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HomeMy WebLinkAbout2017-08-08 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 8/8/2017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. Approve proposal to allow Augusta to contract with Purchasing Power to provide a payroll deduction based loan program as a benefit to Augusta GA.’s employees utilizing a State of Georgia’s Entity Contract, which was approved by the State to begin November 1, 2016 with four renewals. Also authorize the Mayor to execute the contract on behalf of Augusta. Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result Unanimous consent is given to delete this item from the agenda. 2. Approve award of contract for design of renovations to 1815 Marvin Griffin Road to convert the former License and Inspection Building into a Records Retention building and offices for Mosquito Control to 2KM Architects of Augusta. The fee is 6% and is currently estimated to be $60,000 based on an anticipated construction cost of $1,000,000. ((RFQ 17-181) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Dennis Williams Passes 3. Award Charles Nechtem Associates Inc. as Employee Assistance Program Item (EAP) provider (RFP 17-161). Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Dennis Williams Passes 4. Motion to approve the minutes of the Administrative Services Committee held on July 25, 2017. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Dennis Williams Passes 5. Request Commission approve, in concept, the Municipal Campus Phase II renovations for the following purposes: Creating options for additional parking and selective demolition; adapting Municipal Building space to accommodate evolving department and commission needs; and renovating satellite buildings to consolidate operations in single locations. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Dennis Williams Commissioner Mary Davis Passes 6. For Informational Purpose: Augusta, GA retirees over the age of 65 who remain on the Blue Cross Blue Shield of Georgia HMO/POS medical plan. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result www.augustaga.gov Approve Motion to approve receiving this item as information. Mr. M. Williams out. Motion Passes 3-0. Commissioner Mary Davis Commissioner Dennis Williams Passes Administrative Services Committee Meeting 8/8/2017 1:10 PM Attendance 8/8/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: [please place on client letterhead] Broker of Record Letter [please insert current date] Purchasing Power, LLC 1349 West Peachtree St. NW, Suite 1100 Atlanta, GA 30309 Dear Sir/Madam: Please be advised that effective on [please insert date], the undersigned entity or organization (the “Client”) has appointed [_____________________] (the “Broker”) to work with the Client in the support, direction and vendor management for the services and employee purchase program to be implemented and provided by Purchasing Power. With this letter, Purchasing Power is authorized and directed to recognize the Broker as the “Broker of Record” for the contract extended to cover the Client and Purchasing Power. In addition, please be advised that the Client has agreed to direct the payment of all Purchasing Power commissions to the Broker. This letter supersedes any previous appointments of authority which may have been granted orally or in writing. Please accept our sincere appreciation for the cooperation and courtesies that you will provide to the Broker. Sincerely, [please insert full legal name of Client] By: __________________________ Name: __________________________ Title: __________________________ DOAS/SPD Contract Utilization Notification The Georgia Department of Administrative Services (DOAS) has competitively sourced and awarded a contract to Purchasing Power, LLC to provide a voluntary Employee Purchase Program to eligible employees for the purchase of consumer goods and services via payroll deductions. The program is designed to permit eligible employees to shop and purchase consumer goods and services that have been authorized as permissible under 2015 Georgia House Bill 551 and paid for through qualified payroll deduction. This contract currently covers all State Entities that pay their employees through the State’s PeopleSoft Payroll system. Other governmental entities including but not limited to state boards, bureaus, commissions, authorities, institutions such as colleges and universities and political subdivisions that are approved via Supplier’s employer underwriting requirements (including minimum employee requirements) have the option to establish a similar payroll purchase program with the same catalog under the Department of Administrative Services’ awarded contract. All entities authorized to utilize this contract shall be referred to collectively as Authorized Users. Purchasing Power will extend the State’s 10% permanent employee discount “Promo Code” to all Authorized Users that have a minimum of 10,000+ eligible employees. Any Authorized Users that have less than 10,000 eligible employees will not receive such discount, but may receive other lesser discounts or promotions from time to time. Authorized Users must assume the responsibilities associated with their specific program administration/implementation and payroll deduction obligations. Prior to implementing an Employee Purchase Program, Authorized User agrees to: Date: Contract #: Contract Description: Employee Purchase Program Supplier: Purchasing Power, LLC Submission Instructions: 1. Written notification of a State Entity’s intention to use the above reference contract with the provisions set forth below should be submitted via email to the Issuing Officer (designated below). This notification can be submitted as an email attachment. Issuing Officer: Janet Pytelewski Email Address: janet.pytelewski@doas.ga.gov Contracting Entity Name: Georgia Department of Administrative Services 2. Purchasing Power and Authorized User accepts the following provisions by signing below. - Notify the Department of Administrative Services’ of its intention to establish a program pursuant to this contract. - Provide a legal notices contact to the Department of Administrative Services and to Supplier for the purposes of receiving notices and information on any contract amendments including contract renewals and extensions. - Establish and document, in collaboration with the Supplier, Program employee eligibility requirements, and coordinate with Supplier to implement the administration of payroll deductions consistent with the Authorized User’s policies and payroll process. - Provide Supplier with reasonable opportunities to communicate the Program to eligible employees for the purpose of communicating, explaining, promoting and offering the Program to such employees, which may include (a) an introductory message sent to eligible employees via electronic mail, (b) maintaining a posting on relevant internal websites/intranets, (c) enrollment message(s) during open enrollment periods, (d) direct mail to eligible employees, and/or (e) other means of communicating with employees as may be mutually agreed and approved by the Authorized User from time to time. - Pre-approve all Supplier-developed materials/communications using the Authorized User’s name and logo on any such communication. - Provide annual feedback (when requested by DOAS) of Supplier’s performance. Authorized User Acceptance By (Authorized Signature) Date Signed Printed Name and Title of Person Signing Email Address Purchasing Power, LLC Acceptance By (Authorized Signature) Date Signed Printed Name and Title of Person Signing Email Address Elizabeth Halkos, Chief Operating Officer Ehalkos@Purchasingpower.com June 8, 2017 APPLICATION FOR PURCHASING POWER PAYROLL DEDUCTION PU RCHASE PLAN BUSINESS INFORMATION Employer Name: Company URL: Address: City: State: ZIP Code: Plan Administrator: Phone: Email: Primary Contact (if different from above): Phone: Email: AP Contact: Phone: Email: Is Payroll centralized decentralized IT Contact: Phone: Email: # of Locations: Fed ID #: Broker/Contact Name: Fran Millar Phone:770-490-0213 Email: senatorfranmillar@gmail.com EMPLOYEE INFORMATION What is the total number of current employees? Total # of 2016 2015 2014 Employees: Terminations: Approximate percentage of workforce? Full-Time: % Part-Time: % Salaried: % Hourly: % Non- Standard (temporary, seasonal, per diem, contract, etc): % Are there any anticipated workforce reductions > 10% in next 12 months? YES NO CAVEATS Underwriting Approval and Requirements are considered final unless any of the following conditions are met: 1) Bankruptcy 2) Workforce reductions greater than 10% 3) A significant change in the makeup of the workforce (a shift in salaried to hourly, full time to part time, etc) 4) A change in company ownership 5) A significant change in ratings Administrative Services Committee Meeting 8/8/2017 1:10 PM APPROVE PURCHASING POWER VENDOR Department:Human Resources Presenter:Michael Loeser Caption:Approve proposal to allow Augusta to contract with Purchasing Power to provide a payroll deduction based loan program as a benefit to Augusta GA.’s employees utilizing a State of Georgia’s Entity Contract, which was approved by the State to begin November 1, 2016 with four renewals. Also authorize the Mayor to execute the contract on behalf of Augusta. Background:The vendor, “Purchasing Power” presented their product to the Mayor and Human Resources Director at a meeting on May 15th 2017. This product appears to provide those employees with limited financial resources the ability to make emergency purchases at a minimum of cost. The 45,000 products offered are sold for an average of 13% above retail market through payroll deductions. No interest is charged to the employee and there are no late fees. The entire cost of the item is expected to be paid for within 6 to 12 months through payroll deduction. The amount of purchase averages 6% - 8% of the employee’s gross income in order to control spending. This service prevents the employee from having to use expensive payday loans and title loans whose fees can add up and become difficult to pay off. The concept is to provide a minimum of cost to the employee while providing them with the ability to purchase without high interest credit cards and loans. Analysis:This program benefits low income employees who live from check to check and have difficulties with purchasing for emergencies. Items such as tires, auto repair, major appliances and repairs. 40% of employees do not have at least $2000 in emergency savings. 56% of Americans do not qualify for prime credit. 58% are looking to their employers for more help in achieving financial security through employee benefits. The cost to the government in productivity is born out through studies that show 37% of employees are spending , on average , 2 hours per week dealing with personal finance issues. 70% of HR professionals believe that financial stress has an impact on employee work performance. Harris Poll on behalf of Purchasing Power November 19-23 2015 among 741 US adults working full time. Corporation for Enterprise Development, Excluded from the Financial Mainstream, How the Economic Recovery is Bypassing Millions of Americans, January 2015. MetLife’s 12th Annual US Employee Benefits Trends Study, May 2014. Harris pole on behalf of Purchasing Power, December 14 – 16, 2015 among 761 US adults working full time. 2014 SHRM Financial/Wellness in the Workplace Survey. Augusta, GA.HR Core report of June 2, 2017. The company, “Purchasing Power” has over 260 clients from over 15 industries including the State of Georgia. It has a 94% Client retention rate, has an A+ rating from the Better Business Bureau and over 7.8 million customers in their plans. 45% (1,095) of full time employees employed at Augusta, GA. are earning below $35,000 of which 210 earn less than $25,000 annually. Financial Impact:There is no, or minimal (we may need to engage Superion to create a program. It could be free, or it could cost up to $3,000) additional financial impact to the government. The only cost to the employee is an average mark-up of 13% above manufactures suggested retail pricing on the products purchased. It is estimated that the Finance department will spend two to four hours a month to administer the payroll deductions. Alternatives:Do not offer the program to the employees. Recommendation:Allow the Administrator and Legal to prepare a contract for the approval of the Commission. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Document B101TM – 2017 Standard Form of Agreement Between Owner and Architect Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 1 AGREEMENT made as of the day of in the year 2017 (In words, indicate day, month and year.) BETWEEN the Architect’s client identified as the Owner: (Name, legal status, address and other information) Augusta - Richmond County 535 Telfair Street, Suite 605 Augusta, GA 30901 Telephone Number: 706-821-2422 and the Architect: (Name, legal status, address and other information) 2KM Architects, Inc. 529 Greene Street Augusta, GA 30901 Telephone Number: 706-736-3333 Fax Number: 706-736-7100 for the following Project: (Name, location and detailed description) Renovate Former Government Offices 1815 Marvin Griffin Road Augusta, GA 30906-3811 Primary Bldg. not including existing out-buildings Listed as 12,760SF on Augusta.gov Tax Records The Owner and Architect agree as follows. ADDITIONS AND DELETIONS: The author of this document has added information needed for its completion. The author may also have revised the text of the original AIA standard form. An Additions and Deletions Report that notes added information as well as revisions to the standard form text is available from the author and should be reviewed. A vertical line in the left margin of this document indicates where the author has added necessary information and where the author has added to or deleted from the original AIA text. This document has important legal consequences. Consultation with an attorney is encouraged with respect to its completion or modification. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 2 TABLE OF ARTICLES 1 INITIAL INFORMATION 2 ARCHITECT’S RESPONSIBILITIES 3 SCOPE OF ARCHITECT’S BASIC SERVICES 4 SUPPLEMENTAL AND ADDITIONAL SERVICES 5 OWNER’S RESPONSIBILITIES 6 COST OF THE WORK 7 COPYRIGHTS AND LICENSES 8 CLAIMS AND DISPUTES 9 TERMINATION OR SUSPENSION 10 MISCELLANEOUS PROVISIONS 11 COMPENSATION 12 SPECIAL TERMS AND CONDITIONS 13 SCOPE OF THE AGREEMENT ARTICLE 1 INITIAL INFORMATION § 1.1 This Agreement is based on the Initial Information set forth in this Section 1.1. (For each item in this section, insert the information or a statement such as “not applicable” or “unknown at time of execution.”) § 1.1.1 The Owner’s program for the Project: (Insert the Owner’s program, identify documentation that establishes the Owner’s program, or state the manner in which the program will be developed.) See attached Meeting Notes dated 7/13/2017. (9) offices; (2) handicap toilets, shared Lobby & I.T. Hub Room. Open Warehouse storage. § 1.1.2 The Project’s physical characteristics: (Identify or describe pertinent information about the Project’s physical characteristics, such as size; location; dimensions; geotechnical reports; site boundaries; topographic surveys; traffic and utility studies; availability of public and private utilities and services; legal description of the site, etc.) Main Building on site, pre-engineered structure, ~10,000 gsf, utilities existing to Building, site work limited to code required egress & (2) handicap parking spaces. § 1.1.3 The Owner’s budget for the Cost of the Work, as defined in Section 6.1: (Provide total and, if known, a line item breakdown.) Confidential; Initial Construction Cost: $1,000,000 § 1.1.4 The Owner’s anticipated design and construction milestone dates: Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 3 .1 Design phase milestone dates, if any: To be determined during project development Schematic Design Phase. a. Owner to confirm funding time-line. .2 Construction commencement date: To be confirmed by Owner/Contract & Procurement process. .3 Substantial Completion date or dates: T.B.C. .4 Other milestone dates: To be confirmed by Owner & 2KM. § 1.1.5 The Owner intends the following procurement and delivery method for the Project: (Identify method such as competitive bid or negotiated contract, as well as any requirements for accelerated or fast- track design and construction, multiple bid packages, or phased construction.) Design - Bid - Build, Single-Phase via Augusta Procurement processes. § 1.1.6 The Owner’s anticipated Sustainable Objective for the Project: (Identify and describe the Owner’s Sustainable Objective for the Project, if any.) Comply with adopted building codes for Energy & Water conservation. § 1.1.6.1 If the Owner identifies a Sustainable Objective, the Owner and Architect shall complete and incorporate AIA Document E204™–2017, Sustainable Projects Exhibit, into this Agreement to define the terms, conditions and services related to the Owner’s Sustainable Objective. If E204–2017 is incorporated into this agreement, the Owner and Architect shall incorporate the completed E204–2017 into the agreements with the consultants and contractors performing services or Work in any way associated with the Sustainable Objective. § 1.1.7 The Owner identifies the following representative in accordance with Section 5.3: (List name, address, and other contact information.) Rick Acree, Project Manager 535 Telfair Street Augusta, GA 30901 § 1.1.8 The persons or entities, in addition to the Owner’s representative, who are required to review the Architect’s submittals to the Owner are as follows: (List name, address, and other contact information.) Augusta-Richmond County Inspections Dept. Augusta-Richmond County Fire Marshals Offices § 1.1.9 The Owner shall retain the following consultants and contractors: (List name, legal status, address, and other contact information.) .1 Geotechnical Engineer: Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 4 N/A .2 Civil Engineer: N/A .3 Other, if any: (List any other consultants and contractors retained by the Owner.) Environmental - to be confirmed if Hazardous Materials Abatement is required. § 1.1.10 The Architect identifies the following representative in accordance with Section 2.3: (List name, address, and other contact information.) Rob Mauldin 529 Greene Street, Augusta,GA 30901 Telephone Number: 706-736-3333 Fax Number: 706-736-7100 Email Address: rmauldin@2kmarchitects.com § 1.1.11 The Architect shall retain the consultants identified in Sections 1.1.11.1 and 1.1.11.2: (List name, legal status, address, and other contact information.) § 1.1.11.1 Consultants retained under Basic Services: .1 Structural Engineer: Slater Engineering, Inc. Brian Slater P.O. Box 1010, Augusta, GA 30903 Telephone Number: 706-364-9547 .2 Mechanical Engineer: Pruett, Ford & Associates Martin Ford, P.E. 1201 Broad Street, Suite 3A, Augusta, GA 30901 Telephone Number: 706-722-3959 .3 Electrical Engineer: Electrical Design Consultants, Inc. Ashley Paulk, P.E. 1201 Broad Street, Suite 1A, Augusta, GA 30901 Telephone Number: 706-724-3551 Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 5 § 1.1.11.2 Consultants retained under Supplemental Services: Alternative Construction & Environmental Solutions, Inc. if hazardous materials are identified & require surveys, abatement testing, or design. Budget: $5,000 if required. § 1.1.12 Other Initial Information on which the Agreement is based: § 1.2 The Owner and Architect may rely on the Initial Information. Both parties, however, recognize that the Initial Information may materially change and, in that event, the Owner and the Architect shall appropriately adjust the Architect’s services, schedule for the Architect’s services, and the Architect’s compensation. The Owner shall adjust the Owner’s budget for the Cost of the Work and the Owner’s anticipated design and construction milestones, as necessary, to accommodate material changes in the Initial Information. § 1.3 The parties shall agree upon protocols governing the transmission and use of Instruments of Service or any other information or documentation in digital form. The parties will use AIA Document E203™–2013, Building Information Modeling and Digital Data Exhibit, to establish the protocols for the development, use, transmission, and exchange of digital data. § 1.3.1 Any use of, or reliance on, all or a portion of a building information model without agreement to protocols governing the use of, and reliance on, the information contained in the model and without having those protocols set forth in AIA Document E203™–2013, Building Information Modeling and Digital Data Exhibit, and the requisite AIA Document G202™–2013, Project Building Information Modeling Protocol Form, shall be at the using or relying party’s sole risk and without liability to the other party and its contractors or consultants, the authors of, or contributors to, the building information model, and each of their agents and employees. ARTICLE 2 ARCHITECT’S RESPONSIBILITIES § 2.1 The Architect shall provide professional services as set forth in this Agreement. The Architect represents that it is properly licensed in the jurisdiction where the Project is located to provide the services required by this Agreement, or shall cause such services to be performed by appropriately licensed design professionals. § 2.2 The Architect shall perform its services consistent with the professional skill and care ordinarily provided by architects practicing in the same or similar locality under the same or similar circumstances. The Architect shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project. § 2.3 The Architect shall identify a representative authorized to act on behalf of the Architect with respect to the Project. § 2.4 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. § 2.5 The Architect shall maintain the following insurance until termination of this Agreement. If any of the requirements set forth below are in addition to the types and limits the Architect normally maintains, the Owner shall pay the Architect as set forth in Section 11.9. § 2.5.1 Commercial General Liability with policy limits of not less than Two million Dollars and Zero Cents ($ 2,000,000.00 ) for each occurrence and Four Million Dollars and Zero Cents ($ 4,000,000.00 ) in the aggregate for bodily injury and property damage. § 2.5.2 Automobile Liability covering vehicles owned, and non-owned vehicles used, by the Architect with policy limits of not less than One million Dollars and Zero Cents ($ 1,000,000.00 ) per accident for bodily injury, death of any person, and property damage arising out of the ownership, maintenance and use of those motor vehicles, along with any other statutorily required automobile coverage. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 6 § 2.5.3 The Architect may achieve the required limits and coverage for Commercial General Liability and Automobile Liability through a combination of primary and excess or umbrella liability insurance, provided such primary and excess or umbrella liability insurance policies result in the same or greater coverage as the coverages required under Sections 2.5.1 and 2.5.2, and in no event shall any excess or umbrella liability insurance provide narrower coverage than the primary policy. The excess policy shall not require the exhaustion of the underlying limits only through the actual payment by the underlying insurers. § 2.5.4 Workers’ Compensation at statutory limits. § 2.5.5 Employers’ Liability with policy limits not less than One hundred thousand Dollars and Zero Cents ($ 100,000.00 ) each accident, One hundred thousand Dollars and Zero Cents ($ 100,000.00 ) each employee, and Five hundred thousand Dollars and Zero Cents ($ 500,000.00 ) policy limit. § 2.5.6 Professional Liability covering negligent acts, errors and omissions in the performance of professional services with policy limits of not less than One million Dollars and Zero Cents ($ 1,000,000.00 ) per claim and One million Dollars and Zero Cents ($ 1,000,000.00 ) in the aggregate. § 2.5.7 Additional Insured Obligations. To the fullest extent permitted by law, the Architect shall cause the primary and excess or umbrella polices for Commercial General Liability and Automobile Liability to include the Owner as an additional insured for claims caused in whole or in part by the Architect’s negligent acts or omissions. The additional insured coverage shall be primary and non-contributory to any of the Owner’s insurance policies and shall apply to both ongoing and completed operations. § 2.5.8 The Architect shall provide certificates of insurance to the Owner that evidence compliance with the requirements in this Section 2.5. ARTICLE 3 SCOPE OF ARCHITECT’S BASIC SERVICES § 3.1 The Architect’s Basic Services consist of those described in this Article 3 and include usual and customary structural, mechanical, and electrical engineering services. Services not set forth in this Article 3 are Supplemental or Additional Services. § 3.1.1 The Architect shall manage the Architect’s services, research applicable design criteria, attend Project meetings, communicate with members of the Project team, and report progress to the Owner. § 3.1.2 The Architect shall coordinate its services with those services provided by the Owner and the Owner’s consultants. The Architect shall be entitled to rely on, and shall not be responsible for, the accuracy, completeness, and timeliness of, services and information furnished by the Owner and the Owner’s consultants. The Architect shall provide prompt written notice to the Owner if the Architect becomes aware of any error, omission, or inconsistency in such services or information. § 3.1.3 As soon as practicable after the date of this Agreement, the Architect shall submit for the Owner’s approval a schedule for the performance of the Architect’s services. The schedule initially shall include anticipated dates for the commencement of construction and for Substantial Completion of the Work as set forth in the Initial Information. The schedule shall include allowances for periods of time required for the Owner’s review, for the performance of the Owner’s consultants, and for approval of submissions by authorities having jurisdiction over the Project. Once approved by the Owner, time limits established by the schedule shall not, except for reasonable cause, be exceeded by the Architect or Owner. With the Owner’s approval, the Architect shall adjust the schedule, if necessary, as the Project proceeds until the commencement of construction. § 3.1.4 The Architect shall not be responsible for an Owner’s directive or substitution, or for the Owner’s acceptance of non-conforming Work, made or given without the Architect’s written approval. § 3.1.5 The Architect shall contact governmental authorities required to approve the Construction Documents and entities providing utility services to the Project. The Architect shall respond to applicable design requirements imposed by those authorities and entities. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 7 § 3.1.6 The Architect shall 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. § 3.2 Schematic Design Phase Services § 3.2.1 The Architect shall review the program and other information furnished by the Owner, and shall review laws, codes, and regulations applicable to the Architect’s services. § 3.2.2 The Architect shall prepare a preliminary evaluation of the Owner’s program, schedule, budget for the Cost of the Work, Project site, the proposed procurement and delivery method, and other Initial Information, each in terms of the other, to ascertain the requirements of the Project. The Architect shall notify the Owner of (1) any inconsistencies discovered in the information, and (2) other information or consulting services that may be reasonably needed for the Project. § 3.2.3 The Architect shall present its preliminary evaluation to the Owner and shall discuss with the Owner alternative approaches to design and construction of the Project. The Architect shall reach an understanding with the Owner regarding the requirements of the Project. § 3.2.4 Based on the Project requirements agreed upon with the Owner, the Architect shall prepare and present, for the Owner’s approval, a preliminary design illustrating the scale and relationship of the Project components. § 3.2.5 Based on the Owner’s approval of the preliminary design, the Architect shall prepare Schematic Design Documents for the Owner’s approval. The Schematic Design Documents shall consist of drawings and other documents including a site plan, if appropriate, and preliminary building plans, sections and elevations; and may include some combination of study models, perspective sketches, or digital representations. Preliminary selections of major building systems and construction materials shall be noted on the drawings or described in writing. § 3.2.5.1 The Architect shall consider sustainable design alternatives, such as material choices and building orientation, together with other considerations based on program and aesthetics, in developing a design that is consistent with the Owner’s program, schedule and budget for the Cost of the Work. The Owner may obtain more advanced sustainable design services as a Supplemental Service under Section 4.1.1. § 3.2.5.2 The Architect shall consider the value of alternative materials, building systems and equipment, together with other considerations based on program and aesthetics, in developing a design for the Project that is consistent with the Owner’s program, schedule, and budget for the Cost of the Work. § 3.2.6 The Architect shall submit to the Owner an estimate of the Cost of the Work prepared in accordance with Section 6.3. § 3.2.7 The Architect shall submit the Schematic Design Documents to the Owner, and request the Owner’s approval. § 3.3 Design Development Phase Services § 3.3.1 Based on the Owner’s approval of the Schematic Design Documents, and on the Owner’s authorization of any adjustments in the Project requirements and the budget for the Cost of the Work, the Architect shall prepare Design Development Documents for the Owner’s approval. The Design Development Documents shall illustrate and describe the development of the approved Schematic Design Documents and shall consist of drawings and other documents including plans, sections, elevations, typical construction details, and diagrammatic layouts of building systems to fix and describe the size and character of the Project as to architectural, structural, mechanical and electrical systems, and other appropriate elements. The Design Development Documents shall also include outline specifications that identify major materials and systems and establish, in general, their quality levels. § 3.3.2 The Architect shall update the estimate of the Cost of the Work prepared in accordance with Section 6.3. § 3.3.3 The Architect shall submit the Design Development Documents to the Owner, advise the Owner of any adjustments to the estimate of the Cost of the Work, and request the Owner’s approval. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 8 § 3.4 Construction Documents Phase Services § 3.4.1 Based on the Owner’s approval of the Design Development Documents, and on the Owner’s authorization of any adjustments in the Project requirements and the budget for the Cost of the Work, the Architect shall prepare Construction Documents for the Owner’s approval. The Construction Documents shall illustrate and describe the further development of the approved Design Development Documents and shall consist of Drawings and Specifications setting forth in detail the quality levels and performance criteria of materials and systems and other requirements for the construction of the Work. The Owner and Architect acknowledge that, in order to perform the Work, the Contractor will provide additional information, including Shop Drawings, Product Data, Samples and other similar submittals, which the Architect shall review in accordance with Section 3.6.4. § 3.4.2 The Architect shall incorporate the design requirements of governmental authorities having jurisdiction over the Project into the Construction Documents. § 3.4.3 During the development of the Construction Documents, the Architect shall assist the Owner in the development and preparation of (1) procurement information that describes the time, place, and conditions of bidding, including bidding or proposal forms; (2) the form of agreement between the Owner and Contractor; and (3) the Conditions of the Contract for Construction (General, Supplementary and other Conditions). The Architect shall also compile a project manual that includes the Conditions of the Contract for Construction and Specifications, and may include bidding requirements and sample forms. § 3.4.4 The Architect shall update the estimate for the Cost of the Work prepared in accordance with Section 6.3. § 3.4.5 The Architect shall submit the Construction Documents to the Owner, advise the Owner of any adjustments to the estimate of the Cost of the Work, take any action required under Section 6.5, and request the Owner’s approval. § 3.5 Procurement Phase Services § 3.5.1 General The Architect shall assist the Owner in establishing a list of prospective contractors. Following the Owner’s approval of the Construction Documents, the Architect shall assist the Owner in (1) obtaining either competitive bids or negotiated proposals; (2) confirming responsiveness of bids or proposals; (3) determining the successful bid or proposal, if any; and, (4) awarding and preparing contracts for construction. § 3.5.2 Competitive Bidding § 3.5.2.1 Bidding Documents shall consist of bidding requirements and proposed Contract Documents. § 3.5.2.2 The Architect shall assist the Owner in bidding the Project by: .1 facilitating the distribution of Bidding Documents to prospective bidders; .2 organizing and conducting a pre-bid conference for prospective bidders; .3 preparing responses to questions from prospective bidders and providing clarifications and interpretations of the Bidding Documents to the prospective bidders in the form of addenda; and, .4 organizing and conducting the opening of the bids, and subsequently documenting and distributing the bidding results, as directed by the Owner. § 3.5.2.3 If the Bidding Documents permit substitutions, upon the Owner’s written authorization, the Architect shall, as an Additional Service, consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective bidders. § 3.5.3 Negotiated Proposals § 3.5.3.1 Proposal Documents shall consist of proposal requirements and proposed Contract Documents. § 3.5.3.2 The Architect shall assist the Owner in obtaining proposals by: .1 facilitating the distribution of Proposal Documents for distribution to prospective contractors and requesting their return upon completion of the negotiation process; .2 organizing and participating in selection interviews with prospective contractors; .3 preparing responses to questions from prospective contractors and providing clarifications and interpretations of the Proposal Documents to the prospective contractors in the form of addenda; and, Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 9 .4 participating in negotiations with prospective contractors, and subsequently preparing a summary report of the negotiation results, as directed by the Owner. § 3.5.3.3 If the Proposal Documents permit substitutions, upon the Owner’s written authorization, the Architect shall, as an Additional Service, consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective contractors. § 3.6 Construction Phase Services § 3.6.1 General § 3.6.1.1 The Architect shall provide administration of the Contract between the Owner and the Contractor as set forth below and in AIA Document A201™–2017, General Conditions of the Contract for Construction. If the Owner and Contractor modify AIA Document A201–2017, those modifications shall not affect the Architect’s services under this Agreement unless the Owner and the Architect amend this Agreement. § 3.6.1.2 The Architect shall advise and consult with the Owner during the Construction Phase Services. The Architect shall have authority to act on behalf of the Owner only to the extent provided in this Agreement. The Architect shall not have control over, charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, nor shall the Architect be responsible for the Contractor’s failure to perform the Work in accordance with the requirements of the Contract Documents. The Architect shall be responsible for the Architect’s negligent acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Contractor or of any other persons or entities performing portions of the Work. § 3.6.1.3 Subject to Section 4.2 and except as provided in Section 3.6.6.5, the Architect’s responsibility to provide Construction Phase Services commences with the award of the Contract for Construction and terminates on the date the Architect issues the final Certificate for Payment. § 3.6.2 Evaluations of the Work § 3.6.2.1 The Architect shall visit the site at intervals appropriate to the stage of construction, or as otherwise required in Section 4.2.3, to become generally familiar with the progress and quality of the portion of the Work completed, and to determine, in general, if the Work observed is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents. However, the Architect shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. On the basis of the site visits, the Architect shall keep the Owner reasonably informed about the progress and quality of the portion of the Work completed, and promptly report to the Owner (1) known deviations from the Contract Documents, (2) known deviations from the most recent construction schedule submitted by the Contractor, and (3) defects and deficiencies observed in the Work. § 3.6.2.2 The Architect has the authority to reject Work that does not conform to the Contract Documents. Whenever the Architect considers it necessary or advisable, the Architect shall have the authority to require inspection or testing of the Work in accordance with the provisions of the Contract Documents, whether or not the Work is fabricated, installed or completed. However, neither this authority of the Architect nor a decision made in good faith either to exercise or not to exercise such authority shall give rise to a duty or responsibility of the Architect to the Contractor, Subcontractors, suppliers, their agents or employees, or other persons or entities performing portions of the Work. § 3.6.2.3 The Architect shall interpret and decide matters concerning performance under, and requirements of, the Contract Documents on written request of either the Owner or Contractor. The Architect’s response to such requests shall be made in writing within any time limits agreed upon or otherwise with reasonable promptness. § 3.6.2.4 Interpretations and decisions of the Architect shall be consistent with the intent of, and reasonably inferable from, the Contract Documents and shall be in writing or in the form of drawings. When making such interpretations and decisions, the Architect shall endeavor to secure faithful performance by both Owner and Contractor, shall not show partiality to either, and shall not be liable for results of interpretations or decisions rendered in good faith. The Architect’s decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the Contract Documents. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 10 § 3.6.2.5 Unless the Owner and Contractor designate another person to serve as an Initial Decision Maker, as that term is defined in AIA Document A201–2017, the Architect shall render initial decisions on Claims between the Owner and Contractor as provided in the Contract Documents. § 3.6.3 Certificates for Payment to Contractor § 3.6.3.1 The Architect shall review and certify the amounts due the Contractor and shall issue certificates in such amounts. The Architect’s certification for payment shall constitute a representation to the Owner, based on the Architect’s evaluation of the Work as provided in Section 3.6.2 and on the data comprising the Contractor’s Application for Payment, that, to the best of the Architect’s knowledge, information and belief, the Work has progressed to the point indicated, the quality of the Work is in accordance with the Contract Documents, and that the Contractor is entitled to payment in the amount certified. The foregoing representations are subject to (1) an evaluation of the Work for conformance with the Contract Documents upon Substantial Completion, (2) results of subsequent tests and inspections, (3) correction of minor deviations from the Contract Documents prior to completion, and (4) specific qualifications expressed by the Architect. § 3.6.3.2 The issuance of a Certificate for Payment shall not be a representation that the Architect has (1) made exhaustive or continuous on-site inspections to check the quality or quantity of the Work, (2) reviewed construction means, methods, techniques, sequences or procedures, (3) reviewed copies of requisitions received from Subcontractors and suppliers and other data requested by the Owner to substantiate the Contractor’s right to payment, or (4) ascertained how or for what purpose the Contractor has used money previously paid on account of the Contract Sum. § 3.6.3.3 The Architect shall maintain a record of the Applications and Certificates for Payment. § 3.6.4 Submittals § 3.6.4.1 The Architect shall review the Contractor’s submittal schedule and shall not unreasonably delay or withhold approval of the schedule. The Architect’s action in reviewing submittals shall be taken in accordance with the approved submittal schedule or, in the absence of an approved submittal schedule, with reasonable promptness while allowing sufficient time, in the Architect’s professional judgment, to permit adequate review. § 3.6.4.2 The Architect shall review and approve, or take other appropriate action upon, the Contractor’s submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. Review of such submittals is not for the purpose of determining the accuracy and completeness of other information such as dimensions, quantities, and installation or performance of equipment or systems, which are the Contractor’s responsibility. The Architect’s review shall not constitute approval of safety precautions or construction means, methods, techniques, sequences or procedures. The Architect’s approval of a specific item shall not indicate approval of an assembly of which the item is a component. § 3.6.4.3 If the Contract Documents specifically require the Contractor to provide professional design services or certifications by a design professional related to systems, materials, or equipment, the Architect shall specify the appropriate performance and design criteria that such services must satisfy. The Architect shall review and take appropriate action on Shop Drawings and other submittals related to the Work designed or certified by the Contractor’s design professional, provided the submittals bear such professional’s seal and signature when submitted to the Architect. The Architect’s review shall be for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. The Architect shall be entitled to rely upon, and shall not be responsible for, the adequacy and accuracy of the services, certifications, and approvals performed or provided by such design professionals. § 3.6.4.4 Subject to Section 4.2, the Architect shall review and respond to requests for information about the Contract Documents. The Architect shall set forth, in the Contract Documents, the requirements for requests for information. Requests for information shall include, at a minimum, a detailed written statement that indicates the specific Drawings or Specifications in need of clarification and the nature of the clarification requested. The Architect’s response to such requests shall be made in writing within any time limits agreed upon, or otherwise with reasonable promptness. If appropriate, the Architect shall prepare and issue supplemental Drawings and Specifications in response to the requests for information. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 11 § 3.6.4.5 The Architect shall maintain a record of submittals and copies of submittals supplied by the Contractor in accordance with the requirements of the Contract Documents. § 3.6.5 Changes in the Work § 3.6.5.1 The Architect may order minor changes in the Work that are consistent with the intent of the Contract Documents and do not involve an adjustment in the Contract Sum or an extension of the Contract Time. Subject to Section 4.2, the Architect shall prepare Change Orders and Construction Change Directives for the Owner’s approval and execution in accordance with the Contract Documents. § 3.6.5.2 The Architect shall maintain records relative to changes in the Work. § 3.6.6 Project Completion § 3.6.6.1 The Architect shall: .1 conduct inspections to determine the date or dates of Substantial Completion and the date of final completion; .2 issue Certificates of Substantial Completion; .3 forward to the Owner, for the Owner’s review and records, written warranties and related documents required by the Contract Documents and received from the Contractor; and, .4 issue a final Certificate for Payment based upon a final inspection indicating that, to the best of the Architect’s knowledge, information, and belief, the Work complies with the requirements of the Contract Documents. § 3.6.6.2 The Architect’s inspections shall be conducted with the Owner to check conformance of the Work with the requirements of the Contract Documents and to verify the accuracy and completeness of the list submitted by the Contractor of Work to be completed or corrected. § 3.6.6.3 When Substantial Completion has been achieved, the Architect shall inform the Owner about the balance of the Contract Sum remaining to be paid the Contractor, including the amount to be retained from the Contract Sum, if any, for final completion or correction of the Work. § 3.6.6.4 The Architect shall forward to the Owner the following information received from the Contractor: (1) consent of surety or sureties, if any, to reduction in or partial release of retainage or the making of final payment; (2) affidavits, receipts, releases and waivers of liens, or bonds indemnifying the Owner against liens; and (3) any other documentation required of the Contractor under the Contract Documents. § 3.6.6.5 Upon request of the Owner, and prior to the expiration of one year from the date of Substantial Completion, the Architect shall, without additional compensation, conduct a meeting with the Owner to review the facility operations and performance. ARTICLE 4 SUPPLEMENTAL AND ADDITIONAL SERVICES § 4.1 Supplemental Services § 4.1.1 The services listed below are not included in Basic Services but may be required for the Project. The Architect shall provide the listed Supplemental Services only if specifically designated in the table below as the Architect’s responsibility, and the Owner shall compensate the Architect as provided in Section 11.2. Unless otherwise specifically addressed in this Agreement, if neither the Owner nor the Architect is designated, the parties agree that the listed Supplemental Service is not being provided for the Project. (Designate the Architect’s Supplemental Services and the Owner’s Supplemental Services required for the Project by indicating whether the Architect or Owner shall be responsible for providing the identified Supplemental Service. Insert a description of the Supplemental Services in Section 4.1.2 below or attach the description of services as an exhibit to this Agreement.) Supplemental Services Responsibility (Architect, Owner, or not provided) § 4.1.1.1 Programming Architect & Owner § 4.1.1.2 Multiple preliminary designs Architect § 4.1.1.3 Measured drawings Architect Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 12 § 4.1.1.4 Existing facilities surveys Owner § 4.1.1.5 Site evaluation and planning Not Provided § 4.1.1.6 Building Information Model management responsibilities Not Provided § 4.1.1.7 Development of Building Information Models for post construction use Not Provided § 4.1.1.8 Civil engineering Not Provided § 4.1.1.9 Landscape design Not Provided § 4.1.1.10 Architectural interior design Architect § 4.1.1.11 Value analysis Not Provided § 4.1.1.12 Detailed cost estimating beyond that required in Section 6.3 Not Provided § 4.1.1.13 On-site project representation Architect - Periodic § 4.1.1.14 Conformed documents for construction Architect § 4.1.1.15 As-designed record drawings Architect § 4.1.1.16 As-constructed record drawings Architect § 4.1.1.17 Post-occupancy evaluation Not Provided § 4.1.1.18 Facility support services Not Provided § 4.1.1.19 Tenant-related services Not Provided § 4.1.1.20 Architect’s coordination of the Owner’s consultants Owner § 4.1.1.21 Telecommunications/data design Owner § 4.1.1.22 Security evaluation and planning Owner § 4.1.1.23 Commissioning Not Provided § 4.1.1.24 Sustainable Project Services pursuant to Section 4.1.3 Not Provided § 4.1.1.25 Fast-track design services Not Provided § 4.1.1.26 Multiple bid packages Not Provided § 4.1.1.27 Historic preservation Not Provided § 4.1.1.28 Furniture, furnishings, and equipment design Owner § 4.1.1.29 Other services provided by specialty Consultants Not Provided § 4.1.1.30 Other Supplemental Services Owner § 4.1.2 Description of Supplemental Services § 4.1.2.1 A description of each Supplemental Service identified in Section 4.1.1 as the Architect’s responsibility is provided below. (Describe in detail the Architect’s Supplemental Services identified in Section 4.1.1 or, if set forth in an exhibit, identify the exhibit. The AIA publishes a number of Standard Form of Architect’s Services documents that can be included as an exhibit to describe the Architect’s Supplemental Services.) § 4.1.2.2 A description of each Supplemental Service identified in Section 4.1.1 as the Owner’s responsibility is provided below. (Describe in detail the Owner’s Supplemental Services identified in Section 4.1.1 or, if set forth in an exhibit, identify the exhibit.) Hazardous Materials Survey, Testing & Abatement Design Asbestos Containing Materials (ACM) Lead Based Paint (LBP) Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 13 § 4.1.3 If the Owner identified a Sustainable Objective in Article 1, the Architect shall provide, as a Supplemental Service, the Sustainability Services required in AIA Document E204™–2017, Sustainable Projects Exhibit, attached to this Agreement. The Owner shall compensate the Architect as provided in Section 11.2. § 4.2 Architect’s Additional Services The Architect may provide Additional Services after execution of this Agreement without invalidating the Agreement. Except for services required due to the fault of the Architect, any Additional Services provided in accordance with this Section 4.2 shall entitle the Architect to compensation pursuant to Section 11.3 and an appropriate adjustment in the Architect’s schedule. § 4.2.1 Upon recognizing the need to perform the following Additional Services, the Architect shall notify the Owner with reasonable promptness and explain the facts and circumstances giving rise to the need. The Architect shall not proceed to provide the following Additional Services until the Architect receives the Owner’s written authorization: .1 Services necessitated by a change in the Initial Information, previous instructions or approvals given by the Owner, or a material change in the Project including size, quality, complexity, the Owner’s schedule or budget for Cost of the Work, or procurement or delivery method; .2 Services necessitated by the enactment or revision of codes, laws, or regulations, including changing or editing previously prepared Instruments of Service; .3 Changing or editing previously prepared Instruments of Service necessitated by official interpretations of applicable codes, laws or regulations that are either (a) contrary to specific interpretations by the applicable authorities having jurisdiction made prior to the issuance of the building permit, or (b) contrary to requirements of the Instruments of Service when those Instruments of Service were prepared in accordance with the applicable standard of care; .4 Services necessitated by decisions of the Owner not rendered in a timely manner or any other failure of performance on the part of the Owner or the Owner’s consultants or contractors; .5 Preparing digital models or other design documentation for transmission to the Owner’s consultants and contractors, or to other Owner-authorized recipients; .6 Preparation of design and documentation for alternate bid or proposal requests proposed by the Owner; .7 Preparation for, and attendance at, a public presentation, meeting or hearing; .8 Preparation for, and attendance at, a dispute resolution proceeding or legal proceeding, except where the Architect is party thereto; .9 Evaluation of the qualifications of entities providing bids or proposals; .10 Consultation concerning replacement of Work resulting from fire or other cause during construction; or, .11 Assistance to the Initial Decision Maker, if other than the Architect. § 4.2.2 To avoid delay in the Construction Phase, the Architect shall provide the following Additional Services, notify the Owner with reasonable promptness, and explain the facts and circumstances giving rise to the need. If, upon receipt of the Architect’s notice, the Owner determines that all or parts of the services are not required, the Owner shall give prompt written notice to the Architect of the Owner’s determination. The Owner shall compensate the Architect for the services provided prior to the Architect’s receipt of the Owner’s notice. .1 Reviewing a Contractor’s submittal out of sequence from the submittal schedule approved by the Architect; .2 Responding to the Contractor’s requests for information that are not prepared in accordance with the Contract Documents or where such information is available to the Contractor from a careful study and comparison of the Contract Documents, field conditions, other Owner-provided information, Contractor-prepared coordination drawings, or prior Project correspondence or documentation; .3 Preparing Change Orders and Construction Change Directives that require evaluation of Contractor’s proposals and supporting data, or the preparation or revision of Instruments of Service; .4 Evaluating an extensive number of Claims as the Initial Decision Maker; or, .5 Evaluating substitutions proposed by the Owner or Contractor and making subsequent revisions to Instruments of Service resulting therefrom. § 4.2.3 The Architect shall provide Construction Phase Services exceeding the limits set forth below as Additional Services. When the limits below are reached, the Architect shall notify the Owner: Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 14 .1 One ( 1 ) reviews of each Shop Drawing, Product Data item, sample and similar submittals of the Contractor .2 Twelve ( 12 ) visits to the site by the Architect during construction .3 One ( 1 ) inspections for any portion of the Work to determine whether such portion of the Work is substantially complete in accordance with the requirements of the Contract Documents .4 One ( 1 ) inspections for any portion of the Work to determine final completion. § 4.2.4 Except for services required under Section 3.6.6.5 and those services that do not exceed the limits set forth in Section 4.2.3, Construction Phase Services provided more than 60 days after (1) the date of Substantial Completion of the Work or (2) the initial date of Substantial Completion identified in the agreement between the Owner and Contractor, whichever is earlier, shall be compensated as Additional Services to the extent the Architect incurs additional cost in providing those Construction Phase Services. § 4.2.5 If the services covered by this Agreement have not been completed within Twelve ( 12 ) months of the date of this Agreement, through no fault of the Architect, extension of the Architect’s services beyond that time shall be compensated as Additional Services. ARTICLE 5 OWNER’S RESPONSIBILITIES § 5.1 Unless otherwise provided for under this Agreement, the Owner shall provide information in a timely manner regarding requirements for and limitations on the Project, including a written program, which shall set forth the Owner’s objectives; schedule; constraints and criteria, including space requirements and relationships; flexibility; expandability; special equipment; systems; and site requirements. § 5.2 The Owner shall establish the Owner’s budget for the Project, including (1) the budget for the Cost of the Work as defined in Section 6.1; (2) the Owner’s other costs; and, (3) reasonable contingencies related to all of these costs. The Owner shall update the Owner’s budget for the Project as necessary throughout the duration of the Project until final completion. If the Owner significantly increases or decreases the Owner’s budget for the Cost of the Work, the Owner shall notify the Architect. The Owner and the Architect shall thereafter agree to a corresponding change in the Project’s scope and quality. § 5.3 The Owner shall identify a representative authorized to act on the Owner’s behalf with respect to the Project. The Owner shall render decisions and approve the Architect’s submittals in a timely manner in order to avoid unreasonable delay in the orderly and sequential progress of the Architect’s services. § 5.4 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; designated wetlands; adjacent drainage; rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the site; locations, dimensions, and other 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. § 5.5 The Owner shall furnish services of geotechnical engineers, which may include test borings, test pits, determinations of soil bearing values, percolation tests, evaluations of hazardous materials, seismic evaluation, ground corrosion tests and resistivity tests, including necessary operations for anticipating subsoil conditions, with written reports and appropriate recommendations. § 5.6 The Owner shall provide the Supplemental Services designated as the Owner’s responsibility in Section 4.1.1. § 5.7 If the Owner identified a Sustainable Objective in Article 1, the Owner shall fulfill its responsibilities as required in AIA Document E204™–2017, Sustainable Projects Exhibit, attached to this Agreement. § 5.8 The Owner shall coordinate the services of its own consultants with those services provided by the Architect. Upon the Architect’s request, the Owner shall furnish copies of the scope of services in the contracts between the Owner and the Owner’s consultants. The Owner shall furnish the services of consultants other than those designated as the responsibility of the Architect in this Agreement, or authorize the Architect to furnish them as an Additional Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 15 Service, when the Architect requests such services and demonstrates that they are reasonably required by the scope of the Project. The Owner shall require that its consultants and contractors maintain insurance, including professional liability insurance, as appropriate to the services or work provided. § 5.9 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. § 5.10 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. § 5.11 The Owner shall provide prompt written notice to the Architect if the Owner becomes aware of any fault or defect in the Project, including errors, omissions or inconsistencies in the Architect’s Instruments of Service. § 5.12 The Owner shall include the Architect in all communications with the Contractor that relate to or affect the Architect’s services or professional responsibilities. The Owner shall promptly notify the Architect of the substance of any direct communications between the Owner and the Contractor otherwise relating to the Project. Communications by and with the Architect’s consultants shall be through the Architect. § 5.13 Before executing the Contract for Construction, the Owner shall coordinate the Architect’s duties and responsibilities set forth in the Contract for Construction with the Architect’s services set forth in this Agreement. The Owner shall provide the Architect a copy of the executed agreement between the Owner and Contractor, including the General Conditions of the Contract for Construction. § 5.14 The Owner shall provide the Architect access to the Project site prior to commencement of the Work and shall obligate the Contractor to provide the Architect access to the Work wherever it is in preparation or progress. § 5.15 Within 15 days after receipt of a written request from the Architect, the Owner shall furnish the requested information as necessary and relevant for the Architect to evaluate, give notice of, or enforce lien rights. ARTICLE 6 COST OF THE WORK § 6.1 For purposes of this Agreement, the Cost of the Work shall be the total cost to the Owner to construct all elements of the Project designed or specified by the Architect and shall include contractors’ general conditions costs, overhead and profit. The Cost of the Work also includes the reasonable value of labor, materials, and equipment, donated to, or otherwise furnished by, the Owner. The Cost of the Work does not include the compensation of the Architect; the costs of the land, rights-of-way, financing, or contingencies for changes in the Work; or other costs that are the responsibility of the Owner. § 6.2 The Owner’s budget for the Cost of the Work is provided in Initial Information, and shall be adjusted throughout the Project as required under Sections 5.2, 6.4 and 6.5. Evaluations of the Owner’s budget for the Cost of the Work, and 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. It is recognized, however, that neither the Architect nor the Owner has control over the cost of labor, materials, or equipment; the Contractor’s methods of determining bid prices; or competitive bidding, market, or negotiating conditions. Accordingly, the Architect cannot and does not warrant or represent that bids or negotiated prices will not vary from the Owner’s budget for the Cost of the Work, or from any estimate of the Cost of the Work, or evaluation, prepared or agreed to by the Architect. § 6.3 In preparing estimates of the Cost of 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 recommend reasonable adjustments in the program and scope of the Project; and to include design alternates as may be necessary to adjust the estimated Cost of the Work to meet the Owner’s budget. The Architect’s estimate of the Cost of the Work shall be based on current area, volume or similar conceptual estimating techniques. If the Owner requires a detailed estimate of the Cost of the Work, the Architect shall provide such an estimate, if identified as the Architect’s responsibility in Section 4.1.1, as a Supplemental Service. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 16 § 6.4 If, through no fault of the Architect, the Procurement Phase has not commenced within 90 days after the Architect submits the Construction Documents to the Owner, the Owner’s budget for the Cost of the Work shall be adjusted to reflect changes in the general level of prices in the applicable construction market. § 6.5 If at any time the Architect’s estimate of the Cost of the Work exceeds the Owner’s budget for the Cost of the Work, the Architect shall make appropriate recommendations to the Owner to adjust the Project’s size, quality, or budget for the Cost of the Work, and the Owner shall cooperate with the Architect in making such adjustments. § 6.6 If the Owner’s budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services is exceeded by the lowest bona fide bid or negotiated proposal, the Owner shall .1 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 Section 9.5; .4 in consultation with the Architect, revise the Project program, scope, or quality as required to reduce the Cost of the Work; or, .5 implement any other mutually acceptable alternative. § 6.7 If the Owner chooses to proceed under Section 6.6.4, the Architect shall modify the Construction Documents as necessary to comply with the Owner’s budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services, or the budget as adjusted under Section 6.6.1. If the Owner requires the Architect to modify the Construction Documents because the lowest bona fide bid or negotiated proposal exceeds the Owner’s budget for the Cost of the Work due to market conditions the Architect could not reasonably anticipate, the Owner shall compensate the Architect for the modifications as an Additional Service pursuant to Section 11.3; otherwise the Architect’s services for modifying the Construction Documents shall be without additional compensation. In any event, the Architect’s modification of the Construction Documents shall be the limit of the Architect’s responsibility under this Article 6. ARTICLE 7 COPYRIGHTS AND LICENSES § 7.1 The Architect and the Owner warrant that in transmitting Instruments of Service, or any other information, the transmitting party is the copyright owner of such information or has permission from the copyright owner to transmit such information for its use on the Project. § 7.2 The Architect and the Architect’s consultants shall be deemed the authors and owners of their respective Instruments of Service, including the Drawings and Specifications, and shall retain all common law, statutory and other reserved rights, including copyrights. 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. § 7.3 The Architect grants to the Owner a nonexclusive license to use the Architect’s Instruments of Service solely and exclusively for purposes of constructing, using, maintaining, altering and adding to the Project, provided that the Owner substantially performs its obligations under this Agreement, including prompt payment of all sums due pursuant to Article 9 and Article 11. The Architect shall obtain similar nonexclusive licenses from the Architect’s consultants consistent with this Agreement. The license granted under this section permits the Owner to authorize the Contractor, Subcontractors, Sub-subcontractors, and suppliers, as well as the Owner’s consultants and separate contractors, to reproduce applicable portions of the Instruments of Service, subject to any protocols established pursuant to Section 1.3, solely and exclusively for use in performing services or construction for the Project. If the Architect rightfully terminates this Agreement for cause as provided in Section 9.4, the license granted in this Section 7.3 shall terminate. § 7.3.1 In the event the Owner uses the Instruments of Service without retaining the authors of the Instruments of Service, the Owner releases the Architect and Architect’s consultant(s) from all claims and causes of action arising from such uses. The Owner, to the extent permitted by law, further agrees to indemnify and hold harmless the Architect and its consultants from all costs and expenses, including the cost of defense, related to claims and causes of action asserted by any third person or entity to the extent such costs and expenses arise from the Owner’s use of the Instruments of Service under this Section 7.3.1. The terms of this Section 7.3.1 shall not apply if the Owner rightfully terminates this Agreement for cause under Section 9.4. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 17 § 7.4 Except for the licenses granted in this Article 7, 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. Any unauthorized use of the Instruments of Service shall be at the Owner’s sole risk and without liability to the Architect and the Architect’s consultants. § 7.5 Except as otherwise stated in Section 7.3, the provisions of this Article 7 shall survive the termination of this Agreement. ARTICLE 8 CLAIMS AND DISPUTES § 8.1 General § 8.1.1 The Owner and Architect shall commence all claims and causes of action against the other and arising out of or related to this Agreement, whether in contract, tort, or otherwise, in accordance with the requirements of the binding dispute resolution method selected in this Agreement and within the period specified by applicable law, but in any case not more than 10 years after the date of Substantial Completion of the Work. The Owner and Architect waive all claims and causes of action not commenced in accordance with this Section 8.1.1. § 8.1.2 To the extent damages are covered by property insurance, the Owner and 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 AIA Document A201–2017, General Conditions of the Contract for Construction. 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. § 8.1.3 The Architect and 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 of this Agreement, except as specifically provided in Section 9.7. § 8.2 Mediation § 8.2.1 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 binding dispute resolution. 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 binding dispute resolution. § 8.2.2 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 administered by the American Arbitration Association in accordance with its Construction Industry Mediation Procedures in effect on the date of this Agreement. A request for mediation shall be made in writing, delivered to the other party to this Agreement, and filed with the person or entity administering the mediation. The request may be made concurrently with the filing of a complaint or other appropriate demand for binding dispute resolution but, in such event, mediation shall proceed in advance of binding dispute resolution proceedings, which shall be stayed pending mediation for a period of 60 days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. If an arbitration proceeding is stayed pursuant to this section, the parties may nonetheless proceed to the selection of the arbitrator(s) and agree upon a schedule for later proceedings. § 8.2.3 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. § 8.2.4 If the parties do not resolve a dispute through mediation pursuant to this Section 8.2, the method of binding dispute resolution shall be the following: (Check the appropriate box.) [ ] Arbitration pursuant to Section 8.3 of this Agreement [ ] Litigation in a court of competent jurisdiction Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 18 [ X ] Other: (Specify) If the Owner and Architect do not select a method of binding dispute resolution, or do not subsequently agree in writing to a binding dispute resolution method other than litigation, the dispute will be resolved in a court of competent jurisdiction. § 8.3 Arbitration § 8.3.1 If the parties have selected arbitration as the method for binding dispute resolution in this Agreement, any claim, dispute or other matter in question arising out of or related to this Agreement subject to, but not resolved by, mediation shall be subject to arbitration, which, unless the parties mutually agree otherwise, shall be administered by the American Arbitration Association in accordance with its Construction Industry Arbitration Rules in effect on the date of this Agreement. A demand for arbitration shall be made in writing, delivered to the other party to this Agreement, and filed with the person or entity administering the arbitration. § 8.3.1.1 A demand for arbitration shall be made no earlier than concurrently with the filing of a request for mediation, but in no event shall it be made after the date when the institution of legal or equitable proceedings based on the claim, dispute or other matter in question would be barred by the applicable statute of limitations. For statute of limitations purposes, receipt of a written demand for arbitration by the person or entity administering the arbitration shall constitute the institution of legal or equitable proceedings based on the claim, dispute or other matter in question. § 8.3.2 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. § 8.3.3 The award rendered by the arbitrator(s) shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. § 8.3.4 Consolidation or Joinder § 8.3.4.1 Either party, at its sole discretion, may consolidate an arbitration conducted under this Agreement with any other arbitration to which it is a party provided that (1) the arbitration agreement governing the other arbitration permits consolidation; (2) the arbitrations to be consolidated substantially involve common questions of law or fact; and (3) the arbitrations employ materially similar procedural rules and methods for selecting arbitrator(s). § 8.3.4.2 Either party, at its sole discretion, may include by joinder persons or entities substantially involved in a common question of law or fact whose presence is required if complete relief is to be accorded in arbitration, provided that the party sought to be joined consents in writing to such joinder. Consent to arbitration involving an additional person or entity shall not constitute consent to arbitration of any claim, dispute or other matter in question not described in the written consent. § 8.3.4.3 The Owner and Architect grant to any person or entity made a party to an arbitration conducted under this Section 8.3, whether by joinder or consolidation, the same rights of joinder and consolidation as the Owner and Architect under this Agreement. § 8.4 The provisions of this Article 8 shall survive the termination of this Agreement. ARTICLE 9 TERMINATION OR SUSPENSION § 9.1 If the Owner fails to make payments to the Architect in accordance with this Agreement, such failure 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, the Architect shall give seven days’ written notice to the Owner before suspending services. 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 Owner shall pay the Architect 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. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 19 § 9.2 If the Owner suspends the Project, 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. § 9.3 If the Owner suspends the Project for more than 90 cumulative days for reasons other than the fault of the Architect, the Architect may terminate this Agreement by giving not less than seven days’ written notice. § 9.4 Either party may terminate this Agreement 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. § 9.5 The Owner may terminate this Agreement upon not less than seven days’ written notice to the Architect for the Owner’s convenience and without cause. § 9.6 If the Owner terminates this Agreement for its convenience pursuant to Section 9.5, or the Architect terminates this Agreement pursuant to Section 9.3, the Owner shall compensate the Architect for services performed prior to termination, Reimbursable Expenses incurred, and costs attributable to termination, including the costs attributable to the Architect’s termination of consultant agreements. § 9.7 In addition to any amounts paid under Section 9.6, if the Owner terminates this Agreement for its convenience pursuant to Section 9.5, or the Architect terminates this Agreement pursuant to Section 9.3, the Owner shall pay to the Architect the following fees: (Set forth below the amount of any termination or licensing fee, or the method for determining any termination or licensing fee.) .1 Termination Fee: N/A - Fee based upon percent complete without reduction or retainage. .2 Licensing Fee if the Owner intends to continue using the Architect’s Instruments of Service: N/A § 9.8 Except as otherwise expressly provided herein, this Agreement shall terminate one year from the date of Substantial Completion. § 9.9 The Owner’s rights to use the Architect’s Instruments of Service in the event of a termination of this Agreement are set forth in Article 7 and Section 9.7. ARTICLE 10 MISCELLANEOUS PROVISIONS § 10.1 This Agreement shall be governed by the law of the place where the Project is located, excluding that jurisdiction’s choice of law rules. If the parties have selected arbitration as the method of binding dispute resolution, the Federal Arbitration Act shall govern Section 8.3. § 10.2 Terms in this Agreement shall have the same meaning as those in AIA Document A201–2017, General Conditions of the Contract for Construction. § 10.3 The Owner and Architect, respectively, bind themselves, their agents, successors, assigns, and legal representatives to 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 a lender providing financing for the Project if the lender agrees to assume the Owner’s rights and obligations under this Agreement, including any payments due to the Architect by the Owner prior to the assignment. § 10.4 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. If the Owner requests Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 20 the Architect to execute consents reasonably required to facilitate assignment to a lender, the Architect shall execute all such consents that are consistent with this Agreement, provided the proposed consent is submitted to the Architect for review at least 14 days prior to execution. The Architect shall not be required to execute certificates or consents that would require knowledge, services, or responsibilities beyond the scope of this Agreement. § 10.5 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. § 10.6 Unless otherwise required in this Agreement, the Architect 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. § 10.7 The Architect shall have the right to include photographic or artistic representations of the design of the Project among the Architect’s promotional and professional materials. The Architect shall be given reasonable access to the completed Project to make such representations. However, the Architect’s materials shall not include the Owner’s confidential or proprietary information if 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 Architect in the Owner’s promotional materials for the Project. This Section 10.7 shall survive the termination of this Agreement unless the Owner terminates this Agreement for cause pursuant to Section 9.4. § 10.8 If the Architect or Owner receives information specifically designated as “confidential” or “business proprietary,” the receiving party shall keep such information strictly confidential and shall not disclose it to any other person except as set forth in Section 10.8.1. This Section 10.8 shall survive the termination of this Agreement. § 10.8.1 The receiving party may disclose “confidential” or “business proprietary” information after 7 days’ notice to the other party, when required by law, arbitrator’s order, or court order, including a subpoena or other form of compulsory legal process issued by a court or governmental entity, or to the extent such information is reasonably necessary for the receiving party to defend itself in any dispute. The receiving party may also disclose such information to its employees, consultants, or contractors in order to perform services or work solely and exclusively for the Project, provided those employees, consultants and contractors are subject to the restrictions on the disclosure and use of such information as set forth in this Section 10.8. § 10.9 The invalidity of any provision of the Agreement shall not invalidate the Agreement or its remaining provisions. If it is determined that any provision of the Agreement violates any law, or is otherwise invalid or unenforceable, then that provision shall be revised to the extent necessary to make that provision legal and enforceable. In such case the Agreement shall be construed, to the fullest extent permitted by law, to give effect to the parties’ intentions and purposes in executing the Agreement. ARTICLE 11 COMPENSATION § 11.1 For the Architect’s Basic Services described under Article 3, the Owner shall compensate the Architect as follows: .1 Stipulated Sum (Insert amount) $60,000.00 .2 Percentage Basis (Insert percentage value) (6.00 ) % of the Owner’s budget for the Cost of the Work, as calculated in accordance with Section 11.6. .3 Other (Describe the method of compensation) Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 21 $1,000,000.00 initial Construction Cost. (Pre-Design Budget) based upon 10,000gsf x $100psf=$1,000,000.00 § 11.2 For the Architect’s Supplemental Services designated in Section 4.1.1 and for any Sustainability Services required pursuant to Section 4.1.3, the Owner shall compensate the Architect as follows: (Insert amount of, or basis for, compensation. If necessary, list specific services to which particular methods of compensation apply.) Cost of specialty consultants plus 10% markup. § 11.3 For Additional Services that may arise during the course of the Project, including those under Section 4.2, the Owner shall compensate the Architect as follows: (Insert amount of, or basis for, compensation.) Hourly Fee Basis - See attached hourly rates schedule. § 11.4 Compensation for Supplemental and Additional Services of the Architect’s consultants when not included in Section 11.2 or 11.3, shall be the amount invoiced to the Architect plus percent ( 10.00%), or as follows: (Insert amount of, or basis for computing, Architect’s consultants’ compensation for Supplemental or Additional Services.) § 11.5 When compensation for Basic Services is based on a stipulated sum or a percentage basis, the proportion of compensation for each phase of services shall be as follows: Schematic Design Phase Fifteen percent (15 %) Design Development Phase Twenty percent (20 %) Construction Documents Phase Forty percent (40 %) Procurement Phase Five percent (5 %) Construction Phase Twenty percent (20 %) Total Basic Compensation one hundred percent (100 %) § 11.6 When compensation identified in Section 11.1 is on a percentage basis, progress payments for each phase of Basic Services shall be calculated by multiplying the percentages identified in this Article by the Owner’s most recent budget for the Cost of the Work. Compensation paid in previous progress payments shall not be adjusted based on subsequent updates to the Owner’s budget for the Cost of the Work. § 11.6.1 When compensation is on a percentage basis and any portions of the Project are deleted or otherwise not constructed, compensation for those portions of the Project shall be payable to the extent services are performed on those portions. The Architect shall be entitled to compensation in accordance with this Agreement for all services performed whether or not the Construction Phase is commenced. § 11.7 The hourly billing rates for services of the Architect and the Architect’s consultants are set forth below. The rates shall be adjusted in accordance with the Architect’s and Architect’s consultants’ normal review practices. (If applicable, attach an exhibit of hourly billing rates or insert them below.) Hourly Rates Fee Schedule Employee or Category Rate ($0.00) § 11.8 Compensation for Reimbursable Expenses § 11.8.1 Reimbursable Expenses are in addition to compensation for Basic, Supplemental, and Additional Services and include expenses incurred by the Architect and the Architect’s consultants directly related to the Project, as Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 22 follows: .1 Transportation and authorized out-of-town travel and subsistence; .2 Long distance services, dedicated data and communication services, teleconferences, Project web sites, and extranets; .3 Permitting and other fees required by authorities having jurisdiction over the Project; .4 Printing, reproductions, plots, and standard form documents; .5 Postage, handling, and delivery; .6 Expense of overtime work requiring higher than regular rates, if authorized in advance by the Owner; .7 Renderings, physical models, mock-ups, professional photography, and presentation materials requested by the Owner or required for the Project; .8 If required by the Owner, and with the Owner’s prior written approval, the Architect’s consultants’ expenses of professional liability insurance dedicated exclusively to this Project, or the expense of additional insurance coverage or limits in excess of that normally maintained by the Architect’s consultants; .9 All taxes levied on professional services and on reimbursable expenses; .10 Site office expenses; .11 Registration fees and any other fees charged by the Certifying Authority or by other entities as necessary to achieve the Sustainable Objective; and, .12 Other similar Project-related expenditures. § 11.8.2 For Reimbursable Expenses the compensation shall be the expenses incurred by the Architect and the Architect’s consultants plus percent ( %) of the expenses incurred. § 11.9 Architect’s Insurance. If the types and limits of coverage required in Section 2.5 are in addition to the types and limits the Architect normally maintains, the Owner shall pay the Architect for the additional costs incurred by the Architect for the additional coverages as set forth below: (Insert the additional coverages the Architect is required to obtain in order to satisfy the requirements set forth in Section 2.5, and for which the Owner shall reimburse the Architect.) § 11.10 Payments to the Architect § 11.10.1 Initial Payments § 11.10.1.1 An initial payment of Zero Dollars ($ 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 in the final invoice. § 11.10.1.2 If a Sustainability Certification is part of the Sustainable Objective, an initial payment to the Architect of Dollars ($ 0 ) shall be made upon execution of this Agreement for registration fees and other fees payable to the Certifying Authority and necessary to achieve the Sustainability Certification. The Architect’s payments to the Certifying Authority shall be credited to the Owner’s account at the time the expense is incurred. § 11.10.2 Progress Payments § 11.10.2.1 Unless otherwise agreed, payments for services shall be made monthly in proportion to services performed. Payments are due and payable upon presentation of the Architect’s invoice. Amounts unpaid Thirty ( 30 ) days after the 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 monthly or annual interest agreed upon.) 1 % monthly § 11.10.2.2 The Owner shall not withhold amounts from the Architect’s compensation to impose a penalty or liquidated damages on the Architect, or to offset sums requested by or paid to contractors for the cost of changes in the Work, unless the Architect agrees or has been found liable for the amounts in a binding dispute resolution proceeding. § 11.10.2.3 Records of Reimbursable Expenses, expenses pertaining to Supplemental and Additional Services, and services performed on the basis of hourly rates shall be available to the Owner at mutually convenient times. Init. / AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 23 ARTICLE 12 SPECIAL TERMS AND CONDITIONS Special terms and conditions that modify this Agreement are as follows: (Include other terms and conditions applicable to this Agreement.) N/A ARTICLE 13 SCOPE OF THE AGREEMENT § 13.1 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 the Owner and Architect. § 13.2 This Agreement is comprised of the following documents identified below: .1 AIA Document B101™–2017, Standard Form Agreement Between Owner and Architect .2 AIA Document E203™–2013, Building Information Modeling and Digital Data Exhibit, dated as indicated below: (Insert the date of the E203-2013 incorporated into this agreement.) N/A .3 Exhibits: (Check the appropriate box for any exhibits incorporated into this Agreement.) [ ] AIA Document E204™–2017, Sustainable Projects Exhibit, dated as indicated below: (Insert the date of the E204-2017 incorporated into this agreement.) [ X ] Other Exhibits incorporated into this Agreement: (Clearly identify any other exhibits incorporated into this Agreement, including any exhibits and scopes of services identified as exhibits in Section 4.1.2.) Hourly Rates Fee Schedule .4 Other documents: (List other documents, if any, forming part of the Agreement.) This Agreement entered into as of the day and year first written above. OWNER (Signature) ARCHITECT (Signature) 2KM Architects, Inc. Robert L. Mauldin, AIA, NCARB CFO/Secretary/V.P. GA-RA005958 (Printed name and title) (Printed name, title, and license number, if required) Additions and Deletions Report for AIA® Document B101TM – 2017 This Additions and Deletions Report, as defined on page 1 of the associated document, reproduces below all text the author has added to the standard form AIA document in order to complete it, as well as any text the author may have added to or deleted from the original AIA text. Added text is shown underlined. Deleted text is indicated with a horizontal line through the original AIA text. Note: This Additions and Deletions Report is provided for information purposes only and is not incorporated into or constitute any part of the associated AIA document. This Additions and Deletions Report and its associated document were generated simultaneously by AIA software at 15:37:06 on 07/28/2017. Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 1 PAGE 1 AGREEMENT made as of the day of in the year 2017 ... Augusta - Richmond County 535 Telfair Street, Suite 605 Augusta, GA 30901 Telephone Number: 706-821-2422 ... 2KM Architects, Inc. 529 Greene Street Augusta, GA 30901 Telephone Number: 706-736-3333 Fax Number: 706-736-7100 ... Renovate Former Government Offices 1815 Marvin Griffin Road Augusta, GA 30906-3811 Primary Bldg. not including existing out-buildings Listed as 12,760SF on Augusta.gov Tax Records PAGE 2 See attached Meeting Notes dated 7/13/2017. (9) offices; (2) handicap toilets, shared Lobby & I.T. Hub Room. Open Warehouse storage. ... Main Building on site, pre-engineered structure, ~10,000 gsf, utilities existing to Building, site work limited to code required egress & (2) handicap parking spaces. ... Confidential; Initial Construction Cost: $1,000,000 Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 2 PAGE 3 To be determined during project development Schematic Design Phase. ... a. Owner to confirm funding time-line. ... To be confirmed by Owner/Contract & Procurement process. ... T.B.C. ... To be confirmed by Owner & 2KM. ... Design - Bid - Build, Single-Phase via Augusta Procurement processes. ... Comply with adopted building codes for Energy & Water conservation. ... Rick Acree, Project Manager 535 Telfair Street Augusta, GA 30901 ... Augusta-Richmond County Inspections Dept. Augusta-Richmond County Fire Marshals Offices PAGE 4 N/A ... N/A ... Environmental - to be confirmed if Hazardous Materials Abatement is required. Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 3 ... Rob Mauldin 529 Greene Street, Augusta,GA 30901 Telephone Number: 706-736-3333 Fax Number: 706-736-7100 Email Address: rmauldin@2kmarchitects.com ... Slater Engineering, Inc. ... Brian Slater ... P.O. Box 1010, Augusta, GA 30903 ... Telephone Number: 706-364-9547 ... Pruett, Ford & Associates ... Martin Ford, P.E. ... 1201 Broad Street, Suite 3A, Augusta, GA 30901 ... Telephone Number: 706-722-3959 ... Electrical Design Consultants, Inc. ... Ashley Paulk, P.E. ... 1201 Broad Street, Suite 1A, Augusta, GA 30901 ... Telephone Number: 706-724-3551 Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 4 PAGE 5 Alternative Construction & Environmental Solutions, Inc. if hazardous materials are identified & require surveys, ab atement testing, or design. Budget: $5,000 if required. ... § 2.5.1 Commercial General Liability with policy limits of not less than Two million Dollars and Zero Cents ($ 2,000,000.00 ) for each occurrence and Four Million Dollars and Zero Cents ($ 4,000,000.00 ) in the aggregate for bodily injury and property damage. ... § 2.5.2 Automobile Liability covering vehicles owned, and non-owned vehicles used, by the Architect with policy limits of not less than One million Dollars and Zero Cents ($ 1,000,000.00 ) per accident for bodily injury, death of any person, and property damage arising out of the ownership, maintenance and use of those motor vehicles, along with any other statutorily required automobile coverage. PAGE 6 § 2.5.5 Employers’ Liability with policy limits not less than One hundred thousand Dollars and Zero Cents ($ 100,000.00 ) each accident, One hundred thousand Dollars and Zero Cents ($ 100,000.00 ) each employee, and Five hundred thousand Dollars and Zero Cents ($ 500,000.00 ) policy limit. ... § 2.5.6 Professional Liability covering negligent acts, errors and omissions in the performance of professional services with policy limits of not less than One million Dollars and Zero Cents ($ 1,000,000.00 ) per claim and One million Dollars and Zero Cents ($ 1,000,000.00 ) in the aggregate. PAGE 12 § 4.1.1.1 Programming Architect & Owner § 4.1.1.2 Multiple preliminary designs Architect § 4.1.1.3 Measured drawings Architect § 4.1.1.4 Existing facilities surveys Owner § 4.1.1.5 Site evaluation and planning Not Provided § 4.1.1.6 Building Information Model management responsibilities Not Provided § 4.1.1.7 Development of Building Information Models for post construction use Not Provided § 4.1.1.8 Civil engineering Not Provided § 4.1.1.9 Landscape design Not Provided § 4.1.1.10 Architectural interior design Architect § 4.1.1.11 Value analysis Not Provided § 4.1.1.12 Detailed cost estimating beyond that required in Section 6.3 Not Provided § 4.1.1.13 On-site project representation Architect - Periodic § 4.1.1.14 Conformed documents for construction Architect § 4.1.1.15 As-designed record drawings Architect § 4.1.1.16 As-constructed record drawings Architect § 4.1.1.17 Post-occupancy evaluation Not Provided Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 5 § 4.1.1.18 Facility support services Not Provided § 4.1.1.19 Tenant-related services Not Provided § 4.1.1.20 Architect’s coordination of the Owner’s consultants Owner § 4.1.1.21 Telecommunications/data design Owner § 4.1.1.22 Security evaluation and planning Owner § 4.1.1.23 Commissioning Not Provided § 4.1.1.24 Sustainable Project Services pursuant to Section 4.1.3 Not Provided § 4.1.1.25 Fast-track design services Not Provided § 4.1.1.26 Multiple bid packages Not Provided § 4.1.1.27 Historic preservation Not Provided § 4.1.1.28 Furniture, furnishings, and equipment design Owner § 4.1.1.29 Other services provided by specialty Consultants Not Provided § 4.1.1.30 Other Supplemental Services Owner ... Hazardous Materials Survey, Testing & Abatement Design Asbestos Containing Materials (ACM) Lead Based Paint (LBP) PAGE 14 .1 One ( 1 ) reviews of each Shop Drawing, Product Data item, sample and similar submittals of the Contractor ... .2 Twelve ( 12 ) visits to the site by the Architect during construction ... .3 One ( 1 ) inspections for any portion of the Work to determine whether such portion of the Work is substantially complete in accordance with the requirements of the Contract Documents ... .4 One ( 1 ) inspections for any portion of the Work to determine final completion. ... § 4.2.5 If the services covered by this Agreement have not been completed within Twelve ( 12 ) months of the date of this Agreement, through no fault of the Architect, extension of the Architect’s services beyond that time shall be compensated as Additional Services. PAGE 18 [ X ] Other: (Specify) PAGE 19 N/A - Fee based upon percent complete without reduction or retainage. Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 6 ... N/A PAGE 20 $60,000.00 ... (6.00 ) % of the Owner’s budget for the Cost of the Work, as calculated in accordance with Section 11.6. PAGE 21 $1,000,000.00 initial Construction Cost. (Pre- Design Budget) based upon 10,000gsf x $100psf=$1,000,000.00 ... Cost of specialty consultants plus 10% markup. ... Hourly Fee Basis - See attached hourly rates schedule. ... § 11.4 Compensation for Supplemental and Additional Services of the Architect’s consultants when not included in Section 11.2 or 11.3, shall be the amount invoiced to the Architect plus percent ( 10.00%), or as follows: ... Schematic Design Phase Fifteen percent (15 %) Design Development Phase Twenty percent (20 %) Construction Documents Phase Forty percent (40 %) Procurement Phase Five percent (5 %) Construction Phase Twenty percent (20 %) ... Hourly Rates Fee Schedule PAGE 22 § 11.10.1.1 An initial payment of Zero Dollars ($ 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 in the final invoice. ... § 11.10.1.2 If a Sustainability Certification is part of the Sustainable Objective, an initial payment to the Architect of Dollars ($ 0 ) shall be made upon execution of this Agreement for registration fees and other fees payable to the Certifying Authority and necessary to achieve the Sustainability Certification. The Architect’s payments to the Certifying Authority shall be credited to the Owner’s account at the time the expense is incurred. Additions and Deletions Report for AIA Document B101™ – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 7 ... § 11.10.2.1 Unless otherwise agreed, payments for services shall be made monthly in proportion to services performed. Payments are due and payable upon presentation of the Architect’s invoice. Amounts unpaid Thirty ( 30 ) days after the 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. ... 1 % monthly PAGE 23 N/A ... N/A ... [ X ] Other Exhibits incorporated into this Agreement: ... Hourly Rates Fee Schedule ... 2KM Architects, Inc. Robert L. Mauldin, AIA, NCARB CFO/Secretary/V.P. GA-RA005958 AIA Document D401™ – 2003. Copyright © 1992 and 2003 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 15:37:06 on 07/28/2017 under Order No. 8557174750 which expires on 06/09/2018, and is not for resale. User Notes: (3B9ADA2F) 1 Certification of Document's Authenticity AIA® Document D401™ – 2003 I, , hereby certify, to the best of my knowledge, information and belief, that I created the attached final document simultaneously with its associated Additions and Deletions Report and this certification at 15:37:06 on 07/28/2017 under Order No. 8557174750 from AIA Contract Documents software and that in preparing the attached final document I made no changes to the original text of AIA® Document B101TM - 2017, Standard Form of Agreement Between Owner and Architect, as published by the AIA in its software, other than those additions and deletions shown in the associated Additions and Deletions Report. _____________________________________________________________ (Signed) _____________________________________________________________ (Title) _____________________________________________________________ (Dated) Request for Qualifications Request for Qualifications will be received at this office until Thursday, May 11, 2017 @ 11:00 a.m. for furnishing: RFQ Item #17-181 Architectural Design Services - Renovate Former Government Offices for Mixed Office and Records Storage – 1815 Marvin Griffin Road for Augusta Central Services Department RFQs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFQ documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Mandatory Pre Qualifications Conference will be held on Tuesday, April 25, 2017, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, April 27, 2017, @ 5:00 P.M. No RFQ will be accepted by fax, all must be received by mail or hand delivered. No RFQ may be withdrawn for a period of sixty (60) days after qualifications have been opened, pending the execution of contract with the successful vendor. Request for qualifications (RFQ) and specifications. An RFQ shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for qualification including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFQ number on the outside of the envelope. Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 30, April 6, 13, 20, 2017 Metro Courier April 5, 2017 OFFICIAL VENDORS Attachment "B"E-Verify #SAVE Form Addendum 1 Original 6 Copies 2KM Architects, Inc. 529 Greene Street Augusta, GA 30901 YES 312290 YES YES YES YES Studio 3 Design Group 1617 Walton Way Augusta, GA 30901 YES 194106 YES YES YES YES Dickinson Architects, P.C 771 Broad Street Suite 200 Augusta, GA 30901 YES 67757 YES YES YES YES The Epsten Group 399 Edgewood Ave Atlanta, GA 30312 YES NO Non-Complinat YES YES YES YES Johnson, Lashchober & Associates, P.C. 1296 Broad Street Augusta, GA 30901 YES 226309 YES YES YES YES RFQ Item #17-181 Architectural Design Services - Renovate Former Government Offices for Mixed Office and Records Storage – 1815 Marvin Griffin Road for Augusta Central Services Department RFQ Date: Thursday, May 11, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: 13 Total Number Specifications Download (Demandstar): 12 Total Electronic Notifications (Demandstar): 414 Mandatory Pre-Qualifications Conference Attendees:5 Total packages submitted:5 Total Noncompliant: 1 The following vendor has been deemed non-compliant for not providing an E-Verify number: Epsten Group Page 1 of 1 2KM Architects, Inc. 529 Greene Street Augusta, GA 30901 Studio 3 Design Group 1617 Walton Way Augusta, GA 30901 Dickinson Architects, P.C 771 Broad Street Suite 200 Augusta, GA 30901 Johnson, Lashchober & Associates, P.C. 1296 Broad Street Augusta, GA 30901 The Epsten Group 399 Edgewood Ave Atlanta, GA 30312 A. Package submitted by the deadline Pass/Fail PASS PASS PASS PASS PASS B. Package is complete (includes requested information as required per this solicitation)Pass/Fail PASS PASS PASS PASS FAIL C. Overall Quality of RFP (concise and to-the-point) 50 50.0 50.0 50.0 50.0 1. Technical Approach 100 90.0 86.7 86.7 86.7 2. Financial Responsibility 100 63.3 28.3 28.3 48.3 3. Project Management 95 91.7 88.3 88.3 88.3 4. Key Personnel & Staff 90 86.7 83.3 85.0 85.0 5. Organizational Qualifications 85 70.0 70.0 70.0 70.0 6. Optional Interview (Potential Bonus Points)10 D. TOTAL 480 401.7 356.7 358.3 378.3 1. Project specific Experience 100 50.0 46.7 31.7 43.3 2. Evidence that the firm fully understands project scope 50 28.3 26.7 20.0 21.7 3. Past performance on projects of similar nature 50 41.7 40.0 40.0 41.7 Total 200 120.0 113.3 91.7 106.7 Within Richmond County 10 10 10 10 10 Within CSRA 8 Within Georgia 6 Within SE United States (includes AL, TN, NC, SC, FL) 4  All Others 2 TOTAL 10 10 10 10 10 H. References 10 10 10 10 10 Total 750 591.7 540.0 520.0 555.0 Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary. Submittal and Quality of RFP D. Narrative E. Scope of Services Quality of RFP Procurement DepartmentRepresentative:_____Nancy Williams_________________________________________ Evaluator: Cumulative Date: 5/25/17 Procurement Department Completion Date: 5/25/17 Internal Use Only RFQ Evaluation Sheet Item #17-181 Architectural Design Services - Renovate Former Government Offices for Mixed Office and Records Storage – 1815 Marvin Griffin Road for Augusta Central Services Department RFQ Due: Tuesday, May 23, 2017 @ 3:00 p.m. Vendors Total (Total Possible Score 750) Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION) (MUST PASS FOR CONTINUED CONSIDERATION) RANKING - First Round Elimination Proximity to Area (Total Points 10) F. Proximity to Area Scope of Services (Total Points 200) Proposer’s Overall Ability to Provide the Services (Total Points 470) Reference(s) (Total Points 10 Administrative Services Committee Meeting 8/8/2017 1:10 PM Award Design Contract for Records Retention Department:Central Services Presenter:Takiyah A. Douse Caption:Approve award of contract for design of renovations to 1815 Marvin Griffin Road to convert the former License and Inspection Building into a Records Retention building and offices for Mosquito Control to 2KM Architects of Augusta. The fee is 6% and is currently estimated to be $60,000 based on an anticipated construction cost of $1,000,000. ((RFQ 17-181) Background:The Augusta Records Retention center is currently at full capacity and the volume of documents we are required to retain has steadily increased over the years. SPLOST 7 included funding to provide space to alleviate this shortage and plan for retention efforts for the future. Procurement issued a Request for Qualifications (RFQ) 17-181, , for design services relative to the proposed scope. Analysis:Renovation of the former License and Inspection building has been under consideration for several years. We are now able to move forward with these construction plans since Planning vacated the building earlier this year. This facility was originally a warehouse/shop type operation and this project returns the building to a similar use. Firms submitting Statements of Qualifications were evaluated and ranked based upon data they provided in response to Augusta’s request to information relevant to project related scope. 2KM Architects of Augusta was judged to be the best qualified of the firms submitting on the project. Financial Impact:The cost of design services is estimated to be $60,000.00 and is within the project budget. Alternatives:1. Approve award of contract for design of renovations to 1815 Marvin Griffin Road to convert the former License and Inspection Building into Records Retention and offices for Mosquito Control to 2KM Architects of Augusta. The fee is 6% and is currently estimated to be $60,000 based on an anticipated construction cost of $1,000,000. 2. Do not approve the proposal. Recommendation:Approve award of contract for design of renovations to 1815 Marvin Griffin Road to convert the former License and Inspection Building into a Records Retention building and offices for Mosquito Control to 2KM Architects of Augusta. The fee is 6% and is currently estimated to be $60,000 based on an anticipated construction cost of $1,000,000. Funds are Available in the Following Accounts: This project is funded through SPLOST 7. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Request for Proposal Request for Proposals will be received at this office until Friday, March 24, 2017 @ 11:00 a.m. for furnishing: RFP Item # 17-161 Employee Assistance Program (EAP) Services for the Augusta Finance Department – Risk Management RFP Item # 17-163 Broker Services for Public Official Liability (POL) and Employment Practice Liability (EPL) for Augusta Finance Department – Risk Management RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, March 10, 2017, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 16, 23, March 2, 9, 2017 Metro Courier February 22, 2017 OFFICIAL VENDORS Attachment "B"E-Verify SAVE Form Addendum 1 Original 6 Copies Fee Proposal EAP Consultants LLC 1850 Parkway Place Suite 700 Marietta, GA 30067 YES 65817 YES YES YES YES YES Concern EAP 2610-B Commons Blvd Augusta, GA 30909 YES 1178001 YES YES YES YES YES Nancy Wesselink 206 Teal Ct Canton, GA 30115 YES 777036 YES YES YES YES YES Charles Nechtem Associates 595 Bay Isles Road Suite 115 Longboat Key, FL 34228 YES 1177481 YES YES YES YES YES FEI Behavioral Health 648 N. Plankton Ave. Suite 4 Milwaukee, WI 53203 YES 768943 YES YES YES YES YES Carkham Consulting & Linkage 3110 Bellemeade Drive Augusta, GA 3096 YES 1180919 YES YES YES YES YES Deer Oaks EAP Services 126 E, Main Plaza Suite 8 San Antonio TX 78205 YES 585914 YES YES YES YES YES RFP Opening Item #17-161 Employee Assistance Program (EAP) Services for Augusta, GA- Finance Department-Risk Management RFP Due: Friday, March 24, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: 19 Total Number Specifications Download (Demandstar): 12 Total Electronic Notifications (Demandstar): 164 Pre Proposal Telephone Conference Attendees: N/A Total packages submitted: 8 Total Noncompliant: 0 Page 1 of 2 OFFICIAL VENDORS Attachment "B"E-Verify SAVE Form Addendum 1 Original 6 Copies Fee Proposal RFP Opening Item #17-161 Employee Assistance Program (EAP) Services for Augusta, GA- Finance Department-Risk Management RFP Due: Friday, March 24, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: 19 Total Number Specifications Download (Demandstar): 12 Total Electronic Notifications (Demandstar): 164 Pre Proposal Telephone Conference Attendees: N/A Total packages submitted: 8 Total Noncompliant: 0 Transitional Family Services 3643 Walton Way Ext Bldg 4 Augusta. GA 30909 YES 354225 YES YES YES YES YES Page 2 of 2 EAP Consultants LLC 1850 Parkway Place Suite 700 Marietta, GA 30067 Concern EAP 2610-B Commons Blvd Augusta, GA 30909 Nancy Wesselink 206 Teal Ct Canton, GA 30115 Charles Nechtem Associates 595 Bay Isles Road Suite 115 Longboat Key, FL 34228 FEI Behavioral Health 648 N. Plankton Ave. Suite 4 Milwaukee, WI 53203 Carkham Consulting & Linkage 3110 Bellemeade Drive Augusta, GA 3096 Deer Oaks EAP Services 126 E, Main Plaza Suite 8 San Antonio TX 78205 Transitional Family Services 3643 Walton Way Ext Bldg 4 Augusta. GA 30909 A. Package submitted by the deadline Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS B. Package is complete (includes requested information as required per this solicitation)Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS C. Overall Quality of RFP (concise and to-the-point) 50 45.0 43.3 31.7 43.3 38.3 30.0 36.7 30.0 1. Technical Approach 100 88.3 85.0 75.0 86.7 85.0 70.0 83.3 70.0 2. Financial Responsibility 100 91.7 78.3 76.7 91.7 90.0 76.7 78.3 75.0 3. Project Management 95 83.3 86.7 65.0 83.3 83.3 66.7 83.3 63.3 4. Key Personnel & Staff 90 81.7 73.3 66.7 85.0 73.3 66.7 70.0 63.3 5. Organizational Qualifications 75 68.3 66.7 53.3 76.7 71.7 53.3 66.7 50.0 6. Optional Interview (Potential Bonus Points)10 D. TOTAL 470 413.3 390.0 336.7 423.3 403.3 333.3 381.7 321.7 1. Provide Augusta superior value and service as a Full Service EAP provider 60 48.3 53.3 33.3 50.0 46.7 36.7 45.0 33.3 2. Provide SAP (Substance Abuse Professional) include Bio and experience as SAP 50 43.3 50.0 35.0 46.7 46.7 36.7 46.7 36.7 3 Provide detailed responses to all EAP questions included in Specs & Qual. 60 51.7 51.7 46.7 56.7 56.7 36.7 50.0 36.7 4. Provide Gen. EAP/Risk Advice & concerns regarding treatment, merging drugs, testing, etc. 30 23.3 25.0 20.0 26.7 26.7 20.0 26.7 20.0 Total 200 166.7 180.0 135.0 180.0 176.7 130.0 168.3 126.7 Within Richmond County 10 10 10 10 Within CSRA 8 Within Georgia 6 6 6 Within SE United States (includes AL, TN, NC, SC, FL) 4 4  All Others 2 2 2 TOTAL 10 6 10 6 4 2 10 2 10 Lowest Fees 10 Second 8 Third 6 Forth 4 Fifth 2 TOTAL 10 0 0 0 0 0 0 0 0 H. References 10 10.0 10.0 10.0 10.0 10.0 10.0 10.0 10.0 Total 750 641.0 633.3 519.3 660.7 630.3 513.3 598.7 498.3 Submittal and Quality of RFP D. Narrative E. Scope of Services G. Proximity to Area Quality of RFP Evaluator: Eval # Date: 3/27/17 Procurement Department Completion Date: 3/27/17 Internal Use Only Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary. Evaluation Sheet RFP Item #17-161 Employee Assistance Program (EAP) Services for Augusta, GA - Finance Department - Risk Management Evaluation Meeting Date: Monday, March 27, 2017 @ 4:00 p.m. Vendors Total (Total Possible Score 750) Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION) (MUST PASS FOR CONTINUED CONSIDERATION) RANKING - First Round Elimination Proximity to Area (Total Points 10) F. Proximity to Area Scope of Services (Total Points 200) Proposer’s Overall Ability to Provide the Services (Total Points 470) Cost/Fee Consideration Reference(s) (Total Points 10 Procurement DepartmentRepresentative:_____Nancy Williams_________________________________________ FINANCE DEPARTMENT B. Williams, CGFM Timothy E. Schroer, CPA, CGMA Deputy Director May 2,2017 Ms. Geri Sams Procurement Director 535 Telfair Street, Suite 605 Augusta, GA 30901 RE: RFP ltem#17-16l Employee Assistance Program (EAP) Services 'x? i{ftY f; ru 4:1# Dear Ms. Sams: The Evaluation Committee for EAP Services (RFP # 17-16l) has reviewed and scored responses to this request for proposals. It is the consensus and recommendation of the Evaluation Committee that Charles Nechtem Associates Inc., be awarded the bid for Employee Assistance Programs. Based on the criteria used, I concur with the recommendations of the Evaluation Committee. Thank you. Sincerely, Ccw"a-3.a u-d-hor-no Donna B. Williams, CGFM Finance Director Phyllis Mills, Compliance Officer Nancy Williams, Quality Assurance Analyst Timothy Schroer, Deputy Finance Director 535 Telfair Street, Suite 800 Augusta, Georgia 30901 (706) 821-2429 (Offrce) (706) 821-2520 (Fax) WWW.AUGUSTAGA.GOV Cc: Administrative Services Committee Meeting 8/8/2017 1:10 PM Award Employee Assistance Program (EAP) Services Department:Finance - Risk Managment Presenter:Donna Williams Caption:Award Charles Nechtem Associates Inc. as Employee Assistance Program (EAP) provider (RFP 17-161). Background:Augusta provides an EAP program for its employees. EAP services offer confidential counseling and referral services to employees and their household. EAP services address a wide variety of personal concerns to include but not limited to - Family/Parenting problems - Grief/Bereavement - Alcohol/Drug/Other addictions - Marital/Relationship issues - Stress/Anxiety - Depression Issues - Financial/Credit Counseling - Legal Referrals. RFP 17-161 solicited proposals to provide this valuable service. Augusta received responses from 8 vendors. Analysis:The Evaluation Committee recommends Charles Nechtem Associates, Inc. as the service provider for the Augusta Employee Assistance Program (EAP). Financial Impact:A monthly fee of $1.18/employee, current cost at 2,450 employees = $2,891.00/month. The cost in subsequent years will be based on the total number of employees as of September 1 of subsequent years as verified with the Augusta, Georgia Human Resources Department. Alternatives:1. Consider other EAP Service Providers 2. Do not provide EAP Services Recommendation:Approve Charles Nechtem Associates, Inc. as Employee Assistance Program services provider. Effective date of contract service is September 1, 2017. This award is for a minimum of three (3) years with two (2) one (1) year automatic annual renewals for a total of five (5) years. Funds are Available in the Following Accounts: Funds are available in the following account 611015210/5212999 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 7 12512017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M.Williams, Chairman; Jefferson, Vice Chairman; D. Williams, member. Absent: Hon. Davis, member. ADMINISTRATIVE SERVICES 1. Approve proposal from McMillan,Pazdan, Smith Architecture in the amount of Item $150,000.00 to design renovations and additions to the Maxwell Branch Library Action: at 1927 Lumpkin Road. (RFP 17-173) Approved Motions Motion Type Approve Motion Text Made By Motion toapprove. Commissioner Motion Passes 3- Dennis Williams 0. Commissioner Andrew Jefferson Passes Seconded By Motion Result 2. Approve request for two (2) Victim Advocate positions and Supplemental ltem Pay for one (l) State-Paid Assistant District Attorney (ADA). Action: Disapproved Motions f#:"' Motion rext Made By Seconded By Motion Result Motion to approve. ^ Mr. Jefferson votes Commissioner CommissionerApprove il: "-^^-^ Dennis williams Marion williams Fails Motion Fails 2-1. 3. Approve request for three (3) Assistant District Attorney (ADA's) positions. Item Action: Disapproved Motions f#:"" Motion rext Made By seconded By Hiil Motion to approve.. Mr. Jefferson votes Commissioner CommissionerApprove ir;. Dennis williams Marion williams Fails Motion Fails 2-1. 4. Request to approve by Resolution the FY 2017 Annual Action Plan for the Item following programs funded by the U.S. Department of Housing and Urban Action: Development (HUD): Community Development Block Grant (CDBG) Program, Approved Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, Housing Opportunities for Persons with AIDS (HOPWA) Program. (Originally Approved by Commission on October 4,2016). Motions Motion tr,. m Motioni**."" Motion Text Made By seconded By Result Motion to ^ auprove. Commissioner CommissionerApprove triltion passes 3- Andrew Jefferson Dennis williams Passes 0. 5. Motion to approve the minutes of the Administrative Services Committee held Item on July 11,2017. Action: Approved Motions []11" Motion Text Made By Seconded By Motion'l'YPe ^'^--- -" Result Motion to ^ approve. Commissioner CommissionerApprove vtotion Passes 3- Dennis Williams Andrew Jefferson Passes 0. 6. Request Commission approval of Municipal Campus Phase II renovations for Item the following purposes: Creating options for additional parking and selective Action: demolition; adapting Municipal Building space to accommodate evolving Rescheduled department and commission needs; and renovating satellite buildings to consolidate operations in a single location. Motions lr'J:"' Motion rext Made By Seconded By Motion Result Motion Result seconded By fJrtjl; CommissionerAndrew Passes Jefferson Motion to delete this item from the uommlssloner CommissionerDelete """':-"'^^."^"^'^': Andrew Passesagenoa ano reler lt t^{ra^-^^- IJennrs wllllams*'^: ^-^:: ^" Jeffersonto tne next meeung. It was the consensus of the committee that this item be deleted from the agenda. 7. Consider a request from Ms. Faye Smith on behalf of the "Early Risers Walking ltem Group" to name the walking track at the Henry H. Brigham Community Center Action: in honor of former Commissioner Bill Lockett. Approved Motions ryJ:"' Motion Text Made By seconded By Motion to. aDDrove.Approve vtotion Passes 3- 0. Commissioner Commissioner Andrew Jefferson Dennis Williams Passes 8. Receive information on the following emergency Procurement actions Item concerning the South Augusta Planning & Development Office: l. Issuance of a Action: contract for renovations to the building located at 1803 Marvin Griffin Road by Approved RCN Construction Inc. in the amount of $563,000; and 2. Purchase of furniture for the facility from Modern Business Systems of Augusta in the amount of $77,744.39. Both actions fall under Section 1-10-57 of the Augusta Georgia Code for Emergency Procurement Selection. Motions f#:"' Motion rext Motion to approve a _--^,_^ receiving this item as CommissionerApprove information. Dennis Williams Motion Passes 3-0. Made By 9. Discuss Procurement Code Section 1-10-53 Competitive Selection procedures ltem for professional and consultant services; Section 1-10-6 Preference for local Action: suppliers, professional services and contractors and other related code sections. Approved (Requested by Commissioner Ben Hasan) Motions X:t:"' Morion Text Made By seconded By f*ilrype Motion to approve authorizing the staff to draft a code amendment to improve the bid evaluation Commissioner Commissioner Approve process and bring it back Andrew Dennis Passes to the Administrative Jefferson Williams Services Committee for review. Motion Passes 3-0. 10. Approve award for replacement of the roof on the Richmond County Sheriff s Item Office (RCSO) South Augusta Precinct Building to the lowest compliant Action: bidder, Horizon Roofing of Monroe, GA, in the amount of $147 ,777 . (Bid 17- Approved t7e) Motions []i:" Motion rext Made By Seconded By fffillype Motion to a ---^-_^ approve. Commissioner CommissionerApprove Motion Passes 3- Andrew Jefferson Dennis Williams rasses 0. 11. Approve award for replacement of the roofs on the three Richmond County Item SherifPs Office (RCSO) Special Operations Buildings to the lowest compliant Action: bidder, Roofing Professionals, Inc. of Grovetown, GA, in the amount of Approved $167,400. (Bid 17-193) Motions Motion r- ,! m , rr r h Motion;:"-'"" Motion Text Made By Seconded By Resultlype Motion to Approve ixSixy,';*ses 3- i:T.T#i'""#$,." s:ffiI'#ilfi. passes 0. www.augustaqa.gov Administrative Services Committee Meeting 8/8/2017 1:10 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on July 25, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Central Services Department Takiyah A. Douse, Director Municipal Campus Phase II Renovations and Recommendations 1 Phase II Challenges §Dec 2016 Juvenile Court relocated from expensive rental space ($145,680 annually); currently crowded and split between 2 floors §Law Department lacks adequate space for existing staff and room for growth §Wellness Center currently in modular office space; must be relocated due to future demolition plans of 401 Walton Way (LEC) and expected growth 2 Phase II Challenges §Compliance Department lacks adequate space for existing staff and has confidentiality issues with existing setup §Parking lot has inadequate space for tenants and citizens (308 spaces 265 employees) §Parking islands are not irrigated §Commissioners lack a private suite for various meetings and discussions with constituents 3 Phase II Recommendations §Expand Law Department by utilizing existing space soon to be vacated as a result of the Engineering Department relocating to the former AT&T Building §Renovate Traffic Engineering Building to relocate Wellness Center §Relocate Compliance Department from the 7th floor to the 5th floor as a result of Augusta 311 relocating to the Central Services Administrative Building 4 Phase II Recommendations §Designate 7th floor Suite 710 for Commissioners once vacated by the Compliance Department §Demolish Engineering Administrative building, construct additional parking (net 5 spaces). §Irrigate landscaping islands §Repurpose office space within Tax Assessor’s Office 5 Municipal Campus Statistics 5 Current Proposed Net Increase/Decrease Campus Employees 265 223 - 42 Parking Spaces 308 313 5 One Hour Parking 6 16 10 Law Department 6 1,571 Sq. ft. Future Programming Current 3,660 Sq. ft. Proposed 6,660 Sq. ft. Wellness Center 7 Current 1,000 Sq. ft. Proposed 1,571 Sq. ft. Compliance Department 5th Floor 8 Current 1,114 Sq. ft. Proposed 1,515 Sq. ft. Commissioner’s Suite 7th Floor 9 Proposed 1,171 Sq. ft. Parking Layout Concept 9 47 Proposed Spaces 5 Net Municipal Campus Account Balance available as of April 30, 2017 $1,121,251 Estimated Costs _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Law Department $317,090 Wellness Center $100,000 Compliance Department $84,600 Parking Lot Addition $67,856 10 Municipal Campus Account Irrigation $33,895 Commissioner’s Suite $21,000 Other $89,312 (Parking lot redesign, modifications to Tax Assessor's Office, demolition of engineering building) Total $713,753 New Balance $407,498 11 Administrative Services Committee Meeting 8/8/2017 1:10 PM Municipal Campus Phase II Projects Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Request Commission approve, in concept, the Municipal Campus Phase II renovations for the following purposes: Creating options for additional parking and selective demolition; adapting Municipal Building space to accommodate evolving department and commission needs; and renovating satellite buildings to consolidate operations in single locations. Background:Departments sometimes need to adapt to ongoing operations to effectively meet Commission goals and objectives. These changes frequently require modifications to existing space to make efficient use of existing resources. Analysis:Central Services, in concert with the Administrator's Office and Finance Department, have looked at various options to meet current and future needs. We believe the recommendations outlined herein represent the best options at this time. Financial Impact:The total for the projects under consideration will be within the remaining SPLOST funding allocated to the Municipal Building Campus. In addition, we call Commission's attention to the fact that the attachments outline project budgets. The final costs will not be available until firm bids are taken and ready for award. Alternatives:Receive as information, a report on proposed projects and options for the Municipal Building Campus, to include: • Options for additional parking and selective demolition • Municipal Building space modifications to adapt to evolving department and commission needs • Renovation of satellite buildings to consolidate operations in a single location Recommendation: Approve in concept the proposed Phase II plan and authorize staff to proceed with the projects. All bid awards requiring Commission approval will be placed on subsequent agendas. Funds are Available in the Following Accounts: Funding is to come from $1,100,000 in SPLOST VI allocated to Municipal Campus Projects. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 8/8/2017 1:10 PM Retirees over 65 on self-insured plan Department:Human Resources Presenter:Michael Loeser/Kenneth Perry Caption:For Informational Purpose: Augusta, GA retirees over the age of 65 who remain on the Blue Cross Blue Shield of Georgia HMO/POS medical plan. Background:Augusta, GA’s stop loss policy with Blue Cross Blue Shield of Georgia medical plan states only active eligible employees/retirees and their dependents under the age of 65 should be coverage under the BCBS HMO/POS plan. Approximately ninety-two (92) retirees over the age of 65 were on the BCBS HMO/POS plan. The Human Resources department has moved aggressively to notify the impacted retirees and/or surviving spouses that they needed to transition to Augusta, GA’s Medicare Advantage Medical Plan. Ninety-two (92) notices were sent to retirees and/or surviving spouse dated April 4, 2017 to attend a Medicare Advantage transition event. · Thirty (30) retirees and/or surviving spouses attended the June 6, 2017 Medicare Advantage transition event. · Sixty-two (62) notices were sent certified mail to the remaining retirees and/or surviving spouses who had not responded to the original notice. · Forty-eight (48) retirees and/or surviving spouses were transitioned to the Medicare Advantage Plan by the HR office between June 7, 2017 - July 28, 2017. · Phone calls were made to the retiree and/or surviving spouses not responding to notices. · Online Obituaries were checked to verify whether a retiree and/or surviving spouse had passed away. · Richmond County property records were checked by the name and address on file to verify the correct name and address. · As of Friday, July 28, 2017, fourteen (14) retirees and/or surviving spouses remain on Augusta, Georgia’s HMO/POS self-insured plan. One (1) retiree attempted to apply for his Medicare Part B and was told by the SSA in South Carolina that he could not apply for the Medicare Part B until Medicare open enrollment. One (1) surviving spouse has a name listed in the local obituaries as deceased; however, the spelling of her name is slightly different from what we have on file. Analysis:Though our efforts we have decreased the number of retiree and/or surviving spouse over 65 on the BCBS self-insured plan from ninety- two (92) to fourteen (14), 85%. Blue Cross Blue Shield of Georgia has informed us that the 14 remaining retirees on the BCBS.self-insured plan will lose coverage effective August 1st, 2017 (we are trying to move this date to September or October 1st as we are self-insured and we wish to give our members time to transition). If this occurs these retirees and/or surviving spouses, over 65 will no longer be covered by BCBS on the medical plan or by RX Magellan on the prescription plan because they are not legally eligible to remain on the active self- funded plan. We have confirmed that BCBS will notify those impacted members by letter of the coverage cancellation as required by law and offer the option of electing COBRA under the self-funded medical/RX plan at their own expense or immediately enrolling in the Medicare Advantage plan as previously advised. Should members choose to do nothing, their coverage will terminate August 1st, 2017 and they could face enrollment penalties and additional costs should they try and enroll for Medicare Part A and B later. Blue Cross feels they have provided sufficient notice with the assistance from Human Resources to notify these members as seventy-eight (78) retiree and/or surviving spouses have responded and have been transitioned to the Medicare Advantage plan. There are many concerns for Augusta Georgia to consider should we not take action and remove these members from the active self- funded plan as required by contract. Augusta Georgia will be 100% responsible for any claims above the stop loss limit and will not be reimbursed for those claims by our stop loss carrier. This is because those members should not be covered under the plan. We also risk possible discrimination claims, as we are not administering the plan equitably by allowing some ineligible members to stay on the plan while forcing others off. In addition, we risk members being subject to higher Medicare Part A and B costs for enrolling outside of their designated timeframe as defined by The Social Security Administration. Financial Impact:If a retiree over 65 is not removed from our Blue Cross self- funded plan, our stop loss coverage for catastrophic illness insurance coverage will be voided for that employee resulting in a financial obligation to the City/County’s General fund. Alternatives:Do not drop the fourteen (14) individuals from coverage on our self-insured fund and incur the cost of medical care for them. Recommendation:For information Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission