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Home My WebLink AboutGrace Design Studio City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 6/3/2026 Department: Redevelopment Vendor Name: Grace Design Studios Sign Date: 5/27/2026 Ending Date: Approx 12 months Amount of Original Contract: $105,200 Is this an amendment or change order to original contract? Yes or tiO Amended Contract Amount: Purpose: Design, Bidding and Construction at Picasso House, 723 Spring St For Clerk's Office to fill out / / Date uploaded to Gateway: 4/ �/o�(,� MGrace Design Studios Grace Design Studios, LLC Letter of Proposal For Architectural Services 04.09.2026 Redevelopment Commission Attn: Scott Hawkins RE: Picasso House Renovation 723 Spring Street Jeffersonville, IN 47130 Dear Scott, Thank you for the opportunity to continue our relationship with the City of Jeffersonville.As a multidisciplinary firm with deep expertise in municipal/civic design,we offer a proven track record of delivering complex projects with precision,creativity,and efficiency.Our team is fully equipped to support your goals through every phase—providing thoughtful design leadership, proactive communication,and a steadfast focus on quality and value. PROJECT DESCRIPTION Grace understands that this project will consist of renovating the existing 5,600 SF building at 723 Spring Street to be used as a performing arts center/multi-use facility.We have visited the existing space on multiple occasions and provide the attached proposed preliminary/schematic plan that we prepared from the notes/scope that you provided. SCOPE OF SERVICES The following services are included in our Basic Services fee: • Architectural and Interior Design(Grace Design Studios) o Reuse of existing space as applicable o New finishes throughout the space o Coordination with MEP • Mechanical, Plumbing&Electrical(MEP)Engineering(BCCLT Engineering) o New lighting in renovated spaces o New electrical and data as needed o Modified/new HVAC system as needed to accommodate new floor plan/use o Revised plumbing to accommodate the updated floor plan/use o Sound System/Theater Lighting/Curtain System to be By Owner • Code Compliance Review • Construction Documentation and Specifications • Construction Administration,including field observation and submittal review gracedeslgn.com Design that Defines. Impact that Endures. PROJECT DELIVERY PHASING schematic Design Phase: During the Schematic Design phase,Grace will develop the conceptual framework for the project based on the approved program and site requirements.Services include: • Preliminary floor plans showing space layout,circulation,and functional zones • Evaluation of design options to identify"best value"solutions based on performance,aesthetics,and cost • Code analysis • Preliminary design narratives outlining proposed materials,and MEP/FP(Mechanical, Electrical, Plumbing,and Fire Protection)strategies • Regular design review meetings with the Client and consultants Design Development Phase: In the Design Development phase,the project design is refined to define materials,systems,and construction methods in greater detail.Services provided during this phase include: • Further development of architectural plans,including floor plans,elevations,building sections,and initial interior elevations and schedules • Coordination and integration of mechanical,electrical,plumbing • Collaboration with any owner-provided consultants(sound lighting,security) Construction Document Phase: During the Construction Document phase,Grace will prepare a set of documents that define construction requirements for permitting and bidding.Services include: • Preparation of architectural drawings and technical specifications • Coordination and delivery of mechanical, plumbing,and electrical construction documents • Integration of work from owner-provided consultants • Development of a permit-ready set for submission to Authorities Having Jurisdiction(AHJs) • Assistance with clarifications during the permit review process,as needed • The final deliverables will serve as the basis for contractor pricing, permitting,and construction Bidding and/or Negotiation Phase: Grace will support the Client during the Bidding and/or Negotiation Phase to help ensure a smooth and competitive procurement process.Our services during this phase include: • Grace will assist in bidding the project via public bid.The Owner will provide all legal documents and Instructions to Bidders pertaining to the Bid. • Grace will conduct One(1)on-site Pre-Bid Conference with the interested bidders. • Grace will respond to bidder questions and requests for substitutions in addendum format. • Grace will assist the Owner in tabulating and analyzing the bids. Construction Administration Phase: Following the award of the construction contract,Grace will provide Construction Administration services to support the project through completion.Services include: • Periodic site visits by the Architect and engineering consultants to observe construction progress and assist in verifying general compliance with the design intent • Review and processing of contractor submittals,shop drawings, Requests for Information(RFIs),and product data • Coordination meetings with the construction team(e.g.,monthly site visits,milestone inspections) Grace Design Studios,LLC 2 • Ongoing communication with the Contractor and Owner to address design clarifications and resolve field issues • Preparation of final punch lists and review of close-out documentation including warranties and manuals Additional site visits beyond those included in the base scope will be billed as an Additional Service per the fee schedule.The Architect will not be responsible for construction means and methods or contractor performance. PROFESSIONAL FEES Our proposed fee for Basic Services is provided as a lump sum to be finalized in collaboration with your team. Fee Breakdown by Phase: Schematic Design 20% $ 21.040 Design Development 25% $ 26,300 Construction Documents 35% $ 36,820 Bidding/Negotiation 5% $ 5,260 Construction Administration 15% $ 15,780 Total Basic Services: $ 105,200 PROJECT SCHEDULE Estimated project milestones are as follows: • Schematic Design:Within 3 weeks of Notice to Proceed • Design Development:3 weeks after completion of SD phase • Construction Documents:3-4 weeks following completion of DD phase • Bidding Phase:Approximately 4 weeks from release of construction documents • Construction Phase: Estimated duration of 6-8 months Schedule is subject to change based on Client review durations and product/material delivery timelines. Schedule Delays and Compensation Adjustments If delays beyond our control materially impact our ability to deliver services efficiently,Grace shall be entitled to a reasonable adjustment of both schedule and compensation. REIMBURSABLE EXPENSES Reimbursable Expenses will be billed at 1.1 our net cost,and include travel,reproduction,shipping/delivery,long distance telephone/fax,mileage @ current government rate,and supplies required specifically for the project.We will work diligently to minimize these expenses,and you will be billed only for our costs incurred. BILLING SCHEDULE Billing will occur at the end of each month for the work completed(%)and expenses for that month.Payment is due within 30 days of the invoice date. FORM OF AGREEMENT This proposal is based on the AIA Document B101/6101-2017(as modified),Standard Form of Agreement Between Owner and Architect.Upon acceptance,we will prepare the final agreement for your review and execution. Grace Design Studios,LLC 3 PROFESSIONAL LIABILITY INSURANCE We are insured with Professional Liability Insurance.Certificate can be provided upon request. At Grace we don't just design buildings—we design trusted partnerships.We trust that this proposal meets your expectations. We would be honored to bring your vision to life through design excellence,technical precision,and collaborative leadership. Thank you again for the opportunity.We welcome any questions and look forward to working with you. Sincerely, Brian Lindroth Partner Acknowledgement of Proposal Acceptance Accepted by: ,10/1)-1/14,41/V " r t - Date: `7 �7 Name/Title: C10(1 L 0 0/4cf-eli V l 62 Pathil-r 111 Grace Design Studios,LLC 4