Document:

exv10w1

 

Exhibit 10.1

WEST PALM BEACH COMMUNITY REDEVELOPMENT AGENCY

CITY CENTER PROJECT

Phase 1 — Programming

Republic Properties Corporation

RFP #03/04-109

TABLE OF CONTENTS

	 
	SECTION 1
— AGREEMENT

	SECTION 2
— PROJECT; SCOPE OF WORK

	SECTION 3
— PROFESSIONAL SERVICES FEE

	SECTION 4
— PROFESSIONAL SERVICES

	SECTION 5
— TERM

	SECTION 6
— SMALL BUSINESS PROGRAM ORDINANCE GOAL

	SECTION 7
— TEAM

	SECTION 8
— PROJECT MANAGER

	SECTION 9
— TERMS AND CONDITIONS

	SECTION 10
— HEADINGS, CAPTIONS, TITLES

	SCHEDULE “1” — PROJECT/SCOPE OF WORK

	SCHEDULE “2” — PROFESSIONAL SERVICES FEE & EXPENSES

	SCHEDULE “3A” — PROFESSIONAL SERVICES

	3.   Standard Professional Services

	3.1 Phases of Professional Services

	3.2 Professional Services Included

	3.2.1 Programming Phase

	3.3 Estimated Construction Costs

	3.4 Non-Included Additional Services

	3.4.1 Information Furnished by the CRA

	3.4.2 Material Changes by the CRA or a Governing Body

	3.4.3 Renderings or Models for CRA

	3.4.4 Alternate Bids

	3.4.5 Unanticipated Procurement of Other Professional Services

	3.4.6 Agreed Travel

	3.4.7 Bid Protests, Re-Bidding or Renegotiating of Contracts

	3.4.8 Surveys

	3.4.9 DEVELOPER in Proceedings

	3.4.10 Redesign

	3.5 Modifications by the CRA to the Project

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	3.6 Delay

	SCHEDULE “3B” — PROFESSIONAL SERVICES

	SCHEDULE
“4” — TERM

	SCHEDULE “5” — SMALL BUSINESS GOAL FOR THE PROJECT

	SCHEDULE “6” — ADDITIONAL STANDARD TERMS AND CONDITIONS

	6.1 Responsibilities of the CRA

	6.1.1 Designation of CRA Representative on Project

	6.1.2 Specification of CRA Requirements for Project

	6.1.3 Items to be Furnished upon the DEVELOPER’s Request

	6.1.4 Access to Property

	6.1.5 Attendance at Meetings

	6.2 Availability of Funds

	6.3 Representations of the DEVELOPER

	6.3.1 Warranty of Design and Constructability

	6.3.2 Authority of DEVELOPER to Conduct Business

	6.3.3 No Solicitation

	6.3.4 Independent Contractor Relationship

	6.3.5 Personnel

	6.3.5.1 Non-Discrimination by DEVELOPER

	6.3.5.2 Fair Labor Standards Act

	6.3.5.3 Unauthorized Aliens

	6.3.5.4 Possession of Firearms

	6.3.6 Selection of Sub-consultants

	6.3.7 Absence of Arrears

	6.3.8 Absence of Conflicts of Interest

	6.3.9 State Taxes

	6.3.10 Obligation to Furnish Documents to the CRA

	6.3.11 Public Entity Crime Act

	6.3.12 Compliance with Laws

	6.4 Public Records Law

	6.5 Confidentiality

	6.6 CRA’s Ownership of Documents

	6.7 DEVELOPERs Competitive Negotiation Act

	6.8 CRA of West Palm Beach Small Business Ordinance

	6.8.1 Small Business Program Ordinance

	6.8.2 Small Business Records

	6.9 Invoices and Audit of Records

	6.9.1 Invoices to the CRA

	6.9.2 Charges Above the Professional Fee and Supporting Records

	6.9.3
Significance of “Final Invoice”

	6.10 Access and Audit

	6.11 Insurance

	6.11.1 Insurance Requirements Generally

	6.11.2 Required Types and Amounts of Coverage

	6.11.3 CRA as Additional Named Insured

	6.12 Indemnification

	6.13 Successors and Assigns

	6.14 Communications and Notice

	6.15. Termination

	6.15.1 Right to Terminate

	6.15.2 Termination for Cause

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	6.15.3 Termination for Convenience

	6.15.4 Implementation Procedures for Termination

	6.16 Litigation; Waiver of Jury Trial

	6.17 Waiver

	6.18 Third Party Beneficiaries

	6.19 Joint Preparation

	6.20 Severability of Provisions

	6.21 Entire Agreement

	6.22 Amendments

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Professional Services Agreement

CITY CENTER PROJECT

PHASE 1 — Programming

RFP #03/04-109

     This Agreement is made by and between the WEST PALM BEACH COMMUNITY REDEVELOPMENT
AGENCY (“CRA”) located at 200 Second Street West Palm Beach Florida 33401 and
REPUBLIC-WPB CORP., a District of Columbia corporation, authorized to do business in
the State of Florida with a principal address of 1280 Maryland Avenue Suite 200.
Washington, DC 20024 (the ‘DEVELOPER’).

     WHEREAS, the CRA issued its Request for Proposal RFP #03/04-109 (the
‘RFP’) pursuant to state and local law to solicit proposals to
design and construct a public/private project including a City Hall, public
library, photographic center and parking facility, along with
other facilities that may be mutually agreed upon known as ‘City
Center’ (the ‘Project’); and

     WHEREAS, DEVELOPER responded to the RFP by submitting its proposal dated
May 6, 2004 (the ‘Proposal’) which proposal was accepted by the CRA and City; and

     WHEREAS the CRA and DEVELOPER are in the process of negotiating a contract for the
complete scope of services necessary for the design, construction and development of
the City Center Project, but desire to commence Project programming and other
initial services to provide information regarding scope and costs necessary
for the details of the design, construction and development contract, which shall
constitute Phase 1 of the Project;

     NOW, THEREFORE, in consideration of the mutual promises contained herein, the CRA
and the DEVELOPER desire to enter into a Professional Services Agreement for the
initial programming phase of the City Center Project (the ‘Agreement’), the terms of
which follow:

SECTION
1 — AGREEMENT

     The term “Agreement” shall include all the terms and conditions and project
requirements set forth in the RFP #03/04-109., the Proposal and this Agreement, all of
which taken together form the Agreement. Unless the context requires otherwise, all
references to ‘this Agreement’ and use of the terms herein ‘hereby, ‘hereof, hereto’ hereunder and the like shall be deemed to include the RFP, the Proposal, this
Agreement and any addenda thereto. Except as otherwise specifically provided herein,
in the event of any conflict between the specific provisions of this Agreement and
the requirements or provisions of the RFP the provisions shall be given precedence in
the following order, (1) this Agreement, (2) the RFP, (3) the Proposal, Wherever
possible, the provisions of the documents shall be construed in such manner as to
avoid conflicts between provisions of the

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various documents.

SECTION 2 — PROJECT; SCOPE OF WORK

     The DEVELOPER agrees to provide to the CRA professional services
in connection with the City Center Project scope identified on
Schedule “1’ attached hereto (the Project ).

SECTION
3 — PROFESSIONAL SERVICES FEE

     The professional services fee to be paid by the CRA to the
DEVELOPER for all professional design services of both the DEVELOPER
and any of its subcontractors in connection with the Project hereunder
is set forth on Schedule “2’ attached hereto (the
‘Professional Services Fee’).

SECTION 4 — PROFESSIONAL SERVICES

     The DEVELOPER agrees that in exchange for the Professional
Services Fee it will render the professional services outlined on
Schedule “3 attached hereto which include both standard professional
services outlined in the Scope of Work in Schedule ‘1’ and the standard
services outlined in Schedules 3.A’/3.B’ (the
‘Professional Services’).

SECTION 5 — TERM

     This Agreement shall commence as of the last date of execution of
this Agreement, unless otherwise indicated in Schedule ‘4 and shall
continue in force until such time set forth on Schedule ‘4’ attached
hereto unless extended by Amendment hereto or terminated early by
either party (the ‘Term’). Notwithstanding the expiration date or early
termination date hereunder, it is agreed that the indemnity
provisions the right to audit and all covenants agreements,
representations and warranties made herein or otherwise made in
writing by the DEVELOPER, including but not limited to any
representations made herein relating to disclosure or ownership of
documents, shall survive the execution and delivery of this Agreement
and the consummation of the transactions contemplated hereby.

SECTION 6 — SMALL BUSINESS PROGRAM ORDINANCE GOAL

     The City of West Palm Beach Small Business Program, set out in
Chapter 66 of the City Code., is incorporated herein by reference and
a copy is attached as part of Schedule 5.

SECTION
7 — TEAM

     Pursuant to DEVELOPER’s Proposal DEVELOPER covenants and agrees
that it intends as it deems necessary, to enter into contracts with
the following firms or persons to provide services for

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the
Project as members of DEVELOPER’s team. DEVELOPER shall not make any change
or substitution of any consultants, subcontractors or team members without the
written authorization of CRA whose approval shall not be unreasonably withheld.
DEVELOPER shall ensure that its subcontracts with its team members will Comply in
all respects with this Agreement., including but not limited to insurance and
indemnification provisions.

Song + Associates, Inc. — Architecture

Michael Graves & Associates — Architecture

Resource Planning Group — Library DEVELOPER

Michael Singer & Associate — Public/Creative Art

Michael Rodd & Associates — Landscape
Architecture
Thornton-Tomasetti Engineers — Structural

Meinhardt, USA — MEP

Craven Thompson — Civil/ Survey

Ardaman & Associates — Geotechnical / Environmental

Rolf Jenson & Associates — Fire Protection & Safety

Catalfumo Construction., Ltd. — Construction

LB & Limited

Cary O’Donnell Public Relations Group, Inc.

SECTION 8 — PROJECT MANAGER

     The DEVELOPER
designates Steven A. Grigg as its Project
Manager. The Project Manager. or his designate will meet with the CRA’s project team
at the commencement of each Phase and Task and weekly for progress
meetings. DEVELOPER’s Project Manager shall be available for CRA Commission presentations and meetings
as needed. The CRA designates Dorritt Miller
as its Project Manager.

SECTION 9 — TERMS AND CONDITIONS

     The
parties agree to comply with all terms and conditions contained
herein, including those set forth on Schedule 6 attached hereto (the
‘Terms and Conditions’).

SECTION 10 — HEADINGS., CAPTIONS., TITLES

     Headings captions or titles contained herein are for reference and convenience
purposes only and shall not be used to interpret the content of the provisions
herein.

IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement and

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have hereunto signed in their names by their duly authorized representatives as of the day and
year indicated below.

	 	 	 	 	 	 	 	 	 	 	 	 	 
	ATTEST:	 	 	 	WEST PALM BEACH COMMUNITY	 	 
	 	 	 	 	 	 	REDEVELOPMENT AGENCY	 	 
	 
	 	 	 	 	 	 	 	 	 	 	 	 
	By:	 	/s/ [ILLEGIBLE]	 	 	 	By:	 	/s/ Lois J. Frankel	 	 
	 	 	 	 	 	 	 	 	 	 	 
	 	 	Secretary	 	 	 	 	 	Lois J. Frankel, Chair	 	 
	 
	 	 	 	 	 	 	 	 	 	 	 	 
	 	 	 	 	 	 	 	 	CRA COUNSEL	 	 
	 	 	 	 	 	 	 	 	Approved as to form	 	 
	 	 	 	 	 	 	 	 	and legal sufficiency	 	 
	 

	 	 	 	 	 	 	 	By:
	 	[ILLEGIBLE]	 	 
	 

	 	 	 	 	 	 	 	 	 	 	 	 
	 

	 	 	 	 	 	 	 	Date:
	 	10/08/04	 	 
	 
	 	 	 	 	 	 	 	 	 	 	 	 
	WITNESSES:	 	 	 	REPUBLIC-WPB CORP.	 	 
	 
	 	 	 	 	 	 	 	 	 	 	 	 
	By:

	 	/s/ Rose Jeffrey
	 	 	 	By:
	 	/s/ Steven A. Grigg
	 
	 

	 	 	 	 	 	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 	 	 	 	 
	Print Name: Rose Jeffrey	 	 	 	Print Name: Steven A. Grigg	 	 
	 	 	 	 	 	 	Title: President	 	 
	 	 	 	 	 	 	Date: October 26, 2004	 	 

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SCHEDULE
“1”

PROJECT / SCOPE OF WORK

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04-109

The City Center Project consists of the design, construction and development of
an urban mixed-use project which shall include a City Hall and Commission Chambers of
approximately 130,000 gross square feet, a public library of approximately 85,000
gross square feet, a photographic center and museum of approximately 35,000 gross
square feet and sufficient public parking (the “Public
Facilities) along with private
development which may include commercial, office and/or residential components, to be
known as ‘City Center’ (the ‘Project’). The size of all Project components will be
determined through Phase 1, the programming phase. The Project shall be a focal point
for community activity that will be an identifiable City Center and will incorporate
public open space, public art and amenities.

The Project will be constructed on approximately three (3) acres consisting of two
parcels; i) the full CRA block bounded by Clematis Street, Banyan Boulevard, Dixie
Highway and Quadrille Boulevard; ii) a parcel of land approximately 100 feet deep
along Quadrille Boulevard, from Clematis Street to Banyan Boulevard; and (iii) any air
rights easements necessary (collectively the Property).

An estimated budget of $50,000,000 including site preparation, architectural and
design services, building construction, engineering services, consultants,
furniture, fixtures and equipment is proposed for the Public Facilities, parking
garage and CRA portion of the Project. Interior finish, furniture, fixtures and
equipment will not be included for the photographic center. This budget may be
adjusted as a result of the programming phase, value engineering fund raising, or as
determined by the CRA. Such budget modifications may have corresponding impacts upon
the design and scope of the Project.

The DEVELOPER and its team members shall provide all professional services to perform
Phase 1, the programming phase and conceptual design for the City Center Project
Public Facilities including development of a plan for public participation and the
conduct of public workshops. DEVELOPER shall perform the Programming Tasks as
more specifically described herein as Phase 1 tasks in DEVELOPER s Scope of Services
marked as Exhibit 1, following this page and incorporated herein.

It is anticipated that upon acceptance of the Programming Report and conceptual
design, the parties will enter into a subsequent contract or contracts for the
completion of the Project design, construction and the development and sale
of the private portion.

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Exhibit 1

	 
	KEY

	1
—Phase 1 — week 1 to 8

	2 —
Phase II — week 9 to 26

	 
	Project Management

	Public

	Coordination with Owner

	Coordination with Government Agencies

	Coordination with Development Team

	Coordination with Design Team

	Coordination with Public Relations Team

	 
	Program Verification

	Review of Existing Programmatic Information

	Development of Adjacencles & Relationships: Bubble Diagram

	Development of Project: Web-site and E-Mail Links

	Small Group Visits to Five or Six Facilities

	Development of Powerpoint Presentation from Trips

	Stakeholder Workshop/Library

	Stakeholder Workshop/City Hall

	Stakeholder Workshop/Museum

	Stakeholder Workshop/Overall & Outdoor

	Imperative Public Workshop/Charette 1

	Public Art Program Development

	Preparation of Building Systems Narrative

	Completion of Draft Program

	Review & Approval by West Palm Beach Council

	Printing and Distribution of Building Program

	 
	Study and Strategy

	Development of Use-Mix Market Study

	Preparation of the Private Space Program

	Development
of a Rental Marketing Strategy

	Develop and distribute a project newsletter to community

	Initiation of Concept Design

	Prepare Site Survey Data

	Preliminary Utility Research and Coordination

 

 

	 
	Obtain and Review Geotechnical Data

	Obtain and Review Environmental Data

	Preliminary Traffic and Pedestrian Circulation Analysis & Report

	Preliminary Parking Analysis & Report

	Public Art Program Development

	Prepare System Narratives

	Stakeholder
Workshops/Charrette 2

	Library Alternative Concepts

	City Hall Alternative Concepts

	Museum Alternative Concepts

	Overall & Outdoor Alternative Concepts

	Interim Presentation to Client Committee

	Preparation of Concetual Cost Estimate

	Completion of Concept Design

	Presentation to West Palm Beach Commission

	Review and Approval by West Palm Beach Commission

 

SCHEDULE “2”

PROFESSIONAL SERVICES FEE & EXPENSES

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04 — 109

2.1 Professional Service Fee: The Professional Services Fee,
including normal related administrative expenses, for Phase 1, the Programming Phase of
the City Center Project shall not exceed Five Hundred Eighty-Five
Thousand and 00/100 Dollars ($585,000.00).

2.2 The Professional Services Fee includes all fees or payments that the DEVELOPER
proposes to pay or make to its subcontractors, consultants and team members in connection
with this Agreement. The Professional Services Fee is inclusive of Administrative
out-of-pocket expenses and Other Expenses (as defined in 2.4 and 2.5) to be incurred in
connection with the performance of the Services hereunder.

2.3 Payment of the Professional Services Fee on account of services rendered shall be
made in accordance with the following payment and deliverable schedule and upon
acceptance of deliverables satisfactory to the CRA and presentation of DEVELOPER’s
statement of services.

	 	 	 	 	 
	                    Task Deliverable	 	Fee	 
	Task I — First public workshop/charette
	 	$	195,000.00	 
	 
	 	 	 	 
	Task 2 — Second public workshop/charette
	 	$	195,000.00	 
	 
	 	 	 	 
	Task 3
— Submittal of final Programming Report
	 	$	195,000.00	 

2.4 Administrative Expenses. The administrative out-of-pocket expenses
include administrative expenses directly related to the Project. Administrative Expenses
are limited to reasonable charges for the following: long distance telephone calls and
facsimile transmissions, courier deliveries, FedEx or delivery services, U.S mail and
certified mail, photocopies and reproduction of plans prepared for distribution to the
construction manager, contractors and or CRA, printing, plotting and book production
expenses (the “Administrative Expenses”) which are included within the Professional
Service Fee.

2.5
Other Expenses. Other Expenses are any other expenses such as
transportation, lodging, meals, the utilization of specialized equipment or special
consulting services necessitated by the Project or permit fees, which expenses shall not
be incurred for the account of the CRA absent prior written approval by the CRA from time
to time following the request by the DEVELOPER and shall be paid in accordance with the
City of West Palm Beach Travel Policy (the
“Other Expenses”).

2.6 Releases. The DEVELOPER shall, upon receipt of any payment from the CRA,
provide the CRA with written releases, in form and substance acceptable to the CRA, for
all services performed by any team member or sub-DEVELOPER or other entity through the
date covered by the payment.

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SCHEDULE
“3A”

PROFESSIONAL SERVICES

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04 — 109

3. Standard Professional Services

Further to and in conjunction with Section 4 of this Agreement, the DEVELOPER agrees
to serve as the CRA’s professional DEVELOPER for the Project and to provide
professional advice based on the needs of the CRA. The DEVELOPER s services hereunder
include all services to be performed by DEVELOPER and its team members and
consultants.

3.1 Phases of Professional Services

     The Professional Services intended to be compensated by the
Professional Services Fee hereunder shall include and be broken down into the
following phases of service:

     1. Programming Phase

The DEVELOPER shall not commence any other services related to the Project, until a
written agreement for such services is executed by the parties:

3.2 Professional Services Included

     In consideration for the Professional Services Fee for the Project the DEVELOPER
agrees to perform the Professional Services as follows:

     3.2.1 Programming Phase

     Upon signature hereof the CRA authorizes the DEVELOPER to commence performance
of the Programming Phase. The DEVELOPER shall thereafter:

     1. Consult with the CRA regarding the CRA’s requirements for the Project
and review available data;

     2. Meet regularly with the CRA s Project Manager/Project Team;

     3. Advise the CRA as to the necessity of the CRA’s provision or acquisition
from others of certain services of the types described in Section 34 below, and
assist CRA in obtaining such services;

     4. Develop a comprehensive plan for public involvement. Conduct public
workshops and charettes to receive public input Interview elected
officials;

     5. Provide analyses of the CRA’s needs surveys site evaluations and
comparative solutions;

     6. Develop the program for the Public Facilities, based on analysis of the
CRAs needs including alternatives and shared-use elements;

     7. Develop an Estimated Construction Cost;

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     8. Prepare
a report containing the gross building square footage, a floor by
floor, room by room description of each proposed building and a
conceptual design, along
with proposed alternatives for consideration and Estimated Construction Cost (the
“Programming Report”);

     9. Present one original Programming Report, together with ten (10) copies thereof
for review and comment by the CRA.

     10. Present the Programming Report to the CRA Board at a public meeting;

     11.
Revise the Programming Report, as requested by the CRA to enable the CRA to
approve the programming Report;

     12. Submit
one (1) original and ten (10) copies of the final approved Programming
Report to the CRA.

3.3 Estimated Construction Costs

      The Estimated Construction Cost of the Public Facilities and public portion of the
Project shall include the total cost to the CRA of those elements of the Project designed
and specified by DEVELOPER; excluding (1) the Professional Services fee, administrative
costs and other reimbursable expenses hereunder; (2) the cost of
land, rights-of-way, or
compensation for or damages to properties; (3) the costs of the CRA’s legal,
accounting, insurance or auditing services; and (4) interest and financing charges
incurred in connection with the Project or the cost of other services to be provided by
the CRA directly or by others to the CRA pursuant to Section 3.4
herein, since DEVELOPER
has no control over local conditions, the cost of labor, materials, equipment or
services furnished by others, or over competitive bidding or market conditions, DEVELOPER
does not guarantee the accuracy of any estimates of construction costs as compared to
construction contractor’s bids or the actual cost to the CRA.

3.4. Non-Included Additional Services

     If, and only if authorized in writing in advance by CRA, or if set forth on Schedule
3C hereto, DEVELOPER shall furnish or caused to be furnished additional services
Identified in the Sub-Sections immediately below (the
“Additional Services”), These
services are not included as part of the Professional Services being
compensated hereunder
by virtue of the Professional Services Fee and will be compensated as Other
Expenses as such term is defined in Schedule “2” hereof.

     3.4.1 Information Furnished by the CRA

     Additional Services may include services to make measured drawings of or to
investigate existing conditions or facilities, or to verify the accuracy of drawings or
other information furnished by the CRA to the extent that such services are not expressly
included in the request for proposal or other invitation for procurement by the CRA
identified on Schedule “1” of this Agreement.

     3.4.2 Material Changes by the CRA or a Governing Body

     Additional Services will include services resulting from material changes in the
general scope, extent or character of the Project or its design including (1) material
changes in size, complexity the CRA’s schedule, character of construction or method of
financing or (2) revising previously accepted studies, reports, design documents or
construction contract documents when such revisions are required by changes in laws,
rules. regulations, ordinances, codes or orders enacted subsequent to the preparation of
such studies, reports or documents, or are due to other causes
reasonably beyond DEVELOPER’s control but only to the extent that such significant changes or revisions of
previous studies increase the overall amount of time intended for the

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Project.

     3.4.3 Renderings or Models for CRA

     Additional Services may include, upon the request of the CRA, providing renderings
or models for the CRA’s use to the extent that such services are not expressly included
in the Request for Proposal or other invitation for procurement by the CRA identified on
Schedule “1” of this Agreement.

     3.4.4 Alternate Bids

     Additional Services may include preparing documents for alternate bids requested by
CRA for contractor(s)’ work that is not completed.

     3.4.5 Unanticipated Procurement of Other Professional Services

     Additional Services may include the furnishing of services by independent
professional associates and consultants for other than the Professional Services set
forth in Section 3 or on Schedule “2” hereto that, according to the joint determination
by the CRA and DEVELOPER, each acting reasonably and in good.faith, were not
anticipated in either the Request for Proposal or other procurement notice or in the
related Proposal by the DEVELOPER (the “ Unanticipated Professional
Services”). Moreover, if Unanticipated Professional Services are subsequently
designated by the CRA and DEVELOPER, each acting in good faith, as Substituted Services,
those services shall not be billed by the DEVELOPER as Additional Services, but shall be
considered to be included in the Professional Services Fee for the Project.
Unanticipated Professional Services may include customary civil,
structural, mechanical
and electrical engineering and customary engineering design
incidental thereto, as well
as the provision of data or services if the CRA elects to engage a professional
consultant under the competitive selection procedures mandated by Fia. Stat. 287,055 to
provide such data or services in lieu of furnishing the same itself in accordance with
said Section.

     3.4.6 Agreed Travel

     Additional Services may include services requiring out-of-town travel requested in
writing from time to time by the CRA of the DEVELOPER (not including visits to the
construction site or to the CRA’s office as already required by this
Agreement), such as mill and shop inspection of manufactured or fabricated items during
construction. The limitations and procedures relating to reimbursement of such expenses
shall be subject to the terms of the City of West Palm Beach Travel
Policy, Policy 5-1, effective May 5, 2003 attached hereto as
Exhibit 3-1.

     3.4.7
Bid Protests, Re-Bidding or Renegotiating of Contracts

     Additional
Services may include the provision of assistance to the CRA in
connection with bid protests or re-bidding contracts for construction materials,
equipment or services unless the need for said services arises from
the act or failure to
act of the DEVELOPER.

     3.4.8 Surveys

     Additional Services may include the provision, requested by the CRA following
execution hereof, of any type of property, boundary, easement, right-or-way, topographic
and utility surveys and field surveys for design purposes or DEVELOPER surveys and
staking to enable the contractor(s) to proceed with their work, as well as the provision
of other special field surveys, unless the scope of work in the RFP included a
requirement of surveying in which case the cost of the relating surveys shall already be
included.

     3.4.9 DEVELOPER in Proceedings

     Additional Services may include preparation required to serve or serving as a
DEVELOPER or witness for the CRA in any litigation arbitration or other legal or
administrative proceeding

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involving the Project. However, the CRA shall have no responsibility for
additional services or otherwise for DEVELOPER being a named party or witness in any
proceeding and DEVELOPER shall be solely responsible for all such expenses.

     3.4.10 Redesign

     It is expressly agreed that any redesigning services to keep the Project within the
established Budget are included within the Services hereunder and DEVELOPER shall not
seek additional compensation beyond those imposed for the purpose of keeping the Project
within the established Budget.

3.5
Modifications by the CRA to the Project

     Notwithstanding the foregoing provisions, the CRA reserves the right to
make changes to the Project at any time, including alterations, reductions therein
or additions thereto. Upon receipt by the DEVELOPER of CRA’s written notification of a
contemplated change, the DEVELOPER shall in writing: (i) provide a detailed estimate for
the increase or decrease in construction and design cost that would result from the
contemplated change; (ii) notify the CRA of any estimated change in the
completion date; and (iii) advise the CRA how the contemplated change shall affect the
DEVELOPER’S ability to meet the completion dates or schedules of this Agreement. If the
CRA so instructs in writing, the DEVELOPER shall suspend work on the portion of the scope
of work affected by a contemplated change, pending the CRA’s decision to proceed with the
change. If the CRA elects to make the change., the parties shall execute a written
amendment to this Agreement and the DEVELOPER shall not commence work on any such change
until such Amendment is signed by the parties. It is further acknowledged and agreed that
changes or revisions of services that do not increase or change the overall estimate of
time on the Project shall be considered mere substitution of work or scope of work
(“Substituted Services”) already included in the
Professional Service Fee hereunder.
Substituted Services shall not in any circumstances be considered compensable as Other
Expenses hereunder, and, to the extent that the event of Substituted Services causes an
overall reduction in the amount of time for services considered in the Professional
Services hereunder such shall result in pro-rata reduction of the Professional Services
Fee.

3.6 Delay

     DEVELOPER acknowledges responsibility for any delay damages suffered by the CRA as
a result of DEVELOPER’s negligent reckless or intentional wrongful actions or inactions.
In the event that the CRA suffers or reasonably believes that it will suffer actual
delay damages as a result of DEVELOPER’s aforesaid actions or inactions, the CRA, in its
sole discretion, said discretion to be exercised reasonably and in good faith, shall
have the right and be entitled to withhold the amount of damages or loss from
DEVELOPER’s payments, as reasonably determined by the CRA. The withholdings of any
amount pursuant to this provision shall not be construed to Constitute a breach of this
Agreement by the CRA.

     The
DEVELOPER’s services shall be timely performed in compliance
with Schedule 3B
hereto. If the DEVELOPER is delayed at any time in the progress of his Services by any
act, failure to act or neglect of the CRA, or any separate developer or consultant
hired directly by the CRA or by occurrences beyond the control and without any fault or
negligence of the DEVELOPER, the DEVELOPER shall provide to the CRA within five (5)
working days of the date the delay began, written notice of the delay. Provided the
DEVELOPER has timely notified the CRA of the delay, the CRA shall amend
Schedule 3B, in writing, for the time delay actually caused by such occurrence, as
determined by the CRA in its sole discretion. This extension of time shall be the
DEVELOPER’s sole and exclusive remedy attributed to such
delay.

[End of Schedule 3A]

13

 

Exhibit 3-1

	 	 	 
	Effective Date

	 	Chapter 5
	May 05, 2003

	 	General
	 

	 	Policy 5-1

TRAVEL POLICY

AUTHORITY

This
administrative policy is made pursuant to City Charter,
Section 3.01(12) and is in keeping with the provisions of Florida
Statutes Section 112.061, as modified by City ordinance.

POLICY STATEMENT

Travel must be for a public purpose and authorized in advance.
Transportation for higher education is not a public purpose under
this policy.

PURPOSE

The purpose is to provide a method for travel authorization and to
set forth criteria and guidelines for travel and related expense
reimbursement.

SCOPE OF APPLICABILITY

This policy applies to all travelers including elected officials,
employees, or others approved by the Mayor. Where provisions of
this policy conflict with a collective bargaining agreement the
collective bargaining agreement will prevail.

DEFINITIONS 

	 	A.	 	Common Carrier — Train, bus,
commercial airline operating scheduled flights, or
rental cars.
	 
	 	B.	 	Immediate Vicinity — An area within 20 miles
from the official headquarters to the destination.
	 
	 	C.	 	Official Headquarters — City
Hall or another City location where the employee reports to
work on a normal workday.
	 
	 	D.	 	 Travel — Authorized official business away from the immediate
vicinity.
	 
	 	E.	 	Travel Expense — Lodging, meals, transportation, gas purchased when using
City car, mileage when using a personal vehicle, tolls,
parking fees and other incidental expenses incurred when
traveling.

SECTION
I — AUTHORITY TO INCUR TRAVEL EXPENSES

All travel, except by the Mayor, a City Commissioner or the City
Administrator, must be authorized in advance by the appropriate
department director or designee. All travel by department directors
must be approved by the City Administrator or an Assistant City

1

 

	 	 	 
	 

	 	Chapter 5
	 

	 	General
	 

	 	Policy 5-1

Administrator.
All travel by Assistant City Administrators must be approved by the City
Administrator or the Mayor.

SECTION
II — MEAL ALLOWANCE

Allowances
for meals will be based on the following schedule:

Breakfast
— When travel begins before 6 a.m. and extends
beyond 8 a.m.

Lunch
— When travel begins before 12 noon and extends beyond 2 p.m.

Dinner
— When travel begins before 6 p.m. and extends beyond 8
p.m.
or when travel occurs during nighttime hours due to special assignments.

No
allowance will be made for meals when travel is confined to the immediate vicinity. No
one, whether traveling in the state or out of the state, will be reimbursed for any meal
or lodging included in a convention or conference registration fee that was paid by the
City. Continental breakfasts, receptions, and airline food are not
considered meals.

SECTION
III — TRANSPORTATION

	 	A.	 	Transportation must be by a usually traveled or most direct route.
If a person travels by an indirect route or any preferred class for
one’s own
convenience, the traveler will pay the extra costs.
	 
	 	B.	 	Transportation must be by the most economical and efficient means
of travel, keeping in mind:

	 	•	 	The nature of the business;
	 
	 	•	 	The time of the traveler, impact on the productivity of the traveler cost of transportation, and other
allowable expenses; and
	 
	 	•	 	The number of persons making the trip and the amount
of equipment or material to be transported.

	 	C.	 	Mode of Transportation:
	 
	 	 	 	Transportation must be justified on the “Travel
Request” form.

	 	1.	 	City Vehicle — will be used by a traveler on
official business when one is available and the use is feasible.
	 
	 	2.	 	Planes, Trains, Buses, etc. — will be
used by a traveler when most economical and feasible. Only “coach class”
fare will be paid by the City.
	 
	 	3.	 	Rental Car — may be used by a traveler only when most economical and
absolutely necessary. Justification must be pre-approved on the “Travel Request”

2

 

	 	 	 
	 

	 	Chapter 5
	 

	 	General
	 

	 	Policy 5-1

	 	 	 	form.
	 
	 	4.	 	Privately Owned Vehicles — may be used by a
traveler on official business, in lieu of City owned vehicles or common carrier, if
pre-approved on the “Travel Request” form. When authorized, the
driver will be compensated for mileage at a fixed rate per mile as shown, in
Appendix 1, not to exceed the cost of travel by common carrier.

	 	•	 	Reimbursement will not be allowed for expenditures related to the
operation, maintenance, and ownership of the privately owned vehicle.
	 
	 	•	 	The traveler will be compensated for miles driven on official
business.
	 
	 	•	 	While at the travel destination, actual mileage may be allowed if driving is
necessary and a satisfactory explanation is provided.
	 
	 	•	 	Odometer readings or mileage as published by the
Department of Transportation is required for claiming mileage.
	 
	 	•	 	Only one person per vehicle may be compensated for mileage.

	 	 	 	D. If a traveler uses a common carrier and personally pays for the transportation,
proof of payment must be provided.

SECTION IV — LODGING

Overnight accommodations may be allowed when a traveler leaves the immediate vicinity to attend
an event, such as a conference or training. Accommodations may be
approved for the last day of
the event if the traveler is expected to return home after 10:00 p.m. Accommodations may be
approved for the night before an event if the traveler needs to begin
travel before 6:00 a.m. in
order to reach the destination at the required time.

The point of origin is as follows:

	 	•	 	On a workday, the point of origin is the traveler’s residence or official
headquarters, whichever is closer to the destination
	 
	 	•	 	On a non-work day the point of origin is the traveler’s residence

The
maximum rate allowable for a traveler is single-occupancy unless additional people who stay in
the room are also authorized City travelers.

3

 

	 	 	 
	 

	 	Chapter 5
	 

	 	General
	 

	 	Policy 5-1

SECTION
V – MISCELLANEOUS PROVISIONS AND REGULATIONS

The City
allows reimbursement for some miscellaneous expenses but excludes
others. The
reimbursable expenses must be authorized, actually paid for by the traveler, and supported by
receipts.

	A.	 	Reimbursable Expenses

	 	1.	 	Reasonable taxi or shuttle fare.
	 
	 	2.	 	Ferry fares; and bridge, road, and tunnel tolls.
	 
	 	3.	 	Parking fees or emergency car storage.
	 
	 	4.	 	Communication expenses (Must be documented as official business).
	 
	 	5.	 	Gasoline and oil while driving City owned vehicles or rental
cars.
	 
	 	6.	 	Convention, conference or training course registration fees.
	 
	 	7.	 	Room taxes when documented on a hotel bill. All travelers should use the
Tax-Exempt Certificate for accommodations in Florida.

	B.	 	Non-Reimbursable Expenses

	 	1.	 	Tips and gratuities.
	 
	 	2.	 	Laundry and dry cleaning.
	 
	 	3.	 	Personal and local telephone calls.

	C.	 	Incidental Expenses

For
overnight travel, an allowance of $2.00 per day may be claimed,
without receipts, for
incidental expenses that are not reimbursable by the City as actual expenses.

SECTION
VI – TRAVEL FORMS

A. Travel Request

The
“Travel Request” is used to pre-approve all travel except
travel by the Mayor,
a City Commissioner, or the City Administrator. Any special circumstances must
be justified on the form and a cost-comparison provided.

A copy of the form and appropriate attachments must be included with every form FN121 that is
submitted to the Finance Department to request direct payment of
travel expenses. The original
must be submitted with the “Travel Expense Report” after the travel has been completed.

4

 

	 	 	 
	 

	 	Chapter 5
	 

	 	General
	 

	 	Policy 5-1

B.
FN121 — Direct Payment

FN121 is used to request advance payment of registration
fees, hotel room, and plane fare. An invoice or written cost
estimate must be provided.

The form
may also be used for pre-travel reimbursement of
personally paid expenses; written proof of payment must be
provided.

C.
FN118 — Travel Expense Report

FN118
“Travel Expense Report” is used to provide a mandatory
detailed record of all expenses for travel that is financed through
expenditure of City funds. All travelers must submit FN118 to the
Director of Finance within ten business days after returning from
their trip.

Every
traveler must complete this form even if all expenses
were paid prior to the travel and no money is owed either
to the City or to the traveler.

If a traveler does not submit this form or if the Finance Department does not approve it, the
entire amount paid by the City will be reported to the IRS as personal, taxable income.

All
information about the travel and every allowable expense
must be provided in the appropriate sections of the form.

If reimbursement is requested for personally paid expenses,
receipts or other proof of payment must accompany the expense
report.

D.
Local Mileage Reimbursement Report

The “Local
Mileage Reimbursement Report” is used to request
payment when the only travel expense is mileage.

	 	•	 	The driver must use a personal vehicle.
	 
	 	•	 	The distance must be 20 miles or less
between locations.
	 
	 	•	 	Odometer readings and justification must be provided.

Policy
5-1 is effective on this                      day of
                    , 2003.

 

	 	 	 
	 

Lois J. Frankel

	 	 
	Mayor
	 	 

5

 

	 	 	 
	Effective Date

	 	Chapter 5
	February 20, 2002

	 	General
	 

	 	Policy 5-1
	 

	 	Appendix 1

RATES
FOR MEALS AND MILEAGE

The Travel
Policy of the City of West Palm Beach, Florida is set forth by City
ordinance. The ordinance provides that meal allowances and
an allowance for incidental expenses shall be the low rates of the
High-low Rates Method as issued by the Internal Revenue Service and allocated as
below. The mileage reimbursement is set as the mileage rate of the Internal
Revenue Service.

The
current amounts (effective January 1, 2004) are:

	 	 	 	 	 
	Breakfast
	 	$	5.00	 
	Lunch
	 	 	9.00	 
	Dinner
	 	 	18.00	 
	 
	Mileage
	 	$	.375	 
	 
	Incidental Expenses
	 	$	2.00	 

Mileage rates in effect under this policy:

	 	 	 	 	 
	February 20, 2002 — December 31, 2002:
	 	 	.345	 
	January 1,
2003 — December 31, 2003
	 	 	.36	 
	January  1, 2004
	 	 	.375	 

 

 

SCHEDULE
“3B”

PROFESSIONAL SERVICES

Agreed
Completion Dates

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04-109

	 	 	 	 	 
	 	 	Phase	 	Agreed Completion Date
	 

	 	Phase 1 — 1. Programming
	 	60 days after CRA furnishes
items 3,4 and 6
	 

	 	Delivery of Programming Report.
	 	listed in Section 6.1.3 of Schedule 6 of the
	 

	 	 	 	Agreement, unless extended by force majeure
	 

	 	 	 	or other reason beyond DEVELOPER’s control.

[End
of Schedule No. 3B]

14

 

SCHEDULE
“4”

TERM

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04-109

     The
Term of this Agreement shall run from the date this Agreement is last executed and
shall continue for ninety (90) days, unless extended by written amendment hereto, subject to
the provisions of Sections 5 and 7, and Schedules 3.B, and 6
(Section 6.2) of the Agreement.

[End
of Schedule No. 4]

15

 

SCHEDULE
“5”

SMALL BUSINESS GOAL FOR THE PROJECT

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04-109

     The
DEVELOPER shall comply with the requirements of the City of West Palm Beachs
Small Business Program throughout the term of the Agreement. A copy of the relevant sections
of Chapter 66 of the City Code of Ordinances follow this page
and are incorporated
herein.

16

 

ARTICLE IX. SMALL BUSINESS PROGRAM*

 

			
	*	 	Cross references: Businesses and business regulations ch. 22

 

Sec.
66-221. Short title.

     This article shall be known and may be cited as the “City of West Palm Beachs Small Business
Program Ordinance” or “small business program code.”

(Code 1979. § 2-451)

Sec.
66-222. Policy and purpose.

(a) The policy of the city is that all businesses be afforded an opportunity for full
participation in the city’s procurement system and that discrimination by the city or its
providers of goods, services or construction is prohibited.

(b) The purpose of the article is to serve the public interest by spurring economic
development through encouraging small businesses, including minority- and women-owned
businesses that meet the small business definition, to locate and remain in the county and,
especially, the city. Accordingly, this article will afford opportunities and assistance to
small businesses so that they may gain experience, knowledge, technical capacity and
resources and may have obstacles to their success lessened. The city is committed to
ensuring full and equitable participation by small businesses in the provision of goods,
services and construction to the city.

(c) It is declared to be the policy of the city to take all necessary, reasonable and legal
action to prevent discrimination in its procurement process, to ensure that all businesses,
including small businesses, are afforded the maximum opportunity to participate in the
city’s procurement process and to establish a recordkeeping system to monitor small
business participation in procurement.

(Code 1979. § 2-452)

Sec. 66-223. Definitions.

     The following words, terms and phrases, when used in this article, shall have the meanings
ascribed to them in this section except where the context clearly indicates a different meaning:

     Best value shall have the same meaning set forth in article 11 of this chapter.

     Bid means the process for competitive bidding through invitations to bid as set forth in the
procurement code.

     Certification means the process by which the small business division determines a business
meets the definition of a small or a minority- or woman-owned business.

44

 

     Certified
business means a business that has been certified by the small business
division or whose certification from another agency has been accepted and approved by the small
business division manager.

     Commercially
useful function means a function which results in the provision of needed
materials, supplies, equipment or services to the city. A small business must demonstrate
expertise in the commodity area that they are supplying and those commodity area must be
identified and listed in the certification approval letter. Acting merely as a conduit to transfer
funds to another business does not constitute commercially useful function.

     Construction
means the process, usually requiring the professional services of
an architect and/or engineer, for building, altering, repairing, improving or demolishing any structure or
building or other improvements of any kind to any real property as determined by the procurement
official.

     Contractor
means a separate and distinguishable business entity participating or seeking to
participate in the performance of a contract, excluding providers of goods.

     Controlled,
for the purposes of determining whether a business is a minority- or woman-owned
business, means the minority, the woman or combination of minorities
and woman, as the context
requires, who:

(1) Possesses legal authority and power to manage business assets, goodwill and
daily operations of the business; and

(2) Actively
and continuously exercises such authority and power in determining the
policies and directing the operations of the business. The term “controlled” for
the purposes of determining whether a business is a small business shall mean that
no large business:

a. Possesses legal authority and power to manage business assets,
goodwill and daily operations of the business; and

b.
Actively and continuously exercises such authority and power in
determining the policies and directing the operations of the business.

     Days means calender days unless specified otherwise.

     Debarment means the exclusion for cause of a vendor or contractor from bidding and/or doing
business with the city.

     Emergency
procurement, as authorized by the mayor, means a procurement made in response to a
requirement when a delay caused by complying with all governing rules, regulations and/or procedures
would be detrimental to the interests, health, safety or welfare of
the city.

     Goal
means the annual amount projected to be spent with small
businesses expressed as a
percentage of the total dollar volume in procurements.

     Goal
setting means a committee established pursuant to section 66-229.

     Goods
means supplies, materials, products, machinery, equipment, furniture, computers,
vehicles, tools and other tangible property used by the city.

     Joint venture and partnership mean an association of two or more persons or businesses to
carry out a single business for profit for which purpose they combine their property, capital,
efforts, skills and knowledge and Includes limited or general
partnerships.

     Large
business means a business that does not meet the definition of small business as
defined in this article.

     MB means a minority-owned business.

 

 

     Minority person means an individual who is a citizen or lawful permanent resident of the
United States who is:

(1) An
African American, a person having origins in any of the black racial
groups of Africa;

(2) A
Hispanic American, a person of Spanish or Portuguese culture who has
origins in Central or South America, or the Caribbean, regardless of race;

(3) An Asian American, a parson having origins in any of the original peoples
of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific
Islands; or

(4) A Native American, a person who has origins in any of the Indian tribes of
North America prior to 1835,

     Owned, for the purposes of determining whether a business is a minority- or woman-owned
business, means that the minorities or women, as the context requires, shall possess an
ownership interest of at least 51 percent. The term “owned,” for the purposes of determining
whether a business is a small business, shall mean that no large business shall possess an
ownership interest in excess of 49 percent.

     Practicable means reasonably capable of being accomplished.

     Preferential
programs means the preferences extended for small business participation in
city procurement.

     Prime
contractor means any person or business entity who has a contract with the city.

     Procurement
code means the city’s procurement code set forth in this chapter, as
it may be amended from time to time

     Procurement
goals means goals expressed as percentages of the total dollar volume for
participation of small businesses on individual bids, proposals,
resulting work authorizations purchase orders (POs) or city contracts.

     Professional services means any narrow discipline wherein a known practitioner has, through
education and experience developed expert advisory and programming skills as a vocation, any
service performed primarily by vocational personnel which requires the certification of a
professional before the services are acceptable to the user of the
service, or any other advisory
study or programming activity where the procurement official determines that the level of skills
and/or creativity of the potential or known practitioner warrant a
solicitation process other than the competitive bid process.

     Proposal
means an executed formal document submitted by an offeror to the city stating the
goods, services and/or construction offered to satisfy the need as
requested in the requisition
request for proposal, request for information or request for
qualifications.

     Quotation means any oral or written offer as a result of an informal request by a vendor to
the city to furnish specific goods, services and/or construction at a stated price.

     Request for quotation means a request, either oral or written, to solicit prices for specific
goods, services and/or construction..

     Services means the furnishing primarily of labor, time and/or effort by a contractor, wherein
the provision of goods or other specific and products other than reports studies, plans,
advisories, contractual documents or other documents, relating to the
required performance is incidental or secondary. This term
“services” shall not include construction or employment
agreements.

     Small business means a person or firm that:

(1) Has been in existence for at least one year and has filed a federal income

 

 

tax return and includes regulated professionals, such as engineers,
architects, certified public accountants and attorneys, who have at least three
years of professional experience and who own businesses that have been in
existence for less than one year and may not have filed a federal income tax
return;

(2) During
the last three years (or less if the business has been in existence
for less than three years) has had average annual gross sales:

	 	a.	 	In commodities of less than $3,500,000,00;
	 
	 	b.	 	In professional services of less than $3,500,000,00; or
	 
	 	c.	 	In construction of less than $7,000,000,00; and

(3) Meets the certification criteria set forth in this article

     Small
business committee means
the committee established pursuant to section 66-238.

     Small business listing means a supplier list of certified small businesses by commodity
codes established by the National Institute of Governmental Purchasing (NIGP) and publisher by
the small business division and made available to contractors or
vendors for use in
identifying subcontractors and material suppliers.

     Subcontractor
means any person providing goods, services and/or construction to a prime
contractor for profit, if such goods, services and/or construction are procured or used in
fulfillment of the prime contractor’s obligations arising from a contract with the city, excluding
providers of goods directly acquired by the city.

     Vendor
means an actual or potential supplier of goods, services and/or
construction.

     WB
means a woman-owned business.

(Code 1979. § 2-453)

  Cross
references: Definitions generally, § 1-2.

Sec.
66-224. Scope.

(a) Except as otherwise provided in this article, this article shall apply to the
solicitation of all goods, services, professional services and construction by the city.

(b) Businesses
eligible to participate in this program must:

(1) Be certified by the small business division as meeting the definition of
a small business; and

(2) Be
registered as a vendor by the city.

(Code 1979. § 2-454)

Sec.
66-225. Program administration.

     The
director of the economic and community development department has the overall
responsibility for administering the small business program. The small business division shall
be responsible for developing, managing and implementing the small business program on a day
to-day basis. The director of the economic and community development
department may promulgate
policies and procedures consistent with this article and any federal or state law regulation
or grant requirement.

(Code
1979. § 2-455; Ord. No. 3691-03, §3, 9-29-2003)

 

 

Sec.
66-226. Implementation.

     The
city shall take all necessary and reasonable steps permissible by law to ensure that
certified small businesses have the maximum opportunity to
participate in the city’s procurement
processes.

(1) The small business division manager shall:

a.
Identify procurement opportunities for small businesses;

b.
Analyze small business availability for the procurement of goods,
services, professional services and construction;

c. Prepare an annual budget detail that allocates resources including budget
and staff to carry out the mandates of this article;

d. Develop and maintain records of certified small businesses so that
vendor listings can be produced for use in identifying potential
contractors, subcontractors, material suppliers and providers of goods,
services and construction;

e. Recommend individual procurement goals to the goal setting
committee;

f.
Monitor and maintain records to verify steps taken and results achieved to
maximize small business participation;

g.
Promote the city’s small business program;

h. Provide quarterly truth-in-reporting reports to the city commission and
to the small business committee detailing small business participation
in the city’s procurement. This report shall include both total
dollars and percentages and shall not omit any procurement in the
calculation of such. The first quarterly report shall be for the period
ending June 30, 2001;

i. Refer small businesses to available programs that provide technical
assistance, including, but not limited to, business planning, financial aid
and other training for small businesses;

j.
Recommend that the procurement official schedule pre-bid or pre-proposal
meetings where appropriate to inform potential contractors about small
business requirements and encourage small businesses to attend these
meetings;

k. Provide Information and assistance to small businesses on certification
procedures, subcontracting practices and bonding requirements;

l.
Plan and participate in training seminars for the purpose of informing
potential bidders/Proposers/Vendors of the city’s small business program;

m.
Recommend that, when appropriate, the procurement official place notices
of procurement opportunities in small business trade association
newsletters, local or regional newspapers and minority and woman focused
media; and

n.
Collect and maintain data through software systems in order to report on
compliance with the article and monitor and report on utilization of
minority- and woman-owned business as compared to their availability.

 

 

(2) The procurement official shall implement those requirements of this
article
that are included within the authority and duties of the procurement official as set
forth in the procurement code, including, where appropriate ,revising the
procurement procedure

(3) Department
directors shall, whenever practicable:

a.
Separate discrete and unconnected work elements from projects for
separate contracts, where separation will not cause substantial adverse
fiscal, administrative, or legal impact;

b. Divide procurements into component parts or work elements on goal
setting worksheets so that the small business division can determine
which small businesses are available to participate as subcontractors;
and

c. Establish delivery schedules that do not discourage small or large
business participation, especially in master agreements.

(Code
1979. §2-456)

Sec.
66-227. Waiver.

(a)
Emergency waiver. Whenever an emergency procurement is authorized by the
mayor pursuant to the procurement code, the requirements of this article shall be
deemed waived.

(b) Single
source waiver. Whenever the procurement official makes a single source
determination pursuant to the procurement code, the requirements of this article shall be
deemed waived.

(c) Performance
waiver. The small business division manager may waive compliance with this
article it such compliance is no longer possible or practicable during the period of
performance of the contract.

(Code 1979. §2-457)

Sec. 66-228. Goals.

(a) Annual goal. Small business participation goals will be set on a procurement by
procurement basis as set forth in this article. At the request of the city commission, but
no less than on an annual basis, the small business division shall provide a formal report
on small business utilization and availability data to the city
commission. Upon evaluating
such data, the city commission may establish or revise an annual participation
goal for the next fiscal year.

(b)
Annual budget detail. Each department shall, by no later than October 1, provide the
small business division with its annual budget detail. The small business division manager
shall compile a prospective procurement list based on the annual budget detail received from
the individual departments and make these listings available to the goal setting committee
for their use and consideration in establishing procurement goals and to the small business
community for the purpose of providing them with advance notice of
upcoming opportunities.

(c) Goals
for procurements over twenty-five thousand dollars. Specific goals for each
bid or proposal shall be adopted on a procurement by procurement basis.

 

 

(1)
Goal setting committee. The goals will be established by a goal setting committee composed of
a representative of administration, the small business division, the parks and recreation department,
the procurement division, the public utilities department, and any other department or division
as determined by the mayor. The city attorney shall serve as legal advisor to the committee.

(2) Criteria
for bid or proposal goal establishment. In setting bid or proposal goals, the following
factors shall be considered;

a. The type of work required;

b. The contracting and subcontracting opportunities for small
businesses, including support and ancillary services, and the number of
certified small businesses available in comparison with other registered
vendors;

c.
Past and current experience of the city in meeting its goal and the
results and reasons therefore; and

d.
special circumstances relating to the procurement including, but not
limited to, scheduling constraints.

(3) Procedure
for establishing an individual procurement goal.

a. The department responsible for the procurement shall prepare a goal setting worksheet
that identifies its various components. The goal setting worksheet will be submitted to
the small business division outlining the potential contracting and
subcontracting opportunities and
the estimated percentage that each bears to the total bid, proposal,
work authorization, or
procurement. The goal setting worksheet shall show the scope of the work for each
component that has potential for being subcontracted and the  qualifications required of the
subcontractor to do the work if they are not evident in the scope of work. The goal
setting worksheet shall also identify if the procurement has any other specific
requirements such as may be imposed by a federal/state grant. The goal setting worksheet
is forwarded to the small business division manager.

b. The small business division then compares the goal setting worksheet against the
listing of certified small business vendor database to determine the availability of
small businesses qualified to do the work in each potential subcontract component, reviews
the listing of other vendors and calculates the goal for each bid, proposal and work
authorization. Upon calculating the goal, the small business division shall provide the
completed goal setting worksheet, the list of qualified small business vendors and the list
of other vendors to the procurement official, the department responsible for the
procurement, and all members of the goal setting committee. The individual goal set by
the small business division shall become final, unless a review is requested by the
procurement official, the department responsible for the procurement, or any member of the
goal setting committee within three business days of the goal calculation by the small
business division. If a review is requested, the small business
division shall coordinate
the scheduling of a meeting of the goal setting committee to review me goal calculation,
such meeting to be held as soon as practicable, but no later than within seven business
days of the request.

c.
The goal setting committee may approve the goals calculated by the small business
division or set other goals for the bid or proposal or work
authorization based on other information presented at the goal setting

 

 

meeting. No individual procurement goal for small business
participation may exceed 50 percent. If there are no available certified
small businesses for the procurement no goal will be established.

d. The established goal shall be applied to the full monetary value of the
procurement; no portion of the procurement is exempt from consideration in
determining whether the goal was met or not.

e. In case of a certified small business submitting a bid as a
prime contractor, the small business is credited with meeting the
percentage of the procurement goal that the small business will perform
with its own forces plus the percentage of subcontractors awarded to other
certified small businesses.

f.
A single purpose joint venture or partnership consisting of a small
business where the small business owns and controls at least 51 percent
of the entity and a non-small business, functioning as a prime contractor,
will be credited with small business participation on the basis of
percentage of ownership participation in the work risk and profit by the
small business.

g.
Bidders or proposers will receive credit for small business
participation goal attainment only for subcontractors who are certified and
licenced, if required, in the specific area of expertise for which credit is
sought at the time of bid or proposal opening.

(d) Quotes
for small procurements valued at $2,500,00 to $25,000.00. Whenever
practicable1 the procurement official shall obtain quotes from small businesses when they
are listed on the computerised supplier lists by NIGP codes.

(e) Procurement
card and other purchases valued at less than twenty-five hundred dollars.
The procurement official shall encourage the use of small businesses.

(Code
1979. §2-458)

Sec.
66-229, Preferential programs.

     Although
small business participation shall be strongly encouraged on all procurements,
the following preferences shall not apply to procurements valued at
less than $25,000.00:

(1)
Bid preference (for procurements over twenty-five thousand
dollars).

a. For procurements that involve an invitation to bid and when the bid
providing the best value to the city is less than $1,000,000.00 then the
bidder selected shall be the bidder that provides the best value for the
city
and meets the small business goals, so long as that bid does not exceed
the bid otherwise providing the best value to the city by ten percent. If
the
bid providing the best value to the city which meets the small business
goal is more then ten percent greater than the bid otherwise providing the
best value to the city on the bid, the city shall award the bid to such
bidder
and the small business goals shall be deemed waived for such contract or
work authorization.

b. For procurements or work authorisations using a competitive-bid
basis and when the bid providing the best value to the city is
$1,000,000.00 or more, then the award shall be made to the bid providing
the best value to the city that meets the small business goals, so long as
that bid does not exceed the bid that otherwise provides the best value to

 

 

the
city by $100,000,00. If the bid which meets the small business goal
is more than $100,000.00 greater than the bid that otherwise provides the best
value to the city, the city shall award the bid to such bidder and the small
business goals shall be deemed waived for such contract.

(2)
Request for proposals preference (over twenty-five thousand dollars). For
procurements using requests for proposals, the procurement official
or, if applicable, evaluation committee established to evaluate the proposals, shall
consider compliance with the small business goals as a material criterion for
selection, i.e., such goals shall be given significant weight.

(Code 1979. § 2-459)

Sec.
66-230. Good faith efforts.

(a) Contractors
submitting bids or proposals to provide goods, services and
construction to the city shall attempt to comply with small business participation goals.
In the event the goals are not achieved, the contractor must include
with its bid evidence of good faith efforts to achieve the goals. A bidder or proposer may
still be selected subject to the provisions of this article, and the city shall consider the
following criteria in determining good faith efforts:

(1) Attendance at the pre-bid conference, if held;

(2) Whether
and when the contractor provided written notice to all certified small
businesses that perform the type of work to be subcontracted
appearing or the
listings by commodity codes established by NIGP as published by the small business
division and advising the small businesses;

a. Of the specific work the contractor intends to subcontract;

b.
That their interest in the contract is being solicited; and

c.
How to obtain information for the review and inspection of contracts,
plans and specifications;

(3) Whether
the contractor selected feasible portions of work to be performed
by small businesses, including, where appropriate, dividing work
elements in any
manner that maximize the opportunity for small business participation. The ability
of the contractor to perform the work with its own work force will not in
itself excuse a contractor from making positive efforts to meet goals for small
business
participation on the contract;

(4) Whether the contractor considered all quotations received from small
businesses, and for those quotations not accepted, the contractor
shall provide a written explanation of why the small business will not be used during the course
of the contract. Receipt of a lower quotation from a non-small
business will not in itself excuse  a contractor’s failure to meet project goals;

(5) Whether
the contractor provided interested small businesses assistance in reviewing the contract plans and specifications;

(6) Whether
the contractor assisted interested small business firms in obtaining information regarding required bonding
lines of credit or insurance if such assistance was necessary;

(7) Whether
the contractor advertised the subcontracting opportunities in publications of general circulation, trade associations, and small business
focused media;

 

 

(8) Whether the contractor followed up initial solicitations of interest by
contacting small businesses to determine with certainty whether the small business
was interested;

(9) Whether the contractor negotiated in good faith with interested small businesses,
based on a reasonable investigation of their capabilities;

(10) Whether
the contractor effectively used the services of available small business
associations (community organizations, contractors business groups); local, state
and federal small business assistance offices; and other organizations that
provide assistance in the recruitment and placement of small business businesses;

(11) Whether
the contractor has utilized small business subcontractors on other (city
and private sector) contracts within six months preceding the date of the specific
contract under consideration;

(12) Whether the contractor’s efforts were merely pro forma, given all relevant
circumstances, and could not reasonably be expected to provide sufficient small
business participation to meet the goals.

(b) This list is not intended to be all inclusive, and the city will consider the
quality, quantity, intensity and timeliness of the contractor’s
efforts. The small
business division shall develop procedures and clarifications which provide objective
guidelines pertaining to the criteria for determining of good faith
efforts.

(c) It is the responsibility of the contractor to exercise good faith efforts. Any act
or omission by the city shall not relieve the bidder or proposer of this
responsibility.

(Code
1979. § 2-460)

Sec.
66-231. Bid and proposals requirements.

Bids and proposals shall include the following:

(1) A provision prohibiting any agreement between a contractor and a small business
where the small business promises not to provide subcontracting quotations to other
bidders or potential bidders.

(2) A statement that credit for small business subcontractors or partnerships
for goal attainment is applicable only for those which are certified by the city
in the specific area of expertise for which credit is sought at the time of the
bid opening.

(3) A requirement that the bidder or proposer shall provide, as appropriate,
such forms as needed to demonstrate compliance with this article

(4) A statement to the effect that if a contractor lists a small business who
has been decertified after submission of bids or proposals, but prior to the
award of the contract, the city shall require the contractor, within a specific
reasonable
timeframe, to attain the small business goal with a certified small business or
demonstrate good-faith efforts.

(Code
1979. § 2-461)

Sec.
66-232. Contract.

The
following shall be included in the body of the contract with the city
for the provisions

 

 

of goods, services and construction:

(1) A
provision indicating that this article is incorporated by reference.

(2) A requirement that the contractor shall comply with the commitment to use small
businesses made in their proposal or bid. Small businesses that no longer remain
associated with the contract of the contractor shall be replaced with other
certified small businesses unless approval to the contrary is granted by the small
business division manager.

(3) A requirement to maintain relevant records and information necessary to
document compliance with this article and to permit the city to inspect and audit
such records.

(Code
1979. § 2-462)

Sec.
66-233, Contract compliance requirements.

(a) The small business division will establish procedures for monitoring and
evaluating program performance and compliance. Failure to comply with the small business
requirements of an awarded contract may result in suspension or debarment of the firms or
individuals involved in accordance with all applicable articles.

(b) Any contractor or firm who falsely represents that it is a small or minority- or
woman-owned business or any contractor or firm which submits a bid or proposal which is
determined to contain false representations as to the utilization of small businesses may
be disqualified from bidding, proposing, or negotiating on any city procurement for 36
months.

(Code
1979. §2-463)

Sec. 66-234, Disqualification.

(a) The city reserves the right to reject any bid or proposal where the bidder or
proposer has previously failed to perform properly and who have done so by commission or
omission of an act of such serious and compelling nature that the act indicates a serious
lack of business integrity or honesty. Such acts include, but are not limited to:

(1) Violating any applicable law, regulation, or contract provision relating to the
performance of obligations incurred under a city contract.

(2) Making or purporting to make any false statement or using deceit for the
purpose of influencing in any way any action of the city.

(3) Making false representations as a small business for the purposes of qualifying
for certification as such a business under this article.

(b) It
is unlawful for any individual to falsely represent any entity as a minority/woman
or small business for purposes of qualifying for certification as such a business under
this article.

(c) Any contractor or firm which falsely represents to the city that it is a small
business firm and/or which represents that it will use the services or commodities of a small
business and subsequently does not do so, without prior city approval, may be in breach of
contract. Upon determination that a breach of contract has occurred, the city shall have all
available remedies for breach of contract.

(Code
1979. § 2-464)

 

 

Sec.
66-235. Documentation of small business subcontractor utilization and payment.

     Every contract let by the city for the performance of work shall contain a provision
requiring the prime contractor to certify in writing that all small business subcontractors,
subconsultants, and suppliers have been utilized in accordance with the participation levels
provided by the prime contractor at the time of contract and have been paid for work and materials
from previous progress payments received, less any retainage, prior to receipt of any further
progress payments. During the contract and upon completion of the contract, the city shall require
documentation from the prime contractor to certify utilization and payment to small business
subcontractors, subconsultants or suppliers. This provision in no way creates any contractual
relationship between any subcontractor, subconsultant, or supplier and the city or any liability
on the city for the contractor’s failure to make timely payment to the subcontractor,
subconsultant or supplier.

(Code
1979. §2-465)

Sec.
66-236. Certification.

(a) Eligibility standards for small businesses. An eligible small business is a business
that meets the following criteria:

(1) Meets
the definition of small business as set forth in this article;

(2) Has its principal place of business located within the county;

(3) Performs a commercially useful function and is responsible for execution of a
discrete element of work of a contract and carrying out its
responsibilities by
actually performing, managing, and supervising the work performed; and

(4) Is
not owned nor controlled by a large business as defined in this article.

(b) Eligibility standards for minority/woman business. Participation in the preferential
programs set forth in this article is limited to small businesses only. A small business
may additionally be certified as a minority or woman-owned business. Additional
certification as a minority or woman owned business shall only be used by the city for data
collection and monitoring purposes. An eligible MB/WB is a business concern which meets
all of the criteria for a small business above and the following criteria:

(1) Is a business that is both owned and controlled by minorities or by women or
combination thereof. This means that minorities or women must own at least 51
percent of the business and that the management and daily business operations are
controlled by the minorities or women who own it.

(2) Is
an independent business. The ownership and control by minorities and/or
women shall be real, substantial and continuing and shall continue beyond the pro
forma ownership of the firm as reflected in its ownership documents. The minority or
woman owners shall enjoy the customary incidents of ownership and shall share in
the risks and profits commensurate with their ownership interests, as demonstrated
by an examination of the substance rather than form or arrangements. Recognition of
the business as a separate legal entity for tax or corporate purposes is not
necessarily sufficient for recognition as a MB/WB. In determining whether a
potential MB/WB is an independent business, the city shall consider all relevant
factors, including, but not limited to, the date the business was
established, the adequacy of its resources for the type

 

 

of work
specified, and the degree to which financial, equipment leasing and other
relationships with nonminority firms vary from established Industry practices.

a.
Ownership. In determining ownership of the business, the contribution of capital or
expertise by the minority or woman owners to acquire their interest in the firm shall be real
and substantial, Examples of insufficient contributions include, but are not limited to, a
promise to contribute capital, a note payable to the firm or its
owners who are not
minorities or women, or the mere participation as an employee, rather than as a
manager/owner. Businesses which have had a transfer of ownership or control from a
nonminority or man who maintains any interest in the business to a minority or woman shall
not be considered for certification for one year of such transfer.

b. Control. The minority or woman owner must have operational and managerial control
of the business. The primary consideration determining operational control and
the extent to which the minority person or woman actually operates the business will rest
upon the peculiarities of the industry of which the business is a
part. Accordingly, in
order to clarify the level of operational involvement of the minority person or woman in
the business to be certified as an MB/WB, the following examples are put forth and are
not to be all inclusive:

1. The minority person or woman must have experience in the industry for which
certification is sought.

2.
The minority person or woman must be able to demonstrate that basic
decisions pertaining to the daily operation of the business are made
independently.

3.
The minority person or woman must have technical competence in the industry
for which certification is sought. The minority person or woman must have a working
knowledge of the technical requirements of the business needed to operate in the
industry.

c.
Managerial control. Managerial control means that the minority
or woman demonstrates
the ability to make independent and Unilateral business decisions needed to guide the
future and destiny of the business. For a minority or woman to demonstrate the extent of
their control, the following examples are put forth and are not intended to be all
inclusive:

1. Corporate bylaws or partnership agreements or other agreements should be free
of restrictive language which dilutes the minority’s or woman’s control, thus
preventing them from making those decisions that affect the destiny of the
business.

2.
The minority person or woman should be able to clearly show, through production
of documents, the areas of control, such as, but not limited to:

i. Authority and responsibility to sign payroll checks and letters of
credit;

ii. Authority for negotiations and signature responsibility for
insurance and/or bonds; and

iii.
Authority for negotiations and/or execution of documents.

 

 

if the owners of the firm who are not minorities or women are disproportionately responsible
for the operation of the firm, then the firm is not to be considered an MB/WB within the
meaning of this program. Where the actual management of the firm is contracted out to
individuals other than the owner, those persons will be considered as controlling the
business.

(c)
Application procedures. All applicants wishing to be considered as certified
businesses for the benefits of this program must apply for small business
certification by completing a small business disclosure affidavit, provided by the
small business division. The small business division will prepare a certification
guidebook which will be distributed to interested small businesses and which will
provide guidelines for the preparation of a small business certification application.
Applicants must submit copies of the following documentation as
appropriate for their
business Documents not in English shall be accompanied by a certified
translation.

(1) Corporations.

a.
Proof of minority/woman status, e.g., copy of birth certificate,
driver’s
license or other records, if applicable;

b. Articles of Incorporation including date approved by the state and any
subsequent amendments;

c. Bylaws;

d. Prior three years federal corporate tax returns (or less if the
business has been in existence less than three years), including all
schedules; if a regulated professional has been in practice less than one
year, financial statements reviewed by a certified public accountant for
the period of existence;

e. Resumes of principal and management personnel of business showing
education, training and employment with dates;

f. Stock transfer agreement;

g. License to do business in the county and any other necessary
licenses;

h. Bank signature card;

i.
Minutes of first corporate organizational meeting;

J.
Last three months’ corporate payroll;

k.
Stock ledger;

l.
The corporation’s distribution of profits for the previous year;

m. Third-party agreements, such as rental and lease agreements,
management agreements or purchase agreements;

n.
Stock certificates issued; and

o. Proof of stock purchase/capital invested.

(2) Partnerships.

a.
Proof of minority/woman status, e.g., copy of birth
certificate, driver’s license or other documentation, if applicable;

b. Partnership agreement;

c. Bank signature card;

d.
Prior three years’ federal tax returns (or less if the business has

 

 

been
in existence for less than three years) including all schedules;
if a regulated professional has been in practice less than one year,
financial statements reviewed by a certified public accountant for the period
of existence:

e. Resumes of all partners and management personnel showing education, training and
employment with dates;

f.
License to do business in the county and any other necessary licenses;

g. Buy-out rights agreement;

h. Profit-sharing agreement;

i. Last three months payroll;

j. Proof of capital invested;

k.
The partnership’s distribution of profits for the previous year; and

l. Third-party agreements, such as rental and lease agreements, management
agreements, or purchase agreements.

(3) Sole
proprietors.

a. License to do business in the county and other necessary licenses;

b.
Verification to do business under an assumed name (fictitious name
certificate);

c.
Owner and management personnel resumes showing education
training, and employment with dates;

d.
Prior three years’ federal tax returns (or less if the business
has been in
existence less than three years) including all schedules; if a regulated
professional has been in practice less than one year, financial statements reviewed
by a certified public accountant for the period of existence; and

e.
Proof of minority/woman status, e.g., copies of birth certificate, driver’s
license or other documentation.

(d) Application review procedures. Once an applicant has submitted the disclosure affidavit
and all supporting documentation, certification review will be completed within 60 days and
the following procedures will apply:

(1) The small business disclosure affidavit and all supporting documents will be logged in
as appropriate. Applications will not be processed until all
documents are received. The
small business division will inform the applicant of any missing documentation. Any
applicant failing to submit the documentation within 30 days of the notice shall be deemed
to have abandoned its application. A list of required documentation will be provided with
the application,

(2) The
application will be reviewed for completeness and accuracy.
References will be
called and information verified by third parties, when appropriate,

(3) When
deemed appropriate by the small business division, a personal interview (site
visit) will be scheduled with the principal to discuss the documentation submitted and to
determine if the applicant meets the established criteria.

(4) Applicants approved for certification will be notified immediately by mail

 

 

Certified
small businesses shall be listed in the city’s small business computer database.

(e) Dental
of certification. Applicants denied certification shall be notified by certified mail
and informed of their right to appeal the denial. An applicant denied certification may not reapply
for certification for 120 days from the denial of the certification.

(f) Appeal
of certification denial. Any person or firm that believes it has been wrongfully denied
certification as a small business or MB/WB may file an appeal in writing, signed and dated, with
the small business division. The appeal shall be filed no later than 15 days from the date of the
notice of denied certification.

(g) Hearing
on appeal of certification denial. If an appeal is filed, an administrative hearing
will be conducted with the small business committee. The hearing will be scheduled within 60 days
of the filing of the request for appeal. At the hearing, the committee may not consider any new
information which was not available at the time of the application. This hearing is the final step
available in the city’s administrative process for the denial of a certification application. The
small business committee will provide written notice as to the outcome of the hearing within ten
working days of the date of the hearing. Any person who is a party to the proceeding before the
small business committee may appeal to the circuit court of the county in accordance with
applicable state appellate rules.

(h) Reciprocal
certification. Only firms certified by the city or by any other political
subdivision or governmental entity and granted reciprocal certification by the small business
division will be used in determining goal attainment and will have the advantage of preferential
programs contained within this article. Reciprocity shall be granted to small business firms which
have been certified by other jurisdictions which meet the certification standards of this article
and that provide documentation supporting such other certification.
Eligibility for reciprocal
certification shall be contingent upon a determination by the small business division manager that
the standards of the certifying jurisdiction meet the certification standards of the city. The
small business seeking reciprocal certification must submit to the
small business division a copy of the current certification from the certifying jurisdiction and a
copy of the completed application submitted to the certifying jurisdiction along with any
affidavits of continued eligibility.

(i) Recertification. Certified small business are required to submit an affidavit of their
continued eligibility as a small business every three years. The small business division may
conduct site visits or review documents to ensure continued compliance as a small business. If
there has been a change in ownership interest and or control, the small business must notify the
small business division within 30 days of the change. Supporting documentation may be required for
continued certification. A company that fails to submit its affidavit of continued eligibility or
fails to submit documentation requested by the small business division will no longer be deemed
certified for purposes of participation as a small business. The criteria for recertification shall
be the same as for certification. An applicant may request an appeal of denial of recertification
with 15 days of the date of notice of denial. The hearing shall be conducted in the manner
described above, and notice of the outcome of the hearing shall be sent within ten working days of
the hearing. This hearing shall be the final step in the administrative review of denial of
recertification. An applicant denied recertification may not reapply for certification for 120 days
from the denial of recertification.

(j) Decertification. The small business division shall decertify the small business if:

(1) The
small business cannot be contacted at the last-known address;

(2) The
small business is no longer in business;

(3) The small business is no longer licensed to do the type of business for

 

 

which it
was certified;

(4) The small business obtained its original certification and/or recertification
through false representation or deceit;

(5) The small business has experienced such a substantial change in ownership or
control that continued certification would be contrary to the policy of the city’s
small business program; or

(6) The small business has been disbarred or suspended as a vendor by the city’s
procurement official. At the expiration of any suspension, the firm may reapply for
certification.

The small business division shall notify the small business by certified mail that decertification
is recommended. The small business may request an appeal hearing of the decertification within ten
working days of the date of the receipt of the notice. The hearing shall be conducted in the manner
described in subsections (f) and (g) of this section, and notice of the outcome of the hearing
will be sent within ten working days of the hearing. This hearing shall be the final step in the
administrative review of a decertification. Nothing in this section shall prevent the small
business division manager from commencing an investigation regarding the legtimacy of a firm’s
small business certification based upon information received from an independent third party.

(Code
1979. § 2-465)

Sec. 66-237. Graduation from small business program.

          Participation in the small business preferential programs will be dependent upon the small
business’s need for the preferences extended to small business under this article. A business shall
not be eligible for continued participation in the preferential programs contained in this article
if the business no longer meets the definition of small business contained in this article

(Code
1979. § 2-467)

Sec. 66-238. Small business committee.

(a) There is hereby created and established the small business committee,
appointed by the mayor consisting of seven
members. Members shall serve for staggered terms of three years. Initially three
members shall be appointed for a term of three years, two members shall be
appointed for a term of two years, and two members shall be
appointed for a term of one year. Vacancies shall be filled in the same manner as
the original appointments for the remainder of the vacant term. Each member shall
serve without compensation and may be removed by the mayor without cause. All
members must be residents of the county.

(b) The small business committee shall have the following duties and functions:

(1) To consider and decide any appeals of
the small business division manager’s decision to:

a. Not certify;

b. Not recertify; or

c.
Decertify a person, firm, or business pursuant to this article

(2) To review proposed changes to this
article and make recommendations to

 

 

the mayor and city commission.

The only actions, decisions, and recommendations of the small business committee that shall be
binding on the city shall be the small business committee’s decision regarding appeals related to
certification decertification, and recertification.

(c) A chair and vice-chair shall be elected by a majority vote of the small
business committee and shall serve for a term of one year. The duties of the chair
shall be to preside at small business committee meetings. The vice-chair shall perform
the duties of the chair in the chair’s absence.

(d) Meetings of the small business committee shall be hold at the call of the
chair or according to a meeting schedule adopted by the committee. Four members of the
small business committee shall constitude a quorum and a majority of the quorum shall
be sufficient to take action. The small business committee shall adopt such rules for
its operation, meetings and proceedings as it deems desirable.

(Code
1979. § 2-468)

61

 

SCHEDULE “6”

ADDITIONAL STANDARD TERMS AND CONDITIONS

	 	 	 
	Project:

	 	CITY CENTER PHASE 1
	RFP#

	 	#03/04-109

6.1 Responsibilities of the CRA

     6.1.1 Designation of CRA Representative on Project

     The CRA agrees to designate, in writing, an individual to act as the CRAs representative with
respect to the Professional Services to be rendered hereunder provided that such representative
shall not have the authority to amend or modify this Agreement. Such person shall have complete
authority to transmit instructions, receive information and interpret and define the policies and
decisions of the CRA with respect to the DEVELOPER’s Professional Services hereunder.

     6.1.2 Specification of CRA Requirements for Project

     The CRA agrees to specify all criteria and provide information as to the CRAs requirements for
the Project, including design objectives and constraints, space, capacity and performance
requirements, flexibility and expendability and budgetary limitations, as well as any design and
construction standards that are more stringent than the applicable building code. The CRA shall
also assist DEVELOPER by placing at DEVELOPER’s disposal all available information pertinent to the
Project including previous reports and any other data relative to design or construction of the
Project.

     6.1.3 Items to be Furnished upon the DEVELOPER’s Request

     The designated representative of the CRA will use reasonable efforts to provide the following
existing items requested by the DEVELOPER from time to time  with the understanding that time is of the
essence:

     1. Data prepared by or services of others relevant to the Project;

     2. Appropriate professional interpretations of data prepared by or services of others relevant
to the Project;

     3. Environmental assessment and impact statements existing and in possession of the CRA;

     4. Property, boundary, easement, right-of-way topographic and utility surveys, existing and in
possession of the CRA;

     5. Property descriptions; and

     6. Zoning
deed and other land use restrictions as known by the CRA;

     6.1.4 Access to Property

     The CRA agrees to arrange for access to and make all provisions for DEVELOPER to enter upon
public and private property as required for the DEVELOPER to perform services under this Agreement.

     6.1.5 Attendance at Meetings

     The CRA agrees that a representative of the CRA will attend all public meetings and DEVELOPER
meetings to which the CRA is requested to attend.

17

 

6.2 Availability of Funds

     It is understood and agreed that the CRAs performance and obligation to pay under this
Agreement is contingent upon an annual appropriation for its purpose by the CRA. The CRA will
notify the DEVELOPER immediately to stop work if funds are not appropriated and will guarantee
DEVELOPER payment for all work performed up to the time of any such instruction to stop work. Upon
execution hereof, the CRA will have appropriated funds sufficient for the Professional Service fee
for Phase 1 under this Agreement.

6.3 Representations of the DEVELOPER

     6.3.1
Warranty of Design and Constructability

     DEVELOPER hereby warrants and guarantees to CRA that DEVELOPER shall be responsible for
assuring that the Project, as designed by DEVELOPER , (i) is and
shall be designed with no material
defects in design, determined in accordance with sound architectural and engineering principles and
generally accepted industry standards; (ii) is and shall be designed in accordance with generally
accepted architectural and engineering standards, and (iii) is constructible. Without waiver of
CRA’s other rights and remedies CRA may require DEVELOPER to perform again, at DEVELOPER’s sole
cost and expense, any design services which were not performed in accordance with the standards set
forth in this section. DEVELOPER hereby waives any claims which it may have or assert against the
CRA with respect to this section, except and unless and failure of DEVELOPER to perform under this
Section is, in whole or in part, due to the action or inaction of the CRA. Without limiting any
other remedy available to CRA, the DEVELOPER shall furnish at its own expense any redesign or
revisions to the design documents necessary to correct any material errors, omissions, failures or
deficiencies in such documents with respect to the warranty of design and constructability of the
Project, and shall at its sole cost and expense, correct any work performed in accordance with
deficient documents. The CRA’s review or approval of or payment for, any Services under this
Agreement shall not be construed as a waiver of any rights under this Agreement or any cause of
action arising out of performance under this Agreement. this section shall survive the expiration
or termination of this Agreement.

     6.3.2 Authority of DEVELOPER to Conduct Business

     The DEVELOPER hereby represents and warrants that DEVELOPER, its team members and all
sub-consultants, have and will continue to maintain all licenses and approvals required to conduct
business, and that they will at all times conduct business activities in a reputable manner. Proof
of such licenses and approvals shall be submitted to the CRA upon request.

     6.3.3 No solicitation

     The DEVELOPER warrants that it has not employed or retained any company or person, other than
a bona fide employee working solely for the DEVELOPER to solicit or secure this Agreement and that
it has not paid or agreed to pay any person company, corporation, individual, or firm, other than a
bona fide employee working solely for the DEVELOPER any fee, commission, percentage, gift, or any
other consideration contingent upon or resulting from the award or
making of this Agreement. In the event of a breach or violation of this provision by DEVELOPER, the CRA shall have the right to
terminate the Agreement without liability and, at this discretion, to deduct from the contract
price, or otherwise recover the full amount of such fee, commission, percentage, gift or
consideration.

     6.3.4 Independent Contractor Relationship

     The DEVELOPER and its sub-consultants are, and shall be, in the performance of all work services
and activities hereunder, independent contractors and not employees, agents, or servants of the
CRA. All persons engaged in any of the work or services performed pursuant to this Agreement shall
at all times be subject to the DEVELOPER’s sole direction supervision and

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control. The DEVELOPER shall exercise control over the means and manner in which it and its
employees perform the work, and in all respects the DEVELOPER’s relationship and the relationship
of its employees to the CRA shall be that of independent Contractor and not as employees or agents
of the CRA. The DEVELOPER does not have the power or authority to bind the CRA in any promise,
agreement or representation other than specifically provided for in
this Agreement. The DEVELOPER
shall be responsible to the CRA for all work or services performed by the DEVELOPER or any person
or firm engaged as a sub-DEVELOPER or subcontractor to perform work in fulfillment of this
Agreement.

     6.3.5 Personnel

     The DEVELOPER represents that it has or will secure at its own expense, all necessary
personnel required to perform its obligations hereunder. It is understood and agreed that such
personnel shall not be employees of or have any contractual relationship with the CRA. All of the
services required hereunder shall be performed by the DEVELOPER or under its supervision, and all
personnel engaged in performing the services shall be fully qualified
and, if required, licensed or
permitted under all applicable federal, state and local laws and regulations to performed such
services. The DEVELOPER warrants, moreover, that all services shall be performed by skilled and
competent personnel in accordance with all applicable national, federal, state, and local
professional and technical standards. DEVELOPER more specifically
acknowledges that; its employees will not be eligible to participate
in any employee benefit maintained by the CRA;  will not be
covered by the CRA’s workers’ compensation insurance; and DEVELOPER will be solely and exclusively
responsible for payment of all federal and state income, social security, unemployment and
disability taxes due in respect of all compensation and/or other consideration paid by the CRA to
DEVELOPER hereunder.

          6.3.5.1
Non-Discrimination by Developer. The DEVELOPER warrants and represents that all of its
employees and applicants for employment are treated equally without regard to race, color,
religion, disability, gender, age national origin, ancestry marital status or sexual orientation.

          6.3.5.2 Fair Labor Standards Act. DEVELOPER is required to pay all employees not less than the
Federal minimum wage and to abide by other requirements as established by the Congress of the
United States in the Fair Labor Standards Act as amended from time-to-time.

          6.3.5.3
Unauthorized Aliens. The CRA shall consider the employment by DEVELOPER of
unauthorized aliens a violation of section 274A(e) of the Immigration and Nationalization Act. Such
violation shall be cause for unilateral cancellation of this Agreement.

          6.3.5.4 Possession of Firearms. Possession of firearms will not be tolerated on CRA or City of
West Palm Beach property. “Firearm” means any weapon (including a starter gun or antique firearm)
which will, is designed to, or may readily be converted to expel a projectile by the action of an
explosive; the frame or receiver of any such weapon; any destructive device; or any machine gun. No
person who has a firearm in their vehicle may park their vehicle on CRA property. Furthermore, no
person may possess or bring a firearm on CRA property. If any employee of an independent contractor
or sub-contractor is found to have brought a firearm on CRA property, said employee will be
terminated from the CRA project by the independent contractor or sub-contractor. If the
sub-contractor fails to terminate said employee, the sub-contractor’s agreement with the
independent contractor for the Project shall be terminated. If the independent contractor fails to
terminate said employee or fails to terminate the agreement with sub-contractor who fails to
terminate said employee the independent contractor’s agreement with CRA shall be terminated

19

 

     6.3.6
Selection of Sub-consultants.

     Other
than the Team members identified in Section 7 of the Agreement,
the DEVELOPER shall obtain the prior written approval of the CRA as to each proposed sub-consultant and the CRA
reserves the right to reject the selection of a particular sub-consultant and to inspect all
facilities of any sub-consultant in order to make a determination as to capability of the
sub-consultant to perform properly under this Agreement. If the DEVELOPER determines that it is
necessary to replace a particular sub-consultant to complete its part of the work on the Project in
a professional or timely fashion, the DEVELOPER shall promptly do so, subject to prior written
approval and acceptance of the new sub-consultants by the CRA, which
approval shall not be unreasonably withheld. All sub-consultant agreements entered into by DEVELOPER with respect to the
Project shall name the CRA as a third-party beneficiary. CRA shall have the right to communicate
with sub-consultants in the presence of DEVELOPER. However, nothing in the foregoing shall create
any contractual relationship between sub-consultants and CRA.

     6.3.7 Absence of Arrears

     The
DEVELOPER shall not pledge the credit of the CRA or City of West Palm Beach or attempt to
make the CRA a guarantor of payment or surely for any contract, debt, obligation, judgment, lien,
or any other form of indebtedness. The DEVELOPER further warrants and represents that it has no
obligation or indebtedness that would impair to meet the completion dates or schedule of this
Agreement.

     6.3.8 Absence of Conflicts of Interest

     The DEVELOPER represents that it presently has no interest and shall acquire no interest,
either direct or indirect, which would conflict in any manner with its performance hereunder. The
DEVELOPER further represents that no person having any interest shall be employed or engaged by it
for said performance. The DEVELOPER shall promptly notify the CRA in writing by certified mail of
all potential conflicts or interest for any prospective business association, interest or other
circumstance that may influence or appear to influence the DEVELOPER’s judgment or quality of
services being provided hereunder. Said notification shall identify the prospective business
interest or circumstance and the nature of work that the DEVELOPER intends to undertake and shall
request the opinion of the CRA as to whether such association, interest or circumstance would, in
the opinion of the CRA constitute a conflict of interest if entered into by the DEVELOPER. The CRA
agrees to notify the DEVELOPER by certified mail of its opinion within thirty (30) calendar days of
receipt of the said notification and request for opinion. If, in the opinion of the CRA, the
prospective business association, interest or circumstance would not constitute a conflict of
interest by the DEVELOPER, the CRA shall so state in its opinion and the DEVELOPER may at its
option, enter into said association, interest or circumstance and it shall be deemed not in
conflict of interest with respect to services provided to the CRA by the DEVELOPER under the terms
hereof.

     6.3.9 State Taxes

     The CRA is exempt from payment of Florida State Sales and Use Taxes. The CRA
agrees to sign on exemption certificate submitted by the DEVELOPER. The DEVELOPER agrees and
understands that it shall not be exempted from paying sales tax to its suppliers for materials used
to fulfill contractual obligations with the CRA, nor is the DEVELOPER authorized to use the City of
West Palm Beach or CRA’s tax exemption number in securing such materials. The DEVELOPER shall be
responsible for payment of its own and its share of its employees’ payroll taxes and benefits with
respect hereof.

     6.3.10 Obligation to Furnish Documents to the CRA

     The DEVELOPER shall deliver to the CRA for approval and acceptance and before being

20

 

eligible for final payment of any amounts due copies of all documents and materials prepared by and
for the CRA in connection herewith.

     6.3.11 Public Entity Crime Act

     DEVELOPER represents that the execution of the Agreement will not violate the Public
Entity Crime Act, Section 287.133, Florida Statutes, which essentially provides that a person or
affiliate who is a contractor, developer, or other provide and who has been placed on the convicted
vendor list following a conviction for a public entity crime may not submit a bid on contract to
provide any goods or service to CRA, may not submit a bid on a contract for the construction or
repair of a public building or public work, and may not be awarded or perform work as a contractor
or DEVELOPER under a contract with the CRA and may not transact any business with CRA in excess of
the threshold amount set forth in the statute for a period of 36 months from the date of being
placed on the convicted vendor list. DEVELOPER represents that there has been no determination that
it committed a “public entity crime” and that it has not been formally charged with committing a
“public entity crime” and has not been placed on the State Convicted Vendor List. Violation of this
Section shall result in termination of the Agreement and recovery of all moneys paid by CRA under
this Agreement and may result in debarment from the competitive procurement activities.

     6.3.12 Compliance with Laws

     DEVELOPER shall comply with all applicable federal, state and local laws, codes and
ordinances in performing its duties, responsibilities and obligations under this Agreement.

6.4 Public Records Law

     The DEVELOPER shall allow public access to all documents, papers, letters or other material
subject to the provisions of Chapter 119 Florida Statutes, and made or received by the DEVELOPER in
conjunction with this Agreement. Failure by the DEVELOPER to grant such public access shall be
grounds for immediate unilateral cancellation of this Agreement by
the CRA.

6.5 Confidentiality

     The DEVELOPER agrees that it will make no statements, press release or publicity releases
concerning this Agreement or its subject matter or otherwise disclose or permit to be disclosed
any of the data or other information obtained or furnished in
compliance with this Agreement, or any particulars thereof, during
the period of this Agreement, without first notifying the CRA and securing
its consent in writing. The DEVELOPER also agrees that it will not publish, copyright or patent
any of the data developed under this Agreement it being understood that such data or information is
the property of the CRA.

6.6 CRA’s Ownership of Documents

     All
tracings, plans, drawings specifications, maps, computer files and/or reports prepared or
obtained under this Agreement, as well as all data collected,
together with summaries and charts derived therefrom, will be
considered works made for hire and will become the property of the CRA
upon completion or termination of this Agreement without restriction or limitation on their use and
will be made available, upon request, to the CRA at any time during the performance of such services
and/or upon completion or termination of this Agreement. Upon
delivery to the CRA of said document
, the CRA will become the custodian thereof in accordance with Chapter 119,
Florida Statutes. The DEVELOPER will not copyright any material and products or patent any
invention developed under this Agreement. The CRA will have the right to visit the site for
inspection of the work and the products of the DEVELOPER at any time. DEVELOPER grants to the CRA
an exclusive irrevocable and perpetual right and license to use or
re-use the plans, drawings, specifications and other materials
prepared by DEVELOPER or its sub-consultants in accordance

21

 

with Section 287.055(10), Florida Statutes, and such use or re-use shall not be considered
procurement of professional services for a project or contract award. Any re-use of DEVELOPER’s
documents, except for the specific purpose for this Project, will be at no additional cost to the
CRA and at CRA’s sole risk, without liability or legal exposure
to DEVELOPER.

6.7 DEVELOPERs Competitive Negotiation Act

     The
parties confirm that the procurement of the Professional Services
hereunder was the subject of the
competitive selection and negotiation processes mandated by Section 287.055 Florida Statutes unless
specifically exempted therefrom.

6.8 City of West Palm Beach Small Business Ordinance

     6.8.1 Small Business Program Ordinance

     The City of West Palm Beach, in an effort to encourage full and equitable participation by
small businesses operating in Palm Beach County in the provision of goods and services to the City
and CRA, has adopted the “Small Business Program Ordinance”
set forth in Chapter 66 of the Code of
Ordinances. The Small Business Program Ordinance is made part of this Agreement by reference
thereto. The DEVELOPER shall comply with the requirements of the Small Business Program Ordinance
throughout the term of this Agreement.

     6.8.2 Small Business Records

     The DEVELOPER agrees to maintain in an orderly fashion records that document its compliance
with the Small Business Program Ordinance with respect to this Agreement and shall make said
records available to the City and CRA for inspection during reasonable business hours throughout
the Term hereof. Additionally, for purposes of enabling the City to track activity of small
businesses and to update its database accurately, the DEVELOPER agrees to furnish to the City or
CRA records and documentation evidencing all Small Businesses that responded to proposal to work
with DEVELOPER on this Project, regardless or whether each Small Business ultimately contracted to
work hereunder.

6.9 Invoices and Audit of Records

     6.9.1 Invoices to the CRA

     The
DEVELOPER will bill the CRA for services rendered upon completion of deliverables as set
forth in Schedule 2. Invoices received from the DEVELOPER pursuant to this Agreement shall be
reviewed and are subject to the prior approval of the CRA to determine if services have been
rendered in conformity with Agreement. Invoices must reference the Project number and will, if
approved by the CRA for payment be paid within thirty (30) days following approval or such other
period allowed by law. The CRA shall only be required to pay interest to DEVELOPER where payments
are not made within the time constraints of the Florida Prompt Payment Act, Section 218.70 et seq.
Fla. Stat., incorporated by reference herein.

     6.9.2 Charges Above the Professional Fee and Supporting Records

     Should the CRA deem that a change in the Professional Services fee is appropriate, then a
decrease or increase shall be agreed by the parties in writing. The DEVELOPER shall maintain
complete and orderly documentation underlying all of its invoiced out of pocket expenses, including
copies of paid receipts, invoices, or other documentation acceptable to the CRA. Such documentation
shall be sufficient to establish that the expenses were actually incurred and necessary in the
performance of the Professional Services described herein. Any travel, per diem, mileage, meals, or
lodging expenses, the cost of which are subject to the CRA’s prior written approval, shall be paid
in accordance with the rates and conditions established by applicable law or ordinance.

22

 

     6.9.3 Significance of “Final Invoice”

     In order for both parties herein to close their books and records, the DEVELOPER shall clearly
indicate “Final Invoice” on its final invoice to the CRA for the Project. Such indication shall
certify to the CRA that all services have been properly performed and all charges and costs owed in
connection with this Agreement or the City Travel Policy have been invoiced to the CRA for the
Project. Since this account will thereupon be closed any and other further requests for
reimbursement or payment, if not properly included on this final notice are waived by the DEVELOPER
for the Project.

6.10 Access and Audit

     The DEVELOPER shall maintain (a) timesheets kept in a clear and orderly fashion used to
substantiate the monthly invoices to be submitted hereunder and (b) adequate records to justify all
charges, expenses, and costs incurred in estimating and performing the work, as well as copies of
communications regarding the performance of its obligations under this Agreement, for at least
three (3) years after the date of final payment of this Agreement. The CRA shall have access to
such timesheets, books, records, and documents as required in this Section for the purpose of
inspection or audit during normal business hours, at the DEVELOPER’s place of business located in
the State of Florida during the Term hereunder and for at least three (3) years after the date of
final payment of this Agreement.

6.11 Insurance

     6.11.1 Insurance Requirements Generally

     The DEVELOPER shall not commence work under this Agreement until it has: (1) obtained all insurance
required under this Section: (2) furnished certificates of such
insurance to the CRA; and: (3)
obtained the written approval by the CRA as to the sufficiency of such insurance. All insurance
polices applicable hereunder shall be issued by companies authorized to conduct business under the
laws of the State of Florida and as required under the RFP. The certificates of insurance furnished
to the CRA shall clearly indicate that the DEVELOPER has obtained insurance of the type, amount and
classification as required for strict compliance with this Section and that any material change or
cancellation thereof will take effect only thirty (30) days after written notice of same is
provided to the CRA. Notwithstanding the provisions herein, compliance with the foregoing
requirements shall not relieve the DEVELOPER of its liability and obligations under this Agreement.

     6.11.2 Required Types and Amounts of Coverage

               6.11.2.1 Without limiting its liability under this Agreement, the DEVELOPER shall procure and
maintain during the term of this Agreement the types of insurance in the minimum amounts as
follows:

1. General liability, including contractual liability insurance covering the
indemnification provision of this Agreement in the minimum amount of $5,000,000 per
accident, $10,000,000 annual aggregate, to protect the DEVELOPER from claims for damages
for personal injury as well as from claims of property damages which may arise from any
operations under this Agreement, whether such operations be by the DEVELOPER or by anyone
directly or indirectly employed by the DEVELOPER;

2. Comprehensive automobile liability insurance in the minimum amount of $1,000,000 per
occurrence, $3,000,000 annual aggregate for bodily injury and property damage liability to
protect the DEVELOPER from claims for personal injury as well as from claims for property
damage, which may arise from the ownership, use or maintenance of owned and non-owned
automobiles, including rented automobiles whether such operations are by the DEVELOPER or
by anyone directly or indirectly employed by the DEVELOPER; and
 

23

 

3. Adequate Workers Compensation Insurance and Employer’s Liability Insurance in at
least such amounts as are required by law for all its employees per Florida Statute
440.02.

               6.11.2.2 DEVELOPER shall require the architect and/or engineer team member to procure and
maintain during the term of this Agreement Standard Professional Liability Insurance in
the minimum amount of $1 000 000 per occurrence, $2 000 000 annual aggregate;

               6.11.2.3 Certificates of Insurance shall be provided to the CRA prior to execution of this
Agreement, shall provide that no material alteration or cancellation, including expiration
and non-renewal, shall be effective until receipt of the statutory written notice by the
CRA.

               6.11.2.4 Anything to the contrary notwithstanding, the liabilities of the DEVELOPER under
this
Agreement shall survive and not be terminated, reduced or otherwise limited by any expiration or termination of insurance
coverages.

     6.11.3 CRA as Additional Named Insured

     All insurance, other than Professional Liability and Workers Compensation, to be maintained by
the DEVELOPER shall specifically name and include the CRA as an
“Additional Named Insured”
Designation of the CRA as an “Additionally Named Insured” shall be done by the issuance of a rider
or endorsement by the Insurer, as opposed to only the issuance of a Certificate of Insurance from
the DEVELOPER’s insurance agent. The CRA shall be exempt from, and in no way liable for any sums
of money which may represent a deductible in any insurance policy. The payment of such deductible
shall be the responsibility solely of the DEVELOPER providing such insurance.

6.12 Indemnification

     To
the fullest extent permitted by law the DEVELOPER shall indemnify and hold harmless the
CRA and its officers and employees from all liabilities, damages, losses and costs,
including but not limited to reasonable attorneys’ fees, to the extent caused by the
negligence, recklessness or intentional wrongful conduct of the DEVELOPER and any other
persons directly or indirectly employed or utilized by the DEVELOPER. The parties mutually
acknowledge that the provisions of §725.08, Fla, Stat., govern this provision. This
indemnification agreement is separate and apart from and in no way
limited by, any insurance
provided pursuant to this Agreement or otherwise. This clause shall survive the expiration
or termination of this Agreement.

6.13 Successors and Assigns

     The CRA and the DEVELOPER each binds itself and its partners, successors, executors
administrators and assigns to the other party of this Agreement and to the partners,
successors, executors, administrators and assigns of such other party, in respect to all
covenants of this Agreement. Neither the CRA nor the DEVELOPER shall assign, sublet, convey
or transfer its interest in this Agreement without the written consent of the other.
Nothing herein shall be construed as creating any personal liability on the part of any
officer or agent of the CRA that may be a party hereto, nor shall it be construed as
granting any rights or benefits hereunder to anyone other than the CRA and the DEVELOPER.

6.14 Communications and Notice

     All notice required by this Agreement to be sent to the CRA shall be sent to the CRA via
certified U.S. mail to:

West Palm Beach Community Redevelopment Agency

24

 

c/o Dorritt Miller

200 2nd Street – P.O. Box 3366

West Palm Beach, FL 33402

     All
notices required by this Agreement to be sent to the DEVELOPER shall be sent via
certified U.S. mail to the attention of the DEVELOPER at the address indicated at the top
of this Agreement.

6.15 Termination

     6.15.1 Right to Terminate

     The CRA may terminate this Agreement in whole or in part for cause in the event that; (1) the
DEVELOPER materially violates any provisions of this Agreement or performs same in bad faith or (2)
unreasonably delays the performance of the Professional Services, upon written notice to the
DEVELOPER seven (7) days prior to termination (Termination for Cause).

     The CRA, in addition to the right and option to terminate given above, or any other provisions set
forth in this Agreement, expressly retains the right to terminate hereunder at its sole option at
any time for convenience, without cause and without penalty, when in its sole discretion it deems
such termination is in the best interest of the CRA. Payment for services satisfactorily performed
shall be made in accordance hereunder (“Termination for
Convenience”).

     The DEVELOPER shall have no right to terminate this Agreement for convenience.

     Upon receipt of written notice of either Termination for Cause or Termination for Convenience, the
DEVELOPER shall promptly assemble and submit as provided herein or as required in the written
notice hereunder, all documents including drawings, signed and sealed drawings, CADD files,
calculations, specifications, correspondence, and all other relevant materials associated with the
Project.

     6.15.2 Termination for Cause

     In
the event this Agreement is terminated by the CRA for cause the CRA may take over the
Professional Services and complete them by contracting with another DEVELOPER(s) or otherwise, and
in such event, the DEVELOPER shall be liable to the CRA for any additional cost incurred by the
CRA due to such termination. “Additional Cost” is defined as the difference between the actual
cost of completion of such incomplete services and the cost of completion of such services which
would have resulted from payments to the DEVELOPER hereunder had the Agreement not been
terminated. Payment for services satisfactorily performed by the DEVELOPER prior to receipt of
notice of Termination for Cause and the CRA, shall be made in accordance with the payment
procedures hereunder and the CRA shall have no further liability for compensation for expenses or
fees to DEVELOPER. In the event of Termination for Cause, no payments to the DEVELOPER shall be
made (1) for services not satisfactorily performed and (2) for assembly of submittal of documents
for the services performed satisfactorily or unsatisfactorily. In no event shall CRA be obligated
to compensate DEVELOPER for lost profits, or any resulting or consequential damages in the event
of Termination for Cause.

     6.15.3 Termination for Convenience

     In the event the CRA causes abandonment, termination or suspension of the DEVELOPERs services or
parts thereof without cause as provided above, the DEVELOPER shall be compensated for services
rendered up to the time of receipt of said abandonment termination or suspension and for assembly
and submittal to the CRA of affected documents, and the CRA shall have no further liability for
compensation expenses or fees to DEVELOPER.

25

 

     6.15.4 Implementation Procedures for Termination

     In the event of either Termination for Cause or Termination for Convenience, as defined above, the
DEVELOPER, upon receipt of the notice of such termination, shall: (1) stop the performance of the
Professional Services under this Agreement on the date and to the extent specified in the notice of
termination; (2) place no further orders or subcontracts expect as may be necessary for completion
of any portion(s) of the services not terminated and as authorized by the written notice; (3)
terminate all orders and subcontract to the extent that they relate to the performance of the
services terminated by the notice of termination; (4)transfer title to the CRA (to the extent that
title has not already been transferred) and deliver according to the manner, at the times and to
the extent directed by the CRA, all property purchased under this Agreement and reimbursed as
direct items of cost and not required for completion of the services not terminated; (5) promptly
assemble and submit as provided herein all documents for the services performed, including
drawings, calculations specifications, correspondence, and all other relevant materials affected by
the termination; and, (6) promptly complete performance of any services not terminated by the
notice of termination.

6.16 Litigation; Waiver of Jury Trial

     This Agreement shall be governed and interpreted by the laws of the State of Florida. The parties
agree that the courts located in the State of Florida shall have the exclusive jurisdiction of the
parties and the subject matter of any litigation, civil or
administrative, arising hereunder. For
purposes of state court action, venue shall lie in Palm Beach County, Florida, and for purpose of
federal court action, venue shall lie in the Southern District of Florida. No remedy herein
conferred upon any party is intended to be exclusive of any other remedy, and each and every such
remedy shall be cumulative and shall be in addition to every other
remedy given hereunder or now or hereafter existing at law or in equity or by stature or otherwise. No
single or partial exercise by any party of any right, power, or remedy hereunder shall preclude any other or further exercise
thereof. In the event that any legal action or other proceeding is brought for the enforcement of
this Agreement, or because of an alleged dispute, breach default or misrepresentation in connection
with any provisions of this Agreement, the successful or prevailing party or parties shall be
entitled to recover reasonable attorney’s fees, court costs, and all expenses (including taxes)
even if not taxable as court costs (including, without limitation, all such fees, costs and
expenses incident to appeals), incurred in that action or proceeding, in addition to any other
relief to which such party or parties may be entitled. DEVELOPER and CRA hereby expressly waive any
rights either party may have to a trail by jury of any civil litigation related to this Agreement.

6.17 Waiver

     The waiver of either party hereto of one provision shall not under any circumstances constitute or
be interpreted as a waiver of the same provision or any other provision either at the time of the
waiver or at any time in the future. Nothing herein shall be interpreted to constitute a release of
the responsibility and liability of the DEVELOPER, Its employees sub-contractors, agents and
sub-DEVELOPERs for the accuracy and competency of their designs, working drawings, Final Drawings,
Specifications or other documents and works, nor shall any approval by the CRA in connection with
the Project be deemed to be an assumption of such responsibility by
the CRA for a defect or omission
in designs, working drawings, and specifications or other documents prepared by the DEVELOPER, its
employees, sub-contractors, agents or sub-DEVELOPERs. Nothing herein shall be deemed to be a waiver
of the limitation placed upon the CRA’s liability as set forth
in Florida Statutes, Section 768.28.

26

 

6.18 Third Party Beneficiaries

     Neither DEVELOPER nor CRA intend to directly or substantially benefit a third party by this
Agreement. The parties agree that there are no third party beneficiaries to this Agreement and that
no third party shall be entitled to asset a right or claim against either of them based on this
Agreement.

6.19 Joint Preparation

     The parties acknowledge that they have sought and received competent legal advise and counsel
necessary for them to form a full and complete understanding of all rights and obligations herein
and that preparation of this Agreement has been their joint effort. This document expresses their
mutual intent and shall not as a matter of judicial construction be construed more severely against
one of the parties than the other.

6.20 Severability of Provisions

     In the event that any term or provision hereunder (or the application thereof to any person or
circumstances) shall to any extent be held invalid or unenforceable. It is agreed that the
remainder of this Agreement (or the application of such terms or provision to persons or
circumstances other than those as to which it is held invalid or unenforceable), shall not be
affected and every other term and provision of this Agreement shall be deemed valid and enforceable
to the maximum extent permitted by law.

6.21 Entire Agreement

     The parties hereto agree that this Agreement sets forth the entire agreement between the parties,
and that there are no promises or understandings other than those stated herein. None of the
provisions, terms and conditions contained in this Agreement may be added to, modified, superseded,
or otherwise altered, except by written addendum executed by the parties hereto as set forth in Section 6.22 below. Time shall be of the essence for
each and every provision hereof.

6.22 Amendments

     Any amendments hereto: (1) shall be subject to the mutual written agreement of the parties; (2)
shall be attached hereto in the form of numbered addenda; (3) shall be counter-signed by both
parties; and, (4) shall become part of the public records of the CRA. It is expressly understood,
moreover, that no oral discussions, assents or representations shall constitute an enforceable
amendment to this Agreement unless it is reduced to writing in accordance with the procedures set
forth in this paragraph.

[End of Schedule No. 6]

27exv10w2

 

Exhibit 10.2

AMENDMENT NO. 1 to

Professional Services Agreement for

CITY CENTER PROJECT

PHASE II — Schematic Design

RFP #03/04-109

     THIS AMENDMENT NO. 1 to the Professional Service Agreement for the City Center Project (RFP
No. 03/04-109) is entered into by and between the WEST PALM
BEACH COMMUNITY REDEVELOPMENT AGENCY
(‘CRA’) and REPUBLIC-WPB CORP. (the “Developer”).

     WHEREAS, the CRA and Developer entered into a Professional Services Agreement for the
Programming Phase (Phase 1) of the City Center Project, dated October 26, 2004; and

     WHEREAS,
the parties thereto have fully performed Phase I pursuant to the terms and conditions
thereof; and

     WHEREAS, the CRA and Developer are in the process of negotiating a contract for the complete scope
of services necessary for the design, construction and development of
the City Center Project (the “Project”), but must first complete the schematic design phase in order to develop the complete
scope and guaranteed maximum price for such contract;

     NOW, THEREFORE, In consideration of the mutual promises contained herein, the CRA and the Developer
desire to enter into Amendment No. 1 to the Agreement for Phase II of the Project, the terms of
which follow:

1. Recitals. Developer and CRA hereby acknowledge and agree that the recitals set
forth in this Amendment are true and correct in their entirety.

2.
Agreement. All references to “Agreement” shall mean the terms and conditions
contained in the Professional Services Agreement for the Programming Phase (Phase 1) of the City
Center Project, dated October 26, 2004 (the “Agreement”). All defined terms in this Amendment shall
have the same meaning of the term as established in the Agreement.

3.
Scope of Work. The Developer agrees to provide to the CRA professional services
for Phase II — Schematic Design of the City Center Project, as more specifically described in
Schedule “3A / Phase II” and Exhibit 3A-II,
both attached hereto and incorporated herein.

4. Professional Services Fee. The professional services fee to be paid by the CRA
to the Developer for all professional design services of both the Developer and any of its
subcontractors in connection with Phase II of the Project is set forth on Schedule “2 / Phase II”
attached hereto.

5. Term. The term of the Agreement, as amended, shall continue in force until all
Phase II Services and deliverables have been provided to the CRA, unless extended by Amendment
subject to the provisions of Sections 5 and 7, and Schedules 3.B and 6 (Section 6.2) of the
Agreement or

1

 

terminated by either party. Notwithstanding the expiration date or early termination date hereunder
it is agreed that the indemnity provisions, the right to audit and all covenants, agreements,
representations and warranties made herein or otherwise made in
writing by the Developer, including
but not limited to any representations made herein relating to disclosure or ownership of
documents, shall survive the execution and delivery of this Agreement and the consummation of the
transactions contemplated hereby.

	6.	 	Guaranteed Maximum Price for Construction.

     6.1 After the scope and design of the Project is defined by the City Commission and CRA,
the Developer will establish and submit in writing to the City for its approval a Guaranteed
Maximum Price guaranteeing the maximum price to the City for the
construction cost of the Project.

     6.2
The Guaranteed Maximum Price for Construction (“GMP”) shall include all costs necessarily
incurred in the Work sometime referred to as the costs for the Project during the construction
phase for construction services and paid or to be paid by the
Developer. Such costs shall include
but not be limited to the items set forth below:

     (a) Wages paid for labor (as opposed to wages paid to management or supervisory personnel) in
the direct employ of the Developer in the performance of its work at the job site, times a multiple
of 1.52 to cover all taxes, burden, insurance, workers’ compensation, or other benefits.
Temporary help or leased employees shall not be considered labor in the direct employ of Developer,
and such costs will be addressed as Sub-Contractors costs.

     (b) Payments to Sub-Contractors for work performed on the Project.

     (c) Cost of all materials, supplies and equipment substantially consumed or incorporated in the
Project, including costs of transportation and reasonable storage thereof.

     (d) Cost including transportation and maintenance of all materials, supplies, equipment,
temporary facilities and tools not owned by the workmen, which are employed or consumed in the
performance of the work, cost of such items used but not consumed which may be turned over to the
City at the end of the project in accordance with instructions to be furnished by the City, and
cost less salvage value on such items used but not consumed which remain the property of the
Developer.

     (e) Rental charges on all necessary machinery and equipment, exclusive of personal tools used
at the site of the Project, including installation, dismantling, removal, costs of lubrication,
transportation and delivery costs thereof, which are used in the support of a Sub- Contractor of
the Developer’s own forces in the
performance of the work, at rental charges consistent with those prevailing in the area.

     (f) Cost of the premiums for all insurance and cost of premiums for the performance and
payment bonds which the Developer will be required to procure which are specifically attributable
to the construction Project.

     (g) Sales, use, gross receipts or similar taxes related to allowable direct costs of the Project
Imposed by any governmental authority, and for which the Developer is liable. The GMP will only
include those taxes in the cost of the Project which are legally enacted at the time the GMP is
established. Subsequently Imposed taxes, if any, shall be an add-on to the GMP.

     (h) Royalty or license or design fees paid for the use of a particular design or process provided
such costs or fees are approved in advance in writing by the City.

     (i)
Demolition and debris removal.

     (j)
Costs for trash and construction debris control and removal from the site.

2

 

     (k) Permit or inspection fees, costs for testing and laboratory costs not due to nonconforming or
delayed work by Developer or its Sub-Contractors, or anyone directly or indirectly employed by
either of them. Additional such fees necessitated by defective work by Developer shall not be
included herein.

     (l) Costs for security fencing for the project.

     (m) Costs for efficient logistical control of the site including horizontal and vertical
transportation of materials and personnel.

     (n) All costs directly incurred in the performance of the Project for the benefit of the Project.

     (o) A construction contingency not to exceed ten percent (10%) of the estimated GMP for the purpose
of defraying the expenses due to unforeseen circumstances relating to construction. This
contingency fee will be more specifically defined in the final contract between the parties for
this Project.

7.
Developer’s Fee. The Developer will submit in writing to the City for its approval its
proposed fee for services during the construction Phase of the
Project.

8. Team. The parties hereby agree that the firm of Centex Construction Company, Inc. will
substitute for Catalfumo Construction, Ltd., and Developer intends to enter into a contract with
Centex Construction Company to provide construction services for the Project as a member of
Developer’s team.

9. Effect of Amendment. Except to the extent the Agreement is modified by this Amendment,
the terms and provisions of the Agreement shall remain unmodified and in full force and effect.

10. Construction. In the event of a conflict between the terms of the Agreement and the
terms of this Amendment, the terms of this Amendment shall govern and prevail.

[Remainder
of Page Intentionally Left Blank, Signatures on Following Page.]

3

 

     IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment by their duly
authorized representatives as of the day and year indicated below.

	 	 	 	 	 	 	 	 	 	 	 
	ATTEST:	 	 	 	WEST PALM BEACH COMMUNITY	 	 
	 	 	 	 	 	 	REDEVELOPMENT AGENCY	 	 
	 
	 	 	 	 	 	 	 	 	 	 
	By:

	 	/s/ Florence Warren
	 	 	 	By:
	 	/s/ Lois J. Frankel	 	 
	 

	 	 
	 	 	 	 	 	 	 	 
	 

	 	     Secretary
	 	 	 	 	 	     Lois J. Frankel, Chair	 	 
	 
	 	 	 	 	 	 	 	 	 	 
	 

	 	 	 	 	 	Date:
	 	                           
                                 , 2005
	 	 
	 
	 

	 	 	 	 	 	 	 	     CRA COUNSEL	 	 
	 

	 	 	 	 	 	 	 	     Approved as to form	 	 
	 

	 	 	 	 	 	 	 	     and legal sufficiency
	 	 
	 

	 	 	 	 	 	 	 	     By: [ILLEGIBLE]
 

	 	 
	 

	 	 	 	 	 	 	 	     Date: 3.28.05	 	 

	 	 	 	 	 	 	 	 	 	 	 
	WITNESSES:	 	 	 	REPUBLIC-WPB CORP.	 	 
	 
	 	 	 	 	 	 	 	 	 	 
	By:

	 	/s/
Rose
Jeffrey
	 	 	 	By:
	 	/s/ Steven A. Grigg	 	 
	 

	 	 
	 	 	 	 	 	 	 	 
	 

	 	 	 	 	 	 	 	     Steven A. Grigg, President
	 	 
	Print Name: Rose Jeffrey	 	 	 	 	 	 	 	 

4

 

SCHEDULE “2/Phase II”

PROFESSIONAL SERVICES FEE & EXPENSES

	 	 	 
	Project:

	 	CITY CENTER PHASE II
	RFP#

	 	#03/04-109

2.1 Professional Service Fee: The Professional Services Fee, Including related
Administrative Expenses and Other Expenses for Phase II. Schematic Design, shall be a fixed fee of
One Million One Hundred Eighty-Eight Thousand Two Hundred Sixty-Eight and 00/100 Dollars
($1,188,268.00).

2.2 The Professional Services Fee includes all fees or payments that the Developer proposes
to pay or make to its subcontractors, consultants and team members in connection with this
Amendment. The Professional Services Fee is inclusive of Administrative out-of-pocket expenses and
Other Expenses to be incurred in connection with the performance of the Services hereunder. It is
understood that Exhibit 3-A2, attached hereto, reflect best estimates for illustrative
purposes.

2.3 Payment of the Professional Services Fee on account of services rendered shall be made in
accordance with the following, payment and deliverable schedule and upon acceptance of
deliverables satisfactory to the CRA and presentation of Developer’s statement of services.

	 	 	 	 	 
	Deliverable	 	Fee
	Presentation to City Commission of alternative concepts for overall
Project City Hall, Library, museum and open/public spaces
	 	$	594,134.00	 
	Submittal of
Schematic Design Package including schedule and GMP
	 	$	594,134.00	 

2.4 Releases. The DEVELOPER shall, upon receipt of any payment from the CRA, provide the
CRA with written releases, in form and substance acceptable to the CRA, for all services performed
by any team member or sub-contractor or other entity, through the
date covered by the payment.
Attached hereto as Exhibit 2-II is a form of such release acceptable to the CRA.

5

 

Exhibit 2-II

WEST PALM BEACH COMMUNITY REDEVELOPMENT AGENCY

PARTIAL
RELEASE OF LIEN

The undersigned lienor, in consideration of the partial payment in the amount of
$                    hereby waives and releases its lien and right to claim a lien of labor, services or
materials furnished from
                                        
,

200___through                                    
;    ,
200 ___ to:

          (Insert date)
                                         (Insert
date)

 

Contractor Company Name

     On
the job of THE WEST PALM BEACH COMMUNITY REDEVELOPMENT AGENCY for the construction of:

RFP No. 03/04-109                      Project: CITY CENTER PROJECT

This release does not cover any retention of labor, services, or materials furnished after the
date specified.

Dated
on                                       &nbs
p;, 200___

	 	 	 	 	 	 	 	 	 	 	 
	 	 	Lienor’s
Name:  

	 	(SEAL)
	 

	 	 	 	 	 	 	 	 	 
	 

	 	 	 	 	 	     (company name)	 	 
	 	 	Signed By:	 	 	 	 	 	 
	 	 	 	 	 	 	 	 
	 	 	Printed Name:	 	 	 	 
	 

	 	 	 	 	 	 	 	 
	 

	 	Title:	 	 	 	 	 	 	 	 
	 	 	 	 	 	 	 

	 	 	 	 	 
	STATE OF FLORIDA

	 	}	 	 
	COUNTY OF PALM BEACH

	 	}
	 	SS:

Sworn to
and subscribed before me this___day
of                                       &nbs
p;,
200___, a Notary Public
appeared                     
                                        
of                                       
  who acknowledged that he/she
executed the above PARTIAL RELEASE OF LIEN on behalf of the
Corporation and its free act deed.

	 	 	 
	 
	 	 
	Signature of Notary Public
	 	Print, Type, or Stamp Name of Notary

	 	 	 	 	 	 	 	 	 	 	 
	Personally Known 
 

	 	 	Produced Identification
 

	 	 	 	 
	 	 	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 	 	 
	 	 	 	 	 	 	Type of Identification Produced
 

	 

	 	 	 	 	 	 	 	 	 

 

 

SCHEDULE
“3A/Phase II”

PROFESSIONAL SERVICES

	 	 	 
	Project:

	 	CITY CENTER PHASE II
	RFP#

	 	#03/04-109

3.1 Phases of Professional Services

     The Professional Services intended to be compensated by the Professional Services Fee for
Phase II shall include the following phase of service:

Schematic Design Phase

The Developer shall not commence any other services related to the Project until a written
agreement for such services is executed by the parties:

3.2 Professional Services Included

     In consideration for the Professional Services Fee for the Project, the Developer agrees to
perform the Professional Services as follows:

     3.2.2 Schematics Phase

     Based upon the initially approved Programming Report as evidence by the Resolution concerning
same approved by the CRA, the Developer shall:

     1. Prepare a schematic design package consisting of design criteria, preliminary drawings,
outline specifications and written descriptions of the Project. The schematic designs shall include
sketches, site plans and additional renderings, as needed, showing the scale, character and
relationship of project components. These designs shall include floor plans, elevations, building
sections, site plan and additional renderings, showing the scale and relationship of Project
components. All drawings shall be to scale and shall be sufficiently detailed to support all
decisions made for the Project (the “Schematic Design Package”). At the conclusion of this Phase,
the majority of project scope and program decisions for the Project will have been finalized.

     2. Meet weekly with City’s Project Manager/Project team.

     3. Conduct meetings with City staff and consultants as necessary during this Phase.

     4. Develop
conceptual design as related to: public utilities, including stormwater;
traffic and parking; pedestrians; site and building security; and environmental impact and
permitting.

     5. Research appropriate building systems and alternatives, including cooling/heating
systems; and structural materials.

     6. Attend value engineering sessions with the CRAs Project team.

     7. Develop at least three (3) alternative conceptual designs for overall Project.

     8. Develop at least three (3) alternative conceptual designs for City Hall; Library and
other Project components.

6

 

     9. Attend CRA and/or City Commission meetings and/or workshops as required to obtain
direction and City’s decisions made during this Phase.

     10. Develop Project schedule with major milestones and critical path identified.

     11. Develop a Guaranteed Maximum Price for the Project.

     12. Submit for review by CRA, a preliminary schedule, a Guaranteed Maximum Price and proposed
Developer’s fee to enable CITY to develop a Total Project Budget.

     13. Present the Schematic Design Package (one original and one reproducible electronic copy)
including the proposed schedule Guaranteed Maximum Price and proposed Developer’s fee to the Mayor
and City Commission at a public meeting.

     14. Revise any documents in the Schematic Design Package as requested by the City and/or CRA,
to enable the CRA to approve the Schematic Design Package.

     15. Developer shall prepare presentation materials and shall attend a City Commission meeting
to present the proposed design and Guaranteed Maximum Price to the City Commission for approval.

     16. The
date by which the Developer agrees to complete this Phase II (“the Phase II
Completion Date”) is set forth on Schedule 3B/Phase II.

Except to the extent the Agreement is modified by this Amendment, the terms and provisions of the
Agreement and Schedule “3A” shall remain unmodified and in full force and effect.

[End
of Schedule 3A/Phase II]

7

 

Exhibit 3A-II

City of West Palm Beach

City Center Project

Phase II — Schematic Design

Fee by Task

March 21,  2005

	 	 	 	 	 	 	 	 	 
	 	 	Cost	 	 	Sub-Total	 
	 	 	Per	 	 	Per Task	 
	Phases & Tasks	 	Task	 	 	Group	 
	1. Hold meetings and/or public workshops with Mayor,
Commissioners, staff and other stakeholders to implement scope of work
and design
	 	$	—	 	 	 	 	 
	- Hold meetings for public end private level staff and
consultants for the establishment of a baseline scope and for the
assignment of major tasks of investigation and points of contact.
	 	$	21,190.00	 	 	 	 	 
	 
	 	 	 	 	 	$	21,190.00	 
	2. Meeting with governmental agencies to facilitate the
development of the conceptual design as related to:
	 	$	—	 	 	 	 	 
	- City engineering
	 	$	2,980.00	 	 	 	 	 
	- Pedestrian & vehicular traffic impacts
	 	$	5,830.00	 	 	 	 	 
	- Available utility capacity
	 	$	680.00	 	 	 	 	 
	- Storm drainage concerns
	 	$	1,870.00	 	 	 	 	 
	- Site and Building Security
	 	$	490.00	 	 	 	 	 
	- Environmental impact and project permitting
	 	$	610.00	 	 	 	 	 
	- Meeting with Public Utilities for purpose of finding
current status of City controlled underground water and sewer and
storm piping
	 	$	2,045.00	 	 	 	 	 
	- Meeting with City Engineering Dept for current status of
roadway design and interface
with D.O.T. work & schedule.
	 	$	2,510.00	 	 	 	 	 
	- Meeting
with private utility FP&L for their existing
electrical underground service and
relocation possibilities
	 	$	1,380.00	 	 	 	 	 
	- Meeting
with FEC officials for the railroad R.O.W. air
rights for overhead construction
and for the possible use of R.O.W space for utilities relocation.
	 	$	1,980.00	 	 	 	 	 
	- Meeting with Building officials for the project’s approval
process for site and building permitting.
	 	$	3,056.00	 	 	 	 	 
	- Meeting
with SFWMD officials for regional storm water
management issues and permits.
	 	$	1,230.00	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	- Meeting
with Planning staff to review current parking and
street circulation issues
	 	$	2,070.00	 	 	 	 	 
	 
	 	 	 	 	 	$	26,731.00	 
	 
	 	 	 	 	 	 	 	 
	3. Research appropriate building systems & alternatives
	 	 	 	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	Research mechanical HVAC creation and distribution techniques:
	 	$	1,000.00	 	 	 	 	 
	- Central City-wide chilled water plant the-in
	 	$	1,880.00	 	 	 	 	 
	- On-site
central plant chilled water, pipe distribution as one
integral system
	 	$	1,840.00	 	 	 	 	 
	-
De-centralized building stand-alone systems for reduced
single source size and single location.
	 	$	3,310.00	 	 	 	 	 
	- Investigation of passive and active solar collection/heating
techniques
	 	$	2,810.00	 	 	 	 	 
	- Research
into LEED green systems alternative
	 	$	15,630.00	 	 	 	 	 

 1 of 5

 

City of West Palm Beach

City Center Project

Phase II — Schematic Design

Fee by Task

March 21, 2005

	 	 	 	 	 	 	 	 	 
	 	 	Cost	 	 	Sub-Total	 
	 	 	Per	 	 	Per Task	 
	Phases & Tasks	 	Task	 	 	Group	 
	Research structural materials and erection method:
	 	$	—	 	 	 	 	 
	- Restricted site limitations on building component delivery to site.
	 	$	3,160.00	 	 	 	 	 
	- Availability of structural components in marketplace now and at time of
order.
	 	$	1,906.00	 	 	 	 	 
	- Coat of
structural components based on availability
	 	$	1,626.00	 	 	 	 	 
	- Assessment of labor availability based on structural components
	 	$	880.00	 	 	 	 	 
	- Assessment of structural methods based on construction delivery
schedule
	 	$	1,906.00	 	 	 	 	 
	 
	 	 	 	 	 	$	35,948.00	 
	 
	 	 	 	 	 	 	 	 
	4. Develop preliminary conceptual design w / alternatives for overall
project
	 	 	 	 	 	 	 	 
	- Preliminary conceptual designs of only public building use on Parcel A
and parking
garage on Parcel B
	 	$	54,702.00	 	 	 	 	 
	- Preliminary conceptual designs of a more mixed-use building combination
on Parcel A and parking garage on Parcel B
	 	$	53,592.00	 	 	 	 	 
	- Preliminary conceptual designs of only public building use only on
Parcel A in a full supply of on-site structured parking
	 	$	52,800.00	 	 	 	 	 
	- Preliminary conceptual designs of a more mixed use building combination
only on Parcel A with a full supply of on-site structured parking
	 	$	50,530.00	 	 	 	 	 
	- Preliminary conceptual designs of public plaza spaces at various
locations with Parcel
	 	$	55,300.00	 	 	 	 	 
	 
	 	 	 	 	 	$	266,924.00	 
	 
	 	 	 	 	 	 	 	 
	5. Develop alternative concepts for City Hall
	 	 	 	 	 	 	 	 
	- One-stop permitting on ground level
	 	$	14,600.00	 	 	 	 	 
	- Verification of vertical stacking relationships
	 	$	17,332.00	 	 	 	 	 
	- Smaller floor plate area/greater number of stories
	 	$	17,332.00	 	 	 	 	 
	- Larger floor area/less number of stories
	 	$	17,332.00	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	- Commission Chambers as a central, public focal point vs a less visible
component.
	 	$	14,600.00	 	 	 	 	 
	-
Investigate the different street frontages
	 	$	20,820.00	 	 	 	 	 
	 
	 	 	 	 	 	$	102,016.00	 
	 
	 	 	 	 	 	 	 	 
	6. Develop alternative concepts for City Library
	 	 	 	 	 	 	 	 
	- Assess importance of the various street frontages and exposure as
single building.
	 	$	19,590.00	 	 	 	 	 
	- Compare ground floor uses of public reading and cafe vs more secure
zones
	 	$	16,660.00	 	 	 	 	 
	- Study smaller floor plate area with greater number of floors
	 	$	19,658.00	 	 	 	 	 
	- Study larger floor plate area with less number of floors
	 	$	19,158.00	 	 	 	 	 
	 
	 	 	 	 	 	$	75,066.00	 
	 
	 	 	 	 	 	 	 	 
	7. Develop alternative preliminary concepts for PBPCM
	 	 	 	 	 	 	 	 
	- Assess
importance of the various street frontages and exposure as a
separate
identity.
	 	$	18,350.00	 	 	 	 	 
	- Study museum location relative to public use zones of City Library
	 	$	18,240.00	 	 	 	 	 
	- Study number of stories vs floor plate size
	 	$	21,482.00	 	 	 	 	 
	 
	 	 	 	 	 	$	58,072,00	 

 2 of 5

 

City of West Palm Beach

City Center Project

Phase II — Schematic Design

Fee by Task

March 21, 2005

	 	 	 	 	 	 	 	 	 
	 	 	Cost	 	 	Sub-Total	 
	 	 	Per	 	 	Per Task	 
	Phases
and Tasks	 	Task	 	 	Group	 
	8. Develop alternative concepts for outdoor public space
	 	 	 	 	 	 	 	 
	- Study degree of openness vs security limits
	 	$	6,280.00	 	 	 	 	 
	- Assess
combination of hardscape vs landscape
	 	$	8,972.00	 	 	 	 	 
	- Investigate uses of only civic use or open to multiple functions
	 	$	6,280.00	 	 	 	 	 
	- Study degree of formality vs informality
	 	$	6,820.00	 	 	 	 	 
	 
	 	 	 	 	 	$	28,352.00	 
	 
	 	 	 	 	 	 	 	 
	9. Prepare preliminary construction analysis for conceptual
Design & additional costing for alternatives, Cost includes:
	 	 	 	 	 	 	 	 
	- Site development cost
	 	$	5,890.00	 	 	 	 	 
	- Building construction and fixture
	 	$	8,678.00	 	 	 	 	 
	- Furnishing and equipment
	 	$	1,560.00	 	 	 	 	 
	- Contractor team member involvement to prepare conceptual pricing
of
	 	$	7,532.00	 	 	 	 	 
	 
	 	 	 	 	 	$	23,660.00	 
	 
	 	 	 	 	 	 	 	 
	10. Develop design document preparation & building construction schedule
with major milestones Identified
	 	 	 	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	- Prepare schedule of design phases of Schematic Design, Design
Development and Construction Documents with deliverable milestone dates
	 	$	5,246.00	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	- Building construction schedule from site demolition, foundation
infrastructure building skeleton erection exterior skin installation, systems
infrastructure development to interior finish work and build-out schedule
milestones to be prepared
	 	$	3,686.00	 	 	 	 	 
	 
	 	 	 	 	 	$	8,932.00	 
	11. Prepare conceptual design documents to facilitate development of GMP.
Conceptual design level drawings to Include:
	 	 	 	 	 	 	 	 
	- Site plan and development of utilities
	 	$	80,300.00	 	 	 	 	 
	- Building floor plans
	 	$	32,335.00	 	 	 	 	 
	- Building elevations
	 	$	30,090.00	 	 	 	 	 
	- Building sections
	 	$	29,095.00	 	 	 	 	 
	- Building finish schedule
	 	$	19,085.00	 	 	 	 	 
	- Outline specifications
	 	$	32,116.00	 	 	 	 	 
	- The GMP cost figure will be based on the conceptual design documents
that shall describe the building components and finishes. Graphic, narrative
and specification drawings and date will be provided
	 	$	—	 	 	 	 	 
	 
	 	 	 	 	 	$	223,021.00	 

 3 of 5

 

City of West Palm Beach

City Center Project

Phase II — Schematic Design

Fee by Task

March 21, 2005

	 	 	 	 	 	 	 	 	 
	 	 	Cost	 	 	Sub-Total	 
	 	 	Per	 	 	Per Task	 
	Phases & Tasks	 	Task	 	 	Group	 
	12. Contractor team member to identify the major project
component biddable packages to allow breakout and separation of
work (foundation demolition, HVAC, structure shall, interior
build-out)
	 	$	20,798.00	 	 	 	 	 
	 
	 	 	 	 	 	$	20,798.00	 
	13. Prepare narratives consolidating and presenting data on:
	 	 	 	 	 	 	 	 
	BUILDING:
	 	 	 	 	 	 	 	 
	- Building structural systems
	 	$	9,530.00	 	 	 	 	 
	- Building mechanical systems
	 	$	3,510.00	 	 	 	 	 
	- Building electrical systems
	 	$	3,510.00	 	 	 	 	 
	- Building plumbing systems
	 	$	3,410.00	 	 	 	 	 
	- Building acoustical systems
	 	$	—	 	 	 	 	 
	- Building lighting systems
	 	$	2,700.00	 	 	 	 	 
	- Building vertical circulation systems
	 	$	2,400.00	 	 	 	 	 
	- Building security systems
	 	$	2,800.00	 	 	 	 	 
	- Building storm preparedness systems
	 	$	2,000.00	 	 	 	 	 
	- Building public use systems
	 	$	1,600.00	 	 	 	 	 
	- Building private use systems
	 	$	1,600.00	 	 	 	 	 
	- Building signage systems
	 	$	2,400.00	 	 	 	 	 
	- Building finishes systems
	 	$	2,400.00	 	 	 	 	 
	SITE:
	 	 	 	 	 	 	 	 
	- Site pedestrian circulation systems
	 	$	3,330.00	 	 	 	 	 
	- Site vehicular circulation systems
	 	$	3,330.00	 	 	 	 	 
	- Site plaza materials systems
	 	$	2,400.00	 	 	 	 	 
	- Site landscape and irrigation systems
	 	$	1,010.00	 	 	 	 	 
	- Site security systems
	 	$	1,010.00	 	 	 	 	 
	- Site utility systems
	 	$	2,490.00	 	 	 	 	 
	- Site lighting systems
	 	$	2,000.00	 	 	 	 	 
	- Site signage systems
	 	$	2,000.00	 	 	 	 	 
	CONSTRUCTION:
	 	 	 	 	 	 	 	 
	- Construction implementation plan
	 	$	2,250.00	 	 	 	 	 
	- Construction schedule
	 	$	3,580.00	 	 	 	 	 
	- Construction phasing plan
	 	$	3,580.00	 	 	 	 	 
	- Construction preliminary cost
	 	$	1,660.00	 	 	 	 	 
	 
	 	 	 	 	 	$	66,500.00	 

 4 of 5

 

City of West Palm Beach

City Center Project

Phase II — Schematic Design

Fee by Task

March 21, 2005

	 	 	 	 	 	 	 	 	 
	 	 	Cost	 	 	Sub-Total	 
	 	 	Per	 	 	Per Task	 
	Phases & Tasks	 	Task	 	 	Group	 
	14. Prepare project presentation materials consisting of:
	 	 	 	 	 	 	 	 
	- Overall site plan indicating adjacent properties
	 	$	12,000.00	 	 	 	 	 
	- Overall site plan of project
	 	$	840.00	 	 	 	 	 
	- Building floor plans
	 	$	840.00	 	 	 	 	 
	- Building exterior elevations
	 	$	840.00	 	 	 	 	 
	- Exterior perspectives
	 	$	840.00	 	 	 	 	 
	 
	 	 	 	 	 	$	15,360.00	 
	 
	 	 	 	 	 	 	 	 
	15. Geotechnical Engineering
	 	$	14,998.00	 	 	 	 	 
	- Subsurface exploration, Penetration Test Borings
	 	 	 	 	 	 	 	 
	- Characterize soil profile.
	 	 	 	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	- Evaluate
geotechnical suitability of subsurface
compared to proposed construction.
	 	 	 	 	 	 	 	 
	- Provide planning and preliminary engineering
recommendations for site preparation and foundation
design,
	 	 	 	 	 	$	14,998.00	 
	 
	 	 	 	 	 	 	 	 
	Sub-Total by Hours
	 	 	 	 	 	$	987,568.00	 
	Sub-Total by Employee Classification / Subconsultant
	 	$	987,568.00	 	 	 	 	 
	 
	 	 	 	 	 	 	 	 
	16. Cost Estimation, pro-construction value engineering &
preparing GMP
	 	$	170,700.00	 	 	$	170,700.00	 
	 
	 	 	 	 	 	 	 	 
	17. Developer reimbursable Expenses
	 	$	30,000.00	 	 	$	30,000.00	 
	 
	Total Phase II Tasks by Consultant
	 	$	987,568.00	 	 	$	1,188,268.00	 

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SCHEDULE
“3B / Phase II”

PROFESSIONAL SERVICES

Agreed Completion Dates

	 	 	 
	Project:

	 	CITY CENTER PHASE II
	RFP#

	 	#03/04-109

	 	 	 
	Phase	 	Agreed Completion Date
	Phase II — Schematic Design

	 	140 days after execution of Amendment No. 1
	Delivery of Schematic Design Package

	 	unless extended by force majeure or other
	 

	 	reason beyond Developer’s control.

[End of Schedule No. 3B/Phase II]

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