02-03-2006 ARCHITECTURAL ENGINEERING CONSULTANTS AVON STREETSCAPE LIGHTING CONVERSION PROGRAMArchitectural Engineering Consultants
Mechanical, Electrical & Lighting Design services
A LEED N'l Accredited Professional Office
Jeffrey Schneider, P.E.
Town of Avon Engineering Department
P.O. Box 975
Avon, CO 81620
February 3, 2006
Reference: Hurd Street Lighting - Replacement Lights Via Email (3) Pages
Lighting Design Services Proposal
Dear Jeffrey,
We appreciate the opportunity to present this proposal to you. We would be glad to
assist you with this work. If this proposal is acceptable, please sign and fax back. The
sooner we know we have this project the better we can plan our work and meet your
deadlines.
Project
This project would change out the existing decorative street lights at Hurd Lane in Avon.
The lights would be changed out from the existing fixtures to a cut off type fixture.
Existing poles would be reused.
Scope of Design Services:
A. Lighting Design Service
1. Review existing lighting specifications and determine new specifications for the
street lighting fixture based on specification provided by the Town. The new
fixture will fit on to the existing pole lights and will be a cut off type light.
2. Provide a locator map to assist in defining the area of fixture replacement.
3. Provide written RFP for contractor bidding. We will write the description of
work related to the electrical work required. The Town of Avon will incorporate
our document in their standard boiler plate RFP and TOA will publish the RFP.
B. Meetings & Drawing Issues Planned
1. We will plan on (1) design coordination meeting in Avon.
2. We will plan for a progress issue and a final construction drawing issue.
40801 US Hwy 6 & 24, Suite #214, Eagle-Vail, Colorado 81620 Post Office Box 8489, Aeon, CO 51620
Phone: 970-748-8520 Facsimile: 970-748-8521 Email: Stan@aec-vail.com http://www.aec-vaii.coin
Avon Street Lighting Replacement
February 3, 2006
Page 2
C. Construction Administration Services
1. Review Bids with Owner.
2. Review Shop drawings
3. Respond to contractor questions and construction issues.
4. Provide (1) construction site observation/final punch list.
The lighting systems listed above shall be presented in AutoCAD format on a set of
reproducible plans and specifications and delivered at the completion of the contract
document phase.
The General Scope of Design Services described in this proposal excludes the design
of the following systems. (These systems are either not requested or not required for
this project, or the design is to be accomplished by others.):
• Replacement of existing fixtures is planned only, planning for new pole
locations will be completed in a separate set of drawings.
• Documentation of Cost Reduction Proposals by Contractors
• Detailed Construction Cost Estimates
• Humidification
If the Architect or Owner requests additional meetings or site visits, our time will be
charged hourly with travel time at one half (1/2) our standard rates.
Fee
Our fee for the scope of work described will be a fixed fee of $1,950.00. Reimbursable
expenses will be less than $50.
Hourly Rates
Stan Humphries
Electrical Engineer / Principal
$ 125.00
Bob Cummings
Mechanical Engineer / Principal
$ 125.00
Mitch Hyra
Electrical Engineer, P.E.
$ 100.00
Scott Harrison
Mechanical Designer
$ 85.00
Keith Prokuski
Mechanical Designer
$ 85.00
Taylor Critchlow
Mechanical Engineer
$ 75.00
Brent Wilson
Mechanical Engineer
$ 75.00
Robert Benson
Mechanical Designer
$ 75.00
Contract Form
This proposal can be converted to a contract with an authorized signature and by
including by reference the Standard AIA C141 Architect/Engineer's contract modified by
the following:
Avon Street Lighting Replacement
February 3, 2006
Page 3
1. The fee structure and scope of work for the project is as noted above. If there are
changes in scope, our fee may have to change.
2. The only reimbursable expenses we anticipate will be for reproducibles, special
courier charges, and travel beyond Avon.
3. We will submit our bill before the first of the month and expect payment within thirty
(30) days. If payment has not been received with 30 days, we must charge interest
at 1.5 % per month.
4. The total liability of Architectural Engineering Consultants due to our negligent acts,
errors and omissions shall not exceed $5,000.00.
5. Should there be any dispute concerning our work, we request that mediation
methods be used to resolve it as quickly as possible in accordance with the laws of
the State of Colorado.
6. We shall not be liable for any consequential damages incurred regardless of the
nature of the fault or who committed it. Consequential damages include, but are not
limited to loss of use and costs of delays.
This agreement constitutes the full and entire agreement with the understanding that we
are to perform our services to the standard of care of those in our profession providing
equivalent services in this area.
Additional Services
As defined in the AIA C141 contract form in accord with our standard hourly rate
schedule.
Sincerely,
Architectural Engineering Consultants
Stanton O. Humphries
President / Owner
ACCEPTED:
Qllgjor'
Authorized Signature Date
Memo
To: Honorable Mayor and Town Council
Thru: Larry Brooks, Town Manager
From: Norman Wood, Town Engineer
Jeffrey Schneider, Engineer II
Date: February 7, 2006
Re: Avon Streetscape Lighting Conversion Program Design Services Proposal
Summary: Architectwal Engineering Consultants (AEC) has submitted a proposal for
Engineering Design Services for the Avon Streetscape Lighting Conversion Program. The
program generally consists of replacing existing streetscape fixtures for consistency town-
wide. The newly selected fixtures are full-cut off and of high quality. Town-wide
replacement will enable Public Works to stock a proper spare parts inventory and will likely
decrease the amount of resources spent on streetscape fixture maintenance.
We recommend approval of the Architectural Engineering CollSUltants Proposal for Design
Services for Avon Streetscape Lighting Conversion for an amount not to exceed 52,000
without written approval.
Background: The Lighting Conversion Capital Improvements Project is described in
the Capital Projects Fund Budget as:
"This project includes a lighting study to evaluate existing lighting conditions, adoption of an
ordinance to correct identified problems and design and reconstruction of existing town
lighting to bring into conformance with adopted lighting ordinance."
The Budget for this Project currently is 5204,000 each year for five years fi-om 2006-2010.
The current strategy is to begin in residential areas and work towards the town core, with
yearly progress as budget permits. Hurd Lane has been selected as the first location for light
conversion, with West Beaver Creek Boulevard to follow. The new streetscape project on
Eaglebend Drive will tie into Hurd Lane and utilize identical fixtures. It is conservatively
estimated that 65 lights will be replaced per year. It is anticipated that Hurd Lane and West
Beaver Creek Boulevard can be completed in 2006. Some locations will require merely a
tixtLu-e head replacement, and some will require new poles and fixtures.
C:ADocuments And Settings\Nwood\LocaI Settings\Tcmpormiy Interact Fi1es\0LK23\Desien Scn ices Council N4emo 2-14-061.1)oc
The AEC design proposal is to provide technical services including but not limited to the
following:
• Preparation of new lighting specifications;
• Define the area and scope of fixture replacement;
• Provide technical assistance in preparation of contract documents for electrical
contractor;
• Meetings;
• Construction support such as submittal review, bid review, and field assistance.
AEC has worked with the Town of Avon on numerous projects and has a proven track record
of reliability and quality. The proposal includes a fixed fee not to exceed $2,000 without Prior
written approval. A copy of the proposal is included as Exhibit A.
Recommendation: Approve Architectural Engineering Consultants Proposal for
Design Services for the Town of Avon Lighting Conversion project in all aI11OLII1t not to
exceed 52,000.
Town Manager Commen
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