REQUEST FOR PROPOSAL

for

Architect Services for the Orem Family Fitness Center Remodel Project

RFP Reference # 1106

Issued November 20, 2018

City of Orem
56 North State Street
Orem, Utah 84057
 Request for Proposal
Architect Services for the Orem Family Fitness Center Remodel Project

TABLE OF CONTENTS

Page

SECTION 1: PURPOSE OF RFP ...............................................................................................................3

SECTION 2: GENERAL INFORMATION ....................................................................................................3

2.4: SUBMISSION OF THE PROPOSAL ……………………………………………………5
2.5.2 FACILITY TOUR ………………………………………………………………………….6

SECTION 3: SCOPE OF WORK

3.1: QUALIFICATIONS ………………………………………………………………………...8
3.2: PROJECT SCOPE…………………………………………………………………………8
3.3: PROJECT SUBMITTALS………………..……………………………………………….10

SECTION 4: PROPOSAL EVALUATION ………………………………………..…………………………. ...11

SECTION 5: INSURANCE REQUIREMENTS………………………………………………………………….12

CITY OF OREM
Request for Proposal
RFP Reference #1106

OREM FAMILY FITNESS CENTER REMODEL

SECTION 1 : PURPOSE OF RFP

1.1 GENERAL INFORMATION

The purpose of this RFP is to solicit proposals from qualified architects or firms to contract with
the City of Orem to design and provide construction documents for a remodel of the Orem
Family Fitness Center. Once the Architect has been selected, the City will release another RFP
to select a Construction Manager / General Contractor (CM/GC) to help facilitate the completion
of the design, construction, and construction oversight of the project.

The City of Orem (Owner) is a mid-size community of 98,000 residents in northern Utah. The
City is a full service City providing a wide array of services. The City of Orem operates a full
service 108,000 sq. ft. Fitness Center. The facility includes a 50 meter competitive pool, hot
tub, steam room, leisure pool, cardio and aerobic area, indoor track, two gymnasiums, child
care, racquetball courts, gender specific locker rooms, bathrooms and sauna, and a firearms
range.

The City first built its Fitness Center in 1979, with updates in 2002 and 2006, which included a
new weight room, new aerobics studio, hardwood floors in the gym, expanded child care facility,
new HVAC system in the pool area, upgraded shooting range, a family change room, new
steam room off the pool deck, 6000 sq. ft. second-level cardio area, additional office spaces,
conference room, and heated front foyer entrance. The Fitness Center also expanded its indoor
pool offerings in 2014 and 2016 with a new leisure pool (with water slide, current channel, play
structure, Myrtha mound), a new pool liner, remodeled lap pool, and remodeled locker rooms.

In 2016 and 2017 the Fitness Center received facility improvements as part of the Siemens
Energy Savings Project. This included upgrades to the elevator lift system and aesthetics,
expansion of the existing Allerton system, BAS programming and automation for the entire
building, air handlers, circulation pumps, pool evaporation control, installation of aquatic variable
frequency drives (VFD)s to improve efficiency for the pool circulation pump, installation of
hypochlorite generator at the rec center to serve lap pool and spa areas, leisure pool pump
switch, VFDs for the boiler and chiller loop pumps, improved building envelope, added
mechanical insulation, sealed air dampers and ducts, installed de-stratification fans, replaced
interior and exterior building lighting and upgraded controls.

This RFP is part of a competitive procurement process which helps to serve the best interests of
the Owner and its citizens. It also provides each Respondent with a fair opportunity for its
services to be considered.

SECTION 2 : GENERAL INFORMATION

2.1 PROPOSAL RESPONSE OUTLINE

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Proposals must be concise and in outline format, not to exceed 12 total pages. Pertinent
supplemental information should be referenced and included as attachments. All proposals
must be organized and tabbed to comply with the following sections:

Tab 1 LETTER OF TRANSMITTAL. The letter of transmittal should include an introduction of

the Respondent, company, or team: the name, address, telephone number and email address
of the person to be contacted along with others who are authorized to represent the company in
dealing with this RFP.

Tab 2 EXECUTIVE SUMMARY. Provide a brief statement that summarizes the unique
qualifications of the proposer in relation to the unique and general requirements of this project.

Tab 3 DETAILED DISCUSSION. This section should constitute the major portion of the
proposal and must contain:

1. Proposed Project Team Organization and Qualifications – Provide a chart that identifies
the roles of each of the Key Individuals involved in each phase of the project. Provide
resumes for all key individuals on the proposed project team. Provide a matrix that
indicates past project collaborations carried out by the proposed team.

2. Proposed Project Team Performance on Past Projects – Provide information for at least
five recreation center (or similar) projects that demonstrate the proposer’s ability to
accomplish this project. For each project identified, provide the following information:
Owner, Description, Photo, Square Footage, Cost, Change Order History, Special
Features, and Project Team Members’ involvement.

3. References – Provide a reference for each project listed above who may be contacted
for further information regarding the performance of the proposer’s Project Team.

4. Team Roles and Responsibilities – Provide a description of the roles and responsibilities
of the proposer’s Project Team members and how the Team will work together to
achieve the objectives of the project. List any applicable subcontractors or sub-
consultants.

5. Proposed Project Schedule – Provide a schedule that includes individual phases as

applicable. The proposed project schedule shall list important dates, times and locations
of meetings and submittals.

6. Proposed Project Approach — Outline the tasks, any special approaches, and the plan
for completion. Innovation and alternatives to the scope proposed here are welcome,
including input on keeping the pools and other areas open during construction.

7. Local Knowledge — Describe your knowledge of our local area and criteria that needs to
be considered in the building design and project execution. Provide examples of your
experience in the area.

8. Public Recreation Project Experience — Discuss your experience in designing public

projects, which are funded by public monies.

. Failure to provide written response to items indicated in this RFP will be interpreted by Owner
as an inability by the Respondent to provide the requested service.

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Tab 4 COST PROPOSAL. The Respondent must submit a cost proposal allowing costs to be
evaluated independently of other criteria in the proposal. The cost proposal should include the
method of determining compensation for the required services with a not-to-exceed cost
estimate. It should also include the estimated cost to complete all of Architect’s Basic Services
for the Project and a proposal for the percentage of Architect’s compensation that will be paid at
each phase of the design and construction of the Project.

Tab 5 FINANCIAL REPORTS. The Respondent should furnish a current financial report for
the company's most recent fiscal year, audited, if available.

Tab 6 Miscellaneous additional information and attachments including company literature

and catalogs.

2.2 ADMINISTRATIVE GUIDANCE

The information provided herein is intended to assist Respondents in the preparation of

proposals necessary to properly respond to this RFP. The RFP is designed to provide interested
Respondents with sufficient basic information to submit proposals meeting minimum
requirements, but is not intended to limit a proposal's content or to exclude any relevant or
essential data therefrom. Respondents are at liberty and are encouraged to expand upon the
specifications to give additional evidence of their ability to provide the services requested in this
RFP.

2.3 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Orem City Development Services Department is the issuing office for this RFP and all
subsequent addenda relating to it. The reference number for the transaction is #1106. This
number must be referenced on all proposals, correspondence, and documentation relating to
the RFP. It is expected that the successful Architect or firm will report to the Construction
Manager and a multi-disciplinary Project Team.

Contact Information: Taggart Bowen

Engineering Section Manager – City of Orem
56 North State Street
Orem, Utah 84057
trbowen@orem.org
(801) 229-7316

2.4 SUBMISSION OF PROPOSAL

Proposal RFP documents will be available online on November 20, 2018 at purchasing.utah.gov
(select the search bar> select Current Bids > enter “Orem” > select search.) Sealed proposals
will then be accepted online at Sciquest and by the Office of Purchasing, City of Orem located at
56 North State Street, Orem, UT 84057 until December 20, 2018 at 5pm. Proposals submitted
after this deadline will be rejected. Respondents are requested to submit an electronic copy of
the proposal through Sciquest and deliver three (3) bound copies, and one (1) Flash Drive or
link to a Cloud Drive to the purchasing agent’s address listed below. The RFP must be received
no later than December 20, 2018 at 5pm.

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RFP #1106; Architect Services -- Orem City Fitness Center Remodel Project

Kent Allen
Purchasing Agent
City of Orem Purchasing Office
56 North State Street
Orem, Utah 84057
krallen@orem.org
(801) 229-7131

If the proposal is sent by mail to the Purchasing Office, the Respondent shall be responsible for
actual delivery of the proposal, to the proper office before the deadline. Proposals received after
this deadline will be late and ineligible for consideration. Following the deadline, the names of
those responding to the RFP will be made public. All other information will remain confidential,
as permitted by law (please see section 2.10 herein) until the contract has been awarded.

2.5 INQUIRIES

2.5.1 Questions arising subsequent to the issuance of this RFP, that could have a
significant impact on the responses to the RFP, shall be submitted in writing through
Sciquest, Attn: Taggart Bowen. Questions and answers will be consolidated and
provided to all Respondents on record as receiving this RFP. All such questions should
be received two (2) working days prior to proposal due date. Questions submitted after
5pm on December 18, 2018 will not be addressed.

2.5.2 Facility Tour - Owner will facilitate a mandatory pre-proposal meeting and tour
of the facility on Tuesday December 4, 2018 at 8:30am for all interested parties. The tour
will begin at the fitness center located at 580 West 165 South, Orem, UT.

2.6 RESPONDENT’S RESPONSIBILITY FOR PROPOSAL COSTS

Owner is not liable for any cost incurred by Respondent associated with the preparation of the
proposal or the negotiation of a contract for services prior to the issuing of the contract.

2.7 EVALUATION OF PROPOSALS

Owner may award a contract based on initial proposals received without discussion of such
proposals with Respondent. Accordingly, each initial proposal should be submitted with
the most favorable price and service available. Specific proposal evaluation criteria and
methods are included under Section 4 "Proposal Evaluations."

2.8 ORAL PRESENTATION

Owner may require an oral presentation by Respondent to supplement a written proposal.

These presentations will be scheduled, if required, by the Engineering Section Manager,
Taggart Bowen, after proposals are received and prior to the award of the Contract.

2.9 AWARD OF THE CONTRACT

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Upon completion of the evaluation process, Owner may negotiate with and award the contract
to the Respondent whose proposal is determined to be most advantageous to the Owner. The
contract must be executed by the parties prior to commencement of performance. The contract
will incorporate the provisions of this RFP (including any addenda) and other terms negotiated
by the parties. By submitting a signed proposal as required by Section 2.14, Respondent is
agreeing to the provisions of the contract described herein.

2.10 PROTECTED INFORMATION

Under the Government Records Access and Management Act, Section 63-2-101 et seq., Utah
Code Ann. (1993 and supp. 1996), as amended ("GRAMA") certain information in the proposal
submitted may be open for public inspection. If Respondent desires to have information
contained in its proposal protected from such disclosure, the Respondent may request
such treatment by providing a "written claim of business confidentiality and a concise
statement of reasons supporting the claim of business confidentiality" with the proposal
(GRAMA, Section 63G-2-309). Pricing elements of any proposal will not be considered
protected. All material contained in and/or submitted with the proposal becomes the property
of the Owner and may be returned only at the Owners option. A business confidentiality claim
form is available on the Utah State Records Committee website at:
http://archives.utah.gov/recordsmanagement/forms/GRAMA-business-confidentiality.pdf

2.11 ADDENDUM TO RFP

In the event that it becomes necessary to revise this RFP in whole or in part an addendum will
be provided to all Respondents on record as having received this RFP through Sciquest.

2.12 REPRESENTATIVES AND NOTICES

During the RFP process (from the date of issue through the date of contract award or other final
decision) the Engineering Section Manager is the sole source of official information regarding
this RFP. The City has designated Taggart Bowen (Engineering Section Manager, City of Orem,
56 North State Street Orem, Utah 84057, 801-229-7316, trbowen@orem.org) as its
representative. All other communications, both spoken and written, which are received by any
representative of the Respondent from other sources (such as employees in other departments)
should be confirmed by the Respondent with the representative as being true and accurate prior
to incorporating such information into their response. This refers to both formal and informal
conversations and communications. Please remember that significant changes to the RFP will
always be issued as a formal, written addendum on Sciquest.

2.13 ALTERNATIVE PROPOSALS

Respondent may submit more than one proposal, each of which must follow the Proposal
Response Outline (section 2.1 herein) and satisfy the requirements of this RFP. The
Respondent's primary proposal must be complete and comply with all instructions. The
alternative proposals may be in abbreviated form following the Proposal Response Outline but
providing complete information only for sections which differ in any way from those contained in
the prime proposal. If alternative proposals are submitted, the Respondent must explain the
reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be
evaluated on its own merits.

2.14 AUTHORIZED REPRESENTATIVES

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The RFP must contain the signature of a duly authorized officer or agent of the Respondent’s
company empowered with the right to bind the Respondent for the amounts estimated and
terms proposed. The Respondent must also provide evidence of the authority of the officer or
agent to bind the Respondent. Owner shall have the option to change Respondent’s contact
person if it is in the best interest of Owner.

Include this information within your "Letter of Transmittal", which will be tabbed section "A" of
your proposal.

2.15 ANTI-COLLUSION

The submission of a proposal constitutes agreement that the Respondent has not divulged its
proposal to, or colluded with, any other Respondent or party to a proposal what-so-ever.

2.16 RESTRICTIONS

All proposals must clearly set forth any restrictions or provisions deemed necessary by the
Respondent to effectively service the proposed Contract.

2.17 RIGHT TO REJECT

Owner reserves the right to reject any or all proposals and to waive any informality or
technicality in any proposal in the interest of Owner.

SECTION 3 : SCOPE OF WORK

3.1 QUALIFICATIONS:

Respondent shall provide the following information in their Proposal for evaluation by Owner:

A. A list and brief description of projects similar in scope and size for which the
Respondent has provided professional services; a discussion of whether or not
the projects were completed on time and within budget; and the names of
persons responsible for the owner/developer and his/her telephone number.

B. A proposed organizational chart to be used by the Respondent in the

performance of the services described in the RFP.

C. Names and qualifications (including professional training, licenses, experience,

awards, etc.) of personnel to be assigned to this project; the time commitments of
these personnel to the Owner's other projects; the role of each in the referenced
projects listed and the proposed role of each in the performance of this project
contract.

D. Provide at least five (5) professional references for work that was performed
similar to that requested in this RFP.

3.2 PROJECT SCOPE – Architect Services for the Orem Family Fitness Center
Remodel Project

3.2.1 GENERAL DESCRIPTION

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City of Orem requests proposals for a major remodel of the Orem Family Fitness Center,
located at 580 West 165 South, Orem, UT. This RFP is part of a competitive procurement
process, which helps to serve the best interest of the Owner and its consumers. It also provides
a Respondent with a fair opportunity for their services to be considered.

The City of Orem anticipates using a Construction Manager/General Contractor (CM/GC) for
this project, and expects to select the CM/GC prior to the 25% design level of the project. The
City anticipates that the selected architectural firm will assist the City in the selection of the
CM/GC. The CM/GC will provide a Guaranteed Maximum Price at the 100% construction
drawing level.

It is the intent that the construction project will be phased to accommodate the aquatic area to
remain open during the construction time period and that other spaces will be out of service for
as short of time as possible.

The renovated facility should enhance the quality of life of the residents of Orem City by
providing positive activity spaces and programs for users while also creating a pleasing
aesthetic structure and landscape and a more open and inviting environment for patrons.
Desired improvements for the facility include a new entrance, administrative offices,
family changing rooms, suspended running track, potentially an incline track, new
fitness and exercise studios, racquetball courts (4-6 total), enhanced child care area,
rock wall, indoor playground, community meeting space and natural lighting.

The City of Orem expects that the facility will contain energy efficiency LEED-type features, and
will utilize sustainable building principles. It is not the city’s intent to seek LEED certification for
this project. The facility will reflect creative design, connectedness to the community, and cost
consciousness.

The City of Orem expects that the design will reflect current operational and maintenance
efficiencies and promote customer service and safety.

Review background information

1. In 2017, a comprehensive feasibility study to investigate the operational and

programmatic viability of the facility and to determine financial feasibility, and anticipate
future community recreation needs was conducted. Existing recreational assets were
evaluated and best options were determined. This study is available for review on the
Orem City website at orem.org/recstudy/ .

2 Related information – a number of documents express and influence some of Orem’s

vision for the City’s recreational facilities. Orem City Parks and Recreation Master Plan
(at orem.org/parksmp/ ), and recent community surveys (at orem.org/reports/ ). Each of
these are available for the Respondents to review.

B. Work to be performed by Selected Architect

The selected architect shall provide finalization of the space program, concept design,
schematic design, construction documents, coordination with the CM/GC, and consultation as
needed for the Project, which includes site improvements. Scope of work shall include the
following:

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 1. Coordination with City-appointed Project Management Team in all phases of the project,
according to the approved Project Approach and Project Schedule submitted by the
Architect.

2. Review and Finalization of Space Program for the project. Architect will incorporate the
preliminary Space Program Study into the overall comprehensive feasibility study.

3. Preparation of a Schematic Design for the project, including preliminary building plans,
sections and elevations, study models, perspective sketches, electronic modeling, etc.
The Architect will present the Schematic Design to the City and Project Team
representatives for input.

4. Facilitation of two public open houses and two City Council Work Session presentations
at key project phases. This will also involve an online public process to collect citizen
input.

5. Consultation as needed in the selection of a CM/GC for the project.

6. Coordination with the CM/GC beginning at the 25% design level. Coordination will
include review of construction materials and methods, cost estimating, project phasing,
etc.

7. Preparation of Construction Documents. Documentation will include drawings and

specifications that establish in detail the quality, quantity and levels of materials and
systems required for construction of the project. Presentation of 50%, 85% and 100%
construction documents will be provided. Documents will be in sufficient detail at 85% for
the CM/GC to produce a preliminary Guaranteed Maximum Price to perform
construction. Construction Documents at 100% will be used by the CM/GC to present to
and negotiate with the City a final Guaranteed Maximum Price. Architect will provide a
review of the proposed Guaranteed Maximum Price on behalf of the City.

8. Coordination of all permitting and other similar requirements.

9. Continued coordination with the CM/GC throughout the bidding and construction process
for the project. This coordination will include regular updates to the City regarding project
progress.

10. Coordination with CM/GC in project inspection and closeout, including all closeout
documentation, maintenance and operation manuals, warranties, as-built drawings,
systems testing, quality assurance, etc.

3.2.2 TIMELINE

The City of Orem anticipates breaking ground on this project during the summer of 2019, with
an agreed upon completion date sometime in late 2020 or early 2021.

3.3 REQUIRED PROPOSAL SUBMITTALS

In addition to other required submittals in this RFP (Section 2.1), each proposal shall include the
following:

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 1. Summary Statement – Provide a brief statement that summarizes the unique
qualifications of the proposer in relation to the unique and general requirements of this
project.

2. Proposed Project Team Organization and Qualifications – Provide a chart that identifies
the roles of each of the Key Individuals involved in each phase of the project. Provide
resumes for all key individuals on the proposed project team. Provide a matrix that
indicates past project collaborations carried out by the proposed team.

3. Proposed Project Team Performance on Past Projects – Provide information for at least
five recreation center (or similar) projects that demonstrate the proposer’s ability to
accomplish this project. For each project identified, provide the following information:
Owner, Description, Photo, Square Footage, Cost, Change Order History, Special
Features, and Project Team Members’ involvement.

4. References – Provide a reference for each project listed above who may be contacted
for further information regarding the performance of the proposer’s Project Team.

5. Team Roles and Responsibilities – Provide a description of the roles and responsibilities
of the proposer’s Project Team members and how the Team will work together to
achieve the objectives of the project. List any applicable subcontractors or sub-
consultants.

6. Proposed Project Schedule – Provide a schedule that includes individual phases as

applicable. The proposed project schedule shall list important dates, times and locations
of meetings and submittals.

7. Proposed Project Approach — Outline the tasks, any special approaches, and the plan
for completion. Innovation and alternatives to the scope proposed here are welcome,
including input on keeping the pools and other areas open during construction.

8. Local Knowledge — Describe your knowledge of our local area and criteria that needs to
be considered in the building design and project execution. Provide examples of your
experience in the area.

9. Public Recreation Project Experience — Discuss your experience in designing public

projects, which are funded by public monies.

10. Cost estimate — Cost estimate for the not to exceed price of the completed project.

11. Architect Compensation – The estimated cost to complete all of Architect’s Basic
Services for the Project and a proposal for the percentage of Architect’s compensation
that will be paid at each phase of the design and construction of the Project.

SECTION 4 : PROPOSAL EVALUATION

SECTION 4.1 PROPOSAL EVALUATION CRITERIA

The criteria to be used to evaluate proposals, listed in their relative order of importance, are as
follows:

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 1) 35%: Project Approach (e.g. Relevant fitness center project experience, remodel
experience, knowledge of the local recreation environment, creative
ideas/innovation, cost savings, facilitating community donations, aquatics
operational ideas, etc.)
2) 25%: Qualifications (Experience, past performance, and reputation with the City
of Orem & others)
3) 25%: Project Cost
4) 15%: Project Timeline

NOTE: In addition to addressing the specific criteria listed, each Respondent should
provide a detailed response to each requirement in this RFP.

SECTION 4.2 EVALUATION PROCESS

All proposals in response to this RFP will be evaluated in a manner consistent with City of Orem
procurement code and all applicable rules and policies.

In the initial phase of the proposal evaluation process, the evaluation committee will review all
proposals timely received. First, non-responsive proposals (those not conforming to RFP
requirements) will be eliminated. Second, the remaining proposals will be evaluated in a cursory
manner to eliminate from further consideration those proposals which in the judgment of the
evaluation committee fail to offer sufficient and substantive provisions to warrant further
consideration. Each Respondent bear’s sole responsibility for the items included or not included
in the response submitted by that Respondent. Owner reserves the right to disqualify any
proposal that includes significant deviations or exceptions to the terms, conditions and/or
specifications in this RFP.

At the conclusion of this initial evaluation phase, selected proposals will be chosen for detailed
review and evaluation, including oral presentations, if required. Owner reserves the right to be
the sole judge as to the overall acceptability of any proposal or to judge the individual merits of
specific provisions within competing offers.

SECTION 5 : INSURANCE REQUIREMENTS

The Respondent shall, at its own expense, provide for the payment of Worker’s Compensation
benefits to its employees employed on or in connection with the work covered by this RFP, in
accordance with applicable laws.

5. 1 The Respondent shall at its own expense, carry and maintain Comprehensive General
Liability Insurance including but not limited to $1,000,000.00 per occurrence and
$2,000,000.00 aggregate.

5. 2 The Respondent shall at its own expense, carry and maintain Automobile Public Liability
insurance with Bodily Injury and Death Limits of at least $250,000 for any one person
and $500,000 for any one occurrence, and Property Damage Limit per occurrences of
$250,000. Such benefits and such coverage as required herein or in any other
documents to be considered a part hereof shall not be deemed to limit Consultant’s
liability under this Contract.

5. 3 Respondent shall at its own expense, carry and maintain professional liability/errors and
omissions insurance appropriate to Respondents’ profession to a minimum coverage of
$1,000,000; with neither Respondent nor listed sub-respondents having less than
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 $500,000 individually. The professional liability/errors and omissions insurance must be
project specific with at least a one year extended reporting period, or longer upon
request.

5. 4 The Respondent shall likewise require its sub-respondents, if any, to provide for such
benefits and carry and maintain such insurance at no expense to the Owner.

5. 5 The Respondent shall furnish Owner with a copy of certificates of insurance as evidence
that policies providing the required coverage’s and limits of insurance are in full force
and effect.

5. 6 Certificates of insurance for Commercial General Liability, Umbrella Liability, and each of
the other insurance policies shall be submitted within 30 days following Contract
execution.

5. 7 All insurance coverage furnished under this Contract, with the exception of Worker's
Compensation and Employer’s Liability, shall include the Owner, directors, officers,
agents, and employees as additional insured with respect to the activities of the
Consultant and its sub-consultants.

Before any of the Respondents’ or its sub-respondent’s employees shall do any work upon the
Owner’s premises, the Respondent shall furnish the Owner with a certificate in duplicate
evidencing that such benefits have been provided and that such insurance is being carried and
maintained. Such certificate or certificates shall specify the date when such benefits and
insurance expire. The Respondent agrees that such benefits shall be provided and such
insurance carried and maintained until after the entire work under the Contract has been
accepted. The Respondent shall provide Owner at least sixty (60) days advance written notice
prior to cancellation, termination or material alteration of said policies of insurance.

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