Consultant - 2015 - Master Consulting Agrt / Baer Design Group + Task Order 14-01 - 3/10/2015MASTER CONSULTING SERVICES AGREEMENT
This agreement ("Agreement"), with an effective date of March 10, 2015, is by and between the City of
Eagle("CLIENT")and Baer Design Group, LLC. ("CONSULTANT").
In consideration of the mutual covenants and promises contained herein,the parties agree as follows:
1 SCOPE OF SERVICES
1.1 CONSULTANT shall provide Landscape Design and construction management services for
the City. The services to be performed by CONSULTANT under this Agreement ("Services") shall
be set forth in individual task orders using the general format set forth in Attachment A ("Task
Order"), attached hereto and incorporated herein by reference.
1.2 Landscape Design Review services for specific projects.
CONSULTANT shall provide the requisite expertise which shall include a qualified Licensed
Landscape Architect recognized and certified within the State of Idaho who shall review and
evaluate specific City funded and budgeted projects in order to design, draft, estimate, and/or
analyze landscape plans for specific projects.
Required services include but are not limited to:
1. Development of landscape irrigation, and light plans.
2. Coordinate and manage contractors and sub consultants/contractors as directed by the City.
3. Coordinate, consult and inspect, on behalf of the City, with all applicable agencies where
applicable.
2 TASK ORDER PROCESS
2.1 Upon the request of CLIENT, CONSULTANT shall prepare a Task Order containing an
identification of the project ("Project"), description of the Services, compensation to be paid to
CONSULTANT for the performance of the Services ("Compensation"), and a proposed schedule for the
performance ("Project Schedule") for the Services consistent with the scope of services of paragraph 1.1
herein.
2.2 Upon mutual agreement of the parties, the Task Order shall be finalized and executed by the parties.
The effective date of the task order will be as set forth in the individual Task Order.
2.3 Changes to the Task Order shall be made in writing and signed by both parties.
3 INVOICING AND PAYMENT
3.1 CONSULTANT shall submit its standard monthly invoice describing the Services performed and
expenses incurred during the preceding month. CLIENT shall make payment of all undisputed portions of
such invoice and provide written justification for the withholding of any disputed portions to
CONSULTANT within 30 calendar days after receipt of CONSULTANT's monthly invoice.
4 PERIOD OF PERFORMANCE
4.1 This Agreement shall have an effective date as set forth above and shall remain in effect until
terminated earlier pursuant to this Agreement.
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5 CLIENT'S RESPONSIBILITIES
5.1 The Zoning Administrator as authorized by the City Council shall act as CLIENT's representative
with respect to this Agreement. Such person will have such authorization to transmit instructions, receive
information and interpret and define CLIENT's policies and decisions consistent with said authority from the
City Council.
5.2 CLIENT shall furnish to CONSULTANT all applicable information and technical data in CLIENT's
possession or control which CLIENT may lawfully release, including but not limited to, applications, the
applicant's submitted plans, maps, surveys, drawings, soils or geotechnical reports, and any other
information relating to the Services and requested by CONSULTANT. CONSULTANT shall be entitled to
reasonably rely upon the information authored by CLIENT, CLIENT's representatives, or from generally
accepted sources without independent verification except to the extent such verification is expressly
included in the Scope of Services.
5.3 CLIENT shall examine all studies, reports, sketches, drawings, specifications, and other documents
presented by CONSULTANT, seek legal advice, or other consultant(s), as CLIENT deems appropriate for
such examination. If any document requires CLIENT to approve, comment, or to provide any decision or
direction, such approval, comment, decision or direction shall be provided within a reasonable time within
the context of the temporal sensitivity of the Services provided.
5.4 CLIENT shall arrange for access to and make all provisions for CONSULTANT to enter upon
public and private property as required for CONSULTANT to properly perform the Services.
6 CONSULTANT'S RESPONSIBILITIES
6.1 Greg Baer, Principal, will serve as CONSULTANT'S responsible task manager for the performance
of all Services. He will keep the City Zoning Administrator and Attorney current on all project-related
matters that are within his management role. The CONSULTANT will meet with City staff on an as needed
basis to review and coordinate progress of pending tasks.
6.2 CONSULTANT shall perform the Services as an independent contractor and not as CLIENT's agent
or employee. CONSULTANT shall be solely responsible for the compensation, benefits, contributions and
taxes, if any, of its employees and agents.
6.3 The standard of care applicable to CONSULTANT's Services will be the degree of skill and
diligence normally employed by professional consultants performing the same or similar services at the time
and location said Services are performed. CONSULTANT will re-perform any Services not meeting this
standard without additional compensation.
6.4 When CONSULTANT provides on-site inspections personnel at a project site as part of its Services,
the on-site monitoring personnel will notify CLIENT of any observed errors, violations, and/or defects in the
Work; will otherwise make reasonable efforts to guard CLIENT against defects and deficiencies in the work
of a particular client as it pertains to Landscape, irrigation, lighting or quality concerns and will help to
determine if the intent of the landscape, lighting and irrigation plans are being fulfilled. The providing of on-
site monitoring personnel will not, however, cause CONSULTANT to be responsible for those duties and
responsibilities which belong to an applicable developer or contractor.
6.5 CONSULTANT has provided a list of prior clients that may be deemed a potential conflict of
interest. CONSULTANT shall be on a continuing duty to timely advise the CLIENT of any potential
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conflicts of interest. Should the CLIENT determine that a conflict of interest exists, CONSULTANT shall
provide suitable recommendations to the CLIENT in order to find a qualified professional replacement. The
final selection of all conflict of interest professionals that will serve in such occasions rests with the
CLIENT.
7 FORCE MAJEURE
7.1 Neither party shall be responsible for a delay in its performance under this Agreement, other than a
delay in payment for Services already performed, if such delay is caused by extraordinary weather
conditions or other natural catastrophes war, riots, strikes, lockouts or other industrial disturbances, acts of
any governmental agencies or other events beyond the reasonable control of the claiming party.
8 CONFIDENTIALITY
8.1 CONSULTANT shall treat as confidential and proprietary all information and data delivered to it by
CLIENT ("Confidential Information"). Confidential Information shall not be disclosed to any third party,
other than CONSULTANT's subcontractors or subconsultants, during or subsequent to the term of this
Agreement. Nothing contained herein shall preclude CONSULTANT from disclosing non-confidential
information or data: (i) in the public domain without breach of this Agreement; (ii) developed independently
by CONSULTANT; (iii) received by CONSULTANT on a non-confidential basis from others who had a
right to disclose such non-confidential Information; or (iv) where disclosure or submission to any
governmental authority is required by applicable statutes, ordinances, codes, regulations, consent decrees,
orders, judgements, rules, and all other requirements of any and all governmental or judicial entities that
have jurisdiction over the Services ("Law"), but only after actual prior written notice has been received by
CLIENT and CLIENT has had a reasonable opportunity to protect disclosure of such Confidential
Information.
9 RIGHTS IN DATA
9.1 All work products provided by CONSULTANT to CLIENT shall be deemed to be work-for-hire and
shall belong to CLIENT("Work Product"). Methodologies and other instruments of service used to prepare
the Work Product shall remain the property of CONSULTANT. Any modification or reuse of the Work
Product without written verification or adaptation by CONSULTANT for the specific purpose intended will
be at CLIENT's sole risk and without liability or legal exposure to CONSULTANT or to CONSULTANT's
subcontractors and subconsultants.
10 INSURANCE
10.1 CONSULTANT will furnish to CLIENT copies of insurance certificates evidencing that it maintains
the following coverage's while performing Services, subject to the terms and conditions of the policies:
TYPE AMOUNT
Workers Compensation Statutory
Employers' Liability 1,000,000 policy limit
Commercial General Liability 1,000,000 per occurrence for bodily injury, including death and
property damage, and $1,000,000 in the aggregate
Automobile Liability 1,000,000
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Professional Liability(E&O)and 1,000,000
Professional Pollution Liability
10.2 CONSULTANT will furnish CLIENT with certificates of insurance verifying the above referenced
coverages and stating that the insurance carrier will provide CLIENT with thirty days prior written notice of
insurance cancellation or reduction below the above listed requirements. CONSULTANT shall list CLIENT
as an additional insured for the Commercial General Liability and the Automobile Liability insurance.
11 INDEMNITY
11.1 To the fullest extent permitted by law, CONSULTANT agrees to indemnify CLIENT, its officers,
directors, employees, and agents from loss or damage for bodily injury or property damage, ("Claims"), to
the extent caused by the negligence, omissions, or willful misconduct of CONSULTANT, its officers,
directors, employees, agents, and consultants in the performance of the Services. This obligation to
indemnify CLIENT shall not impose any obligation on CONSULTANT that exceeds the Limitation of
Liability provisions set forth below.
12 LIMITATION OF LIABILITY
12.1 IN RECOGNITION OF THE RELATIVE RISKS AND BENEFITS OF THE PROJECT TO BOTH
CLIENT AND CONSULTANT, THE PARTIES AGREE, TO THE FULLEST EXTENT PERMITTED BY
LAW, TO LIMIT TO ACTUAL DAMAGES NOT TO EXCEED ONE MILLION DOLLARS
1,000,000.00); THE AGGREGATE LIABILITY OF CONSULTANT, ITS PARTNERS AND
SUBCONTRACTORS, AND THEIR RESPECTIVE PARTNERS, OFFICERS, EMPLOYEES AND
AGENTS. THIS LIMITATION OF LIABILITY SHALL APPLY TO ALL SUITS, CLAIMS, ACTIONS,
LOSSES, COSTS AND DAMAGES OF ANY NATURE, INCLUDING BUT NOT LIMITED TO LEGAL
FEES AND EXPENSES, ARISING FROM OR RELATED TO THIS AGREEMENT AND WITHOUT
REGARD TO THE LEGAL THEORY UNDER WHICH SUCH LIABILITY IS IMPOSED.
12.2 BY ENTERING INTO THIS AGREEMENT, THE PARTIES ACKNOWLEDGE THAT THIS
LIMITATION OF LIABILITY CLAUSE HAS BEEN REVIEWED, UNDERSTOOD, IS A MATERIAL
PART OF THIS AGREEMENT, AND EACH PARTY HAS HAD THE OPPORTUNITY TO SEEK
LEGAL ADVICE REGARDING THIS PROVISION.
13 SUSPENSION
13.1 CLIENT may, at any time and without cause, suspend the Services of CONSULTANT, or any
portion thereof for a period of not more than 90 days by notice in writing to CONSULTANT.
CONSULTANT shall resume the Services on receipt from CLIENT of a written notice of resumption of the
Services. In the event that the period of suspension exceeds 90 days,the contract time and compensation are
subject to renegotiation.
14 TERMINATION
14.1 CLIENT may terminate all or part of this Agreement for CLIENT's convenience by providing 10
days written notice to CONSULTANT. In such event, CONSULTANT will be entitled to Compensation for
the Services performed up to the effective date of termination plus compensation for reasonable termination
expenses. CONSULTANT will not be entitled to compensation for profit on Services not performed.
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15 DISPUTES RESOLUTION—ARBITRATION
15.1 Any dispute arising between the parties concerning this Agreement or the rights and duties of either
party in relation thereto shall first be submitted to a panel consisting of at least one representative of each
party who shall have the authority to enter into an agreement to resolve the dispute. The disputes panel shall
be conducted in good faith, either physically or electronically,within two weeks of a request by either party.
No written, verbal or electronic representation made by either party during the course of any panel
proceeding or other settlement negotiations shall be deemed to be a party admission.
15.2 If the panel fails to convene within two weeks, or if the panel is unable to reach resolution of the
dispute, then either party may submit the dispute for binding arbitration to be held in accordance with the
Construction Industry Rules of the American Arbitration Association ("Association") in effect at the time
that the demand for arbitration is filed with the Association or other binding arbitration process agreed to by
the parties. Either party may issue a Demand for Arbitration upon the other party at any time. The arbitrator
or arbitrators shall have the power to award to either party to the dispute such sums, costs, expenses, and
attorney's fees as the arbitrator or arbitrators may deem proper.
16 NOTICE
16.1 Any notice or communication required or permitted by this Agreement shall be deemed sufficiently
given if in writing and when delivered personally or 48 hours after deposit with a receipted commercial
courier service or the U.S. Postal Service as registered or certified mail, postage prepaid, and addressed as
follows:
CLIENT
City of Eagle
660 E. Civic Lane
Eagle, ID 83616
Attn: William E. Vaughan, AICP,Zoning Administrator
CONSULTANT
Baer Design Group
539 S. Fitness Place, Suite 120
Eagle, ID 83616
Attn: Greg Baer, PLA, Principal
or to such other address as the party to whom notice is to be given has furnished to the other party(ies) in the
manner provided above.
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17 SURVIVAL OF CONTRACT TERMINATION
17.1 The Articles relating to Indemnification and Limitation of Liability shall survive termination the
completion of the Services, payment in full of the Compensation and termination of this Agreement.
18 MISCELLANEOUS
18.1 Governing Law. The validity, construction and performance of this Agreement and all disputes
between the parties arising out of this Agreement or as to any matters related to but not covered by this
Agreement shall be governed by the laws, without regard to the laws as to choice or conflict of laws, of the
State of Idaho.
18.2 Assignment. Neither this Agreement nor any rights under this Agreement may be assigned by any
party without the prior written consent of the other party(ies).
18.3 Binding Effect. The provisions of this Agreement shall bind and inure to the benefit of the parties
and their respective successors and permitted assigns.
18.4 Parties in Interest. Nothing in this Agreement, expressed or implied, is intended to confer on any
person or entity other than the parties any right or remedy under or by reason of this Agreement.
18.5 Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be
deemed an original, but all of which together shall constitute a single agreement.
18.6 Amendment and Waiver. This Agreement may be amended, modified or supplemented only by a
writing executed by each of the parties. Any party may in writing waive any provisions of this Agreement to
the extent such provision is for the benefit of the waiving party. No action taken pursuant to this
Agreement, including any investigation by or on behalf of any party, shall be deemed to constitute a waiver
by that party of its or any other party's compliance with any provisions of this Agreement. No waiver by
any party of a breach of any provision of this Agreement shall be construed as a waiver of any subsequent or
different breach, and no forbearance by a party to seek a remedy for noncompliance or breach by another
party shall be construed as a waiver of any right or remedy with respect to such noncompliance or breach.
18.7 Venue, Jurisdiction and Process. The parties agree that any arbitration proceeding arising out of this
Agreement or for the interpretation, performance or breach of this Agreement, shall be instituted in Ada
County, Idaho where the Project is located, and each party irrevocably submits to the jurisdiction of such
proceeding and waives any and all objections to jurisdiction or venue that it may have under the laws of that
state or otherwise in such proceeding.
18.8 Severability. The invalidity or unenforceability of any particular provision of this Agreement shall
not affect the other provisions, and this Agreement shall be construed in all respects as if any invalid or
unenforceable provision were omitted.
18.9 Preparation of Agreement. All provisions of this Agreement have been subject to full and careful
review by and negotiation between CONSULTANT and CLIENT. Each such party has availed itself of such
legal advice and counsel as it, respectively, has deemed appropriate. The parties hereto agree that neither
one of them shall be deemed to be the drafter or author of this Agreement, and in the event this Agreement is
subject to interpretation or construction by a court of law or panel of arbitration, such court or panel shall
not construe this Agreement or any portion hereof against either party as the drafter of this Agreement.
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18.10 Entire Agreement. This Agreement embodies the entire agreement and understanding between the
parties pertaining to the subject matter of this Agreement, and supersedes all prior agreements,
understandings, negotiations, representations and discussions, whether verbal or written, of the parties
pertaining to that subject matter.
CLIENT CONSULTANT
L a , ., Aiature Signatuye
97/"G°°\ 130,.-t r
James D. Reynolds, Mayor Greg BaePLA, Consultant
Date Date
ATTEST:
OF'EA
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ity Clerk C.' ._..ow : "
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STATE OF IDAHO )
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County of Ada
On this I (p day of N1ci.r(je\ in the yearaO1S , before me, the urldersigned, a
Notary Public in and for said State, personally appeared jiMES D. Re:obt ds known
to me to be the MAYOR of said municipal corporation that executed this instrument and the person
who executed the said instrument on behalf of said corporation, and acknowledged to me that such
corporation executed the same.
In witness whereof, I have hereunto set my hand and affixed my official seal the day and year first
written.
P t , A
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M'Notaily`PI•
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s *y&ofhmiision Expires: 02` 0- -/
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ATTACHMENT A
Hill Road Extension
TASK ORDER NO. 14-01
City of Eagle
City)
and
Baer Design Group,LLC.
Consultant)
This Task Order is issued by the City and accepted by the Consultant pursuant to the mutual promises,
covenants and conditions contained in the Agreement between the above named parties dated March 10,
2015.
BACKGROUND
The goal is to contract with a qualified architectural firm to create a landscape design for the Hill Road
Extension project to include landscape medians and planter strips adjacent to the portions of detached
sidewalk.
The consulting firm will work closely with City Planning & Zoning Department staff, City Council and
various user groups in designing this project.
The vision for the center landscape islands and planter strips along Hill Road is envisioned to be a corridor
into Downtown Eagle while utilizing xeriscaping landscaping concepts.
The selected landscape architect in this solicitation, while being given discretion and artistic creative
freedom to best design the vision of the City of Eagle, will be expected to use the following components for
its designs:
SCOPE OF SERVICES
This Task Order presents the scope of services, schedule, and compensation for full architecture services,
including landscape plans and construction administration services during construction for the Hill Road
Extension Project. The landscaping adjacent to the roadway project will consist of center landscape
medians and 8-foot wide planter strips(in various locations along the corridor). The roadway project will
span approximately 5,000 linear feet.
The consultant will provide architecture services, including landscape plans and construction administration
services during construction. The selected consultant will provide all labor, materials, travel, travel
expenses, postage, courier, reprographics, transportation, tools, equipment, supplies, supervision, and
administration necessary to design the landscaping for and oversee the construction of the Hill Road
Extension Project. Expectations include the following:
1. Design the Project utilizing a xeriscaping methodology that supports the City of Eagle's
construction schedule and will allow the City to commence bidding the general landscape
installation contract immediately following the completion of construction documents("CDs").
2. Make changes in design and prepare presentation materials necessary to obtain approval from Eagle
Design Review Board and Eagle City Council.
3. Make changes in design at each design phase necessary to keep the project within the approved
landscape construction budget, without additional compensation to architecture firm.
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4. Perform field investigations necessary to confirm the existing site conditions. Utilize reference
documentation available from the City of Eagle that pertains to the project site. Reference drawings
furnished to Architecture firm by the City of Eagle are not "as-built" drawings of the existing
conditions. Prepare demolition drawings and specifications as required.
5. Coordinate the work with the City of Eagle staff.
6. Provide cost estimating services at each of phase of design (Concept, Design Refinement, Approval
Construction, Bid & Award, and Construction Administration). Deliver a detailed cost estimate at
each design and construction phase.
7. Detailed maintenance manual for the hardscape and landscape elements of the design that indicate
appropriate horticultural management and maintenance requirements for each species of plant
material.
8. Design the roadway landscaping and its elements to consider both initial and long term costs, as well
as the City's approved plant list, addressing operational, reliability, durability and maintenance
elements.
SCHEDULE—
A break-out of the scope of work, by phase, is as follows:
I: Design Phase (estimated length 1 month)
The consultant shall participate in this phase as follows:
A. Concept Design: March 15, 2015
Prepare site analysis
Staff and coordinate design team and associated meetings
Develop one conceptual design with City staff with final review by the Design Review Board
Develop site plans
Coordinate with Planning Staff and Arts Commission on inclusion of entry feature/artwork
within the corridor design.
After the acceptance of the Concept Design, landscape architect shall proceed with the Design
Refinement Phase.
B. Design Refinement:
Refine Concept Design based on team design meeting
Develop final concept designs based on City comments
Develop Site plans
Develop Planting, lighting, & irrigation plans
Provide 24"x 36" Enlargement plans (electronic)
Site sections
Site details
Plan View Renderings
Incorporate City staff and Design Review Board comments into final design package
Provide a cost estimate and timeline for construction
After the acceptance of the Design Refinement Phase, the consultant shall proceed with the Approval
and Construction Document Phase:
C. Approval and Construction Documents:
Design refinement based on City staff comments and budget approvals
Site key and dimension plans
Finalize Irrigation plans
Finalize Planting& Lighting plans
Finalize Grading& Drainage plans
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SWPP plan design plan or narrative
Provide Enlargement plans
Site sections
Site details
Finalize material selection boards & specifications
Attend and present at City meeting related to design approvals
Prepare maintenance manual and cost estimate
After completion of the Approval and Construction Documents. The City will proceed with a
Competitive bid and award selection process.
II: Bid and Award Phase: (Target timeline: May 2015)
The consultant shall participate in this phase as follows:
Prepare bid packages
Provide bid clarifications
Assist team with bid review
Upon the award of the contract the City will proceed with Construction Administration Phase.
III: Construction Administration:
The consultant shall participate in this phase as follows:
Respond to Change orders, RFI's, and other project related questions in a timely manner and as
required to support the construction schedule)
Field observation trips
Field reports
Coordination
Delivery of CADD as-builts
COMPENSATION
Provide a fixed price fee proposal to provide the work described herein. Provide fee proposal in the
following format:
Fixed price proposal for design of the Project:
Conceptual Design $4,250.00
Design Refinement Phase $6,130.00
Approvals and Construction Document Phase $13,880.00
Bid and Award Phase $1,660.00
Construction Administration Phase $2,210.00
Fixed Price Total: $28,130.00
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EFFECTIVE DATE
This Task Order No. 14-01 is effective as of the
10th day of March, 2015.
IN WITNESS WHEREOF, duly authorized representatives of the City and of the Consultant have executed
this Task Order No. 14-01 evidencing its issuance by City and acceptance by Consultant.
City of Eagle Consultant
Accepted this /6 day of'/ &f/&_ , 2015
By:
James D. Reynolds, Mayor Greg Baer, Principal
Baer Design Group
Consultant
ATTEST:
City Clerk
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Proposal a Task Order 14-01 Hill Rd. Extension
City of Eagle r 8 Page 1 of 5ce
o
March 5, 2015
Mr.William E.Vaughan,AICP
Planning and Zoning Administrator
Eagle Planning and Zoning Department
660 E. Civic Lane
Eagle, Idaho 83616
RE: PROPOSAL FOR LANDSCAPE ARCHITECTURE SERVICES ON TASK ORDER 14-01, HILL RD. EXTENSION
Dear Mike,
Baer Design Group, LLC(BDG)greatly appreciates the opportunity to provide you a proposal for the project referenced
above. BDG's professional scope of services outlined herein is based on information provided within the RFP and Hill
Road Extension Plan Set developed by ACHD and detailed below. All fees listed below are budgetary and will be billed as
hourly not to exceed. BDG's will begin each task below after written notification to proceed.
TASK I. CONCEPTUAL DESIGN 4250
A) BDG will communicate with responsible City personnel involved in the Hill Rd. Extension project to discuss the
project,goals and objectives. BDG will provide a detailed site and inventory analysis noting on and off site
conditions,amenities, potential conflicts,etc.for discussion with the City personnel.
B) Following site and inventory analysis, BDG will develop one conceptual design. Design will be presented to the City
with photographs and materials boards.Site plan will be rendered with aerial photography on plan or in digital
format.Site plans will show all elements and features of the Hill Rd. Extension as well as all adjacent properties.
Concepts will be presented to City personnel for comment and discussion.
C) Additional site/landscape concepts may be created as directed by the City and billed at an hourly rate.
TASK II. DESIGN REFINEMENT 6130
A) BDG will refine concept design based on comments from City personnel and develop a final concept for presentation
to City of Eagle Design Review. Final concepts will include Site Plans, Landscape Plans and Lighting Plans with cross
sections,elevations and renderings to graphically display material and colors.
B) BDG will present to City of Eagle Design Review Board for comment or approval. Pending comments, BDG will
address all comments provided by Eagle Design Review and provide a final Landscape Concept Plan.
TASK III. APPROVALS AND CONSTRUCTION DOCUMENTS 13,880
A) BDG will develop a set of construction documents for bid and installation of the site landscape and lighting for the
Hill Rd. Extension project. Plan set will include Site Layout,Signage, Grading and Drainage, Lighting, Landscape 8and
all necessary details and cross sections to construct all elements designed into the plan set.
Site Plan-Will provide an overview of the site. Label all property lines, Right of Ways,setbacks,easements,
utilities,existing and proposed site elements, etc.
Boer Design Group,LLC
Landscape Architecture l Irrigation Design and Consulting I Graphic Communication
539 S.Fitness PI,Ste 120 I Eagle,Id 83616 l p.208.938.7721 I e.greg @baerdg.com
Proposal Task Order 14-01 Hill Rd. Extension
City of Eagle Page 2 of 5
Grading and Drainage Plan-Will grade within landscape areas to drain all storm water as defined within the
roadway plan set. Where possible, BDG will utilize grading of the site to create unique interest while
maintaining positive drainage.
Landscape Plan-BDG will develop a landscape plan for all City property noted for landscape in the Hill Rd.
Extension project by ACHD. Landscape design and materials to be focused on drought tolerance and low
maintenance practices. Landscape design will consider initial and long term cost.
Irrigation Plan-BDG will develop an irrigation plan for all landscaping planned within this project. Irrigation
design will drip or point source xerigation,will utilize water source at park and will be compatible with City
irrigation standards.
Lighting Plan-BDG will coordinate with the City and ACHD's plan set to develop site lighting as necessary to
satisfy the City of Eagles requirements and provide a safe corridor at all hours. BDG to coordinate with City for
light fixture types and models to maintain standard and uniformity throughout the City of Eagle.
Details-BDG will provide all site, landscape,grading and drainage related details required for bid and
construction of this plan set.
B) BDG will develop a set of technical specifications compatible with the plan set.
C) BDG to provide the City with a final Materials Selection Board.
D) BDG to provide a current Construction Cost Estimate for all components specified within this plan set.
E) BDG to provide a Site Maintenance and Management Manual for the landscape and lighting.SMMM will summarize
all horticultural management and maintenance requirements, light bulb trouble shooting, maintenance and
replacement, and all other operation, maintenance and management components related to the final design.
SMMM will include all warranty letters from contractors and manufacturers a part of this project.
TASK IV. BID AND AWARD PHASE 1660
A) BDG will package all bid materials into one bid package,assist the City with Bid Advertisement, attend and
administer a pre bid conference, provide clarifications or addendum and assist the City in reviewing bids for
selection of Contractor.
TASK V. CONSTRUCTION ADMINISTRATION PHASE 2630
A) BDG will provide construction administration for all components of this bid package. BDG will include four(4)site
visits/inspections through the duration of the project. Site visits/inspections inlcude attend and administer a pre
construction meeting with selected contractor,two progress inspections and provide a final inspection and field
observation report. BOG will respond to change orders, RFI's and all project related questions submitted by the
contractor. Upon completion of the project, BDG will implement all of the contractors field notes and as-builts to
create a final set of digital CAD as-built files for the City.
B) Additional site inspections requested by the City in writing will be billed as hourly. Estimated cost per site inspection
@ $210.
Baer Design Group,LLC
Landscape Architecture I Irrigation Design and Consulting l Graphic Communication
539 S.Fitness PI,Ste 120 l Eagle,Id 83616 l p.208.938.7721 l e.greg@baerdg.com
Proposal Task Order 14-01 Hill Rd. Extension
City of Eagle Page 3 of 5
EXCLUSIONS TO SCOPE OF SERVICES
The Client shall provide the following information for services as required for performance of the work. BDG assumes no
responsibility for the accuracy of such information or services and shall not be liable for error or omissions therein.
Should BDG be required to provide services in obtaining or coordinating the compilation of this information,such
services shall be charged as extra services.
A. DEQ observation and testing
B. Legal Descriptions of Property
C. Existing Site Engineering and Utility Base Information.
D. Soil testing.
E. Final completion of elevation/flood certificate surveying.
F. Architectural Design.Any buildings or architectural design components.
G. Utilities Plan.
H. Marketing Material.
I. Easements and ROW descriptions and purchase.
J. Site construction staking.
K. Geotechnical investigation report and geotechnical field observations.
L. Entitlements.
M. Tree Survey/Arborist Report.
N. Water feature design.
O. Wetland Mitigation.
P. Traffic Study/Report.
Q. Engineering of retaining structures(over 4'-0" in height), i.e.;segmented retaining walls, boulder walls,or
concrete retaining walls.
R. Site variances,Special reviews or approvals for non-zone conforming work.
S. Discovery or removal procedures for hazardous waste,wells, underground tanks,or archeological artifacts.
T. Permit, plan checking, inspection, and other agencies fees,including utility services/connection and application
U. Fees required for submittals, reviews, permitting, etc.
V. Photography.
ADDITIONAL SERVICES
When specifically requested,work not described above shall be performed as additional services per the hourly rates
schedule attached.This work may include,but is not limited to:
A. Design revisions requested by City following City approval of Construction Documents. If design revisions are
requested, BDG will perform the additional services after receiving written authorization.
B. Providing any other services not specifically included in this proposal.
REIMBURSABLE EXPENSES
Incidental expenses including printing travel and postage are included within our bid estimate and are not considered
reimbursable.Additional costs which may include City review fees, permit fees or other agency inspection fees shall be
reimbursed at 100%cost.
ASSUMPTIONS
The assumptions listed below were fundamental in determining the appropriate fee for the scope of work proposed in
this section. Significant deviations from these assumptions could materially impact the actual fee incurred under the
above scope.The assumptions include:
Boer Design Group,LLC
Landscape Architecture I Irrigation Design and Consulting I Graphic Communication
539 S.Fitness P1,Ste 120 I Eagle,Id 83616 I p.208.938.7721 I e.greg @baerdg.com
Proposal Task Order 14-01 Hill Rd. Extension
City of Eagle Page 4 of 5
A. Prior to the actual beginning of work,the Client and Baer Design Group, LLC. will jointly define the extent of the
Scope of Work and standards to be utilized for the duration of the project.
B. Completion of individual tasks will take place in an orderly fashion.Submittals required by the Client will respect a
time table jointly established with Baer Design Group, LLC prior to the beginning of work.
C. The Client will provide an AutoCad version of the current Hill Rd. Extension plan including all roadways,sidewalks,
easements, right of ways, utilities,water ways and other pertinent information required for the design of the Hill
Road Extension project.
Mr.Vaughan,
We are pleased to be considered for this project and are looking forward to a productive working relationship with you.
We are confident in our abilities to provide you with the high quality,functional,and aesthetically pleasing design that
you require.
Services rendered above are billed monthly as a percentage of work completed per task.Should any portion of this work
be canceled, BDG will not invoice for any services not completed.
Our bid estimate for this project is based on our understanding of the project and defined scope of work provided by the
City of Eagle at time of submittal. BDG is available to review scope of work, redefine tasks and negotiate the contract as
necessary to complete the project in its entirety. If this proposal meets your approval, please sign and return one copy
for our files. Client hereby acknowledges an opportunity to seek independent legal review of this Agreement and has
either done so or has voluntarily waived the opportunity prior to signing.
Baer Design Group, LLC shall indemnify and hold harmless the City of Eagle for any negligent acts or omissions by Baer
Design Group, LLC, it's employees,agents and assigns.
The Clients'signature below will be considered an authorization to proceed with the work contracted through Baer
Design Group, LLC and acceptance of the Terms and Conditions outlined herein.
Sincerely,
AAtt
APPROVED BY: 11 1 ,L f
Name(Printed):Jq I'UiO< . (.e i ll p LI( Company Name: 6-64/ 131 &Q CleJ0
Signed: 1t" /I A/Lfar Date: a+ .-/1
Title: r
Baer Design Group,LLC
Landscape Architecture l Irrigation Design and Consulting l Graphic Communication
539 S.Fitness Pl,Ste 120 l Eagle,Id 83616 I p.208.938.7721 l e.greg @baerdg.com