods of compensation apply.) Hourly basis 1.5-3 For a Change in Services of the Architect's consultants,compensation shall be computed as a multiple of one and one—tenth. I.I )times the amounts billed to the Architect for such services. 1.5.4 For Reimbursable Expenses as described in Subparagraph 1.3.9.2, and any other items included in Paragraph 1.5.5 as Reimbursable Expenses,the compensation shall be computed as a multiple of one and one—tenth ( 1. 1 )times the expenses incurred by the Architect,and the Architect's employees and consultants. 1.5.5 Other Reimbursable Expenses,if any,are as follows: 17 C;. Survey: To be determined Geotechnical: To be determined 0 1997 A I A OD Permitting: To be determined AJA DOCUMENT 8141-1997 Reproduction: To be determined STANDARD FORM AGREEMENT The American institute of Architects 1735 New York Avenue,N.W. _V Wash ington,D.C.20006-5292 1.5.6 The rates and multiples for services of the Architect and the Architect's consultants as set forth in this Agreement shall be adjusted in accordance with their normal salary review practices. 1.5.7 An initial payment of none Dollars (s 0 )shall be made upon execution of this Agreement and is the minimum payment under this Agreement. It shall be credited to the Owner's account at final payment. Subsequent payments for services shall be made monthly, and where applicable, shall be in proportion to services performed on the basis set forth in this Agreement. i.5.s Payments are due and payable thirty 30 )days from the date of the Architect's invoice.Amounts unpaid thirty 30 )daysafterthe invoice date shall bear interest at the rate entered below,or in the absence thereof at the legal rate prevailing from time to time at the principal place of business of the Architect. (insert rate of interest agreed upon.) 1 1/2% per month (Usury laws and requirements under the Federal Truth in Lending Act,similar state and local consumer credit laws and other regulations at the Owners andArchitect's principal places of business,the location of the Project and elsewhere may affect the validity of this provision.Specific legal advice should be obtained with respect to deletions or modifications,and also regarding requirements such as written disclosures or waivers.) 1.5.9 If the services covered by this Agreement have not been completed within twenty—four 24)months of the date hereof,through no fault of the Architect, extension of the Architect's services beyond that time shall be compensated as provided in Paragraph 1.5.2. This Agreement entered into as of the day and year first written above. ARCH re) Jim Hanson, City Manager Jose M. Perez, AIA, President (Printed name and title) (Printed name and title) CAUTION:You should sign an original AIA document or a licensed reproduction.Originals contain the AIA logo printed in red;licensed reproductions are those produced in accordance with the Instructions to this document. 0 1997 A I AQ) AIA DOCUMENT B141-1997 STANDARD FORM AGREEMENT The American Institute of Architects 1735 New York Avenue,N.W Washington,D.C.20006-5292 1 9 9 7 E D I T 1 0 N AIA DOCUMENT B141-1997 Standard Form of Architect's Services: This document has impor- tant legal consequences. TABLE OF ARTICLES Consultation with an attorney is encouraged 2.1 PROJECT ADMINISTRATION SERVICES with respect to its completion or modification. 2.2 SUPPORTING SERVICES 2.3 EVALUATION AND PLANNING SERVICES 2.4 DESIGN SERVICES 2.5 CONSTRUCTION PROCUREMENT SERVICES NO, 0 1997 AIAO AIA DOCUMENT B141-1997 STANDARD FORM SERVICES The American institute of Architects 1735 New York Avenue,N.W. Copyright 1917,1926,M8,1951.1953,1958,1961,1963,1966.1967,1970.1974,1977,1987,01997 by The=A�rnerican Washington,D.C.20006-5292 institute of Architects.Reproduction of the material herein or substantial quotation of its provisions without written permission of the AIA violates the copyright laws of the United States and will subject the violator to legal p(owu- tion. ARTICLE 2.1 PROJECT ADMINISTRATION SERVICES 2.1.1 The Architect shall manage the Architect's services and administer the Project. The Architect shall consult with the Owner, research applicable design criteria, attend Project meetings, communicate with members of the Project team and issue progress reports. The Architect shall coordinate the services provided by the Architect and the Architect's consultants with those services provided by the Owner and the Owner's consultants. 2.1.2 When Project requirements have been sufficiently identified,the Architect shall prepare, and periodically update, a Project schedule that shall identify milestone dates for decisions required of the Owner,design services furnished by the Architect,completion of documentation provided by the Architect,commencement of construction and Substantial Completion of the Work. 2.1.3 The Architect shall consider the value of alternative materials, building systems and equipment, together with other considerations based on program, budget and aesthetics in developing the design for the Project. 2.1.4 Upon request of the Owner,the Architect shall make a presentation to explain the design of the Project to representatives of the Owner. v.5 The Architect shall submit design documents to the Owner at intervals appropriate to the design process for purposes of evaluation and approval by the Owner.The Architect shafl be entitled to rely on approvals received from the Owner in the further development of the design. 2.1.6 The Architect shafl assist the Owner in connection with the Owner's responsibility for filing documents required for the approval of governmental authorities having jurisdiction over the Project. 2.1.7 EVALUATION OF BUDGET AND COST OF THE WORK 2.1.7.1 When the Project requirements have been sufficiently identified, the Architect shall prepare a preliminary estimate of the Cost of the Work.This estimate may be based on current area, volume or similar conceptual estimating techniques. As the design process progresses through the end of the preparation of the Construction Documents,the Architect shaH update and refine the preliminary estimate of the Cost ofthe Work.The Architect shall advise the Owner of any adjustments to previous estimates of the Cost of the Work indicated by changes in Project requirements or general market conditions.If at any time the Architect's estimate of the Cost of the Work exceeds the Owner's budget,the Architect shall make appropriate recommendations to the Owner to adjust the Project's size,quality or budget,and the Owner shall cooperate with the Architect in making such adjustments. 2.1.7.2 Evaluations of the Owner's budget for the Project,the preliminary estimate of the Cost of the Work and updated estimates of the Cost of the Work prepared by the Architect represent the Architect's judgment as a design professional familiar with the construction industry. It is recognized,however,that neither the Architect nor the Owner has control over the cost of labor, materials or equipment, over the Contractor's methods of determining bid prices, or over S. C61 . V competitive bidding, market or negotiating conditions. Accordingly, the Architect cannot and r------I does not warrant or represent that bids or negotiated prices will not vary from the Owner's 0 1997 AIAO budget for the Project or from any estimate of the Cost of the Work or evaluation prepared or AIA DOCUMENT B141-1997 agreed to by the Architect. STANDARD FORM SERVICES The American Institute of Architects 1735 New York Avenue,N.W. Washington,D.C.20006-5292 2.1.7.3 In preparing estimates of the Cost of the Work,the Architect shall be permitted to include contingencies for design,bidding and price escalation;to determine what materials,equipment, component systems and types of construction are to be included in the Contract Documents;to make reasonable adjustments in the scope of the Project and to include in the Contract Documents alternate bids as may be necessary to adjust the estimated Cost of the Work to meet the Owner's budget for the Cost of the Work. If an increase in the Contract Sum occurring after execution of the Contract between the Owner and the Contractor causes the budget for the Cost of the Work to be exceeded,that budget shall be increased accordingly. 2.1.7.4 If bidding or negotiation has not commenced within go days after the Architect submits the Construction Documents to the Owner, the budget for the Cost of the Work shall be adjusted to reflect changes in the general level of prices in the construction industry. 2.1.7.5 if the budget for the Cost of the Work is exceeded by the lowest bona fide bid or negotiated proposal,the Owner shall: .i give written approval of an increase in the budget for the Cost of the Work; -2 authorize rebidding or renegotiating of the Project within a reasonable time; -3 terminate in accordance with Subparagraph 1.3.8.5;or .4 cooperate in revising the Project scope and quality as required to reduce the Cost of the Work. 2.1.7.6 If the Owner chooses to proceed under Clause 2-1.7-5.4,the Architect,without additional compensation, shall modify the documents for which the Architect is responsible under this Agreement as necessary to comply with the budget for the Cost of the Work.The modification of such documents shall be the limit of the Architect's responsibility under this Paragraph 2.1.7.The Architect shall be entitled to compensation in accordance with this Agreement for all services performed whether or not construction is commenced. ARTICLE 2.2 SUPPORTING SERVICES 2.2.1 Unless specifically designated in Paragraph 2.8.3,the services in this Article 2.2 shall be provided by the Owner or the Owner's consultants and contractors. 2-2.1.1 The Owner shall fin-nish a program setting forth the Owner's objectives, schedule, constraints and criteria, including space requirements and relationships, special equipment, systems and site requirements. 2.2.1.2 The Owner shall furnish surveys to describe physical characteristics,legal limitations and utility locations for the site of the Project,and a written legal description of the site.The surveys and legal information shall include,as applicable,grades and lines of streets,alleys,pavements and adjoining property and structures;adjacent drainage;rights-of-way,restrictions,easements, encroachments,zonin&deed restrictions,boundaries and contours of the site;locations,dimen- sions and necessary data with respect to existing buildings,other improvements and trees,and information concerning available utility services and lines,both public and private, above and below grade,including inverts and depths.All the information on the survey shall be referenced to a Project benchmark. 2.2.1-3 The Owner shall furnish services of geotechnical engineers which may include but are not 01997 AIAO limited to test borings,test pits,determinations of soil bearing values,percolation tests,evalua- AIA DOCUMENT B141-1997 STANDARD FORM tions of hazardous materials, ground corrosion tests and resistivity tests, including necessary SERVICES operations for anticipating subsoil conditions,with reports and appropriate recommendations. The American Institute of Architects 1735 New York Avenue,N.W. Washin8ton,D.C.20006-5292 ARTICLE 2.3 EVALUATION AND PLANNING SERVICES 2.3.1 The Architect shall provide a preliminary evaluation of the information furnished by the Owner under this Agreement, including the Owner's program and schedule requirements and budget for the Cost of the Work, each in terms of the other. The Architect shall review such information to ascertain that it is consistent with the requirements of the Project and shall notify the Owner of any other information or consultant services that may be reasonably needed for the Project. 2.3.2 The Architect shall provide a preliminary evaluation of the Owner's site for the Project based on the information provided by the Owner of site conditions,and the Owner's program, schedule and budget for the Cost of the Work. 2.3.3 The Architect shall review the Owner's proposed method of contracting for construction services and shall notify the Owner of anticipated impacts that such method may have on the Owner's program,financial and time requirements,and the scope of the Project. ARTICLE 2.4 DESIGN SERVICES 2.4.1 The Architect's design services shafl include normal structural,mechanical and electrical engineering services. 2.4.2 SCHEMATIC DESIGN DOCUMENTS 2.4.2.1 The Architect shafl provide Schematic Design Documents based on the mutuaUy agreed- upon program,schedule,and budget for the Cost of the Work.The documents shall establish the conceptual design of the Project iflustrating the scale and relationship of the Project components. The Schematic Design Documents sha1l include a conceptual site plan, if appropriate, and preliminary buflding plans, sections and elevations. At the Architect's option, the Schematic Design Documents may include study models,perspective sketches,electronic modeling or com- binations of these media. Preliminary selections of major building systems and construction materials shall be noted on the drawings or described in writing. 2.43 DESIGN DEVELOPMENT DOCUMENTS 2.4.3.1 The Architect shal.1 provide Design Development Documents based on the approved Schematic Design Documents and updated budget for the Cost of the Work. The Design Development Documents shall iBustrate and describe the refinement of the design of the Project, establishing the scope,relationships,forms,size and appearance of the Project by mearis of plans, sections and elevations, typical construction details, and equipment layouts. The Design Development Documents shall include specifications that identify major materials and systems and establish in general their quality levels. 2.4.4 CONSTRUCTION DOCUMENTS 2.4.4.1 The Architect shall provide Construction Documents based on the approved Design Development Documents and updated budget for the Cost of the Work. The Construction Documents shall set forth in detail the requirements for construction of the Project. The Construction Documents shall include Drawings and Specifications that establish in detail the quality levels of materials and systems required for the Project. 2.4.4.2 During the development of the Construction Documents,the Architect shall assist the 01997 AIAQ) Owner in the development and preparation of(i)bidding and procurement information which AIA DOCUMENT 5141-1997 describes the time,place and conditions of bidding;bidding or proposal forms;-and the form of STANDARD FORM SERVICES agreement between the Owner and the Contractor;and (2) the Conditions of the Contract for Construction (General,Supplementary and other Conditions).The Architect also shaH compile The American Institute the Project Manual that includes the Conditions of the Contract for Construction and of Architects 1735 New York Avenue,N.W. Specifications and may include bidding requirements and sample forms. 5292 Washin8ton,D.C.20006-A ARTICLE 2.5 CONSTRUCTION PROCUREMENT SERVICES 2.5.1 The Architect shall assist the Owner in obtaining either competitive bids or negotiated proposals and shall assist the Owner in awarding and preparing contracts for construction. 2.5.2 The Architect shall assist the Owner in establishing a list of prospective bidders or con- tractors. 2.5.3 The Architect shall assist the Owner in bid validation or proposal evaluation and determi- nation of the successful bid or proposal,if any.If requested by the Owner,the Architect shall noti- fy all prospective bidders or contractors of the bid or proposal results. 2.5.4 COMPETITIVE BIDDING 2.5.4.1 Bidding Documents shall consist of bidding requirements, proposed contract forms, General Conditions and Supplementary Conditions,Specifications and Drawings. 2.5.4.2 If requested by the Owner,the Architect shall,arrange for procuring the reproduction of Bidding Documents for distribution to prospective bidders.The Owner shall pay directly for the cost of reproduction or shall reimburse the Architect for such expenses. 2.5.4.3 If requested by the Owner, the Architect shall distribute the Bidding Documents to prospective bidders and request their return upon completion of the bidding process. The Architect shall maintain a log of distribution and retrieval,and the amounts of deposits,if any, received from and retumed to prospective bidders. 2.5.4.4 The Architect shall consider requests for substitutions, if permitted by the Bidding Documents, and shall prepare and distribute addenda identifying approved substitutions to all prospective bidders. 2.5.4.5 The Architect shall participate in or,at the Owner's direction,shall organize and conduct a pre-bid conference for prospective bidders. 2.5.4.6 The Architect shall prepare responses to questions from prospective bidders and provide clarifications and interpretations of the Bidding Documents to all prospective bidders in the form of addenda. 2.5.4.7 The Architect shall participate in or,at the Owner's direction,shall organize and conduct the opening of the bids.The Architect shall subsequently document and distribute the bidding results,as directed by the Owner. 2.5.5 NEGOTIATED PROPOSALS 2.5.5.1 Proposal Documents shall consist of proposal requirements, proposed contract forms, General Conditions and Supplementary Conditions,Specifications and Drawings. 2.5-5.2 If requested by the Owner,the Architect shall arrange for procuring the reproduction of Proposal Documents for distribution to prospective contractors.The Owner shall pay directly for the cost of reproduction or shall reimburse the Architect for such expenses. r 2.5.5-3 If requested by the Owner,the Architect shall organize and participate in selection inter- 0 19 97 A I A 4) AIA DOCUMENT 8141-1997 views with prospective contractors. STANDARD FORM SERVICES 2.5.5.4 The Architect shall consider requests for substitutions, if permitted by the Proposal Documents,and shall prepare and distribute addenda identifying approved substitutions to all The Arne,ica,Institute of Architects prospective contractors. 1735 New York Avenue,N.W. IWashington.D.C.20006-5292 ARTICLE 2.6 MODIFICATIONS: Modifications to this Standard Form of Architect's Services: Design and Contract Administration,if any,are as follows: SUSPENSION,CANCELLATION OR ABANDONMENT In the event the project or the services of PQH called under this Agreement are suspended, canceled or abandoned by the City,PQH shall be given five(5)days prior written notice of such action and shall be compensated for the professional services provided up to the date of suspension, cancellation or abandonment. REPRODUCTIONS The Architect shall provide five (5) sets of documents to the Owner at no charge at the following three(3) stages of the Architect's services: Schematic Documents Design Development Documents (50%Final Design) Construction Documents (100%Final Design) By its execution,this Standard Form of Architect's Services: Design and modifications hereto arc incorporated into the Standard Form of Agreement Between the Owner and Architect,Modified ATA Document B141-1997,that was entered into by the parties as of the date: 4 0 W R(Signa I ure) ARCHITEC i ure Jim Hanson, City Manager Jose M. Perez, AIA, President 01997 AfA4& (Printed name and title) (Printed name and title) AIA DOCUMENT 8141-1997 STANDARD FORM SERVICES CAUTION:YOU should sign an original AIA document or a licensed reproduction.Originals contain the AIA logo The American Instituie printed in red;licensed reproductions are those produced in accordance wish the Instructions to this document. of Archiiecis 1735 New Yo(k Avenue,N.W. 2--6 Washin8lon,D.C.20006-5292 T CrrY OF ATIANnC BEACH Boo SENNOIE ROAD -5445 AnANIIC BEACH,FLORIDA 32233 17 -(904)247-5800 LEpH�ONF_ FAX-'(SI"247-5805 SUNCOM:852-58M httF/Id.athntjc4wachAI.us January 28,2004 PQH Architects Attention: Jose M.Perez, AIA,President 4141 Southpoint Drive East Jacksonville, FL 32216 Ar, ,hite, Subject: tural Services for Renovation of City Hall Dear Mr.Perez: This is to advise that the Atlantic Beach City Commission,on Monday,January 26,2004,approved Amendment No. I to the contract with your firm to design the expansion and interior modifications to our City Hall. The Amendment has been signed by City Manager Jim Hanson on behalf of the City and a copy is enclosed for your records. if you have any questions, or need additional information please contact our Building official,Don Ford,at 247-5800 or by e-mail at dfor-dAci.atl iic�- each�.fius. We look forward to working with your firm on this project. Sincerely, Alb.44�� Makeen King Certified Municipal Cl xc* Building Official INVOICE FOR PROFESSIONAL SERVICES PROJECT: Atlantic Beach City Hall DATE: 02/03/04 (Additions &Alterations) INVOICE NO. 03038-4 TO: Don Ford City of Atlantic Beach PROJECT NO. 03038 800 Seminole Road Atlantic Beach, FL 32233-5445 IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03 THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT,FOR THE PERIOD ENDING 02/03/04 THE SUM OF One thousand four hundred fifteen dollars &88/100 DOLLARS $ $1,415.88 THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF. INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month THE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOWS: Vendor Number: 3837 Purchase Order Number: 032744 Original Contract+Amendment 1 $50,250.00 Reimbursables $180.80 Total Fee $50,430.80 Fee Earned $8,930.80 Invoiced to Date $7,514.92 Total Amount Due this Invoice $1,415.88 ef Group # / Req # PO # 0-317 Yq Amount Approval / Date 1-2 Approval / Date Approval / Date Invoice Reviewed and Approved by: Jose M. Perez, residenK T pon4141 Southpoint Dr. E.#200 Jacksonville, Florida 32216 � 9 0 4 - 224-0001 E C T S1 F A X - 224-0023 PROFESSIONAL SERVICES AMENDMENT 4141 SouffipoW Dr,F,Suft 200 J8dw0fw11K FlOrlda 32216 9 0 4 - 2 2 4 - 0 0 ol FAX - 224 - 0023 In accordance with the AGREEMENT dated: August 28,2003 AMENDMENT NO. I BETWEEN: (CLIENT) City of Atlantic Beach 800 Seminole Road Atlantic Beach,FIL 32233-5445 and: (CONSULTANT) PQH Architects,Inc. 4141 Southpoint Drive Fast, Suite 200 Jacksonville,FL 32216 for the Project: Atlantic Beach City Hall Additions and Alterations *authorization is (requested�(given) X to proceed with Additional Services 0 to proceed with revised scope of Basic Services c3 to incur Reimbursable Expenses or * notification is made 0 of the need to proceed with Contingent Additional Services AS FOLLOWS: SCOPEINCREASE: 0 of the need for other services >Conceptual Plan Modifications;meetings,re-work plans $ 1,250.00 >Final Design: additional design work for increased area $ 13 00-00 .0 OPTIONAL IN FEE: SUB-TOTAL $ 14,250.00 >Interior modifications to Lobby/Cashier Area/ Miscellaneous(Construction Budget$50,000.00) $ 6,000.00 TOTAL $20,250.00 The following adjustments shall be made to compensation and time. Compensation: Scope Increase: $14,250.00($1,250.00+$13,000.00)+Optional :$6,000.00 Time: Additional 20 Days Prompt written notice is requi if the services indicated are not needed. S SU��Y: AUTHORIZATION IS GIVEN OR NOTIFICATION I CKNOWLEDGED BY: (Signaw (Signat� JOSE PEREZ,AIA,PRESIDENT JIMItON,CITY MANAGER (Prin name and title) (Pri4ted name and title) January 14,2004 04 (Date) (Date) ABProfServicesAmendNo.1 JUL-01-2004 THU 08:43 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P. 01/12 07/01/2aN 09:08 9042240023 PCH ARCHITECTS 11 A-1 11, ATLANTIC BEACR Crff IIALLADDITIO, Post-it,,,brand fax transmittal memo 7671 o1P119eS ,-1,2_ T,WFrom ADDENDUM NO. 1 Dept- Phone DATE JWE 30,2004 Fax P,E: ATLANTIC BEACH CITY'Hkff' j5 CITY OF ATLANTIC BEACH,FLORIDA ALTERATIONS FOR: CITY OF ATLANTIC BEACH 800 SEMINOLE ROAD ATLAXrIC BEACH,FL 32233-5445 ARCIUTECT: PQF1 ARCHITECTS INC, 4141 SOUTHPOINT DRIVE EAST,#200 JACKSONVILLE, FL 32216 TRIS ADDENDI;M S fALL BE ATTACHED TO=AND Fo RMS A PART'OF THE PROJECT DOCUMENTS, kAW-41 D——M—MV-11N_GN 0 MS-.' S cc Attached CHANG rS TO AID DO47_KKtNj The following items will be required for this project and are to be submitted in triplicate: Document Requirement Checklist to be submitted with Bid Proposal, -(Form Attar'llpd). Drug Frco Workplace Certification-(Fonn Attached). '3worn StatemrDt Pmuant to Section 287,133(3)(A), ElofidaStatu�qg on Public F_ntity Crimcs . (Fonn Attached). BiaBond in the amount of five-perccnt(5%) Payment and PeTforinancc Bond by the successful biddeT upon award of bid GE 01A�NS TO OUTUNX SPECIFICATIoNS-TABLE .0ECONTENTS: ADD the following under-DIVISION 2 -SITE WORK- 02920- LAWNS ANT) GR . ASSESIRRIGATION SYSTEMS fgANQI��10�0UTLTNK_5PFCjFICATI!QNS: 111)LLS—IM2-ST R-)YOW1 Division 2- Site Work. PaZe 6, afL-r Section 02282-TERmrm CONTROL, ADD the following,Section: ADDENDUM NO. I ADD No.1 -1 JUL-01-2004 THU 08:43 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P. 02/12 07/01/2004 09:88 9042240023 POH ARCHITECTS PAGE 03 ATLANTIC BEACH CITY ITALL ADDITION& ALTERNAT1ONS 03038 "SECTION 02920-LAWNS AND GR.ASSES/j'RWrA-rIOy SySj.]&MS A. Re-Sod all disturbed areas currently covered by grass. 13. The Cortractor sball,relocate any irrigation lines and controls as becessary, END OF SECTJON" DIVISION 7 -YFIERMAL AND MOIS RE PROTECT JON Page 7-2;paragraph 11B. QUality Assurance RFVISE as follows: Match Existing, Owner recently re-roofed,the existing with the follow1ug, Page 7-2, Paragraph I'D. Products,"EEVISE as follows: Roof Shingles to inatch existing. Slate GAF Tirnbcrline 30 Year Architectural Shitigle. a. Accessories: Hip -and ridge shingles, felt, ASTM D226.rubberized Asphalt peiiinpler underlayment,metal.flashing ard drip edge. CHANGES TOD.RAWINGS! ALL P��AWJNG 64r, Aliywid all -referencB to "Wood ShillgIcs"on the dravvings shall bc rcplaccd with"Fiberglas Sliin_glcs-match existing". ADD.ti yDuM I)RAW,INGS - Contractor to provide erosion,protection as required and as indicate'd oil attached sheets. P 'TAL ;REE r A-6 'P%RUMN.�90_Aj�jECTIQN-See Attached Partial Sheet A-6 PARTIAL SHEXT A-(LCOtUMN gAF- Ste Attached Partial Sheet A-6 AWACKMENTS: Prc-Bid ConferenceMeeting Notations Docurn ent Requ iramenT,Checkli$t Drug-Free Wolkplace Ccrtification Swom Stztemcnt Pursu,-Mt to Section 287.133(3)(A), Elo�da Statutes P,ublic Entity Crimes, on Partial Drawing Sheet A-6 Column Cap Partial Drawing Sheet A-6 Column Comicajon Addeiidurn Drawing Sheet I Addendum Drawing Sheet 2 ,kD])FNDI.JM No. I ADD No.1 -2 JUL-01-2004 THU 08:43 AM CITY OF ATL BCH PURCHASI FAX NO, 9042475819 P. 03/12 07/01/2004 09:08 9042240023 POH ARCHITECTS PAGE 04 i p !0 H R C H I ATLANITr BF,4CjEj CITy E[ALL ADDITIONS &ALTEPLATIONS ATLANTIC BYEACH,FLOMA PRE-BID CONFERENCE MEETING NOTATIONS June 29,2004 THOSE IN ATTENI)ANCE: Don Ford City of Atlantic Beach Edie Mickey City orAtiantic 13each Kelly Maran C.C.Borden Construction Jeff Steplicnson Danis Construction JOsc M. Perez,AIA PQFT Architects,'ITkc. *Christopher L.Kaye PQH Architect.q, Inc. P ASE 'kEVr2 VISE F y OUR UNDERSTANDING OJ7 THE pRo GES. THESE MINUTES CONSTITUTE CL'BDrNGS OF THE MEETING AND WILL BE CONSIDEkED CORRECT MESS THE WRITER (4) IS NOTMIED WITRIN TEN DAYS OP I'HF,DATE OF, DISTRTBtMON. 'nie meeting was held on June 28, 2004 at 2:00 P.M. at the Conference Room of the Atlantic. Bcach City Hall located in Atlantic Beach,Florida. The purpose Of the meeting WR9 to answer -md Clarify Contractor's inquiries. I. Atlantic Bmch Docu''ment Requirement Cherklist was di-ttributed. 2- P-dic Mickey arinounced.Bid Botd will be required on City Hall addition. .1- Ftlie Mickey armounced all bids should be submitted in triplicate(OnO Copy of each item must be an Origillfill non-reprQduction) -Includingall itenis on the Rvviscd Document RcVirement Chcckljst which will be distributed by PQH Architects, Inc at a later date, soe below. 4, F0110wi,lig a short question and answer period 1he following decisions were made. a. Alt.#2- floor'11`13tiOn rhOUld bo 2.separate item from the base bid. b. RePaiT Of existinP,/Inissing under slab insulation is not,j,a tbLe scope of WO k C. Clarifi6tion: sPec- Section 01000,page 1-1 item 3-c Alternate 02 sball includC 211 areas of the building with,existing carpet, including the stair leading up to the mezzaninc, HOWever, the second floor and the commission chambers are excluded, 4141 Southpoint Ddva F20t I JOOSOnvfile,Floridm 32216 1(904)224-00011 FAX(904)224-0023 1AA CaoO9461 %2LvMh JUL-01-2004 THU 08:44 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P. 04/12 07/01/2004 09-08 9042240023 PCH ARCHITECTS PAGE 05 d. Clarification: spec, Section 0 1000,page i-i item 3-c Alternate#3 shall inclUde all interior arm of the building with existing piLinted wa1ls9 including t1le stairs leading up to the mezzanine.However, the Second floor and cOrn'lliSSion ch ambers are excluded. e. Working involving replacing the existi'19 carpet and repainting the existing building will have to be done after hotu-s and during the weekendg. f. The contractor shall provide an alternate entry and access to the restrooms during Tenovation of die existing entry/building 9- Wood base and trim in the corridors of the addition should match existing. 'ni e existing building has does not have wood shiiagles, Don.Ford will provide the manufacturer,model line arid color of the existing sl-dngl to e con,tractors and P es th ,QH architects,Inc. T'he shingles on the new addition shall match the existing Shing1cs, This will be included in addendum#1, L Gutt&rs shall be provided for the now addition and sbould matcli existine. j. Tile base should be provided as tbc base material of the main entry(Alt,,#1). k. The tOP Of the ncw concrete columns should match existing and should not be pre-cast as indicated on details 12 and 13 on sheet A-6. 5- PQ14 will revist;tile CitY of Atlantic Beach checklist to remove(be last to item and revise the second last iteri,to coincide with the existing Bid Fom provided in the specification he docurn , City and to the contractors. section. PQ11 will distribute t , ent to the 6. Don Ford indicated work can only be performed between the hours of 7am-7pm Monday thru Saturday. No work shall be performed oin Sunday except the installation of the carpet and painting of the interior walls of the existing bullding if the owncr selects to proceed witb those alternates, The duration ofconstruction for bid purposes shall include thc base bid items only. Alremates should be assigned sepw-atc construction durations which can be added to the baso bid uponowner scicction/acceptance. A1DD1'17QJj ALITgMS DISCTI _ SSED. 8. The contractor who is awarded the job must file a notice of commencement with the city. 9. Construction permits from tbB CitY%ill be reqWred i.e.b ding, elc cal,m h cal, be associated with 1hem. This does etc. However,permits issued by the city wit)have no f uil ctri ec ani not include foes that may be changed by other ageric7ie-s- END OF MfiXTING NOTATIONS cc: All Attendecs CIXADCHnng.062904 JUL-01-2004 THU 08:44 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P. 05/12 09:08 9042240023 KH ARC,HITECTS PAGE 06 CITY OF ATLANTICDEACH-ADDITION &ALTERATION 03038 CITY OIR ATLANTIC REACH) FLORIDA CITY HALL ADDITION/ALTERATION RFQ/BID NO. 0304-12 12C)CUMENT REOMaMENT CHECKLIST ALL DOCQU NTS TO BE Sla t 1�jITTED N—TRIPIj 0 q�JgL�IIAL Insurance Certificates (copies, X=Xes, or facsimiles are TINACCEPTABUE1 narning the City of Atlantic Beach as Certificatc;Holder, showing they have obtaincd and will continue to UnY WoTkers' Compensation, public and private liability, and property darnaZe insurance diiring the life of the contract. n Bid Proposal Form submitted in tiiplicate. 0 Signcd copy of Documents Requirements Checklist m Bid bond irl ffic amount of 5% n Completed Form W-9 Requrst for Taxpayer Identification Number and Certification. u Drug Free Workj)lace Form. 0 Public Entity Criines Fonn o Acknowledgement of roccipt of all addendurns on Bid Proposad Form. The aboye requirements have been noted and are understood by bidder. SIM'MD: — — —(Biddar or Agent) DATE: 131D NO.: DOCUMENT REQUIREMENT CHECK LIST ADDENDUM No. I PAGE I of I JUL-01-2004 THU 08:44 AM CITY OF ATL BCH PURCHASI FAX NO, 9042475819 P. 06112 07/01/2004 09:08 5042240023 POH ARCHITECTS PAGE 07 0 Scction 287.087,Florida StAtucs) effective January 11 199, �'endors submiftfing A certification WM their bid/propml 9Pec'fles that Preference must be given to certifWtg they have a drug-fi=workplaco. T11is requirernent effects all public entities of the State and is as follows: Preference shall be givem to business with drug-fme workplace' progmwi, Whenever two Or more bids which xre equal With rvsPcct to Plice, quality and service am received by the Statc or by ady politioal subdivision for the Procurement Of commodities or contr2ctual RL'Tviccs,a bid received from a buWmem that -free workplace program, B busineS9 shall; Prof7am. In order to have a drug certifies th4l it has implemented a,drugfroo workplace 1) Publish R statement not*ing employees that The unlawful manufilcture,distribution,dispensing, possession, or ww of a contr0led substance is prohibitcd in the workpke and specifying the actious that,will be taken against employees for Violations of such prohibition. 2) Inform Omployees about the dangers of drug abuaein the workplace, the business,5 poficy of madlltaiAing I dfug-ftee workplace, any available drug coUnsel 9.rehabilitatioY4 and employee Rssistance prograins in violations. ,and the Pcnalti1ts th't may be imposed upon employees for dtug abuse 3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the Stateme"t specified in subsection(1). in%ibwCjOrt-(-j)-�-nOtify ffle mployees on&commodities that,as IL condition of working or contractual scrvic-83 tbAt a=under bid, the emPlaYee will abide by the terms Of t�c statement and will nOtifY lie employer of any conviction of, Of Plea Of guilty or nolo Contenders to any violation of chapter 893 Or Of any controlled substance aw 0 Uni or any state, I f the ted States conviction. �r R Violation occurrence in the workplace no later than five(5)days aftr such 5) Impose a sanrtion on, or require the satis aciory participation in a drug abuse assistance or rthabilitation program if swh Is xvailabl f so Convicted. e In the employee's community�by any employee who Is 6) M3ke a good faith Offort to continue to Maintain a drug-free workplaze through implement on of this section. 46 AS TIM PERSON ALMIORIZED To SIC4N T-I.M STATEMENT I CERTIFY MAT TWS FIRM COMPL(EiS FULTy WrITT THE ABOVE pEqjMEMENTS. VENDORIS SIGNATURE DATE JUL-01-2004 THU 08:45 AM CITY OF ATL BCH PURCHASI FAX NO, 9042475819 P. 07/12 07/111/2004 09:08 9042240023 PCH ARCHITECTS PAGE Be SWORN STATENWl%a p WjMA MMANT T WMM0rjpU73jLjC OSyCT1ON287.j33(3)(.�), ENMY CRURS Tnl;'Iro"MST ft'S'GNED AND SWORN TO IN TM pRESM:NCr PUBLIC OR OTHER OAFFICrAL AtT-rRORjZED To ADMMMT.F , OFANOTA.Ry T�is swOrn statement is submitted to 'It OATHS. by (Print nifte of the pWRe�eadty) (Print indF"dfARFS jj.%Me title) (Pt'at Amme Of eAtity ubmifflii wh Ose business address;S and(if applicabip)its Federal Employer Ident,f Ac 'Ition Number crm)is (If the OntitY IJas no FEW,include the Soci;d Security Number of tLndividual signing, this SWCAn.vtatement. 2. 1 understand that "public entity cyiffle"as defined in Para&aph 287,133(j)(g),Iblidl, fttqtes ,In=as a V direetly rclated to th'Olat'c)n Of any state or federal law by 4 person with re a tr"saction of business with sper-t to and Political subdivision of any any public entity or with an agency or bid or contmct for goods or Other st"fe or Of the United States, iin eluding,but not limited to,any services to be Provided to anY public entity or an agency or poWcal subdivision of any other state or of the United States and involving antinugt,fraud, collusion,racketeering, conspiracy, or Material Misrepresentation. thek bribery, 3. 1 understand that"convicted"or"r,,onviction-,as defined in 3'q_0_t_0_t% means a finding Of Pilt or a conviction of a publi PRMFaPh 287.133(l)(b),jjQAds a4juclic3tiOn Of Vilt, in any federal or state trial court c:entity crime,with or without an indictment or Information after July 1, 1 ggg, &S a re of record relating to charges brought by Plea Of guilty or nolo cOnIL-ndere, sult Of 4 jury verdict,nonjury trial, Or entry of 4. 1 understand that an`affiliate,,as defluad in P&fagraph 297.133()Xa),ELOddiLS-tatute I- A predecessor or sl1ccessor of a person convict6d of a public entity crime;or s means, 2. Art ehatY under the control of any natLnl an Pmon who is active in the management of the entity d who has been convicted of a public entity crime. The rM"affilizte"includcs those offiom, directors, mcuti"-s,Partners,shareholders,cmploye�ft, to the interest in members,and agents who are=ive In ftir nwket vaj&n other Pmon- Or a PcOling of equipment or income antong Pcrsons uc under an am�s length agreement,shall wben not for Controls another POrson. A Person who knowingly enters be a Ptifr`2 facie case that one person has been convicted of a public entity crime in Florida dur into A jOint ve"ture with a person who considered an afril(ate. ing the preceding 36 months sfWj be 5. 1 understand that a"peram,,as defined in natural Person PAMWaph 287,133(i)(e), 0 means any or entity OrMized tLnder the laws of any statc or of 0 Ux1fW Stat"with the legal Power to cnter into a binding contract and Which bids or applies to bid on contracts for the Provision Of goods or senjca3 let by a Public entjty�Or which otherwise tu act&or. plies to tnMact business with a public entity, 9 ap The term"PersOn"includes Lhoae Officers,dirsctors, JUL-01-2004 THU 08:45 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P. 08/12 09:08 9042246023 POH ARCHITECTS PAGE 09 "eoutivr`,Pul'nm, shareholders, OmPlOYees,n1cwtbers, mlinascment of an entity. and agents who are active in 6. Based On infOl-mation mid belief,the Butenidnt%vhich I hAVe marked belo ' the entity submitting this Sworn Statement W is true It,relation to (WICALte which stuteind'"'Applies.) �Ncithar the entity submitting this swom statement�nor ny of its Officon,directors, Oxecutives,partners, shateholders, MPIQY*99,Members, or management Of the entity,nor any affili;ate of the tity ag'"'h Who&zv active in the Public entity crime subgequent of July 1, 1989. en hAm been char9nd with And convicted of a �The entity submitting this SWOM StAtMent,or ont:or more of its officer.,, executives, fzrtneM shareholders directors, , vmPlOYM%members,or 4gents who am active in the Managethent of the entity or an affillite of the entity i;�bftn charged with and convicted of a public entity cr1me ajbsc�uent to July 1, 1 9&q. -71e entity submitting this sworn statezncn�or one or more O*f its offictas,directors, executives, pwtners, shambolders,employces,members,or agents who am active in the management of the entity,or sm affiliata of the entity public cntlty crime subsequent to July 1, 1 9S9, has bftn chu9t:dWith and convicted of Wore-1 Hca�ring Officrr of the State of Florida, Divisior of AdministrativO Hearings an rocee n However,there has been a subsequent P di g d the Final Ordcr entered by the Hearing Officer determined that it was not in the public interest to Place the entity submitting this avvorn Statement on the convicted vendor list. (Attach&copy of the final ordev) 1 t'"YMSTAND THAT THE SUBMMION OF TMS FORM To T OMCER RE CONTjgLACrWG FOR TRFI PUBLIC ENTrrY IDENTUuD IN PARAGRAPH I (ONE)ABOVE IS FOR THATPUBLIc EN-nW ONIy ANDI THAT HIS FORM IS VAL)OD MOUC-H DtCEMER 31 OF THE CALENDAR YEAR IN WEUCR IT IS MED. I ALSO UNDERSTAND THAT I AM RXQUMED To INFORM TBF ,PUBLIC E ITY PRIOR TO ENTERING INTO A CONTRACT IN EXCrLSS Op nM THWE NT AMOUNT PROVWED IN SEC17ON 287-017,fLO OLD FOR CATEGORY TWO OF ANY CTJANGE IN T16 INFORIKA CONTAMD IN Tots FORK (signature) STATE OF (date) COX-TNW OF PERSONALLY APPEAPED BEFORE W,the undersiped audiority, who,after first being sworn by me, affixed (name of individual signiii.) l)'81her SiPatute in the space provided above on this_dity 20 My c;Ommis-slon expires: N0TARYPUBtIC JUL-01-2004 THU 08:45 AM CITY OF ATL BCH PURCHASI FAX NO, 9042475819 P. 09/12 0710112004 09:08 9042249023 —--- PCH ARCHITECTS PAGE 10 f0tAkouffEms. iNc. ATTACHMENT TO: f - -- I......APPENDOM P()H 4141 &OUTKFOINT DA, 1A IT, 11 ITE too I 0 IV I L L E. F L It Ili 1114) 214 - 1101 h I T E C T t MEWW FILTER PAW MUM W"Mff WW WM4 SUPPM MEL wm WK j wk ffANRgp LZIAM T"acH MTN NATK OACKFU 7pqEw% WM4 G%VALL "n. KW=AND AND w-mnv L mar commu CM--,WV AND CM W 05i&QftN FOM M&U.VE KA40 ON SILT FENCE Cawam TO WkftW p0WW ewmm To JJ 0 B No. os" ATLANTIC BEACH 8 H E E T DATE 06/2911041 CITY HALL DAAWJ I CHECKED 8Y ADDITIONS AND ALTERATIONS IMF ATLANTIC BEACH, FLORIDA L11 0 F JUL-01-2004 THU 08:46 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P, 10/12 07/01/2004 09:08 9042240023 PCH ARCHITECTS PACE 11 .ATTACHUENT TO-. I IEN I T 6_7 17EL NH ARCHIHMS.- ING .1poc-t4um 4141 8 OQTN 1`0 1 WT DR. E A IT, I I IT E Iii p JAC K110 IVILL t, Fl. 11111 1104) 114 - feel A A C K I T A A NaTFED. Rc mm��= rdRWWWT coNS7RUC"N Q AW .SV A Ytxmw 13! MAX IVE BE 14 be pp is A 14=kww =A L in mmk4ww I zor **I-( of"$%paw*so%*w w par*&ad be babow to 0 am wo b4 6WA am fiw W&.1. bo 4 amprAd b"w4vft Aw"Im ow'"Wro ad zorma car W.mwp end 6A om fat by of 1`11016m 7REES ALL TRM MARM TO Ot,SA%U AM LAND DEKUVMW CODM AM ,"WrEgan By 7HE APPLICA&Z SLNJMT TO A F*&OF Lop -M DA AW MARKO 7R= WLL nE L j[jar:w%cvm of b" = Pbt DAY AND A STM wow ami dw*w W AWW%ft WAd"of= TREF PRnTFrjjjo pN__QETAIL E AIL NOT Tn,PLI%Ai r 0EPRQl 10 8 0. 03038 0 ATLANTIC BEACH E E T DAYE 06/29/04 b I CITY HALL I A W N K�7E ADDITIONS AND ALTERATIONS LE . 2m #CALE ATLANTIC BEAC]", ]FLORIDA JUL-01-2004 THU 08:46 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P. 11/12 07/01/2004 09:08 9042240023 PCH ARCHITECTS PAGE 12 ATTACHMENT TO: INC. ADDENDUM 4141 10VT11110111 DR. EAST, IU 17F JAM011VILLE, FL 11114 Jo04) 1111 . 11611 T E C I p NTMTO' i!()LH )U 4L i ft/oT -f -./Mp 14 e 44 lit- ok,4, AATC14 DISTING T— N.T.S, COLUMN CAP 0 a No, ATLANTIC 13EACH ? AATIAL SHEET DAIE'" ��1�11 E'T AIE 06129/04 CITY HALL t H,E c Ki-6-1 F ADDITIONS AND ALTBRATIONS A-6 CALE ILTA F, ATLANTIC HEACHt IRLORIDA 0 F JUL-01-2004 THU 08:46 AM CITY OF ATL BCH PURCHASI FAX NO. 9042475819 P, 12/12 07/01/2004 9e42240023 PCH ARCHITFCTS PACE 13' ATTACHMENT TO; RUH mormas 111u. __. ADDENDU 4141 10 014 POIN f DO. EA IT, JU IyE jol ..................................�m JAMONVILLE, FL A I 0 14 1 t�o e*&vAqr' Old, t*, TA 1. M C. E fol p oil 14 A-6 -4- STING AI "jol N.T.S. COLUMN CONNECTION , JOB 90, 030,% OATE 06/ ATLANTIC 13-EA H PARTIAL MET CITY BALL M. _EC_K i TD I y ADDITIONS AND ALTERATIONS A-6 S G A L E mi ATLANTIC REACH, FLORIDA U 0 F OV21/.2005 10!29 FAX 9040360770 KcVE I GH & ILANGUN PQE W002 SEE!- ee!- -------- PROMDE 44 #2 PROVIDE 4X8 #2 Sw P067 BELOW %slyp POST BELOW MICROLLAM /-)Kk TO pe4mwo Ex NEW A!01)r m STup �,\WALLS 4 PROMDE 4x4 POSIJULOW\ Exsyc St 2 MICR a SL-v PROVIIN Slmpw�w -70 qEMAIN, - 4-2x SVP m 41 HU410 MAX iu'4-2xl2 BE CONNECTOR z PWVM 4X4 - ----------- - ------- -- POST BELOW 2K OEM MCSTG WALL:- C44 z TO REMAIN S2 LISTalimm TRAP BEAM TO POST W/ SIMP TS12 PER - WALI. TO S 6/" :11 BE REMOVEDJ ECT -jj-- I 6j rLxsTG 9 W. COL TO REMAIN ENS WALL TO REMAIN ------------ LJ r"t Lj APPROVED EXIS-nNG MEZZANINE PLAN CITY. OF ATLANTIC BEACH SCALE' I/w " a f-o" BUILDING OFFICE NOYES. 1) FOR W-WN CWTM AND W.NERAL NOTM SEE SHUT S-4. APR 2 3 2005 2) YEWY ALL WSTO CONDITIONS AM MMMSIONS ARE CopRW AS Smowm gVoK rAVACAMON OR CONSTRUCTION. gy: E0 39Vd S103IIH08V HOd EZOOOZZ006 eo:zz gooz/lz/oo OV21/.2005 10!29 FAX 9040360.770 NCVEIGH & RANGIN PQR W002 --- -- ------------ oio 113 PROVIDE 415 02 Svp POST BELOW PROVIDE 4NO #2 I" POST BELOW MICROI AM )IIALL TO w mc 4w k EXS7G bw2x6I MW 3!r wq— IN SYM 4 PROVIDE 4*4 POST m St PROVIDE SIMPSON qEMAIN j IZY 4-21114 svp HU410 MAX - '4-2xl2 BE CONNECTOR I A BELOW z PRDVM 4%4. POST BELOW lK JK BEAM Ewc WAU: --.-w 70 REMAIN -'--�TllfwKAM TO T / Sim L WALL 0 12 PER - I SECT fi/S-6 "I K REMOVEDi 6J E)(STG SY W- COL 6 M REMAIN EXSM' WALL TO REMAIN EXISTING MEZZANINE PLA14 APPROVED CITY. OF ATLANTIC BEACH SCALL BUILDING OFFICE molts. 1) raft DESIGN WMRIA AND WdERAL NOTIM SEE 9"T S-4. APR 2 3 2005 2) WJWY AU MSTS CONDITIONS AMI) DIMIENSMS ARE CORRIXT AS SNOW 890K FADMA710M OR 00 NSMCTION. OY: EO 39Vd S10311H08V HOd EZOOOZZ006 eo:zz sooz/1Z/00 PEREZ-QUINONES-HOENSHEL 4141 Southpoint Drive E.,Suits 200 P 0 Jacksonville, Florida 32216 FAX 077 9 0 4 2 2 4- 0 0 0 1 El 131313 1113 11 A R C H I T E I T 8 FAX 224 - 0023 To: Von Ford Date: April 21,2005 Company: City of Atlantic Beach Fax No: (904)247-5845 Ruiliding Department Subject: Additions and Alterations Atlantic Beach City Hall Pages:_L(Ind Cover Sheet) NWSSAGE: To Wow, Fax Mom and Sketch from McVeigh and Mangm Engineering Inc, concerning requested changes to previously issued DralArings S-8.Tbee 8 1/2"x I I"signed and scaled originals will be sent to your attention for perrnit revision. Please call should you have any questions. From The Desk of: Darirel S.5—w' kland Constr=tion Administrator IF YOU DO NOT RECEIVE ALL OF THE PAGM PLEASE CALL(904)224-WI. 7MS UODRMATION CONTARqED IN THIS FACSIMILE IS PRIVILEGED AND CONFIDENTIAL MORMATION INTENDED ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF THE READER OF TWS MESSAGE IS NOT THE INTENDED RECIPIENT, YOU ARE HEREBY NOTIFIED THAT ANY DISSEMNATION,DISMMUTIONORCOPYINGOFTHIS COMMUNICATION ISSMCTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROI;L, PLEASE IMNEDIATELV NOTIFY US COLLECT BY TELEPHONE AND RETURN THE ORIGINAL MESSAG19 TO US AT THE ABOVE ADDRE$$ VIA THE U.S.POSTAL SERV1C`E_.__..THANK YOU. W� TO 3E)Vd H06V HOd EZOOOZZ006 11:01 GOOZ/ZZ/00 04/21/2005 10:29 PAZ 9046306770 UVEICR KANGUN PQR MCVE1QH&M1kNGUM Z N G 1 14 9" 1 It I N 6 ' 1 14 C- FACSIM11LE TRANsNUSSION To. Danxty Strickland Date: April 21,2005 C11:111:11��Y. PQH. Fax No.- 224-0023 project: Atlantic Beach City Hall MME job#: 04055 num: Michael Brh"eyer No.of Pages: I of 2 mjW@mcYeighmaxgumcOM cc: Danny, I have rmew the requested change to the mezzame support franiing in order to remove the added in slab footing required. It appears that,with the g"Umption that no roof load is added to any mezzanine side will,the new post loads will be just slightly under what is allowable point load on a 4"slab on grade. I have revised sheet-S-8 to show tha requested added wood post and removed the section cut I/S-8. Sincerely, Michaftel eyer,P.E. McVeigh&mangurn Engineering,hic STRUCTURAL MECHANICAL PLUMBING 9 Smije lit, plorida 92266 9250 Cypress Green J)rive 202 (904) 737-0701 - PAZ (904) 686-6770 ZO 39Vd H08V HOd EZOOOZZ006 11:01 SOOZ/ZZ/00 POHPEREZ-QUIRONES-HOENSHEL 4141 Southpoint Drive E.,Suite 200 Jacksonville, Florida 32216 FAX 9 0 4 2 2 4- 0 0 0 1 A R C H I T E C T F 6 X 2 2 4 - 0 0 2 3 To: Don Ford Date. April 21,2005 Company: City of Atlantic Beach Fax No: (904)247-SM Bugftg Department Subjeeb. Additions and Alterations Atlantic Beach Cky M PagtS'__.L(h*d Cover Sheet) AWSSAGE: To follow, Fax Memo and Sketch from McVeigh and MangLan Engk=inp, Inc, cmcmming requesW changes to previously issued Drawings S-8.Three 8 1/211 x 11"sigmd aftd saed oziginals wi1l be sait to your attentmi for pemt revision.Please call should you have any questiQns. FromThe Desk of: Dardl S. Rtridd�_ Construction Administator IF YOU DO NOT RECEIVE ALL OF THE PAGM PLEASE CALL(904)224 41001. THIS 1114FORMATION CONTAINED IN THIS FACSIMILE IS PRIVILEGED AND CONFIDENTIAL I.NFORMATION INTENDED ONLY FORTHE USE OF THE INDIWDUAL OR ENTITY NAMED ABOVE. IF THE READER OF THIS MESSAGE 19 NOT THE INTENDED RECIPIENT, YOU ARE HEREBY NOTHUD THAT ANY DISSEMINATION,DWRIBUrION ORCOPYING OFTHIS COMMUNICATION ISSTRICTLYPROHIRITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR,PLEASE 1MMMIATELY NOTIFY US COLLECT BY TELEPHONE AND RETURN THE ORIGINAL W_qSAGE TO US AT THE ABOVE ADDRESS ---VIA THE UA POSTAL SERVICE___-THANK YOU. TO 39Vd SID31IH08V HOd EZOOOZZ006 80:zz GOOZ/IZ/00 W%eZ.L149xR-4—U-ZV 2-AL VU40355770 XMIGH & JKANGUH I MCVEI""" 7&MANGUM . ri . -t"'. " - . , . . 0., '�j 4 x 14 G I N r a it I N I i4 C FACSIMrLE TRANSMISSION To. Darmy Strickland Date- April 21,2005 Company: PQH' Fax No.:224-W23 Project: Atlantic Beach City Hall NM Job#-, 04055 From: Mwhael Anmeyer No.of Pages: I of 2 ndkeb@Pneveigfimngu#Lcom cc: Danny, I have review the requested change to the mezzanine support framing in order W remove the added in slab footing required It appears that,with the assumption that no roof load is added to any mezzanine side wall,the new post loads will be just slightly under what is allowible point load on a 4"slab on grade. I have revised sheet'S-8 to show the requested added wood post and r=oved the section cut I/S-8. Sincerely, Michael Bri"meyer,P.E. McVeigh&Mangum Engineering,Inc STRUCTURAL MECHANICAL FLACTRiCAL PLUMBING 9250 Cyprev3 Crtsv Drive - SUite 202 Jacksonville, Plorld* 32256 10041 YST-0701 - Pax (9041 6,36-6770 xnailemcveighmangum.com Z 0 3E)Vd S103.LIH08V HOd EZOOPZZ006 80:ZZ GOOZ/1Z/00 PSC 2000 Series 2410 Log for Personal Printer/Fax/Copier/Scanner City of Atlantic Beach Bui 904-247-5845 Apr 22 2005 11:18AM I,ast Tmnsactio Date Time T3= Identification Duratio P= Rouh Apr 22 11:17AM Fax Sent 92240023 0:46 1 OK PROJECT SCHEDULE* REVISED APRIL 26, 2004 CITY OF ATLANTIC BEACH 03-15-04 Advertise for RFQ -Bid Number 0304-12 - Complete 04-19-04 RFQ due no later than 4:30 p.m. - Complete 05-04-04 Shortlist selected - Complete 06-07-04 General Contractors selected receive documents 06-18-04 Pre-bid conference 07-01-04 Bid opened publicly at 2:00 p.m. 07-19-04 City Staff review/report 07-26-04 City Council approves bids 07-27-04 Contractor executes Agreement 08-05-04 City Council considers/approved Agreement 08-12-04 Construction Begins 01-20-05 Substantial completion 02-20-05 Final completion 01-20-05 Warranty inspection This project schedule for the subject project is being issued to each General Contractor which has expressed interest in the RFQ for use in preparing its response to the advertisements. -16- PROJECT SCHEDULE* MARCH,2004 CITY OF ATLANTIC BEACH RFQ - Bid Number 0304-12 N/A RFQ due no later than 4:30 p.m. N/A Shortlist selected 06-07-04 General Contractors selected receive documents 06-18-04 Pre-bid conference 06-30-04 Bid opened publicly at 3:00 p.m. 07-09-04 City Staff review/report 07-19-04 City Council approves bids 07-20-04 Contractor executes Agreement 07 -08-04 City Council considers/approved Agreement 08-04-04 Construction Begins Substantial completion Final completion Warranty inspection This project schedule for the subject project is being issued to each General Contractor which has expressed interest in the RFQ for use in preparing its response to the advertisements. 0 JOSE M. PEREZ, AIA P 0 RICARDO E.QUIRONES,AIA i!offl 2 ROBERTO. HOENSHEL,AIA A R C H I T E C T S April 26, 2004 Don C. Ford, CBO Building Official City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233-5445 Re: City Hall Addition/Renovations Atlantic Beach, Florida Dear Mr. Ford: Find attached our submittal for 60% complete Construction Documents for your review. Also included is an updated project schedule. The schedule has been adjusted 4 weeks due to the mechanical survey for the original structure that was requested by your office. Furthermore, we switched mechanical engineers so you could have one consultant. Consequently, the survey impacted the design of the addition an4 it was in the best interest of the project to complete it before proceeding with our work The mechanical engineer, on their own accord, proceeded with the work even though they are still waiting on final authorization from your office. Note that in order to maintain the revised schedule, we will need your review comments no later than May 3, 2004. Also, please confirm the dates past June 7, 2004. Please contact us with any questions and we look forward to completing this project successfully for the City of Neptune Beach. Sincerely, Frank M. Ringhofer, Jr., AIA Associate Vice President FMR:cbr:donflordltr.426.04 Attachment 4141 Southpoint Drive East n Jacksonville, Florida 32216 (904) 224-0001 Fax (904) 224-0023 AA C000946 www.pqh.com TRANSMITTAL nia PEREZ-QUIhONES-HOENSHEL 4141 Southpoint Dr.,E,Suite 200 P Jacksonville, Florida 32216 'Un 9 0 4 - 2 2 4 - 0 0 011 LETTER R 0 H I T E C T S FAX - 224 - 0023 PROJECT: Atlantic Beach City Hall, Additions and Alterations ARCHITECT'S 03038 PROJECT NO.: DATE: TO: City Of Atlantic Beach If enclosures are not as noted,please 800 Seminole Rd. inform us immediately. Atlantic Beach, Fl. 32233-5445 If checked below,please: ATTN: Don C. Ford Acknowledge receipt of enclosures. Return enclosures to us. WE TRANSMIT: (x) herewith under separate cover in accordance with your request FOR YOUR: approval distribution to parties review & comment information (x) use record THE FOLLOWING: (x) Drawings Specifications Shop Drawing Prints Change Order Shop Drawing Reproducible(s) Samples Product Literature Other COPIES DATE REV. DESCRIPTION ACTION NO. CODE 2 2/20/04 Phone Jack& Data Outlet Location ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under REMARKS CODE B. No action required E. See REMARKS below C. For signature and return to this office REMARKS: Don, Please indicate the preferred phone jack and data outlet locations on the enclosed drawings are return to our office as soon as possible. The enclosed drawings supercede the previous plans sent on 2/17/04. Thanks COPIES TO: (with enclosures) PQH File BY: eel trItr rl :z CD m Stan WARNING! FLORIDA'S CONSTRUCTION LIEN LAW ALLOWS SOME UNPAID CONTRACTORS, SUBCONTRACTORS, AND MATERIAL SUPPLIERS TO FILE LIENS AGAINST YOUR PROPERTY EVEN IF YOU HAVE MADE PAYMENT IN FULL. UNDER FLORIDA LAW, YOUR FAILURE TO MAKE SURE THAT WE ARE PAID MAY RESULT IN A LIEN AGAINST YOUR PROPERTY AND YOUR PAYING TWICE. TO AVOID A LIEN AND PAYING TWICE, YOU MUST OBTAIN A WRITTEN RELEASE FROM US (Lienor) EVERY TIME YOU PAY YOUR CONTRACTOR. CITY OF ATLANTIC BEACH AUGUST 10, 2004 NOTICE TO OWNER / NOTICE TO CONTRACTOR 71073226748004040612-4040629 To: (Owner) 0629 CITY OF ATLANTIC BEACH CITY OF ATLANTIC BEACH 800 SEMINOLE RD 800 SEMINOLE RD ATLANTIC BEACH FL 32233 ATLANTIC BEACH FL 32233 The undersigned hereby informs you that he or she has furnished or is furnishing services or materials as follows: ELECTRICAL & RELATED MATERIALS for the improvements of real property identified as DUVAL COUNTY FLORIDA ATLANTIC BEACH CITY HALL ADDITION & ALTERATIONS, 800 SEMINOLE RD under an order given by MEADOWS ELECTRIC. Florida law prescribes the serving of this notice and restricts your rights to make payments under your contract in accordance with Section 713.06, Florida Statutes. In the event that the contract for improvement is bonded, pursuant to Section 255.05 or Section 713.23, Florida Statutes Title 40 U.S.C. Section 270, or any other form of bond, the undersigned intends to look to that bond for protection and payment. The undersigned requests a copy of the payment bond and a copy of any direct contracts pertaining to the improvements for this project and agrees to pay reasonable copy costs for such copy. IMPORTANT INFORMATION FOR YOUR PROTECTION Under Florida's laws,those who work on your property or provide materials and are not paid,have a right to enforce their claim for payment against your property. This claim is known as a construction lien. If your contractor fails to pay subcontractors or material suppliers or neglects to make other legally required payments, the people who are owed money may look to your property for payment, EVEN IF YOU HAVE PAID YOUR CONTRACTOR IN FULL. PROTECT YOURSELF: --RECOGNIZE that this Notice to Owner may result in a lien against your property unless all those supplying a Notice to Owner have been paid. --LEARN more about the Construction Lien Law,Chapter 713,Part 1,Florida Statutes,and the meaning of this notice by contacting an attorney or the Florida Department of Business and Professional Regulation. COPIES TO: 71073226748004040629 By: JACK E.BERRELL/ National Association of Credit Management of Florida,Inc.. Any demand madepursuant to Section 713.16, Florida Statutes, (GEN CONTR) must be directed to the attention of the:Lienor's representative. CC BORDEN at the address of.the Lienor shown below. 1019 ROSSELLE ST Authorized Agent for Lienor: JACKSONVILLE FL 32204 REXEL CONSOLIDATED #28/JACKSONVILLE (Under an order given by) JOE BLACKWELL CBA MEADOWS ELECTRIC 7081 GRAND NATIONAL DR STE 110 2730-7 CLYDO RD ORLANDO FL 32819 JACKSONVILLE FL 32207 (REF # : 28-59143-072) 71073226748004040612 (BOND) WALDORFF INSURANCE & BONDING P BOX 90027 GAINESVILLE FL 32607 Ford, Don From: Chris Kaye[kayec@pqh.com) Sent: Tuesday, June 15, 2004 10:11 AM To: Ford, Don Cc: Michelle Moore Subject: Atl Beach City Hall Addition - Notes on complete plans -----Original Message----- From: Ben Roseborough [mailto:br@estrella-engineering.comI Sent: Tuesday, June 15, 2004 10:10 AM To: Chris Kaye Subject: RE: Notes on 95% complete plans - City Hall Additions and Alterations The two stage heat pumps and the Bronz-Glow coating are indicated on the Split System Heat Pump Schedule on sheet M2. Note that HP-9 is a single stage heat pump, because units that small do not come in 2-stage configuration. Please call with any questions. Thanks, Ben Roseborough, EI Estrella Engineering, Inc. (904) 269-7880 br@Estrella-Engineering.com AT1,ANTIC BEACH CITY HALL ADDITION& ALTERNATIONS 03038 ADDENDUM NO. 1 DATE: JUNE 30,2004 RE: ATLANTIC BEACH CITY HALL ADDITION&ALTERATIONS CITY OF ATLANTIC BEACH, FLORIDA FOR: CITY OF ATLANTIC BEACH 800 SEMINOLE ROAD ATLANTIC BEACH, FL 32233-5445 ARCHITECT: PQH ARCHITECTS, INC. 4141 SOUTHPOINT DRIVE EAST, #200 JACKSONVILLE,FL 32216 THIS ADDENDUM SHALL BE ATTACHED TO AND FORMS A PART OF THE PROJECT DOCUMENTS. PRE-BID MEETING NOTES: See Attached CHANGES TO BED DOCUMENTS: The following items will be required for this project and are to be submitted in triplicate: Document Requirement Checklist to be submitted with Bid Proposal - (Form Attached). Drug Free Workplace Certification- (Form Attached). Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes on Public Entity Crimes - (Form Attached). Bid Bond in the amount of five-percent(50/6) Payment and Performance Bond by the successful bidder upon award of bid CHANGES TO OUTLINE SPECIFICATIONS -TABLE OF CONTENTS: ADD the following under- DIVISION 2 -SITE WORK: 02920-LAWNS AND GRASSES/IRWGATTON SYSTpMS CHANGES TO OUTLINE SPECIFICATIONS: DIVISION 2 - SITE WORK : Division 2 - Site Work-Page 6, after Section 02282 -TERMITE CONTROL,ADD the following Section: ADDENDUM No. I ADD NO.1 -1 ATLANTIC BEACH CITY HALL ADDITION&ALTERNATIONS 03038 "SECTION 02920-LAWNS AND GRASSES/IRRIGATION SYSTEMS A. Re-Sod all disturbed areas currently covered by grass. B. The Contractor shall relocate any irrigation lines and controls as necessary. END OF SECTION11 DIVISION 7- THERMAL AND MOISTURE PROTECTION Page 7-2; paragraph "B. Quality Assurance," REVISE as follows: 1. Match Existing, Owner recently re-roofed the existing with the following: Page 7-2,paragraph "D. Products," REVISE as follows: I Roof Shingles to match existing. Slate GAF Timberline 30 Year Architectural Shingle. a. Accessories: Hip and ridge shingles, felt, ASTM D226, rubberized asphalt perimeter underlayment, metal flashing and drip edge. CHANGES TO DRAWINGS: ALL DRAWING SHEETS: Any and all reference to "Wood Shingles" on the drawings shall be replaced with "Fiberglas Shingles -match existing". ADDENDUM DRAWINGS - Contractor to provide erosion,protection as required and as indicated on attached sheets. PARTIAL SHEET A-6 COLUMN CONNECTION- See Attached Partial Sheet A-6 PARTIAL SHEET A-6 COLUMN CAP- See Attached Partial Sheet A-6 ATTACHMENTS: Pre-Bid Conference Meeting Notations Document Requirement Checklist Drug-Free Workplace Certification Swom Statement Pursuant to Section 287.133(3)(A),Florida Statutes, on Public Entity Crimes. Partial Drawing Sheet A-6 Column Cap Partial Drawing Sheet A-6 Column Connection Addendum Drawing Sheet 1 Addendum Drawing Sheet 2 ADDENDUM No. 1 ADD NO.1 -2 P =�'Oii A R C H I T C T S ATLANTIC BEACH CITY HALL ADDITIONS &ALTERATIONS ATLANTIC BEACH,FLORIDA PRE-BID CONFERENCE MIEETING NOTATIONS June 29, 2004 THOSE IN ATTENDANCE: Don Ford City of Atlantic Beach Edie Mickey City of Atlantic Beach Kelly Maytan C.C. Borden Construction Jeff Stephenson Danis Construction Jose M. Perez,AIA PQH Architects,'Inc. *Christopher L.Kaye PQH Architects, Inc. PLEASE REVIEW AND ADVISE OF ANY C S. SE KMTTE�S�CON�STITU`TE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WELL BE CONSIDERED CORRECT UNLESS THE WRITER M IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. The meeting was held on June 28, 2004 at 2:00 P.M. at the Conference Room of the Atlantic Beach City Hall located in Atlantic Beach,Florida. The purpose of the meeting was to answer and claz*Contractor's inquiries. 1. Atlantic Beach Docu"ment Requirement Checklist was distributed. 2. Edie Mickey announced Bid Bond will be required on City Hall addition. 3. Edie Mickey announced all bids should be submitted in triplicate(One Copy of each item must be an original non-reproduction)-Including all items on the Revised Document Requirement Checklist which will be distributed by PQH Architects, Inc at a later date, see below. 4. Following a short question and answer period the following decisions were made. a. Alt. #2 -floor insulation should be a separate item from the base bid. b. Repair of existing/missing under slab insulation is not in the scope of work. C. Clarifichtion: spec. Section 0 1000,page 1-1 item 3-c Alternate#2 shall include all areas of the building with existing carpet, including the stairs leading up to the mezzanine. However,the second floor and the commission chambers are excluded. 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I MMUgh.com d. Clarification: spec. Section 01000,page 1-1 item 3-c Alternate#3 shall include all interior areas of the building with existing painted walls, including the stairs leading up to the mezzanine. However, the second floor and commission chambers are excluded. e. Working involving replacing the existing carpet and repainting the existing building will have to be done after hours and during the weekends. f. The contractor shall provide an alternate entry and access to the restrooms during renovation of the existing entry/building 9. Wood base and trim in the corridors of the addition should match existing. h. The existing building has does not have wood shingles. Don Ford will provide the manufacturer,model line and color of the existing shingles to the contractors and PQH architects,Inc. The shingles on the new addition shall match the existing shingles. This will be included in addendum#1. i. Gutters shall be provided for the new addition and should match existing. j. Tile base should be provided as the base material of the main entry(Alt. #1). k. The top of the new concrete columns should match existing and should not be pre-cast as indicated on details 12 and 13 on sheet A-6. 5. PQH will revise the City of Atlantic Beach checklist to remove the last to item and revise the second last item to coincide with the existing Bid Form provided in the specification section. PQH will distribute the document to the City and to the contractors. 6. Don Ford indicated work can only be performed between the hours of 7am-7pm Monday thm Saturday.No work shall be performed on Sunday except the installation of the carpet and painting of the interior walls of the existing building if the owner selects to proceed with those alternates. 7. The duration of construction for bid purposes shall include the base bid items only. Alternates should be assigned separate construction durations which can be added to the base bid upon owner selection/acceptance. ADDITIONAL ITEMS DISCUSSED: 8. The contractor who is awarded the job must file a notice of commencement with the city. 9. Construction permits from the city will be required i.e.building, electrical, mechanical, etc. However,permits issued by the city will have no fee associated with them. This does not include fees that may be changed by other agencies. END OF MEETING NOTATIONS cc: All Attendees CLK:ABCH.mtg.062804 CITY OF ATLANTIC BEACH-ADDITION&ALTERATION 03038 CITY OF ATLANTIC BEACH9 FLORIDA CITY HALL ADDITION/ALTERATION RFQ/BED NO. 0304-12 D0CUTvffiNT REQUIRE NT CHECKLIST ALL DOC AffiNTS T-0-BE SUBMIT ED IN TRIPLICATE ORIGINAL Insurance Certificates (copies, Xeroxes, or facsimiles are UNACCEPTABLE), naming the City of Atlantic Beach as Certificate Holder, showing they have obtained and will continue to carry Workers' Compensation, public and private liability, and property damage insurance during the life of the contract. Bid Proposal Form submitted in triplicate. Signed copy of Documents Requirements Checklist u Bid bond in the amount of 5% u Completed Form W-9 Request for Taxpayer Identification Number and Certification. u Drug Free Workplace Form. a Public Entity Crimes Form u Acknowledgement of receipt of all addendums on Bid Proposal Form.. The above requirements have been noted and are understood by bidder. SIGNED: (Bidder or Agent) DATE: BID NO.: DOCUMENT REQUMEMZNT CHECK LIST ADDENDUMNO- 1 DRUG-FREE WORKPLACE cERTmcATION Section 287.087,Florida Statues, effective January 1, 199 1, specifies that Preference must be given to vendors submitting a certification with their bid/proposal certifying they have a drug-free workplace. This requirement effects all public entities of the State and is as follows: MENDCAL TIE 13IDS-Preference shall be given to business with drug-free workplace Programs. Whenever two or more bids which are equal with respect to price,quality and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drugfree workplace program. In order to have a drug-free workplace program,a business shall: Publish a statement noti��ing employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in e workplace and spec g e or violations of such prohibition. actions that will be taken against employees f th ifyin th 2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling,rehabilitation,and employee assistance programs,and the penalties that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection(1). 4) In the statement specified in subsection(1), notify the employees that,as a condition of working on the commodities or contractual services that are under bid,the employee will abide by the terms of the statement and will notify the employer of any conviction of,or plea of guilty or nolo contenders to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurrence in the workplace no later than five(5)days after such conviction. 5) Impose a sanction on,or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's conitnunity, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. AS TEE PERSON ALJT140RIZP-D TO S1GN T'M STATEMMNT,I CERTIFY THAT TIUS FIRM COMPLIES FULLY WITH TFIE ABOVE REQUIREMENTS. TEND-0—R'S SEGN—ARTNTE —� D A SWORN STATEMENT PURSUANT TO SECTION 28,7.133(3)(A),, FLORIODA STATUTES,ON PUBLIC ENTITY CREMS THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PU]BL'C OR OTHER OFFICIAL AUTHORIZED TO ADNMWsTER OATHS. "is SWOM statement is submitted to by (Print name of the public entity) for (print individual's name and title) (print name of entity submitting sworn statement) whose business address is and(if applicable)its Federal Employer identification Number (FEIN) is (If the entity has no FEIN, include the Social Security Number of the individual signing this swom statement: 2, 1 understand that a"public entity crime-as defined in Paragraph 287.133(lXg),norida Statutes,means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or Political subdivision of any other state Or of the United States, including, but not limited to,any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud,thef%bribery, collusion,racketeering, conspiracy,or material misrepresentation. .3. 1 understand that"convicted"or"conviction"as defined in Paragraph 287.133(l)(b),Morida Statutes, means a finding of guilt or a conviction of a public entity crime,with or without an adjudication of guilt, in any federal or state trial court of.record relating to charges brought by indictment or information after July 1, 1989,as a result of a jury verdict, nonjury trial,or entry of a plea of guilty or nolo,contendere. 4. 1 understand that an"affiliate"as defined in Paragraph 287.133(lXa),Florida SWutes%means: I- A predecessor or successor of a person convicted of a public entity crime, or 2. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term 11 liate" cludes those office directors, executives, ' affi in rs Partners,shareholders5 employees,members,and agents who are active in the interest in another person,or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement�shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. 1 understand that a"person"as defined in Paragraph 287.133(lXe),Florida Skt_utes,means any natural person or entity organized under the laws of any state or of the United States with the legal Power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity,or which otherwise transacts or applies to transact business with a public entity. The term"person"includes those officers, directors, exec ves,Partners, shareholders,employees,mer6bers,and agents who are active in management of an entity. 6. Based on information and beliet the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Indicate which statement applies.) -------Neither the entity submitting this SwOrn statement,nor any of its officers, directors, executives,Partners, shareholders,employees,members, or agents who are active in the management of the entity,nor any affiliate of the entity has been charged with an public entity crime subsequent of july 1, 1989. d convicted of a The entity submitting this sworn statement�or one Or more of its officers, directors, executives,partners, shareholders,employees,members, or agents who are active in the management of the entity, Or an affiliate of the entity has been cliarged with and convicted of a Public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement,or one or more of its officers,direc tors' executives, Partners, shareholders,.employees,members,or agents who are active in the management of the entity, or an affiliate Of the entity has been charged with and convicted of a public entity crime subsequent to juiy 1, 1989. However,there has been a subsequent proceeding before a Hearing officer of the State of Florida,Division of Administrative Hearings and die Final Order entered by the Hearing officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM To THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE)ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND,THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017,FLORIDA S FOR.CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. (signature) STATE OF (date) COUNTYOF PERSONALLY APPEARED BEFORE ME,the undersigned authority, (n te of individual signing) who,after first being swom by me,affixed his/her signature in the space Provided above on this day of 20 MY commission expires: NOTARYPUBLIC ATTACHMENT TO: f POH ARCHIHUS. INC APP6MOLM POH . . 4141 80ITNPOINT 01. EAST, SUITE 100 &� JAC KIWILL E, FL 12111 (104) 214 - 0001 A R C 0 1 T E C T 8 A A C 0 1 0 1 4 1 pm snW=H FILTER FABRIC NEmm WITHOUT wm mmH SUPPORT STEEL OR WOOD Pwosr 6 IT Iffix wwwa POKING W. i t y of RUNOFF I , I .RUNOFF rT t I 120E 1 2* MK ffPZ6 STAMAW DETAM ALTFJMTE DETAM TRENOI %WTH NATIVE BACIOU Tmm WITH awm— NOTE I. KSPIMT AND REPAIR FENM MM EkCH MW &W AND ROM SEWW WHEN TO ST MTM"MCE Mrp= am sun SILT FENCE To arcew. JOB NO. OM ATLANTIC BEACH 8 H E E T J1 [D tA T E -06/29/041 CITY HALL D I D I A I A C C I ADDITIONS AND ALTERATIONS HECKED BY la ATLANTIC BEACH9 FLORIDA -OF ATTACRENT TO: POH A&CHIffTECT3. INC. T I -- 3. INC PO.H 4141 8 0 9 T 0 POINT DR. EAST, 8 1 1 T E 200 UNINERNME J A C K 8 0 1 V I L L E, F L 32111 (104) 224 - fool A I C H I T E C T 3 NOTE: REQUIRED BARPJCAM ARE TO REMAIN INTACy THROUGHOUT CORMCTION DO NOT S I- 0TECTnE —1:r MAX 8 Uff EXI TING :=dAnd b*@%I WI*MWY"8862001%,end tva hom cram pwwmt 16 bOY dW"OT lad Wft tod' wasum proem b 49%t x*www%ftew 1"owwbww %w~4"wbwm of On *f sk 6,m wt=Z*t v a w""Ad Is Ift 4 of the a" %** ft im i howim " ft Am mmo'"'= b. Tm dawdeper"rot oem or gWw:6=4w WOW*& w t% '= '. Wad Vwt MGY w1danger Im I dU vo drip ins,tr". Protected bvec be NwheAW at is arlod praft vM as' wid bp or wftg of my mw4 Zr44daw=j=b"s of In Gr "I I em- of @a b We ' 1 *41 Riclarked%Wddm or I be 1 Or I 'm Owt GFUS Wift Vw dr1p be of pmbNAW tsft nw bK or~:=I,owed*am ow�-6, V*etted"oeek wbw(40W Om V61006m OW ukaL dpw er partake ad be bd"W to 4 to& 16 M d*wb4 OW WWMV W!"VVIGOW bw oft vG be dam d1b hod Wd@ mjA M isat s)swm autelft Via prowathm.10"viuch emw In ffm of be Promed by 4*WWAd tree*MW pft ig 46 t:*(r0wmrjd1=AwrdA=b" �- -"IL IM Wp dbd be met low em bm(2)fut by am PROIECI 7REES AL 7REES MAfM 70 BE SAVED ARE PR07EMO BY 7HE APPUCA'SLE LAND DEVMCPMENT COOM ANy pMM DAMAGING ANy MARKED i VALL BE SUB= 70 A FM OF UP 70 SMW AER DAY AND A STOP WOW ORDER. ad b 6 m9we"LOWNIM wkdbn sW =ddwWro 4partmemINOZOW"W"Im*W" - NOWWO Dqwbiwd of AW"Kw%*mm of Mid* TREE PROTECTION DETAI.L NOT TO- SCALE j JOB NO. om ATLANTIC BEACH 3 H E E T 0 B ' 0. DATE 06/29/04 D 1 CITY HALL RAWN CHECKED BY - ADDITIONS AND ALTERATIONS 2 CA ATLANTIC BEACH9 FLORIDA 8 C A L E F- 0 F ATTACHMENT TO: POR ARC–H—flEffs. INC. I ADDENDUM 4141 SOUTHPOINT DR. EAST, Of ITE 100 J A C K 8 0 N V I L L E, F L 3 2 111 (10 4) 12 4 - 10#1 R C K I T E C T 8 POH r-=-1 T 11 Ap J 44*" ..f It.-L -/olip 14 A 4, r-�9&tP. /AATC14 EYISTING -f imLo- T-- N.T.S. 1 -z COLUMN CAP JOB N.O. om �g ATLANTIC BEACH PARTIAL S:H :EFET DATE CITY HALL DRAWN AD. A-6 CHECKED BY ADDITIONS AND ALTERATIONS 8 C A L E Ell ATLANTIC BEACH9 FLORIDA mmmmmmmmmm�j --- --- 1 0 F ATTACHMENT TO: f P019 ARCunims, INC. ADDENDUM Pojj 1111 111 T MINT DR. EAST, SUITE IS# ffimmmmw�� J A C K S 0 1 V I L L E, F L 3 2 211 10 4) 2 2 4 - 0 4 of R C N I T E C T 8 A A c o Q o 9 4 1 W.7- Ai JWCH EV I Hpf rro-r— t^v 4001., Ar Vw- L T1 N.T.S. COLUMN CONNECTION 12 JOB NO. om ATLANTIC BEACH I I R T I A L 8 H E E T D A T E 06/29/04 CITY HALL D R A I N AD. ADDITIONS AND ALTERATIONS A-6 CHECKED BY 8 C A L E RTA ATLANTI C BEACH9 FLORIDA 0 F 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 01 Pp()H PEREZ-QUINONES-HOENSHEL 4141 Southpoint Orive E.,SuRe 200 Jacksonville, Florida 32216 FAX-� A A C H I T i C 71 9 0 4 2 2 4 - 0 0 0 1 608MMEMEMEMOMMIft" F A X 22 4 - 0023 00000po TO Date: Company: 1:: F2xNo: Subject: Pages:41nduding Cover S"; --MFMAGE.- S n 7:to Fmm The Desk of �t4WL- PA(;M PLLAW CALL(9"2U401. TKW VOORMAIION rMAMED AND 00NF1DENnAL NOWMATION fff MMED AL OR VfM KAMM ABOVF- IF TM READER OF TM ROCUTINT, YOU ARE HWW KMDM THAT ANY COPYNG OF 11M CORVAUM[CATWN is blwcmy MZCOMMUMICATIONINERROR,PEXASEU4MEDIATELY (I)RV"JRNTHEORIMALMMAGETOUSATT*WMIOVF- YOU. (A) 50 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 02 Johns River Water Management District i Kirby B.Green Ill.Executive Director- David W Fl6k,Assistant Executive Diractor 4049 Reid Street - P0.Box 1429 - Palatka,FL 32178-1429 - (386)329-4500 On the Internet at www.Sjrwmd.com. REGULATION OF STORMWATER MANAGEMENT SYSTEMS CHAPTER 40C-42, F.A.C. PERMIT NO.42-031-36367.4 DATE ISSUED: July 26- 2004 A PERMIT AUTHORIZING: Construction Of a Stormwater Management System with stormwater treatment by retenti4n for Atlantic Beach City Hall Addition, a .20-acre project to be constructed as per plans receiv6d by the Distirict on July 7, 2004, LOCATION: Section(s): 16 Township(s)- .2 Range(s): 29 16 2S 29E Duval County City of Atlantic Beach 800 Seminole Rd Atlantic Beach, FL 32233 This document shall serve as the formal permit for construction and operation of stormwater4,� management system in accordance with Chapter 40C-42, F,A.C., issued by the staff of the�t, Johns River Water Management District on July 26, 2004. This permit is subject to the standard limiting conditions and other special conditions approved by the staff. These conditions ar enclosed, e This permit is a legal document and should be kept with your other important records, The permit requires the submittal of an As-built certification and may require submittal of other documents. All information provided in Compliance with permit conditions should be submiftqd to the District office from which the permit was issued, An As-built certification form is affachibd. Complete this form within 30 days Of completion of construction of the permitted system, including all site work. Upon receipt of the As-built certification, staff will inspect the project 5!tG. Once the proje s': operation phase and responsibility transferred to the operation and maintens rt found to be in compliance with all permit requirements, the permit may be conve ed to itsct i accordance with Chapter 40C-42.028, F.A.C. nce entity in 4�i -GOVERNING BOARD Ofhetrlaz D.Long,CHAIFIMA14 David G.GMhOM,VICE CHAIRMAN R.Clay Albright,sP,!cRETAav Ch APOPKA JAOMNVILU Duane 0"04511`0111r,TREASURER W Michael Bran John G,SOW!Mskl William Kerr OCALA JACK&ONVILLA FWANOINA BEACH ORLANDO MR1.5011FINFOr&ACH Ann T Moore Sumn N.Hug at BUNKU JACKSMIA 08/05/2004 13:34 9042240023 PQH ARCHITECTS PAGE 03 Permit issuance does not relieve YOU from the responsibility for obtaining permits from 8 n� 1 ct federal, state, and/or local agencies asserting conCurrentjur sdi ionoverthiswork. Plea�e note that if dewatering is to Occur during any phase of construction or thereafter and the sd:lrface water pump(s), wells, or facilities are capable of withdrawing one million gallons of water ppr day or more, or an average Of 100,000 gallons per day or More over a year, and any discl*rge is to be off-site. YOU Must apply for and obtain a Consumptive Use Permit (40C-2) from thel District prior to starting the dewatering, Please contact the District if you need additional information or application materials, Permittee agrees to hold and save the St. John$ River Water Management District and its successors harmless from any and all damages, claims, or liabilities which may arise from'5: permit issuance. Said application, including all plans and specifications attached thereto, ii by reference made a part thereof. This permit does not convey to Permittee any property rights nor any rights or privileges otier than those specified herein, nor relieve the Permittee from complying with any law, regulatibn or requirement affecting the rights of other bodies or agencies. All structures and works installed by Permittee hereunder shall remain the property of the Permittee, This permit may be revoked, modified, or transferred at any time pursuant to the appropriatb. provisions of Chapter 373, Florida Statutes. In the event you sell your property, the permit will be transferred to the new owner, if we ard notified by you within thirty days of the sale, Please assist us in this matter so as to maintai� a valid permit for the now property owner. Thank you for your cooperation, and if this office can be of any further assistance to you, pliase do not hesitate to contact us. Williarn Wilson, Supervising Prof Engineer Jacksonville Department of Water Resources Enclosures, As-built Certification Form Exhibit A cc: District Permit File Agent: Eisman & Russo Inc 6455 Powers Ave Jacksonville, FIL 32217-2821 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 04 "EXHIBIT A" CONDITIONS FOR ISSUANCE OF PERMIT NUMBER 42-031.363657-4 CITY OF ATLANTIC BEACH DATED JULY 26, 2004 1- This permit for construction will expire five years from the date of issuance unless othekwise specified by a special condition of the permit. 2. Permittee must obtain a permit from the District prior to beginning construction of subsequent phases or any other work associated with this Project not specifically authdrized by this permit. 3. Before any offs1te discharge from the stormwater management system occurs, the retehItion and detention storage must be excavated to rough grade prior to building construction ir placement of impervious surface within the area served by those systems. Adequate measures must be taken to prevent siltation of these treatment systems and control structures during construction or siltation must be removed prior to final grading and stabilization, 4. The permittee must maintain a Copy of this Permit complete with all conditions, attachm6nts, exhibits, and permit modification in good condition at the construction site. The complefo Permit must be available for review upon request by District representatives. The permihee shall require the contractor to review the complete permit prior to commencement of thel activity authorized by this permit. 5. All activities shall be implemented as set forth in the plans, specifications and performarice criteria as approved by this permit. Any deviation from the permitted activity and the conditions for undertaking that activity shall be considered a violation of this permit. 6. District authorized staff, upon proper identification, must be granted permission to enter, inspect and observe the system to insure conformity with the plans and specifications approved by the permit. T. Prior to and during construction, the permittee shall implement and maintain all erosion *' d sediment control measures (best management practices) required to retain sediment on-�ite and to prevent violations of state water quality standards. All Practices must be in accordance with the guidelines and specifications in chapter 6 of the Florida Land Development Manual, A Guide to Sound Land and Water Management (Florida Departmbnt of Environmental Regulation 1988), which are hereby incorporated by reference, unle s C1 project specific erosion and sediment control plan is approved as part of the permit, insw1ch case the practices must be in accordance with the plan, If site specific conditions requ rel. i additional measures during any phase of construction or operat o 0 prevent e sion or led in the erosion and sediment control plan, the control sediment, beyond those specif 1 nt ro permittee shall implement additional best management practices as necessary. in accordance with the SPOCIfication in chapter 6 of the Florida Land Development Manual* A guide to Sound Land and Water Management (Florida Department of Envirx)nmental Regulation 1988). The permittee shall correct any erosion or shoaling that causes adversO impacts to the water resources. B. If the permitted system was designed by a registered professional, within 30 days after completion of the stormwater system, the permittee must submit to the District the fbnowInb: : District Form No. 40C-1.181(13) (As built Certification By a Registered Professional), signed and sealed by an appropriated professional registered in the State of Florida, and two (2) sets of "As Built" drawings when a)required by a special condition of this permit, bD the professional uses 4As Built"drawings to support the As Built Certification, or c)when the completed system substantially differs from Permitted plans. This submittal will serve to 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 07 Notice Of Rights d e I. A person whose substantial interests are Or may be determine has th right to reqoest an administrative hearing by filing a written petition with the St. Johns River Water : Management District(District), or may choose to pursue mediation as an alternativd. remedy under Sections 120.569 and 120.573, Florida Statutes, before the deadlinel,:for filing a petition. Choosing mediation will not adversely affect the rights to a hearing Of mediation does not result in a settlement. The Procedures for pursuing mediation ai�e set forth in Sections120.569 and 120-57, Florida Statutes, and Rules 28-106.111 and 28-106.401-.405, Florida Administrative Code. Pursuant to Chapter 28-106 and Rule 40C-1.1007, Florida Administrative Code, the petition must be filed at the office of We District Clerk at District Headquarters, P. 0. Box 1429, Palatka, Florida 32178-1429;, (4049 Reid St., Palatka, rL 32177)within twenty-six(26) days of the District deposliting notice of District decision in the mail (for those persons to whom the District mails adtual notice)or within twenty-one (21) days of newspaper publication of the notice of Dlst�ict decision (for those persons to whom the District does not mail actual notice). A petitik)n must comply with Chapter 28-106, Florida Administrative Code. 2. If the Governing Board takes action which substantially diffem from the notice of Disi rict decision, a person whose substantial interests are or may be determined has the rig�jt to request an administrative hearing or may choose to pursue mediation as an alternat&e remedy as described above. Pursuant to District Rule 40C-1.1007, Florida Administrative Code, the petition must be filed at the office of the District Clerk at thei: address described above,within twenty-six(26) days of the District depositing noticel of final District decision in the mail (for those persons to whom the District mails actual ;: notice)or within twenty-one (21)days of newspaper publication of the notice of its fino: l agency action (for those persons to whom the District does not mail actual notice). Ach a petition must Comply with Rule Chapter 28-106, Florida Administrative Code. 3. A substantially interested person has the right to a formal administrative hearing pursuant to Section 120.569 and 120.57(1), Florida Statutes, where there is a disputd� between the District and the Party regarding an issue of material fact. A petition for formal must Comply with the requirements set forth In Rule 28-106.201, Florida Administrative Code. 4. A substantially interested person has the right to an informal hearing pursuant to Sections 120,569 and 120.57(2), Florida Statutes, where no material facts are in disp�te. A petition for an infbrmal hearing must Comply with the requirements set forth in Rule 28-106,301, Florida Administrative Code. the District Clerk at the District headquarters in Palatka, 0 0' 5. A petition for an administrative hearing is deemed filed up n delivery of the peti ion t Florida. 6. Failure to file a petition for an administrative hearing, within the requisite time frame $Hall constitute a waiver of the right to an administrative hearing (Section 28-106,111, Florida Administrative Code). re strativd Code and Section 40C-1.1007, Florida Administrative Code,106, Florida Admini governed by Chapter 120, Florida Statutes, and Chapter 28 e if a 7. The right to an administrative hearing and the relevant procedures to b fO Owed 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 08 Notice Of Rights 8. An applicant with a legal or equitable interest in real property who believes that a Ditrict permitting action is unreasonable or will unfairly burden the use of his property, has ihe right to, within 30 days of receipt of notice of the District's written decision regarding�a permit application, apply for a special master proceeding under Section 70.51, Florida Statutes, by filing a written request for relief at the office of the District Clerk located 6t District headquarters, P. 0. Box 1429, Palatka, FL 32178-1429 (4049 Reid St., Palalka, Florida 32177). A request for relief must contain the information listed in Subsectioni 70.51(6), Florida Statutes. 9. A timely filed request for relief under Sectior 70.51, Florida Statutes, tolls the time tol: request an administrative hearing under paragraph no. I or 2 above (Paragraph 70.51(10)(b), Florida Statutes). However, the filing of a request for an administrativel hearing under paragraph no. 1 or 2 above waives the right to a special master proceeding (Subsection 70.51(1 0)(b), Florida Statutes). 10. Failure to file a request for relief within the requisite time frame shall constitute a a4er of the right to a special master proceeding (Subsection 70.51(3), Florida Statutesw) 11.Any substantially affected person who claims that final action of the District constitutd:s an unconstitutional taking of property without just compensation may seek review of he action in circuit court pursuant to Section 373.617, Florida Statutes, and the Florida Rules of Civil Procedures, by filing an action in circuit court within 90 days of the rendering of the final District action, (Section 373,617, Florida Statutes), 12. Pursuant to Section 120.68, Florida Statutes, a person who is adversely affected by fInal District action may seek review of the action in the District Court of Appeal by filing a ': notice of appeal pursuant to the Florida Rules of Appellate Procedure within 30 days bf the rendering of the final District action. 13. A party to the proceeding before the District who claims that a District order is inconsistent with the provisions and purposes of Chapter 373, Florida Statutes, may seek review of the order pursuant to Section 373.114, Florida Statutes, by the Florida.i Land and Water Adjudicatory Commission, by filing a request for review with the Commission and serving a copy on the Department of Environmental Protection and iny person named in the order within 20 days of adoption of a rule or the rendering of the:: District order. 14. For appeals to the District Court of Appeal, a District action is considered rendered a*r it is signed on behalf of the District, and is filed by the District Clerk. 15. Failure to observe the relevant time frames for filing a petition for judicial review described in paragraphs#11 and#12, or for Commission review as described in paragraph#13, will result in waiver of that right to review. 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 09 Notice Of Rights Certificate of Service I HEREBY CERTIFY that a copy of the foregoing Notice of Rights has been sent by W.S. Mail to- City of Atlantic Beach 800 Seminole Rd Atlantic Beach, FL 32233 At 4:00 p.m. this 26th day of July, 2004. Division of Permit Data Services Gloria Lewis, Director St. Johns River Water Management District Post Office Box 1429 Palatka, FL 32178-1429 (386) 329-4152 Permit Number: 42-031-36367-4 08/05/2004 13:34 9042240023 POH ARCHITECTS �AGE 04 "EXHIBIT A" CONDITIONS FOR ISSUANCE OF PERMIT NUMBER 42-031-36367-4 CITY OF ATLANTIC BEACH DATED JULY 26, 2004 1 This permit for construction will expire five years from the date of issuance unless othei-wise specified by a special condition of the permit. 2. Permittee must obtain a permit from the District prior to beginning construction of subsequent phases or any other work associated with this project not specifically authd'rized by this permit, 3. Before any offsite discharge from the stormwater management system occurs, the retehtion and detention storage must be excavated to rough grade prior to building construction�r placement of impervious surface within the area served by those systems, Adequate measures must be taken to prevent siltation of these treatment systems and control structures during construction or siltation must be removed prior to final grading and stabilization, 4. The permittee must maintain a copy of this permit complete with all conditions, attachm i: nts, exhibits, and permit modification in good condition at the construction site. The complele permit must be available for review upon request by District representatives. The permihee shall require the contractor to review the complete permit prior to commencement of thei activity authorized by this permit, 5. All activities shall be implemented as set forth in the plans, specifications and performarice criteria as approved by this permit. Any deviabon from the permitted activity and the conditions for undertaking that activity shall be considered a violation of this permit. 6. District authorized staff, upon proper identification, must be granted permission to enter, inspect and observe the system to insure conformity with the plans and specifications approved by the permit. 7. Prior to and during construction, the permittee shall implement and maintain all erosion al'Ind sediment control measures (best management practices) required to retain sediment on-bite and to prevent violations of state water quality standards. All practices must be in accordance with the guidelines and specifications in chapter 6 of the Florida Land Development Manual., A Guide to Sound Land and Water Management (Florida Departmbnt of Environmental Regulation 1988), which are hereby incorporated by reference, unless ti project specific erosion and sediment control plan is approved as part of the permit, in wt*ch case the practices must be in accordance with the plan, If site specific conditions requ!4. additional Measures during any phase of construction or operation to prevent erosion or control sediment, beyond those specified in the erosion and sediment control plan, the permittee shall implement additional best management practices as necessary, in accordance with the specification in chapter 6 of the Florida Land Development Manual: guide to Sound Land and Water Management (Florida Department of Environmental Regulation 1988). The permittee shall correct any erosion or shoaling that causes advers'�: impacts to the water resources, 8. If the permitted system was designed by a registered professional, within 30 days after completion of the stormwater system, the permittee must submit to the District the followinb: DistrictFormNo. 40C-1.181(13) (As built Certification Bya Registered Professional), signed and sealed by an appropriated professional registered in the State of Florida, and two (2) sets of "As Built"drawings when a) required by a special condition of this permit, it; the professional uses 'As Built"drawings to support the As Built Certification, or C)when the completed system substantially differs from Permitted plans. This submittal will serve to ATTACHMENT TO: I POH ARCIRIHCM, INC. ADDENDUM 4141 SOUTHPOINT DR. EAST, SUITE 100 C K I T E C T 8 J A C K 8 0 1 V I L L E. F L 3 2 211 (110 4) 2 2 4 - 0 0 01 A c 0 0 0 1 4 1 k6* pw�oQi,�4 jp!OH rl 4 ir 15 4+11 Ai -t�`r Ao CH EA L4 ��lf N.T.S. 12 COLUMN CONNECTION JOB N 0. om ATLANTIC BEACH P A R T I A L 8 H E T 0 A T FE 06/29/04 CITY HALL DRAWN AD. ADDITIONS AND ALTERATIONS A-6 CHECKED BY 8 C A L E KTIL ATLANTIC BEACH9 FLORIDA 0 F 03038 RATIONS C BEACH CITY HALL ADDITION &ALTE Ay.L�ANTI !ggpON 01000 PROJECT SUMMARY A. PROJECT DESCRIPTION project Name and Location: Atlantic Beach City Hall Addition&Alterations Atlantic Beach,Florida on of selected 2. proj ect Summary: The proj ect consist of a 1.470 sq.ft.addition and renovati concrete the existing City Hall Building. Work includes,sitework,site utilities, portion of s.woodfi-aming, -engineered rooftrusse foundations,raised floor slabs,structural steel,pre inish,painting,carpet,tile,drywall,lay- siding,windows,doors and hardware,interior f roofing, systems,electrical systems and telecommunication m ceilings,mechanical HVAC andpliuribing rough-in. a a d! ents: 3. Special Requirem a portion ofthe for sequence of Work or Scheduling: OwnerwilloccuPY a. Requirements 4 the entire construction time period. Allworkistobescheduledto existing building during minimize the overall impact to Owner's use of the facility. ed Items:Owner shall fLunish and install all telephone b. owner-Furnished and Owner-Install ntractor only to provide conduit feeds. and data connections and wirings. Co c. Alternates: Alternate No 1: Renovation ofthe existing main entry including finishes,new interior casework, and the new partition in existing Room 109. AlternateNo.2: installation ofthe carpet in all the existing offices and spaces not included in base bid and Alternate No. I AlternateNo.3: Paint of all the existing offices and spaces not included in thebase bid and Alternate No. 1 B. TESTING 1. Testing Agency: Independent testing agency engaged and paid for by Contractor. A20V 0710 \CT Ft aituie venue,' 20001 DIVISION 1 GENERAL PROJECT SCHEDULE* MARCH, 2004 CITY OF ATLANTIC BEACH 03-15-04 Advertise for RFQ - Bid Number 0304-12 04-19-04 RFQ due no later than 4:30 p.m. .05-04-04 Shortlist selected -- Q&4q--94 (3- -7 - 0'1 General Contractors selected receive documents 05-26-04 6 - :2 Oc( Pre-bid conference 06-16-04 Bid opened publi�ly at 3:00 p.m. 06-21-04 City Staff review/report 06-28-04- City Council approves bids 06-29-04 Contractor executes Agreement 07-08-04 City Council considers/approved Agreement 07-16-04 Construction Begins 12-31-04 Substantial completion 01-28-05 Final completion 12-30-05 Warranty inspection This project schedule for the subject project is being issued to each General Contractor which has expressed interest in the RFQ for use in preparing its response to the advertisements. -16- 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 01 POHPEREZ-QUIRONES-HOENSHEL 4141 Southpoint Drive E.,Suite 200 iacksonville, Florida 32216 FAX, qmmmm&**� 9 0 4 224 . 0001 A R C H I T E C I S F A X 22-4 - 0023 TO. -M- mpany--eK�: ,-t-",- AOFA CO Fxx No: *7 Subject: 4- 1;� Pages:41nduding Coverguml; MMAGE- SIEE AIT,4"A Q 81-4^A S kjA'1!7� I �ArTtl Az�pnle��,,A –r--*eOC_VJ s. 4AI Rmm ne Desk of-.Ka&_e PAGM FLFASE CALL(9"M-MI. MUS DWORMATION rVnWED AND CONFIDMIAL U*IORMlrlON MEMED AL OR EMM M4MM ABOW W THE READER OF TIUS '!7- RVWUVT, YOU AM mWjWy NOTVM THAT ANY COPYM OF THtS CONMIUMCATM14 IS SIWCMY M COKMNWA13ON IN MWOR,PMAW 04MEOLALTELY U)pZrMTMORIGINALNUMUGETOUSATTHEAWVE —THANK YOU. (A) 0 1� 06/10/2004 11:57 9042240023 POH ARCHITECTS PAGE 01 POH, PEREZ-QUIAONES-HOENSHEL 4141 Southpoint Drive E.,Sub 200 Jacksonville, Florida 32216 FAX A R C H I T E C T 8 9 0 4 - 2 2 4 - 0 0 01 1301313131313 F A X - 2 24 - 0023 To: Me Mckeyffl�=basing Agett Date: Am 10,2004 Con4mr. City of Atbmfic Beach Fax NO.- 247-581.9 Subjft City of Adanbc;B=h City HoU Addition and Alterations Pam-*...-2—hwL Qnw mmeo WSMGN; Please see attached shed from om Ag=nevt wh=we am sxWose to pmvide the City w&fiw (5)Copies, 7bm&m wft ffie foRawmg is a quote for le ptjfmg of 5 sets of phm mid vecificahms ft 1he above re&wced pmjecL Tvm(2)sft am ior siging/ambng for pe=mm and thr.r=aitifiV dift(8)we for disift6m Eigbt(8)SM are tD be delivered to you in ffie aftmom on Frklay,jime I I v Two(2)sets will be sigwd and seWed for pc=it ime and delivered to you noa week no later tim Thmsday,Jme 17' am 11me Price is as fbllom�&of Plims and Spmfficafions $ 143.44 (Ship.pmg&HmdHng) x Total $ 157.79 TUS total 2nVWt Will be billed to the City as a pim*=ble i4m your appmal below Pkaw mAW and fmc badL Please call to Frmn The Desk oe. Jose Nt P*AL � Don C. Ford Building Official WNMMNOTHMCEMAILLOPTREPAGES,MXWCALLM027A.M UWr*OWUAMONCMTArWMM FACS11MMEIS MUMUD='AMCa%WK%%LrWOffiUTW VflEM=CMYFQR7MUWCV=PUV1WAL ORVIEUVWATiMABOM WTHERWmov=Ax%AGEis Nor=pq.VM CXrYUUA=RUM NOTMMT.HATANYDEMMATICKDNnUKMONORCOnT4GOFTMSCUWMUqCA'nONISSTMM'y BY TELEMONE AND RMMN TFM OMGIKAL MESSAGE TO US AT TBE ADM AMR= VIA TEE US PosTAL smRvxx--jEL4M yOU INVOICE FOR PROFESSIONAL SERVICES PROJECT� Atlantic Beach City Hall DATE: 03/01/04 (Additions & Alterations) INVOICE NO. 03038-5 TO: Don Ford City of Atlantic Beach PROJECT NO. 03038 800 Seminole Road Atlantic Beach, FL 32233-5445 IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03 THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT,FOR THE PERIOD ENDING 03/01/04 THE SUM OF Three Thousand Three Hundred & One & 39/100 DOLLARS $ $3,301.39 THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month 7HE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOW& Vendor Number: 3837 Purchase Order Number: 032744 Original Contract+ Amendment 1 $50,250.00 Reimbursables $182.19 Total Fee $50,432.19 Fee Earned $12,232.19 Invoiced to Date $8,930.80 Total Amount Due this Invoice $3,301.39 -3holov Croup # I Req Amount Approval Date Approval Date ApprovarH-Datteer-_ ';�Yjo V. Invoice Reviewe;a7nd Approved by: Jose M. Pere PWresidenf—::2 POH4141 Southpoint Dr. E.#200 Jacksonville, Florida 32216 - 224 -0001 — 9 0 4 A R C S F A X - 224-0023 INVOICE FOR PROFESSIONAL SERVICES Project: Atlantic Beach City Hall (Additions &Alterations) To-. Invoice Date: 03/01/04 City of Atlantic Beach 800 Seminole Road Invoice Number: 03038-5 Atlantic Beach, FL 32233-5445 Project Number: 03038 TOTAL AMOUNT DUE THIS INVOICE: $3,301.39 TOTAL % TOTAL DUE PREVIOUSLY AMOUNT SERVICE RENDERED FEE COMPLETE TO DATE INVOICED DUE Schematic 8,750.00 100% 8,750.00 8,750.00 0.00 Final Design 33,000.00 10% 3,300.00 0.00 3,300.00 Bidding 2,500.00 0% 0.00 0.00 0.00 Optional Design - Lobby 6,000.00 0% 0.00 0.00 0.00 Previous Reimbursables 180.80 100% 180.80 180.80 0.00 Reimbursables this invoice 1.39 100% 1.39 0.00 1.39 x 11 TOTAL $50,432.19 24% $12,232.19 $8,930.80 $3,301.39 Original Contract Amend 1 Total Schematic $7,500.00 $1,250.00 $8,750.00 Final Design $20,000.00 $13,000.00 $33,000.00 Bidding $2,500.00 $0.00 $2,500.00 Optional Design - Lobby $0.00 $6,000.00 $6,000.00 TOTALFEE $30,000-00 $20,250.00 $50,250.00 POST-AGE FOR PROFESSIONAL SERVICES DATE: PROJECTNO.0 PROJECT: �bD POSTAGEAMOUNT$ Prepared By: PO INVOICE FOR PROFESSIONAL SERVICES PROJECT: Atlantic Beach City Hall DATE: 02/03/04 (Additions &Alterations) INVOICE NO. 03038-4 TO: Don Ford City of Atlantic Beach PROJECT NO. 03038 800 Seminole Road Atlantic Beach, FL 32233-5445 IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03 THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT,FOR THE PERIOD ENDING 02/03/04 THE SUM OF One thousand four hundred fifteen dollars &88/100 DOLLARS $ $1,415.88 THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF. INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month THE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOWS: Vendor Number: 3837 Purchase Order Number: 032744 Original Contract+Amendment 1 $50,250.00 Reimbursables $180.80 Total Fee $50,430.80 Fee Earned $8,930.80 Invoiced to Date $7,514.92 Total Amount Due this Invoice $1,415.88 ef Group # / Req # PO # 03-17 Yq Amount 1 17,/5—, r P Approval Date z� - Approval Date Approval Date Invoice Reviewed and Approved by: Jose M. Perez, residenK----/ tlll� T P'01f4141 Southpoint Dr. E.#200 l— Jacksonville, Florida 32216 9 0 4 - 224-0001 A R C H I T E G-T S F A X - 224-0023 INVOICE FOR PROFESSIONAL SERVICES PROJECT: Atlantic Beach City Hall DATE: 01/13/04 (Additions &Alterations) INVOICE NO. 03038-4.1 TO: Don Ford City of Atlantic Beach PROJECT NO. 03038 800 Seminole Road Atlantic Beach, FL 32233-5445 IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03 THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT,FOR THE PERIOD ENDING 01/13/04 THE SUM OF One Thousand Four Hundred & Eighty-Five & 00/100 DOLLARS $ $1,485.00 THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month THE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOWS: Vendor Number: 3837 Purchase Order Number: 033157 Fee $1,485.00 Reimbursables $0.00 Total Fee $1,485.00 Fee Earned $1,485.00 Invoiced to Date $0.00 Total Amount Due this Invoice $1,485.00 Group # I Req Amount "'flzlys�O-D Approval Date Approval Date Approval D-11 Invoice Reviewed anl/Approved by: Jose M. Pe P re AIPPRC)V- "'� 4141 Southpoint Dr. E.#200 CITY. OF ATLANTIQ U-4 BUILDING OFFICE "Ic Jacksonville, Florida 32216 POH9 0 4 - 2 2 4 -0 0 0 1 A R F A X - 224 -0023 JAN 14 NO INVOICE FOR PROFESSIONAL SERVICES Project: Atlantic Beach City Hall (Additions &Alterations) To: Invoice Date: 01/13/04 City of Atlantic Beach 800 Seminole Road Invoice Number: 03038-4.1 Atlantic Beach, FIL 32233-5445 Project Number: 03038 TOTAL AMOUNT DUE THIS INVOICE: $1,485.00 TOTAL % TOTAL DUE PREVIOUSLY AMOUNT SERVICE RENDERED FEE COMPLETE TO DATE INVOICED DUE Geotechnical Exploration 1,485.00 100% 1,485.00 0.00 1,485.00 Previous Reimbursables 0.00 0% 0.00 0.00 0.00 Reimbursables this invoice 0.00 0% 0.00 0.00 0.00 x 1.1 TOTAL $1,485.00 100% $1,485.00 $0.00 $1,485.00 SEND INVOICES TO: CITY OF ATLANTIC BEACH PURCHASE ORDER P.O.NUMBER DATE 800 SEMINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-5445 0-3-3 157 12"/0 5 0 TELEPHONE (904) 247-5880 40 FAX (904) 247-5819 VENDOR: SHIP TO: FIRGH ARCHI*7-ECTS INC CITY OF ATI-ANTIC BEACH 4141 SOUT40INT DRIVE EAS ATTN; BUILDING DEPARMENT SUITE #200 800 SEMINOLE ROAD JACKSONVILLE, FIL 32216 ATLANTIC BEACH, FL. 32233 L L �'VENDOR# DATE NEEDED TERMS REQUISITIONED BY 38371 12.'/15/0 3 NET YCALVERLEY FOR DFORD F.O.B. CONTRACT NO. ACCOUNT NO. PROJECT REQ.NO. REQ.DATE 13100005196200 JGG0402 33oo6 12/05/o3 rLINE -QUANTITY UOM ITEM NO.AND DESCRIPTION UNIT COST EXTENDED COST 1 1485.00 DIL PROPOSAL FOR A GEOTECHINICAL 1 .00 1485.00 EXPLORATION PER POH PROPOSAL.. AMOUNT NOT TO EXCEED $1485.00 SUB-TOT 1485.00 TOTAL 1485.00 RECEIVED DEC 11 0 2303 [BY: NOTICE P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKING LISTS, LABELS, PUFF(,'�171ASING AGt/ BILLS OF LADING AND CORRESPONDENCE. FEDERAL TAX ID#59-6000267 PURCHASE ORDER IS INVALID WITHOUT AUTHORIZED STATE TAX EXEMPT#26-02-107391-54C PURCHASING AGENTS SIGNATURE. PURCHASE ORDER IS VOID ONE YEAR FROM DATE OF ISSUANCE. CONTROL NO.: 37315 PSR-3924 WHITE-VENDOR PINK- FINANCE GREEN - DEPARTMENT INVOICE FOR PROFESSIONAL SERVICES PROJECT: Atlantic Beach City Hall DATE: 02/03/04 (Additions &Alterations) INVOICE NO. 03038-4 TO: Don Ford City of Atlantic Beach PROJECT NO. 03038 800 Seminole Road Atlantic Beach, FL 32233-5445 IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03 THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT,FOR THE PERIOD ENDING 02/03/04 THE SUM OF One thousand four hundred fifteen dollars &88/100 DOLLARS $ $1,415.88 THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF, INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month THE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOWS: Vendor Number: 3837 Purchase Order Number: 032744 Original Contract+Amendment 1 $50,250.00 Reimbursables $180.80 Total Fee $50,430.80 Fee Earned $8,930.80 Invoiced to Date $7,514.92 Total Amount Due this Invoice $1,415.88 ef Group # / Req # P0 # 0-317 Yq Amount rp Approval / Date Approval / Date Approval / Date Invoice Reviewed and Approved by: Jose M. Perez, esidenK:::;7 fP�r T 4141 Southpoint Dr. E.#200 P Jacksonville, Florida 32216 -�OH9 0 4 - 2 2 4-0 0 0 1 A R C H I T E C T S FA X - 224-0023 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 05 notify the District staff that the system is ready for inspection and approval, 9. If the permitted System Was not designed by a registered professional, within 30 days After completion of the stormwater system, the permittee must submit to the District the follolwing: District Form No. 40C-1.181(14) (As built Certification), signed by the permittee and tw6 (2) sets of"As Built" drawings when required by a special condition of this permit, or when'!the completed system substantially differs from permitted plans. This submittal will serve t6 notify the District staff that the system is ready for inspection and approval. 10. Stabilization measures shall be initiated for erosion and sediment control on disturbed O.reas as soon as practicable in portions of the site where construction activities have tempordrily or permanently ceased, but in no Case more than seven (7) days before the constructioh activity in that portion of the site has temporarily or permanently ceased. 11. Should any other regulatory agency require changes to the permitted system, the permkee shall provide written notification to the District of the Changes prior to implementation sd: that a determination can be made whether a permit modification is required, 12.Within thirty(30)days after sale or conveyance of the permitted stormwater managemeht system or the real property on which the system is located,the owner in whose name thle permit was granted shall notify the District of such change of ownership. Transfer of thO permit shall be in accordance with the provisions of section 40C-612, F.A.C. All terms *d conditions of this permit shall be binding upon the transferee, The permittee transferrind the permit shall remain liable for any corrective actions that may be required as a result of ahy permit violations prior to such sale, conveyance or other transfer. 13. The stormwater management system must be completed in accordance with the permitt6d plans and permit conditions prior to the initiation of the permitted use of site infrastructur*, The system must be completed in accordance with the permitted plans and permit i conditions prior to transfer of responsibility for operation and maintenance of the stormwiter management system to a local government or other responsible entity. 14. The operation phase of the permit shall not become effective until the requirements of Condition No. 8 or 9 have been met, the district determines that the system complies witi the permitted plans, and the entity approved by the District in accordance with section 40IC- 42,027, F.A.C., accepts responsibility for operation and maintenance of the system. The;: Permit cannot be transferred to such an approved, responsible operation and maintenandle entity until the requirements of section 40C-42.028, F.A.C., are met, and the operation phase of the permit becomes effective. Following inspection and approval of the permittjd system by the District in accordance with section 40C-42-028, F.A.C., the permittee shall ', request transfer of the permit to the responsible approved operation and maintenance enlity, if different from the permittee. Until the permit is transferred pursuant to subsection 40C-i 42.028 (4) F,A.C., the permiftee shall be liable for Compliance with the terms of the permii 15. Prior to lot or unit sales, or upon completion of construction of the system, whichever occd'rs first, the District must receive the final operation and maintenance document(s) approved-by the District and recorded, if the latter is appropriate. For tho e systems which are propos4d to be maintained by county or municipal entities, final operallsion and maintenance 1i documents must be received by the District when maintenance and operation of the systeln is accepted by the local government entity, Failure to submit the appropriate final documeit will result in the Permittee remaining personally liable for carrying out maintenance and operation of the Permitted system, 16. This permit does not eliminate the necessity to obtain any required federal, state, local and special district authorizations prior to the start of any activi y approved by his pe t permit does not convey to the permittee or create in the p, t t rmit,. This' ermittee any property righ or an� 08/05/2004 13:34 9042240023 POH ARCHITECTS PAGE 06 interest in real property, nor does it authorize any entrance upon or activities on propelity which is not owned or controlled by the permittee, or convey any rights or privileges otier than those specified in the permit and Chapter 40C-42,028, F.A.C. 17. The permittee shall hold and save the District harmless from any and all damages, cla4lns, or liabilities which may arise by reason of the activities authorized by the permit or any bse of the permitted system, 18. The permittee shall immediately notify the District in writing of any previously submitted;: information that is later discovered to be inaccurate, 19.Activities approved by this permit shall be conducted in a manner which do not cause violations of state water quality standards. 20.At a minimum, all retention and detention storage areas must be excavated to rough gr*de priorto building construction or placement of impervious surface within the area to be :, served by those facilities. To prevent reduction in storage volume and percolation rateo, all accumulated sediment must be removed from the storage area prior to final grading and stabilization. The stormwater management system shall be inspected by the operation and maintenake entity once within two years after completion of construction and every two years thereaher to insure that the system is functioning as designed and permitted. If a required inspeciion reveals that the system is not functioning as designed and permitted, then within 14 dayb of the inspection the entity shall submit an Exceptions Report on form number 40C-42.900,'j6), Exceptions Report for Stormwater Systems Out of Compliance. The operation and maintenance entity must maintain a record of the required inspection, including the dateiof the inspection, the name, address and telephone number of the inspector, and whether Iihe system was functioning as designed and permitted, and makesuch record available for inspection upon request by the District during normal business hours. INVOICE FOR PROFESSIONAL SERVICES PROJECT: Atlantic Beach City Hall DATE: 05/20/04 (Additions & Alterations) INVOICE NO. 03038-6 TO: Don Ford City of Atlantic Beach PROJECT NO. 03038 800 Seminole Road Atlantic Beach, FL 32233-5445 IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03 THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT,FOR THE PERIOD ENDING 05/20/04 THE SUM OF Twenty-six Thousand Nine Hundred & Eighteen & 93/100 DOLLARS $ $26,918.93 THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF. INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month THE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOWS: Vendor Number: 3837 Purchase Order Number: 032744 Original Contract+Amendment 1 $50,250.00 Reimbursables $701.12 Total Fee $50,951.12 Fee Earned $39,151.12 Invoiced to Date $12,232.19 Total Amount Due this Invoice $26,918.93 Date F1'11� C-,-, _I 14+ V*' GroLLp # R # e q lel__ 1" 3, Amount M Ay 24 2004 Approval Date 613L � 42ff' Approval Date Z Approval Date 4 w Invoice Reviewed and proved by'. Jose M. Perez, All 41 Ja 9 7-4." F A R C 44, Zcl"� INVOICE FOR PROFESSIONAL SERVICES Project: Atlantic Beach City Hall (Additions &Alterations) To: Invoice Date: 05/20/04 City of Atlantic Beach 800 Seminole Road Invoice Number: 03038-6 Atlantic Beach, FL 32233-5445 Project Number: 03038 TOTAL AMOUNT DUE THIS INVOICE: $26,918.93 TOTAL % TOTAL DUE PREVIOUSLY AMOUNT SERVICE RENDERED FEE COMPLETE TO DATE INVOICED DUE Schematic 8,750.00 100% 8,750.00 8,750.00 0.00 Final Design 33,000.00 90% 29,700.00 3,300.00 26,400.00 Bidding 2,500.00 0% 0.00 0.00 0.00 Optional Design - Lobby 6,000.00 0% 0.00 0.00 0.00 Previous Reimbursables 182.19 100% 182.19 182.19 0.00 Reimbursables this invoice 518.93 100% 0.00 518.93 x 1.1 TOTAL $50,951.12 77% $39,151.12 $12,232.19 $26,918.93 Original Contract Amend 1 Total Schematic $7,500.00 $1,250.00 $8,750.00 Final Design $20,000.00 $13,000.00 $33,000.00 Bidding $2,500.00 $0.00 $2,500.00 Optional Design - Lobby $0.00 $6,000.00 $6,000.00 TOTALFEE $30,000.00 $20,250.00 $50,250.00 . ......... INVO.10EINIF0,1, INVOICE' OW Invoice Date: 03/09/04 Invoice Number: 40111653 Invoice Amount: $430.14 N I Terms: Net 30 NATIONAL GRAPHIC IMAGING Page: 7999 Phillips Hwy -be CTV� Jacksonville,FL 32256 Phone:(904)448-1600 NO. Customer PO: Project ID: 03038 A7�L P.Q.H.Architect Dept-Task Code: - 4141 Southpoint Drive,East Ordering Person: Erica Jacksonville,Fl-32216 Order#: 12874 ft National Graphic Imaging PO Box 23584 Cust Code:30370/001 Tampa, FL 33623-3584 r "ice, 1055 Large-format B&W 11 17 , 67 1 67 201 sqft $2.000 $402.00 reduction or enlargement- on bond paper 1650 Large-format set binding- 11 17 1 1 1 set $0.000 $0.00 stapled Sub-Total Amount $402.06 Sales Tax $28.14 Total Amount $430.14 R F C F T V F D MAR 2 2 2004 Delivery Informatiom. INVOICIEFROM: INVOIC��INFO Invoice Date: 04/27/04 Invoice Number: 40116941 Invoice Amount: $37.66 NGI Terms: Net 30 NATIONAL GRAPHIC IMAGING Page: 7999 Phillips Hwy Jacksonville,FIL 32256 Phone:(904)448-1600 Customer PO: Project ID: 03038 P.O.H.Architect Dept-Task Code: - 4141 Southpoint Drive,East Ordering Person: cindy Jacksonville, FL 32216 Order#: 18468 National Graphic Imaging PO Box 23584 Cust Code:30370/001 Tampa,FL 33623-3584 t Whi t OsPrip!.Or.n�9ii!��11!1!ill�:iil�i!��;�.9 ts:, To QtY.r. 1015 Fullsize large format B&W 24 36 21 1 21 126 sq ft $0.100 $12.60 bond prints-from hardcopy-Ist print 1016 Fullsize large format B&W 24 36 21 1 21 126 sq ft $0.100 $12.60 bond prints-from hardeopy-add'I prints 1650 Large-format set binding- 1 2 2 2 set $0.000 $0.00- stapled 9810 Local Delivery(per 1 1 1 1 each $10.000 $10.00 shipment) Sub-Total Amount $35.20 Sales Tax $2.46 Total Amount $37.66 Delivery information FRECF,TVF,D F MAY 0 7 2004 B.Y: POSTAGE FOR PROFI�S%ONAL SERVICES DATE: PROJECTNO. PROJECT: 2a2 POSTAGEAMOUNT$ Prepared By: PO City Hall Expansion Cost Estimate Summary Staff Original Estimate and budget based on 1200 sq.ft. $250,000 Design Construction Total September 2,2003 City Commission approved POH 30,000 POH proceeds to develop four alternative floor plans as directed by staff. October 31,2004 Staff Report PQH-Basic floor plan estimate of probable costs 237,840 Additional amount for minor lobby renovations 25,000 Total Basic floor plan with minor lobby renovations 30,000 262,840 292,8TO Additional 500 sq.ft. added to basic plan 69,870 City Commission approves the expanded floor plan version of the PQH design alternatives. 30,000 332,710 362,710 December 4,2003, POH provides plan for discussion December 5,2003, POH provides amended plans per discussions PQH submits a revised etimate of probable costs based on requested changes 1. Moving out walls to maximize footprint adding 60 sq.ft.and closing in the patio area to create an additional office. 4,290 2. Adding extensive revisions to the remodeling of existing building lobby,entrance, cashier's and City Clerk's areas 25,000 3. Additional POH fees requested for extra work 1,250 4. Additional architectural fees based on expanded scope 19,000 5. Professional services paid for soil borings for site analysis 1,485 51,735 362,000 413,735 Recommended ton percent contingency to be added before bid out 36,200 Total project design,construction and contingency $449,935 JAnuary 13,2004 Staff and POH review status 1. Acknowledgement of budget over run discussed at length 2. Decision to split expansion from remodel work creating phases Design Construction Contingency Total Phase I-Building Expansion and cost to date 45,735 307,000 30,700 $383,436 Phase 11-Remodeling of existing building per revised floor plan 6,000 55,000 5,500 $66,500 $51,735 $362,000 $36,200 $449,935 rirt tiv. PROFESSIONAL SERVICES 4141 Southpoint Dr.,E,Suite 200 AMENDMENT Jacksonville, Florida 32216 ROB 9 0 4 - 2 2 4 - 0 0 0 1 FAX - 224 - 0023 AMENDMENT NO. 1 In accordance with the AGREEMENT dated: August 28, 2003 BETWEEN: (CLIENT) City of Atlantic Beach 800 Seminole Road Atlantic Beach,FL 32233-5445 and: (CONSULTANT) PQH Architects, Inc. 4141 Southpoint Drive East, Suite 200 Jacksonville,FL 32216 for the Project: Atlantic Beach City Hall Additions and Alterations N authorization is (requested)(given) x to proceed with Additional Services El to proceed with revised scope of Basic Services o to incur Reimbursable Expenses or El notification is made o of the need to proceed with Contingent Additional Services Ei of the need for other services AS FOLLOWS: SCOPE INCREASE: >Conceptual Plan Modifications; meetings,re-work plans $ 1,250.00 >Final Design: additional design work for increased area $ 13,000.0 SUB-TOTAL $ 14,250.00 OPTIONAL DESIGN FEE: >Interior modifications to Lobby/Cashier Area/ Miscellaneous(Construction Budget$50,000.00) $ 6,000.00 TOTAL $20,250.00 The following adjustments shall be made to compensation and time. Compensation: Scope Increase: $14,250.00 ($1,250.00+$13,000.00)+Optional $6,000.00 Time: Additional 20 Days Prompt written notice is req 71e,d if the services indicated are not needed. SUBWTI'EWY: AUTHORIZATION IS GIVEN OR NOTIFICATION IS ACKNOWLEDGED BY: (Signatur'011 \.................................'. (Signature) JOSE PE�REZ, AIA,PRESIDENT JIM HANSON, CITY MANAGER (Prinj idname and title) (Printed name and title) Jan uary 14, 2004 (Date) (Date) ABProfServicesAmendNo.1 PROFESSIONAL SERVICES 4141 Southpoint Dr.,E,Suite 200 AMENDMENT P Jacksonville, Florida 32216 'OH 9 0 4 2 2 4 0 0 0 1 ARCHITECT51 F AX 2 2 4 0 0 23 AMENDMENT NO. In accordance with the AGREEMENT dated: August 28, 2003 BETWEEN: (CLIENT) City of Atlantic Beach 800 Seminole Road Atlantic Beach,FL 32233-5445 and: (CONSULTANT) PQH Architects,Inc. 4141 Southpoint Drive East, Suite 200 Jacksonville, FL 32216 for the Project: Atlantic Beach City Hall Additions and Alterations 9 authorization is (requested� (given) x to proceed with Additional Services • to proceed with revised scope of Basic Services • to incur Reimbursable Expenses or El notification is made 1:1 of the need to proceed with Contingent Additional Services o of the need for other services AS FOLLOWS: SCOPE INCREASE: >Conceptual Plan Modifications;meetings,re-work plans $ 1,250.00 >Final Design: additional design work for increased area _$ 13,000.00 SUB-TOTAL $ 14,250.00 OPTIONAL DESIGN FEE: >Interior modifications to Lobby/Cashier Area/ Miscellaneous (Construction Budget$50,000.00) $ 6,000.00 TOTAL $20,250.00 The following adjustments shall be made to compensation and time. Compensation: Scope Increase: $14,250.00 ($1,250.00+$13,000.00)+Optional $6,000.00 Time: Additional 20 Days Prompt written notice is r ired if the services indicated are not needed. SUBN4ff-r,FD BY: AUTHORIZATION IS GIVEN OR NOTIFICATION IS ACKNOWLEDGED BY: (Signatt#e) (Signature) JOSF)A EREZ, AIA,PRESIDENT JIM HANSON, CITY MANAGER (Printed name and title) (Printed name and title) January 14, 2004 (Date) (Date) ABProfServicesAmendNo.1 TRANSMITTAL PEREZ-QUINONES-HOENSHEL 4141 Southpoint Dr., E,Suite 200 Puti Jacksonville, Florida 32216 LETTER ARCI. ITF—CTS 9 0 4 - 2 2 4 - 0 0 0 1 1 FAX - 224 - 0023 PROJECT: City of Atlantic Beach -Renovation/Addition to City ARCHITECT'S Hall PROJECT NO.: OH-GEN DELIVERED DATE: 1-14-�4 TO: City of Atlantic Beach 800 Seminole Road If enclosures are not as noted,please Atlantic Beach, FL 32233-5445 inform us immediately. If checked below,please: ATTN: Nelson Van Liere, CPA ( ) Acknowledge receipt of enclosures. Return enclosures to us. WE TRANSMIT: x) herewith under separate cover in accordance with your request FOR YOUR: approval distribution to parties review&comment information (x use record THE FOLLOWING: Drawings Specifications Shop Drawing Prints Change Order Shop Drawing Reproducibles Samples Product Literature (X) Other COPIES DATE REV. DESCRIPTION ACTION NO. CODE 2 1-14-04 Professional Services Amendment No. 1 E ACTION A. Action indicated an item transmitted D. For signature and forwarding as noted below under CODE B. No action required REMARKS C. For signature and return to this office E. See REMARKS below REMARKS: Upon your review and approval, please sign all copies and return one set to us for our files. Should you have any questions, please do not hesitate to contact our office. COPIES TO: (with enclosures) PQH File BY: Jose M. Perez, AIA, President' PQH:cbr:nvtrll 1404 TRANSMITTAL PEREZ-QUINONES -HOENSHEL 4141 Southpoint Dr.,E,Suite 200 POH Jacksonville, Florida 32216 LETTER ARCHTrMS 9 0 4 - 2 2 4 - 0 0 0 1 FAX - 224 - 0023 PROJECT: City of Atlantic Beach - Renovation/Addition to City ARCHITECT'S Hall PROJECT NO.: OH-GEN DATE: 8-28-03 TO: City of Atlantic Beach 800 Seminole Road If enclosures are not as noted, please Atlantic Beach, FL 32233-5445 inform us immediately. If checked below, please: ATTN: Don C. Ford, Building Official ( ) Acknowledge receipt of enclosures. Return enclosures to us. WE TRANSMIT: x) herewith under separate cover ) in accordance with your request FOR YOUR: ) approval distribution to parties ) review& comment information (x use record THE FOLLOWING: Drawings Specifications Shop Drawing Prints Change Order Shop Drawing Reproducibles Samples Product Literature (X) Other COPIES DATE REV. DESCRIPTION ACTION NO. CODE 2 8-28-03 AIA Document B141-1997 Parts I and 11 - Revised E I I ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under CODE B. No action required REMARKS C. For signature and return to this office E. See REMARKS below REMARKS: Upon your review and approval, please sign all copies and return one set to us for our files. Should you have any questions, please do not hesitate to contact our office. COPIES TO: (with enclosures) PQH File BY: Jos Y. Perez,AAIA, $President PQH:cbr:hansontrl82803 8 u s E rs t--- oot) 19 /i VO( cr, ----------- I I I I I 'v o I I o I i I I I I I 1 0 1 1 0 T r --.,. I--- , .I. I I v a a i I 1 0 1 1 1 0 a N I 1 0 1 1 t OMAN Ww if I D I K D I WOkLV'&U.7Y a"WOZMaaLl WOMM NY1W ow" MUM v 0 391 !;JMMH3uv JHROJ i-i -C) cz. all TMI D =7k] Lij all Ford, Don From: Ford, Don Sent: Wednesday, March 10, 2004 7:56 AM To: Hanson, Jim Subject: RE: Discussion of City Hall Budget Jim, I have voiced my concern about the costs of this project every time we have added square footage. My opinion is we need to"stop the train"and re-access our needs. We need a realistic estimate of the costs. Then we need to determine if we can afford it. If we do not take this approach, I believe we are wasting a lot of peoples time. Don -----Original Message----- From: Hanson,Jim Sent: Wednesday, March 10,2004 7:04 AM To: Ford, Don Subject: RE: Discussion of City Hall Budget Don; It seems every time I turn around the estimated cost is'going up. My frustration on this project is that we didn't get these estimates, or warnings about cost increases, until we were pretty far along in the design, although we made it clear what our budget was. We brought the expansions to the Commission for approval, but the#s have continued to change during and after those presentations. We should have had better cost estimates much sooner. Jim -----Original Message----- 'Frbm: . Ford,Don -SeAt: Tuesday, March 01, 2004 4:32 PM To: Hanson,Jim Subject: Discussion of City Hall Budget Jim, Just a re-cap of today's conversation concerning the proposed City Hall addition. The budget of$313,448.00 is, in my opinion, inadequate. In our meeting I stated to you that the budget should be based on approximately$200.00 per square foot. You agreed we had added much more than the original 1200 square foot addition I was originally tasked to estimate. I stated we would probably not get any bids within the budget. You started it was too late and we had to stay with the budgeted amount. Just to refresh your memory. On our meeting of February 11, 04 1 expressed my concern over the added costs and the lack of increase in the budget. Don C.Farb CBO 800 Seminole Rb. city of Atlantic BEACF�FL.32 2 33 P�ome 904-2 47-582 6 TRANSMITTAL PEREZ-QUINONES-HOENSHEL 4141 Southpoint Dr., E,Suite 200 Poli Jacksonville, Florida 32216 LETTER ARCHITECTS 9 0 4 - 2 2 4 - 0 0 0 1 FAX - 224 - 0023 PROJECT: City Hall Add itions/Alterations ARCHITECT'S Atlantic Beach, FL PROJECT NO.: 03038 DATE: 05/21/04 TO: City of Atlantic Beach 800 Seminole Road If enclosures are not as noted,please Atlantic Beach, FL 32233-5445 inform us immediately. If checked below,please: ATTN: Don C. Ford, Building Official Acknowledge receipt of enclosures. Return enclosures to us. WE TRANSMIT: (X) herewith under separate cover ( ) in accordance with your request FOR YOUR: (X) approval distribution to parties review information use record THE FOLLOWING: (X) Drawings Specifications am Shop Drawing Prints Change Order Shop Drawing Reproducibles Samples Product Literature Other COPIES DATE REV. DESCRIPTION ACTION NO. CODE 1 05120104 95% Submittal ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under REMARKS CODE B. No action required E. See REMARKS below C. For signature and return to this office REMARKS: COPIES TO: (with enclosures) B PQH File ;e : Project Manager AD/wmm:AE3CH.Ford.trftr.052104 06/30/2004 15:33 9042240023 POH ARCHITECTS PAGE 03 P.OH E C T 9 ATLANTIC BEACH CITY HALL ADDITIONS &ALTERATIONS ATLANTIC BEACH, FLORIDA PRE-BUD CONFERENCE MEETING NOTATIONS June 29, 2004 THOSE IN ATTENDANCE: Don Ford City of Atlantic Beach Edi,eMickey City of Atlantic Beach Kelly Maytan C.C. Borden Construction Jeff Stephenson Danis Construction Jose.M.Perez,AIA PQH Architects,Inc. *Christopher L.Kaye PQ.T.1 Architects,Inc. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MR�TUTES �379TITUTE OUR UNDERSTANDING Or THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. The meeting was held on June 28, 2004 at 2:00 P.M. at the Conference Room of the Atlantic Beach City Hall located in Atlantic Beach, Florida. The pwpose of themeeting was to answer and clarify Contractor's inquiries. 1, Atlaritic Beach Dociiment Requirement Checklist was distributed. 2. Edie Mickey announced Bid Bond will be required on.City Hall addition. 3. Edie Mickey announced all bids should be submitted in t.nplicatc(One Copy of each item must be an original non-reproduction) -Including all items on the Revised Document Requirement Checklist which will be distributed by PQH Architects,Inc at a later date, see below. 4. Following a short question.and answer period the following decisions were made. a. Alt. #2- floor insulation should be a separate item from the base bid.. b. Repair of existing/missing under slab insulation is not in the scope of work. C. Clarificition: spcc. Section 01000,page I-1 item 3-c Alternate#2 shall include all areas.of the building with existing carpet, including the stairs leading up to the mezzanine, However, the second floor and the commission chambers are excluded. 4,141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I www.2gh.com 06/30/2004 15:33 9042240023 PCH ARCHITECTS PAGE 04 d. C I ari fication: spec, Secti on 0 1000,page 1-1 item, 3-c Alternate#3 shall include all interior areas of the building with existing painted walls,including the stairs leading up to the mezzanine. However,the second floor and commission chambers are excluded. e. Working involving replacing the existing carpet and repainting the existing bui I ding will have to be done afteT hours and.during the weekends. f, The contractor sball provide an alternate entry an d access to the restrooms dwing renovation of the existing entry/building Wood base and trim in the corridors of the addition should match existing. h, The existing building has does not have wood shingles. Don Ford will provide the manufacturer,model line and color of the existing shingles to the contractors and PQH architects, Inc. The shingles on the new addition shall match the existing shingles. This will be included in addendum Al. 1- Gutters shall be provided for the new addition and should match existing. j. Tile base should be provided as the base material of the main entry(Alt. #1). k. The top of the now concrete columns should match existing and should not be pre-cast as indicated on details 1.2 and 13 on sheet A-6. 5. PQH will revise the City of Atlantic Beach checklist to rernove the last to ite.m and revise the second last item to coincide with the existing Bid Fon-n provided in the specification section. PQH will distribute the document to the City and to the contractors. 6. Don Ford indicated work can only be performed between the hours of 7arn-7prn..Monday thru Saturday.No work shall be perforrned on Sunday except the installation of the carpet and painting of the interior walls of the existing building if the owner selects to proceed with those alternates. 7. The duration of construction for bid purposes shall include the base bid items only. Alternates should be assigned separate construction durations which can be added to the base bid u.pon owner selection/acceptance. ADDITIONAL TTEMS DISCUSSED: S. The contractor who is award cd the job must file a notice of commencement with the city. 9. Construction permits from the city will be reqUiTed i.e.building, electrical,mechanical, etc. However,pen-nits issued by the city will have no fee associated with thern. This does not include fees that may be changed by other agencies. END OF MEETING NOTATIONS cc: All Attendees CLK:AE1C14.mtg.062904 C �r tk -T 4-T(1+ T� 6s Tet k F-,c S(ry fj� 0 A T-f: C)/\-),o E CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDAITEM: City Hall Expansion SUBMITTED BY: Jim Hanson, City Manager DATE: January 15, 2004 BACKGROUND: The purpose of this staff report is to seek approval for architectural services for design of the additional square footage that was previously authorized by the Commission, to authorize some additional design work for interior remodeling and to authorize a small expansion to the project that would better utilize the new space being constructed. The City Commission made a decision to add approximately 500 square feet to the City Hall Expansion Project in the meeting of November 10, 2003. The extra cost was $76,360,which would be added to the existing budget of$250,000. We did not have a proposal for additional architectural services at that time. Architectural services for that additional expansion have now been priced at $14,250. This figure includes some soil borings relating to the expansion area. Since the commission meeting in November, City Hall staff has worked with the architects to continue to develop the expansion and remodeling plans. Input was solicited from City Hall employees and many good suggestions were made. After evaluation, several were included in the proposed plan. One of these was to make minor adjustments to the exterior wall configuration in the new area which would make the office space much more usable. This would add an estimated 60 square feet in floor space and $10,860 in additional construction costs. Many good suggestions were made for the remodeling of the existing City Hall space, which would improve the functionality and particularly citizen access. The biggest of these was the reconfiguration of the lobby area to relocate the building permits ftinction. However, the cost of the remodeling in the existing 0 K t-�- building is now estimated at $61,000 (including additional 0 architects fee). The changes to the exterior wall configuration for the new construction should be added to the project because it is a"now or never" addition and the additional space will reduce the angular nature of new offices and thereby make the space more usable. The remodeling of the existing City Hall has grown to a point to where it would require a significant increase in the budget and may best be handled in a later phase to be approved in a future budget. From a construction standpoint,these two phases would probably be separated anyway so as to minimize the disruption to ongoing City Hall functions. However,the city should design for the Phase Two (remodeling) work at this time because the architects are familiar with the issues at hand, it would probably cost less for them to do the design work now rather than using different architects later, and by including the Phase Two as an additive alternate to the bids, we should be able to get a firm budget price for the additional work. Last,the architect has cautioned that the current budget does not contain a contingency for the project. Current estimates are still rough based on the early phases of design. Some variability in the final bids in the range of 5 to 10 percent would not be unusual. However, no recommendation is being made at this time to increase the budget for a contingency. BUDGET: The current budget for the City Hall Expansion Project is $250.000. The Commission authorized an increase to the budget in the I 1/10/03 meeting of$72,3 60 for a total of$322,340. The recommended increases for architectural services and the additional square footage equals $3 1,110. This would bring the total budget for the City Hall project to $363,450. Funding is available in the Half Cent Sales Tax Fund. RECOMMENDATION: 1) Authorize the City Manager to execute an amendment to the agreement with PQH Architects for the additional services related to the expansion project in the amount of$14,250. 2) Authorize a further amendment to the agreement with PQH Architects to design the Phase Two interior remodeling changes for $6,000. 3) Authorize an amendment to the budget to add the additional floor space needed to improve the new construction as described above for $10,860. ATTACHMENTS: 1) Amendment to Professional Services Agreement with PQH Architects 2) Extended Floor Plan showing current design for both new area and remodeling ACjIC11 T ry HALL, A01)"T101" AN ATLANTIC By ,A BE C11,FL MEF ,TjT4G NOTA'"OSS FebruarY 11,2o04 Tt,OS,E IS A,,yrtND'NT-4CF,* City of Atlantic Beach City of Atlantic Beach jim Hanson,City Manager fficial city of Atlantic Beach Don C.Ford CBO,Nillding 0 1�ejson Van Liere,CPA pQ14 Architects,Inc- jose M.,Perez, AIA pQ1A Architects,Inc- Frank Ringh0fer,AA pQH Architects,Inc. *Christopher L.KaYl 7- c TES c.ONSTI THESEMINU V W AN D IE D A VISE OF ANIi I OF THE MEETING AND WILL B P ASE DING OF THE PROCEEDINGS ) IS NOTIFIED WITIUN TEN DAYS OUR UNDERSTAN UNLESS Tj-,E WRITER IDERF CONSI- D CORRECT OF T E DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 seminole Road, on Wedmdaj, P'OH A R C H I T E C T S MAP 2 X104 ATLANTIC BEACH CITY HALL, ADDITIONS AND ALTE:;M4��7 ATLANTIC BEACH, FL MEETING NOTATIONS February 11,2004 THOSE IN ATTENDANCE: Jim Hanson, City Manager City of Atlantic Beach Don C. Ford CBO, Building Official City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach Jose M., Perez, AIA PQH Architects, Inc. Frank Ringhofer, AIA PQH Architects, Inc. *Christopher L. Kaye PQH Architects, Inc. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Wednesday, February 11, 2004. The purpose of the meeting was to discuss preliminary design options for the project. The City and PQH reviewed the conceptual plan and the following items were discussed: I. Mr. Hanson indicated the current project budget is $363,458 inclusive of A/E fees. Mr. Hanson also expressed an interest in exploring value engineering options as they arise. PQH said it would try their best to adhere to this budget, but it is still below the one presented. 2. It was observed the existing structure utilizes single glazed windows. It was agreed single glazed windows would be used in the addition. The City will provide removable shutters (plywood) to satisfy windborne debris zone requirements. Double glazed windows will be included in the documents as an alternate 3. It was decided the most cost effective way to replace the carpet in the entire structure (addition and existing) will be to have the general contractor for the addition include it in their scope of work. The budget for the carpet will be $15,000 for the areas not associated with the addition. The City of Atlantic Beach will select the color from options presented by PQH. 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I www.pqh.com 4. PQH suggested utilizing vinyl base in the new addition. After a brief discussion, it was agreed vinyl will be utilized in the offices of the new addition and wood base (that matches the existing) will be used in public areas and hallways. 5. Don Ford indicated he preferred wood framing to be southern yellow pine (no spruce) due to its termite resistance. An alternate will be included in the final documents to construct interior walls out of metal studs. 6. Possible Owner fumished/installed items include painting of the addition, new security system and data/telephone lines. These items will be included in the final documents as alternates. 7. Following a brief discussion, it was agreed interior office doors would be single lite wood doors in lieu of wood doors with sidelights. Also, all office doors will have lever type locksets of similar quality to existing interior locksets. 8. PQH proposed the possibility of placing mechanical equipment in the mezzanine. However, it was later observed the mezzanine mechanical rooms appear too small to facilitate additional equipment. Don Ford indicated he would prefer to see the mechanical space conditioned. 9. The cost savings of utilizing two (2) residential units as opposed to one larger unit was discussed. It was agreed the two (2) residential unit configuration would be utilized in the design of the addition. 10. Jim Hanson indicated he would like the Contractor to hold alternate pricing for 90- days. PQH will implement this into the specifications. 11. The City requested PQH to provide the name of a mechanical consultant to review the current mechanical systems of the existing facility. 12. ACTION ITEMS: The Owner is to review the existing schedule and send to PQH upon finalization. END OF MEETING NOTATIONS cc: All attendees CLKANmmABCH:mtg.021104 Ford, Don From: Ford, Don Sent: Tuesday, March 02, 2004 3:18 PM To: 'Chris Kaye' Cc: Hanson, Jim; Van Liere, Nelson Subject: RE: Atl. Beach City Hall Addition Chris, The Commission meets on the 2nd and 4th Monday of each month. The agenda items for these meetings are required to be submitted by 5:00 p.m. the Monday before the meeting. On the pre-qualification, we definitively want to pre-qualify all prospective bidders. Don -----Original Message----- From: Chris Kaye [mailto:kayec@pqh.coml Sent: Tuesday, March 02, 2004 11:09 AM To: Ford, Don Cc: Michelle Moore Subject: Atl. Beach City Hall Addition Don, During our last meeting you indicated you were going to get back with us on weather or not we are going to pre-qualify the contractors. Has any determination been made if we're going to utilize pre-qualification? This will impact the schedule. Also, could you please confirm for us the dates which the counsel meets? Thanks, Christopher L. Kaye Project Manager/Intern-Architect PQH Architects, Inc. 4141 Southpoint Drive E. Jacksonville, Fl. 32216 Phone: 904.224.0001 - Fax: 904.224.0023 This electro*nic data is copyrighted and confidential material which is provided to the recipient for coordination of its work efforts with PQH Architects, Inc. (PQH) . It shall not be copied or provided to any other parties for any use unless specifically authorized by PQH. This data is subject to change at the discretion of PQH, and it is the responsibility of the recipient to request updates when necessary. PQH assumes no responsibility for data generated from this file which is not illustrated on the signed and sealed PQH documents. I Ford, Don From: Ford, Don Sent: Tuesday, February 24, 2004 7:16 AM To: Thompson, David Subject: RE: Locate of Jacks for City Hall addition David, The important part of this process is to have a responsible party locate the jacks and give the designer the info in a reasonable amount of time. This project has already been set back due to changes by staff. If you and Bryan want to take the initiative and get the jacks located that will work for me. Don -----Original Message----- From: Thompson, David Sent: Monday, February 23,2004 2:25 PM To: Ford,Don Subject: RE: Locate of Jacks for City Hall addition Don, Is it necessary to get with each individual to see where'each one would like'a jack or cable? As much as I like to have input from people... people move from ofie office to another... some move out... others move in... and I don't know that customizing each office to the individual user is desirable. It seems that it would be more cost effective to plan the jacks and cables so that they could share common walls... and to place them in a standardized configuration to accommodate different people in the future. I will be glad to meet with you to discuss this further... I just don't want to create more work than necessary for you or for Bryan. Chief T. -----Original Message----- From: Ford,Don Sent: Friday, February 20, 2004 11:24 AM To: Thompson, David; Smith, Bryan Cc: Hanson,Jim Subject: Locate of Jacks for City Hall addition David, The architect needs to have the data systems and phone jacks located in each of the new offices in the proposed addition. Someone needs to get with each person that will occupy the offices to determine their furniture layout and where they need jacks installed. We also need to know specifics on the type of jacks and cables to be used. Thanks, Don Ford, Don From: King, Maureen Sent: Tuesday, November 18, 2003 10:53 AM To: Ford, Don Subject: RE: Proposed floor plan for City Hall renovation 2003/04 Don: The following are my comments/suggestions: 1. If possible, could we move the wall on the south side of the vault about 5 or 6 feet to make the vault larger? Alternatively, would it be possible to build a wall similar to what is suggested in the Building officials office to provide a temporary space to keep boxes of records that are being prepped for imaging and boxes that are completed, such as building plans, that are waiting to be picked up by property owners. 2. It is my understanding that the switchboard will be moved to the receptionist area in the Building Department. �3. Would it be possible to include a public address system? Y,aureen -----Original Message----- From: Ford,Don Sent: Friday,November 14,2003 10:22 AM To: City Hall Cc; Hanson,Jim;Van Uere,Nelson Subject: Proposed floor plan for CIty Hall renovation 2003/04 Ladies and Gentlemen, ions. Specifically look at the spaces on the floor plan to We need your input on the proposed City Hall renovat partment head will determine the"fit"for your furniture,traffic patterns, and other needs for your work space. Your de have copies of the proposed City Hall renovation floor plan. Please address any questions or concerns you may have to your department head in writing before Wednesday, Nov. I 9th. 5:00 p.m. Thanks, Don CITY OF ATLANTIC BEACH DEPARTMENT OF HUMAN RESOURCES 800 SEMINOLE ROAD ATLANTIC BEACH,FLORIDA 32233-5445 TELEPHONE:(904)247-5820 FAX:(904)242-3498 http://www.ci.atlantic-beach.fl.us November 18, 2003 MEMORANDUM TO: Don Ford,Building Official FROM: George Foster, Human Resource Manager SUBJECT: Comments of Reorganization Overall it appears that the HR Department loses usable floor space with this reorganization and move. The proposed offices do not have as much usable floor space as they are triangular in design and do not allow for efficient furniture placement. Based upon needs,the Human Resource Assistant needs more floor space than the Human Resource Manager; therefore, she will need to be placed with HR Office 1. If the Human Resources Assistant goes into HR Office 1, the following furniture items will not fit. 1 4 Drawer Legal File Cabinet(18.25"W x 26.5"D) 2. Table that currently holds literature shelf and projects (48"W x 24"D) 3. Fireproof 4 Drawer Legal File Cabinet for Personnel Files (20.75"W x 25"D) This file cabinet may be exchanged for a legal 4 drawer file cabinet. 4. Printer Table (30.5"W x 17.5"D) 5. Typewriter Table(41" W x 15.5"D) The Human Resource Manager will,therefore, go into HR Office 2. Based upon the shape of the office,the desk needs to be place facing the window and the following furniture items will not fit: 1. 1 "visitor" chair(currently have 2). 2. Large "projects" table (desired but not required?). 2 Atch: 1. Floor Plan for HR 2. HR Furniture Listing let L-J 4-0 ILJ C> gi 91 comm . 9 HR MANAGER Current square footage: 213 Estimated needed square footage: 153 All items are required and utilized daily. Desk: 66L x 31D Credenza 60L x 21D Chair: 24W x 24D Chair Visitor: 24W x 24D Chair Visitor: 24W x 24 D Book case 31W x 21D 3 -4-drawer legal file cabinets 18W x 26.51) 1 - 2-drawer legal file cabinets 18W x 26.51) Fax Table: 31L x 17D Project Table 72L x 30D Do not want to give up, but can HR Assistant Current square footage: 213 Estimated needed square footage: 213 All items are required and utilized daily. Desk: 72L x 36D Computer table 36L x 30D Chair: 25W x 25D Chair Visitor: 24.5W x 29D Book case 36.25W x 12D 3 - 4-drawer legal file cabinets 18.25W x 26.51) 2 - 2-drawer letter file cabinets 15W x 26.51)......Can be stacked 2—4 drawer letter file cabinets 15W x 26.51) Table w/Literature Files 48W x 24D Literature File shelf 32W x 12D Printer Table 30.5 W x 17.51) Typewriter Table 41W x 15.51) Side table with Printer slid under 36W x 24.51)......Do not want to give up, but can 1 —4 dwr legal fireproof cabinet 20.75W x 25D.....Currently downstairs, need to be in same office with HR 2- 7- 002- 2- 3 - r6y F,�)(,f - C , 7'( tto�=/5� F DO f- Is c H-r:-7p ED �T)4-r-c FI�60-x, MAY -ro d1i c_r__o cofo� (f) 0 0 TL (totw e.,c J � /-o r* 6 to C a pt oe.,C y IV4-$4r ,_ ro CQ kN C*CL A (_ ( ort:-ecis Dooets -7-6 7 -(,OF, ':�— u e- OFIC- rp-4 ?- i Ff loWtia rz t-i optc- (_ A3,6t-r&) Ford, Don From: Ford, Don Sent: Monday, May 10, 2004 2:37 PM To: Frank Ringhofer(E-mail) Subject: Changes to 60% plans Frank, Item#1 These are the changes we need to have made to the 60% review set supplied to us: a 1 - Room 114-Change label/name from Supply to Support Room. * 2-Change all office doors from Type 1 (full glass)to Type 2(small glass light). 0 3- Insulate under floors in off grade area. 0 4-Show as alternate in bid to insulate under existing off grade areas 0 5-Add a full height partition walls between the desk in the building inspectors office. 0 6-Lists the type of conduit to be used for computer cables. rence Room. 0 7-Sound proof the wall between the AHU's closet and Room 112 Confe LA-The 42 inch low wall on the west side entrance to the addition was added. Also plans indicate a similar wall on the east side. What is the purpose of this wall? Please contact me by phone so we can discuss this lists. Item#2 We have reviewed the three RFQ submittals and have accepted all three as bidders. Do you want to review them? Don C.Farb CBO 800 Seminole Rb. UN of Atlantic BEACI�FL 32-2 33 P�one 904-2 47-582 6 Cry tj T r A Y m U o C) o 0 C- pb 'a 43 � ID OD -4 m Ul wo co) > 0 = U 0 0 Q 0 Fr 0 0 ct > 0 [OD 4) 0) 0 --q :3 0 (D CL — "n (D CL Er CS o co 0 0 2 % 0 V4 — 0 0 0 0 m U) w 0 C=L 0 (A CO) 0 CD =r CA CA 0 C: C." 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CD cl C) c� ci Lfi d t1i dc t- LLJ 0 Ld cq z a 04 0 uj 9 W C" 0) Ci c%q C� u Q z C2 409 4005- -6 0) V) C3 W) 49 c%j 401b 44 44 r- cb 4D 40) c ILO, u Lo U) 2 c 0 R 31 z t -,; 2 2 > 0 n CL 0 .0 a 0 z ca Y m ul o 0 U 0 IMI, i- SA 41 I p j h 4 -100 m cl z qa MV8 SiOMIH0811 HOd E90096ZO06 90:01 EOOZ/00/Tl CL w"..I'v 1A ep NZ 41 11/04/2003 10:46 9042960053 POH ARCHITECTS PAGE 08 LLI or 4' 1� q, 77-7- 14 V -1 4A. 11/04/2003 10:46 9042960053 POH ARCHITECTS PAGE 09 Df or, 44 I w At 4y P4 v-7- 14, HP OfficeJet K Series K80 Log for Personal Printer/Fax/Copier/Scanner Information Systems 247-5845 Nov 04 2003 10:53am Last Transacti Date Time Identificatio Duratio -PA= Rouh Nov 4 10:43am Received 9042960053 9:28 9 OK i p !OH A R C I T E C T S ATLANTIC BEACH CITY HALL,ADDITIONS AND ALTERATIONS ATLANTIC BEACH,FL MEETING NOTATIONS October 28,2003 THOSE IN ATTENDANCE: Don C. Ford CBO, Building Official City of Atlantic Beach Jim Hanson, City Manager City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach Jose M. Perez, AIA PQH Architects, Inc. *W. Robert Stasiewicz PQH Architects, Inc. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Tuesday, October 28, 2003. The purpose of the meeting was to discuss several PQH options for the direction of the project. The following items were discussed at the meeting: 1. PQH transmitted the following attached items to the City: a. Drawing A-1, Basic and Extended Floor Plans without a drive-thru cashier window. b. Drawing A-2, Basic Floor Plans with a drive-thru cashier window, Option 1 and Option 2. c. Drawing A-4, Exterior Elevations of Basic Floor Plan without a drive-thru cashier window. d. Conceptual Design Opinion of Probable Cost. 2. The City and PQH reviewed all the Plans and Conceptual Costs. As a result of the discussion, PQH will revise the plans to include the following items: a. Provide a second door into the New Conference Room. b. Enclose the east patio for the new Community Development Director's Office. c. Expand the Building Reception Area. d. Add a door in hall outside the City Manager's Office. 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I www.pqh.com 3. The City and PQH reviewed the Drive-Thru Island Option including Conceptual Opinion of Probable Cost. The City will present this Option at the next Commission Meeting and advise PQH how to proceed. 4. Jim Hanson, City Manager, would like PQH to consider providing an acoustical consultant as additional services to suggest potential attenuation methods to alleviate the excessive reverberation which has been an ongoing problem in the building. 5. PQH to provide presentation boards indicating the latest floor plans and site options. Also, PQH to provide two (2) sets of revised plans to the City no later than Friday, October 31, 2003. END OF MEETING NOTATIONS Attch: as noted above cc: All attendees WRS/wmmABCH:mtg.102803 MK BW ON v r Isis 3"No Smoar L T I I J I I I 77r)c WD SN" MOTU w ffo�j� 14111111 CNq1-11pl1 if fill 0 all all 0 0 0 CN aANG NaLdO W�L V.i NAVIC UID �i, , -W SNV1d WO to/wot Ilya 0 1111 r1I Ilya ... lor 01 CE of C) cF1 "71-1 fig all pill IE FS U5 P= m 25 m C�4 F—H ............ 74 OWN lkliill d[�Iin Li 0� C) o C.) E, a U-) C, (8� -'R 00 o) co 00. v 1 61) m I l(o Fn LU CD 0 CD m C) 1c) C, 0 1 ,C) 1 6 CD CD CD Cli C'I r.0 N !,;t I -06c" - C') 2 (603, U) w < > C14 C, CN CD �.l C, 0 0 L6 FC,: cli 0 Lo 01) 4 CY) z ,;; 10 LU 01 1 � L I tX7 o LL LU J U) LO 0 -I ) Cli Cli C, C) ICD CD C) 0 qj 1 0 CD L., S' C6) Z :,! < 0 CYI .0 j 0 CL Coll, to 0 7t- LL 0) 0) 0 Ln CD C) C) 0 co� 6 0 C,) C') U 0 N LL 0 10 1 i I. U) U) m LU E U) OW c" 5) c 4) w U) (n ce) C) 0 -uj. 0 - v :E, 00 io cn JcEl C14 C. 0, = ;� CL 6 0 P, I lwl-- L ,04 o .2 m o U) E- hc Lo (0 V, cy 0 0 CL m LCL e PO . H A R C H I T E C T S ATLANTIC BEACH CITY HALL,ADDITIONS AND ALTERATIONS ATLANTIC BEACH, FL MEETING NOTATIONS October 17,2003 THOSE IN ATTENDANCE: Don C. Ford CBO, Building Official City of Atlantic Beach Jim Hanson, City Manager City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach Jose M. Perez, AIA PQH Architects, Inc. *W. Robert Stasiewicz PQH Architects, Inc. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Wednesday, October 15, 2003. The purpose of the meeting was to discuss several PQH options for the direction of the project. The following items were discussed at the meeting: 1. PQH transmitted the following attached items to the City: a. Option III A—Basic Floor Plans with and without a drive-thru cashier window. b. Option III B — Extended Floor Plans with and without a drive-thru cashier window c. Letter, J. Perez to D. Ford, regarding current and future plumbing fixtures. 2. The City and PQH reviewed all the plans. As a result of the discussion, PQH will revise the plans including but not limited to the following items. These items are directly applicable to the Basic and Extended Floor Plans without a drive-thru cashier window. a. Retain the following existing rooms: 1. City Manager's Office 2. City Manager's Administrative Assistant Area 3. Conference Room b. Retain the two (2) existing Building Official Rooms, adjacent to the City Manager area. Designate as Expansion Offices. 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I www.pgh.com c. Add a storefront between the Building Lobby and City Clerk Reception creating a City Clerk Suite. d. Move Building Reception area across Building Lobby and adjacent to proposed new Building Department area. e. Retain the existing rooms, currently occupied by Finance, along the west wall and re-assign in the following manner: I Building Department Clerk Office adjacent to Building Reception. 2. Building Official Office. 3. Large office for two (2)Building Officials. 4. Office for Community Development Director. f. Provide another Conference Room convenient to the Building Department, Finance and other offices in the new addition. 3. PQH to apply most of the items in 2 above to the Basic and Extended Floor Plans with a drive-thru cashier window. In addition to those items, PQH will revise the plans including but not limited to the following items: a. Option I—provide a more straight shot into the new addition Cashier area. b. Option 2 — provide another building entrance closer to Cashier Lobby with an exterior covered canopy walkway connecting existing Building Entrance with new Cashier Building Entrance. c. Relocate Building Reception across Building Lobby to the existing Cashier space. Locate Building Department Clerk adjacent to Building Reception. 4. Drive-Thru Island: The drive-thru cashier window could be replaced by a drive-thru. customer island similar to a Bank drive-thru. The island could be located west of the main building entrance in the parking lot with service from both directions. This island would be connected to the Cashier by a pneumatic air tub system. ACTION ITEM: PQH to confirm maximum possible length of air tube system between cashier and customer including budget for purchase and installation. 5. The City and PQH expressed concern about the costs associated with the project and their impact on the original budget. The City reviewed a possible phased approach: a. Phase I—new addition work—this budget year. b. Phase 2—renovation of existing space -next budget year. 6. ACTION ITEMS: a. PQH to recommend surveyor and obtain survey proposal for work needed at the site. b. PQH to request a progress meeting for Tuesday/Wednesday of next week (10/21- 22). Purpose of the meeting will be to review revisions to the plans including Preliminary Opinions of Probable Cost. END OF MEETING NOTATIONS Attch: as noted above cc: All attendees WRStwmmABCH:mtg.101503 mes (SMOZLyvzLjy axy woaraar) VINOW -TwrLrKZTIs 1.0 crAL cl 7L I c 3 1 C-)w c 2 C L (Smolmylfun,al*y smormaar) C.4 0 NOUAJO nyi-C&LID wia uoow a3aam v I all UO lolli-ii ILLT. ow -#I Ist L 0 0 L 0 L 0 0 0 0 tc C-Q C13 c I ) c I ,- ..C...y... . .. .... JOSE M. PEREZ, AIA PO RICARDO E.QUIRONES,AIA ROBERT D. HOENSHEL,AIA A R C H I T E C T S October 15, 2003 Don C. Ford, CBO Building Official City of Atlantic Beach 800 Seminole Road Atlantic Beach,Florida, 32233-5445 Re: Atlantic Beach City Hall Expansion Plumbing Fixtures Dear Don: Please confirm our calculations for the required plumbing fixtures on this project. The two options that were selected have the following areas and fixture count. OPTION IRA OPTION IIIB Basic Plan Extended Plan Original Area* 5,884 5,884 Additional Area 1,464 1,963 Total Area 7,348 7,847 Number of Occupants Per FBC Table 1003.1 1 occupant/100 s.f. (Business) 74 79 Min.Number of Plumbing Fixtures Per FBC Table 403.1 (Business) Toilets(I per 50) 2 2 Lavatories(I per 80) 1 1 Drinking Fountains I I Service Sink N/A N/A *Excludes Commission Chamber which is not used simultaneously. 4141 Southpoint Drive East w Jacksonville, Florida 32216 a (904) 224-0001 n Fax(904)224-0023 a AA C000946 n www.pqh.com Don C. Ford, CBO Building Official City of Atlantic Beach October 15, 2003 - Page 2 To the best of our knowledge,the existing building has five(5) toilets, one(1) urinal and five (5) lavatories which exceed the above referenced requirements. Furthermore, per your understanding, the existing facilities do not have to be upgraded to current Florida ADA Guidelines. If in your opinion, the above calculations and findings accurately apply to this project� let our office know in order that we may continue with the design in accordance with your directive. Thank you for your time and cooperation in this matter. S1 Jo AIA ident R,AP:cbr:donfordltr.1 01503 'r,,p4- �jr L�7 re N JOSE M. PEREZ, AIA PO M RICARDO E.QUIRONES,AIA .1 H m ROBERTO. HOENSHEL, AIA A R C H I T E C T S October 15, 2003 Don C. Ford, CBO Building Official City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233-5445 Re: Atlantic Beach City Hall Expansion Plumbing Fixtures Dear Don: Please confirm our calculations for the required plumbing fixtures on this project. The two options that were selected have the following areas and fixture count. OPTION IIIA OPTION IIIB Basic Plan Extended Plan Original Area* 5,884 5,884 Additional Area 1,464 1,963 Total Area 7,348 7,847 Number of Occupants Per FBC Table 1003.1 1 occupant/100 s.f. (Business) 74 79 Min. Number of Plumbing Fixtures Per FBC Table 403.1 (Business) Toilets (1 per 50) 2 2 Lavatories (I per 80) 1 1 Drinking Fountains 1 1 Service Sink N/A N/A *Excludes Commission Chamber which is not used simultaneously. 4141 Southpoint Drive East m Jacksonville, Florida 32216 n (904) 224-0001 a Fax (904) 224-0023 m AA C000946 m www.pqh.com Don C. Ford, CBO Building Official City of Atlantic Beach October 15, 2003 - Page 2 To the best of our knowledge, the existing building has five (5) toilets, one (1) urinal and five (5) lavatories which exceed the above referenced requirements. Furthermore, per your understanding, the existing facilities do not have to be upgraded to current Florida ADA Guidelines. If in your opinion, the above calculations and findings accurately apply to this project, let our office know in order that we may continue with the design in accordance with your directive. Thank you for your time and cooperation in this matter. S' I Y, JoStF erez�AIA J., \1 t ident JMP:cbr:donfordltr.101503 a JOSE M. PEREZ, AIA PON RICARDO E.QUINONES,AIA .1 H 0 ROBERTO. HOENSHEL,AIA A R C H I T E C T S MWMM� October 15, 2003 Don C. Ford, CBO Building Official City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233-5445 Re: Atlantic Beach City Hall Expansion Plumbing Fixtures Dear Don: Please confirm our calculations for the required plumbing fixtures on this project. The two options that were selected have the following areas and fixture count. OPTION IIIA OPTION IIIB Basic Plan Extended Plan Original Area* 5,884 5,884 Additional Area 1,464 1,963 Total Area 7,348 7,847 Number of Occupants Per FBC Table 1003.1 1 occupant/100 s.f. (Business) 74 79 Min. Number of Plumbing Fixtures Per FBC Table 403.1 (Business) Toilets (I per 50) 2 2 Lavatories (I per 80) 1 1 Drinking Fountains I I Service Sink N/A N/A *Excludes Commission Chamber which is not used simultaneously. 4141 Southpoint Drive East n Jacksonville, Florida 32216 a (904) 224-0001 a Fax(904) 224-0023 m AA C000946 www.pqh.com Don C. Ford, CBO Building Official City of Atlantic Beach October 15, 2003 - Page 2 To the best of our knowledge, the existing building has five (5) toilets, one (1) urinal and five (5) lavatories which exceed the above referenced requirements. Furthermore, per your understanding, the existing facilities do not have to be upgraded to current Florida ADA Guidelines. If in your opinion, the above calculations and findings accurately apply to this project, let our office know in order that we may continue with the design in accordance with your directive. Thank you for your time and cooperation in this matter. S' I Y, Jos4i er�' AIA t Pi ident JMP:cbr:donfordltr.101503 PO , H A R C H I T E C 7S ATLANTIC BEACH CITY HALL, ADDITIONS AND ALTERATIONS ATLANTIC BEACH, FL MEETING NOTATIONS October 2,2003 THOSE IN ATTENDANCE: Don C. Ford CBO, Building Official City of Atlantic Beach Jim Hanson, City Manager City of Atlantic Beach Nelson Van Liere, CPA City of Atlantic Beach Jose M. Perez, AIA PQH Architects, Inc. *W. Robert Stasiewicz PQH Architects, Inc. PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF DISTRIBUTION. A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Tuesday, September 30, 2003. The purpose of the meeting was to discuss several PQH options for the direction of the project. The following items were discussed at the meeting: I. PQH transmitted four (4) Site Plan Options complete with pros/cons for each option — attached. Options indicated location of building addition complete with areas and efficiency ratings. 2. PQH requested that all attendees review the pros/cons and add or subtract from the stated items. 3. The City and PQH discussed a draft copy of the merits of all the options and how the Government and Business side of the existing building plan could be more effectively organized. 4. All the options consist of a one (I)-story addition. The City and PQH discussed the pros and cons of a two (2)-story addition. The result of this discussion was that an additional 400-500 sf of area could be gained on the Second Floor. However, an Elevator and a Second Enclosed Egress Stair plus additional fire ratings would be required by code. Opinion of Probable Cost for the elevator or lift and stair would be about $50,000.00. Some of the cost could be defrayed at this time by completing the Second Floor, stair and 4141 Southpoint Drive East I Jacksonville,Florida 32216 1(904)224-00011 FAX(904)224-0023 1 AA C000946 I www.pqh.com elevator in the future. However, planning and structural improvements for some of these items would need to be completed at this time including the associated costs. PQH does not believe the two (2)-story addition is cost efficient; consequently, PQH does not recommend the two (2)-story scheme—see item 5 below. 5. The result of all the discussion was that Option 111, Angled Lateral Addition, is the preferred direction which should be further developed by PQH. PQH explained that if Option III was extended about 10' south, an additional 460 sf could be gained at a better price than the two (2)-story addition. This 10-feet extension option was designated Option III A — without a drive-thru cashier window and Option III B — with a drive-thru cashier window. 6. The City and PQH discussed the possible re-organization of the existing/new rooms in Option III A. 7. PQH is to develop Option III with/without a drive-thru and Options III A and III B. 8. PQH expressed some concern about the costs for additions to the Project Scope and their impact on the original budget. 9. ACTION ITEM: PQH to request a progress meeting for next week. END OF MEETING NOTATIONS Attch: as noted above cc: All attendees WRStwmmABCH:mtg.093003 04 CD /+ \4- ,73 01* 1A -4r 17 4L Nm 0, 0 IN CL uz 4k, op 'Ar tz 47 t4 Al N-1 sk VI cr) OZ Fm /+ 000 w Jo-w 00, jc f4 if I Ti* X!4. 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CD 0 CD > v v v v v v v v > C) CD CD p W " 5 CD PO CD RI 0 CD CD CD 0 00 CD �:s CD CL ID CD 0 C-D X 0 CD CD (D CD 2. 1� p CD cn + 2 0 '0 — C-D (D 0 0 0 o CD CD CD '1 '0 " r CD �:s CD a CD Cr (D CD uq UQ -t �:l- 0 (D �3 0 — ow (D CD CD CD 1+ CD CD CD 0 �J V V V v v v v v 00 C) (-D 0 CD 0 �:s 0 0 E 0 o,, CD �z CD CD ID 0 CD Dt 0 — C'31 t7l p .0 CD "0 E; (D 0 D,-, CD CD 0 �3 C�3 0 ( E�, o CD 0. CD 0 CD oc� �3 5� P� a 0 0 CD " 0 0 CD 0 (D CD 00 A CD p CD cr CD CD CL CD 0 0 CD qQ 00 C) CD Q M CD 0 qQ v v v v v *0 v v v �:3 4 0 4 t 0 ! Olt 0 o p = 8 0 0 CD CD CD 0 CD CD CD 0 CD CD CD o IrD 0 CD �5 CD CD 'Ak* HR MANAGER Current square footage: 213 Estimated needed square footage: 153 All items are required and utilized daily. Desk: 66L x 31D Credenza 60L x 21D Chair: 24W x 24D Chair Visitor: 24W x 24D Chair Visitor: 24W x 24 D Book case 31W x 21D 3 -4-drawer legal file cabinets 18W x 26.51) 1 - 2-drawer legal file cabinets 18W x 26.51) Fax Table: 31L x 17D Project Table 72L x 30D Do not want to give up,but can HR Assistant Current square footage: 213 Estimated needed square footage: 213 All items are required and utilized daily. Desk: 72L x 36D Computer table 36L x 30D Chair: 25W x 25D Chair Visitor: 24.5W x 29D Book case 36W x 30D 3 -4-drawer legal file cabinets 18.25W x 26.51) 2 - 2-drawer letter file cabinets 15W x 26.51)......Can be stacked 2—4 drawer letter file cabinets 15W x 26.51) Table w/Literature Files 48W x 24D Literature File shelf 32W x 32D Printer Table 30.5 W x 17.5D Typewriter Table 41W x 15.51) Side table with Printer slid under 36W x 24.51)......Do not want to give up,but can 1 —4 dwr legal fireproof cabinet 20.75W x 25D.....Currently downstairs, need to be in same office with HR AA Re go N&.m O"M ni .4 Q A'PIN. V-1 'Eltg!A 1 1. Install wall mounted standard 19" equipment rack with a 48-jack panduit RJ-45 patch panel indicated by orange (X) on drawing. 2. Install and terminate fiber optic cable between existing main data frame in second floor server room on south end of building and new intermediate data frame to be located on back wail of mail room in north end of building orange W. 3. Re-route all data connections in the north of the lobby area to new OF in mail room 4. Install cables and jacks in lobby areas using CAT 5e UTP cable and standard panduit RJ-45 jacks and terminate in new OF in mailroom 5. Install CAT 5e cables in new section at indicated location with panduit RJ-45 connectors. All jacks are to be quad (4) outlets with top 2 wires being terminated to MDF patch panel in second floor server room and 2 bottom jacks terminated to telephone system. Ford, Don From: Ford, Don Sent: Monday, March 01, 2004 8:49 AM To: 'perezj@pqh.com' Subject: CAT 5e UTP cables in City Hall Addition in Support Room Contacts: Jose Perez Jose, Please add three jacks, one centered on each wall, to the Support Room south of the conference room. We missed this room when we marked the plans for cable jacks. Don C.Forb CBO 800 Seminole R6. cit�q of AtfantiC BEACH,FL.312-33 P�oxe 904-2-47-582.6