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HomeMy WebLinkAboutItem 03 Approval of Scope of Work and Fee Proposal from GAI for the CEI Services for Medians on State Road 50 for the FDOT Beautification Grant ocoee florida AGENDA ITEM COVER SHEET Meeting Date: June 18, 2019 Item # 3 Reviewed By: Contact Name: Ginger Corless, Deputy Department Director: Director/CRA Administrator /7. Contact Number: (407) 905-3100 ext.1028 City Manager: Subject: Approval of scope of work and fee proposal from GAI for the CEI services for medians on SR 50 for the FDOT Beautification Grant Background Summary: On September 18, 2018, the City executed an agreement (JPA) with the Florida Department of Transportation (FDOT) for funds to landscape the medians of State Road (SR) 50, between SR 429 and Good Homes Road (FDOT Project Number 443786-1-58-01/02). Based on the City's request, FDOT has awarded the project a total of$775,000 to be reimbursed to the City over two fiscal years as shown in the following table: Funding FM #443786-1-58-01 Fiscal Year 2018/2019 $500,000 FM #443786-1-58-02 Fiscal Year 2019/2020 $275,000 Total $775,000 FDOT will reimburse the City the costs for the purchase of plant materials, fertilizer, soil amendments, mulches, staking, and labor associated with the installation of the planting. The City is responsible for all other costs including the preparation of construction documents that comply with FDOT design criteria, cost of securing the services of construction engineering and inspection (CEI), and irrigation. The project must be completed prior to June 30, 2020. The JPA stipulates the City must enlist the services of a FDOT certified CEI professional and that person or firm may not be an employee of the City nor can they be the landscape architect of record. Therefore, staff requested a proposal from GAI Community Solutions Group, one of the City's continuing landscape architecture firms to provided the required CEI services. Issue: Should the Honorable Mayor and City Commission authorize staff to prepare a purchase order in the amount of $64,545 for GAI Community Solutions Group to provide the required CEI Services for the SR 50? Recommendations: Staff recommends that the Honorable Mayor and City Commission authorize staff to prepare a purchase order in the amount of $64,545 for GAI Community Solutions Group to provide the required CEI Services for the SR 50 Median Landscape Project. Attachments: GAI Community Solutions Group Scope of Work and Fee Proposal, dated June 4, 2019 Financial Impact: The cost of the CEI is not an eligible FDOT reimbursement item; however, it is mandated based on the executed JPA. The $64,545 GAI Community Solutions Group, CEI Services was identified in the CRA's budget and funds are available from the CRA's capital budget. Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading � Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda Commission Approval Discussion& Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney G N/A Reviewed by Finance Dept. �'�� � / MOViiTER N/A Reviewed by () N/A 2 COMMUNITY June 4, 2019 SOLUTIONS GAI Project No.A190641.00 GROUP Ms. Ginger Corless Deputy Development Services Director CRA Administrator IPlanning I Urban Design City of Ocoee Landscape Architecture Economics I Real Estate 301 Maguire Road Ocoee, Florida 34761 Scope of Services S.R. 50 Landscape Consultant Construction Engineering Inspection (CCEI) Services Ocoee, Florida Dear Ms. Corless: Thank you for the opportunity to allow GAI Consultants Community Solutions Group (CSG), a GAI Consultants, Inc. service group,to provide the City of Ocoee (City)with this Scope of Services for the above referenced project. The CCEI process required by the Florida Department of Transportation is one we are quite familiar with.We are confident that we can satisfy the requirements of FDOT and at the same time protect the interests of the City during the landscape construction process. Project Understanding The City of Ocoee retained CPH, Inc.to provide landscape design services for the medians within a segment of S.R. 50. The project extends from S.R.429 on the west to Good Homes Road on the east.As a part of a Joint Participation Agreement (JPA) between the City of Ocoee and the Florida Department of Transportation dated September 25, 2018, the City is required to retain a Pre- qualified CCEI firm to perform construction oversight of the project. It is understood that the duration of the project is anticipated to be 150 days to substantial completion, with an overall construction budget of approximately $884,000.00. Scope of Services Task 1.0-Inspection Services 1.1 Our Senior Inspector will: ■ Attend the pre-construction meeting and progress meetings. GAI Consultants,Inc. 618 E.South Street • Periodically monitor lane closures in accordance with the approved Suite 700 Traffic Control Plan (TCP). Orlando,Florida 32801 • Conduct inspections, as needed,to ensure landscape installation in 7407.423.8398 accordance with the contract documents, requiring on-site inspections gaiconsultants.com approximately three times per week. A GAI Consultants.Inc.Service Group ©2019 GAI CONSULTANTS Ms.Ginger Corless Page 2 June 4,2019 GAI Project No.A190641.00 ( Planning I Urban©sign rd.,rt .ape A,hitecture • Conduct field material sampling, as required. E °'° I P`"Estate • Track field quantities of installed landscaping, as required. • Provide reports of the contractor's operations and significant events. Task 2.0—Landscape Architectural Services 2.1 Our Senior Landscape Architect will: • Review Contractor's installation plan describing methods, activities, materials and schedule and provide recommendation for adjustments/acceptance. • Provide construction phase observation of the landscape and irrigation installation activities including; Contractor's layout/flagging of all planting areas showing location of all palms, trees and shrub & groundcover beds (Modifications to layout may be required to avoid utility conflicts); review required submittals for soil mix, soil amendments, herbicides, fertilizer, Pre-Emergent Herbicides and mulch; on-site inspection of plant material; provide observation and inspection of landscape and irrigation installation, including staking of trees and palms. 20 inspections by the Senior Landscape Architect are anticipated. • Review "Landscape Monthly Inspection Form" and certify that plants have been installed and are being maintained in accordance with contract documents. • Review required submittals and respond to Requests for Information. • Review/approve the Contractor's Establishment Plan. • Provide substantial completion inspection and punch list of items to be corrected. These inspections are in addition to the 24 described above. • Provide final inspection and letter of acceptance and establish date of beginning of"Establishment Period." Schedule Services and cost are based upon a project duration not to exceed 180 days. Compensation Compensation for services rendered will be on a lump sum basis. The breakdown by Task is as follows: Method of Task Title Fee Payment Task 1.0 Inspection Services Lump Sum $45,045 Task 2.0 Landscape Architectural Services Lump Sum $16,500 Reimbursable Expenses Cost $3,000 Total $64,545 A GAI Consultants.Inc.Service Group ©2019 GAI CONSULTANTS Ms.Ginger Corless Page 3 June 4,2019 GAI Project No.A190641.00 Planning I Urban Deign Lan{scapenrchitrrturr Reimbursable Expenses Economic>I Peal Estate Reimbursable expenses may include in-house and out-of-house projected costs required to perform the work described herein, such as postage, courier services, overnight deliveries, and mileage. Reimbursable expenses will be invoiced on an actual cost basis. Payment CSG will prepare invoices monthly and payment will be due within thirty(30) days of the date of the invoice.All other payment terms will be in accordance with RFQ #15-02, , Continuing Contract Planning and Landscape Architectural Services between GAI Consultants, Inc and the City of Ocoee extended through June 14, 2019. Services Not Included The proposed scope of services and cost(s) assume the following items are excluded from this scope of services: 1. Contract Administration services (to be provided by the City of Ocoee) 2. Subsurface Utility Engineering excavations to determine underground features/utilities (i.e. soft digs). 3. Maintenance of Traffic plans 4. Additional Phased expansion scope, design, and/or permitting. Breaking the design of the project out into multiple construction phases and bid packages other than what is stated in this proposal. 5. Contractor related permitting through jurisdictional agencies (i.e. SFWMD, FDEP, City of Ocoee, etc.). 6. Record Drawings and /or BIM based on the contractor's As-Builts (assumes As-Built drawings/or BIM will be provided by the contractor). Assumptions and Understandings CSG's Scope of Services and Compensation as set forth above have been prepared based upon the following assumptions and understandings: 1. City acknowledges and understands that Community Solutions Group is a GAI Consultants, Inc. Services Group.Any reference to Community Solutions Group or CSG in the Proposal for Professional Services and the Standard Terms and Conditions also refers to GAI Consultants, Inc. It is further acknowledged and understood that this agreement is between the City and GAI Consultants, Inc. 2. City has provided all its requirements for GAI's scope of services and all criteria and/or specifications that GAI should utilize at the time this Proposal is authorized.This includes any requirement for any statement of professional opinion or certification. A GAI Consultants.Inc.Ser✓ice Group 2019 GAI CONSULTANTS Ms.Ginger Corless Page 4 June 4,2019 GAI Project No.A19O641.O0 Planning I Urban Dcsign Landscape A•(hitecture 3. City has provided all available information pertinent to GAI's scope of [ccno "s I Pca!Estate services, including previous reports/drawings; utility information;topo information, etc. at the time this Proposal is authorized. Unless otherwise noted, GAI may rely upon such information. 4. City will give GAI prompt notice whenever it observes or otherwise becomes aware of any development that affects the scope or timing of GAI's performance. 5. City will examine and provide comments and/or decisions with respect to any GAI interim or final deliverables within a period mutually agreed upon. 6. Any of City's other consultant(s)/contractor(s)will cooperate and coordinate with GAI in a timely and efficient manner. 7. GAI's proposed compensation and schedule are based on receipt of authorization to proceed within thirty(30) calendar days of the date of this Proposal./GAI reserves the right to adjust its compensation if authorization to proceed is not received within thirty(30) calendar days. Please do not hesitate to contact me at 321-319-3057 if you have any questions or wish to discuss this Proposal. Sincerely, Community Solutions Group, a GAI Consultants, Inc. Service Group Francis Digitally signed by Francis Bellomo Bellomo D11:1ate:1:40 2O19.O6.O 04'00'5 Frank Bellomo, PLA Assistant Vice President Senior Director Landscape Architecture Glendon M .`:•'-'267":"''''17.177 aM � Herbert 0.913.119 ,�„-.,o9,C°°°° Der 2019116.05 1120-110M Glenn Herbert, PLA, FASLA Director Landscape Architecture FB/GH/bry A G.A!Consultants.Inc.Service Group ©2019 GAI CONSULTANTS