HomeMy WebLinkAboutVI(L) Establish SELECTION PROCEDURES FOR REVIEW OF CITY MANAGER APPLICATIONS AGENDA 11-05-96
Ocoee
City of Ocoee l Item VI L
r.14 150 N. Lakeshore Drive Jean Grafton
f�` `2� Ocoee, Florida 34761-2258 City Clerk
ofuG000 (407) 656-2322
FAX (407) 656-5725
MEMORANDUM
To: The Honorable Mayor and City Commission
From: Jean Grafton, City Clerk
Date: October 31, 1996
Re: Establish Selection Procedures for Review of City Manager Applications
The outline describing the selection procedure provided for you in April by Personnel Director
Psaledakis anticipated that either a steering committee or a consulting agency would conduct the
initial cuts in the selection process for you, and only the resumes of those applicants most suited
for the position would be presented for your review prior to the first work session. For that
reason, the steps to be taken at that stage of the process were not spelled out in the outline.
When you reached consensus to review all of the applications personally there was discussion
about the process to be followed, but no clear direction to staff on how you would indicate or
process the first cuts from the list.
Mayor Vandergrift has suggested that you submit your choices of the top 20 candidates to the
Personnel Department so that a list could be prepared for you prior to the November 12 work
session.
Please discuss the procedure you wish to follow and give staff direction.
"PRIDE OF WEST ORANGE" �/
( AGENDA 11-05-96
®toes I Item VI M.
•-• i 0
rF�•o G0O
JAMES W.SHIRA,P.E.
CITY ENGINEER/UTILITIES DIRECTOR
150 N.LAKESHORE DRIVE•OCOEE,FLORIDA 34761
PHONE(407)656-2322 EXT.142•FAX(407)656-7835
MEMORANDUM
DATE: October 31, 1996
TO: The Honorable Mayor and Board of City Commissioners
FROM: David Wheeler, P.E. ,717
Assistant City Engineer/Utilities Director
SUBJECT: Amendment to Agreement for Consulting Engineering Services
Story Road/Kissimmee Avenue and Marshall Farms/Maguire Road
Intersection Improvements Project
Attached for your review is Addendum No. 96-5 to the Agreement for Consulting Engineering
Services, PEC's continuing contract. This addendum would authorize PEC to provide
supplementary design and construction phase engineering and inspection services for the
completion of the Story Road/Kissimmee Avenue and Marshall Farms/Maguire Road
Intersection Improvements Project.
The attached letter from Ken Hooper details the services to be provided as well as their proposed
fee. The majority of the design services have already been started due to the timing of these
items and the compact schedule to begin construction. Those services are:
• Right-of-Way Monumentation for fence and utility relocation
• Utility Coordination
• Design services for City's water line relocation along the east/north side of Maguire Road
• Design/Construction Plans Update
• Construction Traffic Control Plan
• Advertisement, Bidding, and Award Assistance
• Construction Phase Engineering Services
• Construction Phase Inspection Services
PEC completed detailed design of this project approximately three years ago, but the project was
put on hold because construction funding was not available. Now that the City is ready to
construct this project, the first three tasks need to be rejuvenated and/or updated prior to bidding
the project due to the time lag. The remaining tasks are services needed to take the project to
construction completion which were not included in PEC's original contract. These tasks were
known but were not estimated as a part of the original agreement, since many would have been
wasted costs if construction did not immediately follow.
THE PRIDE OF WEST ORANGE
Also attached is a schedule which staff and PEC have mutually established to complete design
and begin construction of this important project. As you can see it is "tight", but realistic in
setting milestones for completing this project and solving the traffic problems on this portion of
roadway.
PEC proposes to provide the supplementary design and construction phase engineering and
inspection services for the not to exceed fee of$131,409.00 - $28,903.00 for post design and
$102,806.00 for construction phase services. The estimated construction cost is approximately
$1,198,000.00. PEC's total design fee including this amendment is $153,220.00, which
represents approximately 12.8 percent of the construction cost. PEC's total construction fee is
$102,506.00, which represents approximately 8.6 percent of the construction cost.
I recommend that the City Commission authorize the Mayor and City Clerk to execute
Addendum No. 96-5 in the not-to-exceed amount of$131,409.
Attachments
11/01/98 13:24 121 407 849 9401 PEC INC [ 1002/005
r 4 ya
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PROFESSIONAL ENGINEERING CONSULTANTS, INC.
November 1, 1996 P-6171
Mr. James W. Shira, P.E.
City Engineer/Utilities Director
City of Ocoee
150 North Lakeshore Drive
Ocoee, Florida 34761
Re: Intersection Improvements
Story Road/Kissimmee Avenue and Marshall Farms/Maguire Road
Proposal for Post-Design Engineering Services
Dear Jim:
We are pleased to present the attached proposal for engineering services related to the
above referenced assignment. The objective of this assignment is to assist the City with
bidding and award, provide utility relocation assistance, provide traffic control plans,
provide construction administration services and a resident project representative during
construction of intersection improvements at Story Road/Kissimmee Avenue and
Marshall Farms/Maguire Road. Improvements consist of a left-turn lane, a through
lane and a right-turn lane in each of the four (4) legs of the intersection. Roadway
improvements•due to the recent Sysco development plan have been added to this
assignment.
The construction cost estimate for this project is approximately $1,200,000_ Listed
below is a cost summary:
Story Road/Kissimmee Avenue $562,135
• Marshall Farms/Maguire Road 308,079
Sysco Improvements 218,410
Water Main Relocation 109,274
TOTAL $1,197,898
Enclosed for your review are manhour and design fee estimates (Attachment A). The
schedule for completion of construction is six months from the notice-to-proceed award.
We propose to perform the engineering services described herein(Attachment A) on an
hourly basis with a maximum "not-to-exceed" amount of$131,409. Listed below is a
description of the required design services and a fee estimate.
engineers
planners
surveyors 200 East Robinson Street • Suite 1560 • Orlando,Florida 32801 • 407/422-8062 • FAX 407/849.9401
11/01/96 13:24 $1 407 849 9401 PEC INC 2 003/005
Mr_ James W. Shira, P.E.
November 1, 1996
Page 2
Post-Design Services
A. Traffic Control Plans $11,445
B. Utility Coordination 3,924
C. Water Main Relocation 7,126
D. Plans Update 2,238
E. Survey 3,475
F. Expenses 695
SUBTOTAL $28,903
Construction Services
A. Bidding Services 9,780
B. Construction Administration 27,738
C. RPR Services 64.988
•
SUBTOTAL $102,506
TOTAL $131,409
We appreciate this opportunity to provide our engineering services for this assignment
and trust the information provided herein is sufficient for your review. If you have any
questions, please do not hesitate to contact us.
Very truly yours,
PROFESSIONAL ENGINEERING CONSULTANTS, INC.
Kenneth R. Hoope
Project Manager
KRH/bk.P
11/01/96 14:17 ' 'i. 407 849 9401 PEG INC 0 002/003
• Story RoodjntersectionJrroject
CONSTRUCTION S O ST ESTIMATE
$562,135 - Story Road
308,079-Marshall Farms Road
218,410- Sysco Addition
109,274-Watermain Construction
$1,197,898 TOTAL
1 ES
1['o Date rost_De ign Phase
•
$82,893 --Story Road $28,903
20,584-Marshall Farms Road
20,840- Sysco Addition Construction yha,se
$124,317
$102,506
Design% of Construction— 10.4%
Design&Post Design%of Construction 12.8%
Construction Services% of Construction=8.6%
G_ICLERIcATA-11q1-1WAY1PEC10E-2541CONCsT.EST
11/01/96 13:25 121 407 849 9401 PEC INC 0 004/005
ADDENDUM NO. 96-5 TO
AGREEMENT FOR CONSULTING ENGINEERING SERVICES
INCLUDING
CONSTRUCTION ADMINISTRATION SERVICES FOR
INTERSECTION IMPROVEMENTS AT STORY ROAD/KISSIMMEE AVENUE
AND MARSHALL FARMS/MAGUIRE ROAD
This Addendum No. 96-5 hereinafter called the Addendum, as of this 5th day of
November, 1996, shall constitute an Addendum to the Agreement for Consulting
Engineering Services between the City of Ocoee, Florida (the CITY) and Professional
Engineering Consultants,Inc.,20Q East Robinson Street, Suite 1560, Lake Eola Centre,
Orlando, Florida(the CONSULTANT), dated the 21st day of August, 1984,hereinafter
referred to as the AGREEMENT.
WHEREAS, the CITY and CONSULTANT entered into an AGREEMENT whereby
the CITY retained the CONSULTANT to provide professional engineering services as
required from time to time, and WHEREAS the CONSULTANT will perform
consulting engineering services for the CITY as herein defined.
NOW THEREFORE, in consideration of the mutual covenants and promises hereinafter
set forth on the part of both parties to be kept and performed, the parties do mutually
agree as follows:
Section 1 - Services of the Consultant
1.1 The CONSULTANT shall perform the Engineering services as outlined in the
attached proposal P-6171, dated November 1, 1996 relative to the provision of
consulting engineering services to the CITY.
l 005/005
11/01/96 13:25 121 407 849 9401 PEC INC - -.. ._
Section 2 - Compensation
2.1 Compensation by CITY for engineering services provided under this Addendum
shall be computed under Paragraph 6.1.2.3 of the Agreement, utilizing the
Payroll Cost Times a Factor Method of Compensation with the compensation
for this additional authorization not-to-exceed $131,409 as outlined in the
attached proposal, without further authorization from the CITY.
Section 3 - Time of Completion
3.1 The CONSULTANT shall provide the services by July 31, 1997. attached
proposal.
IN WITNESS WHEREOF, the parties have executed this Addendum No. 96-5 the day
the year hereinabove set forth.
CITY CONSULTANT
CITY OF OCOEE PROFESSIONAL ENGINEERING
CONSULTANTS, INC.
BY: B
Mayor
r s�
ATTEST: _ ATTEST: Aa,4---1- `ic,
GAelerlenv1oz\ococc196.5.ADN -2- OH(11/01/96)
10/31/96 16:49 '$'1 407 849 9402 PEC 2 002/009
Story Road Intersection Project
POST DESIGN SERVICES
A. Utility Coordination $3,923.90
B. Traffic Control Plans $11,444.79
C. Water Main Relocation $7,126.26
D. Plans Update $2,238.18
E. Survey $3,475.00
1~. Expenses $694.60
Post Design Subtotal $28,902.73
•
CONSTRUCTION PHASE SERVICES*
G_ Bidding Services $9,779.96
H. Construction Services $27,738.25
T. RPR $64,987.52
Construction Phase Subtotal $102,505.73
•
*Based on 6-month Construction Contract
10/31/96 16:49 ' '1 407 849 9402 PEC 2 2003/009
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10/31/96 16:52 1311 407 849 9402 PEC 2 f2006/009
MANHOUR ESTIMATE FOR CITY OF OCOEE
10-INCH WATERMAIN RELOCATION
DATE: OCTOBER 31, 1996
PROJECT NAME: STORY ROAD
PREPARED BY: GEOFF HENNESSY p
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A. PRELIMINARY DESIGN
1. Walk the proposed alignment of the watermein improvements to examine field conditions
and other pertinent information_ 0 4 0 0 0 0 4
2. Collect and review"as-built"or Record Drawing plans of existing watorrnaln If available
from City of Ocoee.
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B. FINAL DESIGN
1. Prepare Contract Drawings as follows:
1 - General Notes and Summary of Utility Pay Items(Bid Form) -
6 - Plan and Profile Sheets at 1"=20'scats
1 - Standard Detail Sheets
8 - Sheets Total 4 26 0 0 45 0 78
2.Prepare Bid Form.and Measurement and Payment Section for'insertion. PEG will not
prepare Technical Specifications.k ed'tho Drawings will reference:the ClWs•UNUty
Specifications. PEC will provide supplementary specification'for asbestos removal. 0 4 0 0 0 4 8
3. Submit 90%completion level to City for review and approval. Revise aceordingty. 1 9 0 0 1 2 7
4. Prepare(with City's assistance)and submit FDEP permit application. City of Ocoee.to
pay required permit application fee. 1 _ 10 0 0 1 3 15
5. Provide Engineer's Cost Estimate for water main relocation. 1 3 0 0 0 1 5
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G:r,..PRO9BIP- 1588(10,31/98)
MISCELLANEOUS &OUT-OF-rOCKET EXPENSES
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Project Name: City of Ocoee-Story Road
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Prepared By: Steven Kreidt Date: 10130196
Reproduction(Blue Line,Sepias&8.5 x 11): Blue Line Sepia 8.5 x 11 Total
CD
280 0 900
Costs:
Blue Line: 280 Sheets 0 $1.00 = $260.00
Sepia: 0 Sheets @ $3.55 = $0.00
8.5 x 11: 900 Sheet @ $0.25 = $225.00
$505.00 "
Travel From: (Consultant's Office)
To Project andfor City Offices:
1
<P0V) S 36 Miles Per Trip x $0.29 Per Mile= $69.60
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$69.60
Shipping&Telephone 2 Months $60.00 /Per Month
$120.00
Project Photos 0 Months @ $15.00 /Per Month
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' BIDDING AND AWARD SERVICES` cn
I. Update Specifcalions pursuant to current City standards. 4 8 4 12 2 30 u=
2. Prepare 17PDES permit for construction activity. 2 2 28 6 2 40
3: Provide Plans,Specifications,and information-to potential bidders. 2 2 8 4. 4 20.
4. Conduct Pre-Bid Conference: 2 4 2 g
5, Issue addenda as i ece'ssary, 4 2 8' 8 8 30 72,
6. Answer questions du ring bid process. 4 4 8
7.Evaluate bids and make recommendations to the City. 6 8 6 6 26
f ..a,c -.� >.l��xF<->•- - _ _��;v 5..� - y�q�re +,�a ty��•, :y �=� c'. �, F va'<�,d C ..''t"i, k ����'Y+24.13_e�_�g;i:;;f,�: �7
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CONSTRUCTION PHASE SERVICES co
1. Provide geatechnicnl testing schedule: 4 2 2 8
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2. Conducta Pre-Construction Conference withthe Contractor,City and affect .Utilities. Provide agenda and minutes 2 8 8 18:
of the conference to all attendees. 'F'
3, Review the Contractor's proposed Schedule in accordance with the specifications. 4 2 6 c
4. Review the Contractor's proposed changes to Maintenance-of-Traffic Plan in accordance with the specifications. 4 4 A
S. Provide qualified engineering personnel to monitor the Contractor's work and verify that the work is in accordance with 12 24 120 l20 I 276 r
• the plans and specifications. Review of change orders,RPM,shop drawings,etc. Consultant Engineering pusoimel
will include a construction administration manager for periodic site visits and office support staff
6. Review-the daily construction log ofthe construction prop[ss,contractor personnel,and equipment 6 24 12 I 42
an site,and any problem areas withibe resolutions. The coast ruction log will be available far review at any time: , 'd
7. Review Contractor's request for payment and make recommendation to the City. 12 12 24. tel
8. Conduct a bi-weekly progress meeting and provide minutes ofineetirdg tothe City,Contractor and Uthilies. 40 20 601 0
9. Receive,review,and make recommendations concerning on-site t i1 ng reports. 24 6 30 3 r'
l0, Prepare punch list ofitei s required to be completed for final completion. Make the final inspection o f the completed 4 8 2 14
construction effort in conjunction with the City and Contractor.
II. Verifytha t all discrepancies noted in final inspection have been.cor=ted,and receipt ofrelease ofJien records has been 4 2 6
obtained from all Contractors prior to authorization of final payment.
12. Provide City with one complete set ofre rd as-buiitmyhar drawings based on information supplied by City and 2 4 2 8
Contractor, ,
l3, Review contractor's revised schedule as needed(estimate 2 updates). 8 4 12
1.4. Provide a full-time qualified represevtative Oil site. 1040 1090
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t.Make available to the Consultant all available data relative to the project to include,but not limited to plans,specifications,
legal documents,photos,correspondence and the like.
Participate in milestone activities in a timely manner to include contract payment meetings,
conferences,inspections,and other activities in whichihe Consultant is involved
Contract with geoiechnical testing laboratory for testing services daring construction.
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10/28/96 14:48 /21 407 849 9402 PEC 2 2 001/001
Post-it°Fax Note 7671 /9/ !lees/'' /
To D41/4—
u , _ CoJoept, 4)c o co.
Phone# Phone 0
PROFESSIONAL ENGINEERING CC Fax# . 7g Fax#
PROJECT .r.L AZ;1T....j..-a A• .t•
0E-254/2-1.0
TO: Jim Shira&David Wheeler
FROM: Steve Kreidt JjM1
PROJECT: Story Road Intersection Project
DATE: October 25, 1996
RE: .Project Schedule
As a result of our meeting this morning the following dates have been'established:
10/28-11/6/96 PEC to monument project RIW
10/28/96 PEC to furnish City letter notifying Utilities of construction
schedule and utility coordination meeting
10/29/96 PEC to give City Fence Construction Exhibit
10/29-11/6/96 City to solicit bids for fence work and cut P.O.
10/31/96 PEC to submit proposal for services to City for review
11/5/96 PEC proposal goes to City Commission for approval
11/6-11/7/96 Utility Coordination Meeting
11/10/96 PEC advertises project(Sunday Sentinel)
11/11-11/22/96 Fence relocated by contractor
11/11/96 Plans available for sale (complete except for TCP portion)
11/18/96 TCP plans issued as Addendum No. 1
12/5/96 Bid Opening
12/5-12/10/96 PEC to evaluate bids and make recommendations
12/11/96 City prepares agenda item for Commission meeting
12/17/96 City Commission awards contract
12/18-1/6/97 Contract documents finalized
1/9/97 Pre-construction meeting and notice-to-proceed (pending permits)
It is understood that these dates are rather aggressive and making them depends on
considerable coordination and cooperation between the City,PEC,the utility companies
and others.Please contact me if you have any questions or need additional information.
copy: Ken Hooper,PEC
eng-ners
planners
surveyors 200 East Robinson Street • lade 1560 • Orlando,Florida 32801 • 407/422.8062 • FAX 407/849.9401