HomeMy WebLinkAboutVII(C) Approval And Authorization For Work Order No. 2 With Acrhitecs Design Group For Design Through Building Stage For Fire Station No.1 Agenda 6-19-2001
Item VII C
Ocoee Fire Department
125 N. Bluford Ave. Ocoee, Florida 34761
R. D. Strosnider Business:407-656-2322
Fire Chief Emergency: 911
MEMORANDUM
To: Honorable Mayor and Board of City Commissioners
From: Ron Strosnider, Fire Chief czov
Date: June 11, 2001
Re: Staff Report- Main Fire Station
Issue:
Should the Honorable Mayor and Board of City Commissioners authorize the
Architectural and Planning Services Agreement by and between
Architectural Design Group, Inc. and the City of Ocoee, and Service
Authorization No. 99-02-2 (SA 99-02-2).
Background:
The fire station located at 125 N. Bluford is overcrowded and is not compliant with
any ADA requirement. The Administration offices are in the mobile facility located
south of the station.
RFIQ#9902 was advertised on May 23, 1999 for architectural services to design fire
station one. Five firms responded, the committee which consisted of seven staff
members and Commissioner Johnson. Three firms were short listed and were
presented to you at the September 21, 1999 Commission Meeting, at which you
selected Architects Design Group, Inc.
Service Agreement No. 99-02-1 (F) which covered the space needs study was
authorized and completed. The property has been acquired at the corner of Bluford
& Orlando Ave. A committee of members from the department has been formed and
surveys have been sent out to all members of the department for input.
Page 2
Discussion:
Money for the design and building will come from the bond account and impact fees.
Recommendation:
It is respectfully recommended that the Honorable Mayor and Board of
Commissioners authorize, the firm of Architects Design Group, Inc. to proceed with
Service Authorization 99-02-2 and authorize the Mayor and City Clerk to execute all
the documents necessary to consummate the transaction of the Agreement.
Attachments:
Services Authorization No. 99-02-2
Proposed Scope of Services (Exhibit "1")
0 SERVICES AUTHORIZATION
UNDER
ARCHITECTURAL AND PLANNING SERVICES AGREEMENT
for the
PLANNING AND ARCHITECTURAL SERVICES RELATED TO
THE CONSTRUCTION OF FIRE DEPARTMENT FACILITIES
This SERVICE AUTHORIZATION NO. 99-02-2 ("SA99-02-2") dated this _ day of
2001, shall constitute an addendum to the Architectural and Planning Services
Agreement by and between the CITY OF OCOEE, FLORIDA (the "City") and
ARCHITECTS DESIGN GROUP, INC. (the "Architect") dated the 21st day of December,
1999 (the"Agreement").
WHEREAS, the City and Architect entered into the Agreement whereby the City
retained the Architect to provide professional planning and architectural services relating to the
construction of fire department facilities within the City of Ocoee; and
WHEREAS, on the 21st day of December, 1999, the City issued Services Authorization
No. 99-02-1(f) ("SA99-02-1(f)") to perform the services set forth in Section 1 of SA99-02-1(f);
and
WHEREAS, the City desires that the Architect continue with the project by performing
the planning and architectural services for the City as set forth herein.
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:
006.220534.2
SECTION 1 - Services by the Architect
The Architect shall perform the Design Phase Services (Phase II) and the Construction
Phase Services (Phase III) as described in detail in the Agreement and, except as provided for
herein, the Additional Services as outlined in Attachment "D" of Exhibit "1" attached hereto
and by this reference incorporated herein. Architect shall not provide and City shall not pay for
services relating to Section 1.9 on Attachment "D" of Exhibit "1" described as "Facility and
Site Models."
SECTION 2 -Period of Service
The Architect shall complete the services described above in accordance with Article 12
of the Agreement and the schedule set forth in Attachment "E"to Exhibit "1".
SECTION 3 - Compensation
Compensation by City for the services described above shall be in accordance with
Article 6 of the Agreement and shall be performed for fixed fees as set forth in Attachment "C"
to Exhibit "1".
IN WITNESS WHEREOF, the City and Architect have executed this Services
Authorization No. SA99-02-2 the day and year hereinabove set forth.
006.220534.2 -2-
CITY:
CITY OF OCOEE,
a Florida municipal corporation
By:
S. Scott Vandergrift, Mayor
Attest:
Jean Grafton, City Clerk
(SEAL)
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY
THE CITY OF OCOEE,FLORIDA; COMMISSION AT A MEETING
APPROVED AS TO FORM AND HELD ON , 2001
LEGALITY this day of UNDER AGENDA ITEM NO.
,2001.
FOLEY & LARDNER
By:
City Attorney
ARCHITECT:
ARCHITECTS DESIGN GROUP, INC.,
a Florida corporation
Printed Name: Name:
Title:
Date:
Printed Name:
333 N. Knowles Avenue
Winter Park, Florida 32790
(SEAL)
-3-006.220534.2
EXHIBIT . •
May 9,2001 i 4 1.0 c
Chief,Ron Slrosnidcr
Ocoee Fire Department •
125 N. Milford Avenue
• Ocoee,Florida 34761
10G' i
nG0p, Itr: Proposed Scope of Services
���`SCIe Architectural Services/New Main Fire Station
� ��Qi City of Ocoee i
Arr-m ets AI)G Project No.618-99/1.21'
nd
NGrleeG's
eJes J F '''.. Dear Chief Slrosnider:
�SK_Pe01 As per our meeting last week I have prepared the attached-Professional Fee Proposal pursuant to the Planning and
pry AN.P Architectural Services Agreement Between Architects Design Group, Inc and the City of Ocoee,Florida(RFQ 1199-02). The
`tt�1,9°`estryel't proposal is based upon Development Alternative"C"(attached)as concluded in the Spatial Needs Assessment and Master
° dtc°Y Plan dated July 2000,approved by the City Commission. The proposal is for Professional Design Services required for
nov'so1‘ . completing the project. We have excluded additional construction phase on-site representation and assistance with
jeiN�'estder't implementation of the sales lax exemption program;services the City may request during construction.
\lice'.
P`leeqes The proposal follows the format of Attachment"C"to our Agreement beginning with Standard Architectural/Engineering
• 10 tote Services(item 4.)and identifying the fees associated with the Additional Services(item S. Please review the Proposal and
As ° contact me with ally questions. Upon acceptance of the scope of services and necessary compensation,we understand the
Seise ec' City will issue a Services Authorization such that we can begin the work.
A OW- Finally,you will also find Attachment"E",our initial projection of a project schedule based upon calendar weeks per design
dfl� 6.1.cte • milestone and submittal to the City.
Ass°
Please contact with any questions you may have regarding the proposal. I know you are anxious to stall the project and ADO
•
0e55. is ready to proceed as soon as the City can issue the Services Authorization.
Q to
��VF�oi''d°3219A Sincerely, '
1tee1 t'' a( 4\ -1,11gq
�9v°ow' Flow' IKvhu Ratigan,-AIA
�j��e1e W Vice President
• `e1. Asi�u":"(Ale--4 . Cc. Joyce Tolbert,I3uyer; City of Ocoee
F1 o0 �lde5 t Terry Dawson;ADO
ec`O'��cti"�e°1S Scott Cookson;Foley&Lardncr
vNNI
I:Admi nMANE,I81Kcvin\Slmsnidcin5U0.Ir
v u 111 a.a ass AV. ...� . ...... . ....... ... ... . __ __ __ ___ . _-
Attachment"C"(revised 6/12/01)
Compensation for Services
New Main Fire Station
City of Ocoee,Florida
A.D.G.Project No.618-99
The Architect,Engineer and associated consultants shall be entitled to Professional Fees for the
Services in the Agreement as noted:
SCOPE OF SERVICES:
1.0 Phase I: Planning Phase(article 4.1)
1.1 Task T:Spatial Needs Assessment:-COMPLETED
A Fixed Fee in the amount of Fifteen Thousand Four
• Hundred Twenty Five Dollars and No Cents $ 15,425.00
1.1.1 Reimbursable Expenses:
A Fixed Fee in the amount of Three Thousand Dollars
and No Cents $ 3,000.00
1.1.2 Sub-Total Task I Fee:............ S 18,425.00
•
1.2 Task II: Site Evaluation:-COMPLETED
A Fixed Fee in the ammmt of Five Thousand Eight Hundred Twenty •
Five Dollars and No Cents $ 5,825.00
1.3 Task III: Master Planning:-COMPLETED
1.3.1 A.Fixed Fee in the amount of Four Thousand Two
Hundred Dollars and No Cents $ 4,200.00
1.3.2 Model of Selected Site and Concept (not accepted).
1.4 Reimbursable Expenses:-COMPLETED
The Architect shall provide the City eight(8)copies of the report
concluding Phase II through,fII. l._._ $ 3,000.00
2.0 Standard Architectural/Engineering Services: •
Professional Fee based upon 825%of the adopted
Project Development Budget $160,826.00
($1,949,405 @ 8.25%)
2.1 Task I:Design Phase Services(article 4.21
2.2 Task II: Construction Phase Services(article 4.3)
H:IADNQNUOB1618\KcvmlAtta hmcut C 0611.1_doc
Attachment"C"(revised 6/12/0.7)
Compensation for Services
New Main Fire Station
City of Ocoee,Florida
A.D.G.Project No.618-99
Page Two
5. Additional Services: •
5.1 Off-Site Civil Engineering (see item 6.1)
5.2 Interior Design Services (see item 6.2)
5.3 Landscape Architecture $ 7,878
S68,500 @ 11.5%
5.4 Site and Building Identification $ 3,240
• Lump Sum
5.5 Professional Liability Insurance $ 28,192
$228,357(Total Fee)@ 12.4%
5.6 Permitting Coordination Services $ 4,945
Lump Sum
5.7 Sales Tax Exemption Program TED
5.8 Facility Energy Analysis $ 5,685
Lump Sum
5.9 Facility Model (not accepted)
5.10 Special Engineering TBD
5.11 Extended Construction Observation TED
5.12 Post Occupancy/Warranty Inspection $ 2,800
6. Additional Services/Other Project Costs:
6.1 Off-Site Civil Engineering... $ 20,910
$204,000®1025%(total cost$224,910)
6.2 Interior Design Services
Furniture Fixtures&Equipment -_ $ 11,800
$112,490 @ 10.5%(total cost 124,290)
7. ! Reimbursable Expenses(Allowance) $ 30,600
Includes:Site Survey(bounding,topo,vegetation),Geotecical
Analysis,items identified in Article 6,paragraph 6.3 of the
Agreement •
•
•
TBD=To Be Determined
H:WDMINVOB\6181Kevi AAttachment C 0611.1.doc
Attachment"D" .
Additional Services.
New Main Fire S tation
City of Ocoee, Florida,
A.D.G. Project No. 618-99
1. Additional Services:
The Architect,or his consultants, shall provide the following additional or optional
services when this project proceeds into standard Architectural Services.
1.1 Interior Desgn: •
1.1.1 Interior design services related to the programming,conceptual design,
bidding and supervision of installation of furnishings. The interior
designer for this work is identified as Architectural Interiors,Inc.
1.1.2 Services related to the inventory of existing furnishings and equipment
shall be provided billable on an hourly basis,utilizing the rate schedule
identified in Attachment,"B",or at an agreed upon fixed fee amount.
1.2 Off-Site Civil Engineering:
Upon acceptance of the Conceptual Site Plan,if off-site engineering services are
required, a scope of work shall be established. Work typically identified as the
Scope of Services for Civil Engineering`is construction falling outside the
property lines or within on-site easements or relocation of utilities. The
professional compensation of construction is agreed upon by the Owner,the
Architect and Civil Engineer_ The Professional Fee shall be established based
upon a defined Scope of Services. The City also reserves the right to have this
work performed by City staff.
1.3 Landscape Architectural Services:
Landscape Architectural Services shall be provided by a registered Florida
Landscape Architect, selected by the Architect, to provide the Scope of Services
to be defined by the accepted Master Site Plan(Phase Ill).
1.4 Site and Buildiu Identification/Graphic Design:
Provide gaphic design services associated with the design,bidding and
construction observation of building identification,graphics and signage. The
Professional Fees for these services are a part of standard services.
1.5 Professional Liability Insurance:
The Architect shall maintain,during the term of this agreement,Professional
Liability Insurance providing coverage for errors and omissions in the amount of
$1,000,000. The Architect shall provide the Owner with a certificate showing
such coverage and providing that the insurance will not lapse or be cancelled
except upon ten(10)days written-notice to the Owner.
H:\IDMINVOB\618\Kevin\Attach D.doc
•
Attachment"D"
Additional Services
New Main Fire Station
City of Ocoee,Florida
A.D.G. Project No. 618-99
Page Two
As compensation for the cost of such insurance,the Owner will pay the Architect
the surcharge value of one half of twelve and four tenths percent(12.4%)of the
total Architectural/Engineering Fee, excluding fees for the Spatial Needs
Assessment and the Master Planning Phase.The Architect shall be responsible for
the other one half of said amount.
1.6 Permitting,Coordination Services:
The Architect shall provide permitting coordination services as follows:
1.6.1 The Professional Fee for permitting associated with site issues is as noted
in Attachment"C".
1.6.2 All other permitting(for building and site concept)shall be accomplished
by City staff.
1.7 Sales Tax Exemption Program:
The City may elect to institute a Sales Tax Exemption Procedure in compliance
with Florida Statutes,the result of which will permit the Sales Tax Exemption of
the City to be utilized to purchase equipment,materials,or similar elements to be
incorporated into the facility. Coordination services, if provided by the Architect,
are established at a value of 17.5%of the gross savings.
1.8 Facility Ener!v Analysis:
The Architect shall so prepare the Construction Documents of individual
buildings as to permit the accomplishment of an energy analysis to be conducted
by an appropriate entity with expertise in providing this service. The purpose of
the analysis shall be to maximize energy efficient systems,including insulation,
fenestration and similar passive energy application, to the extent possible
permitted by the project construction budget. The Professional Services Fee is as
noted in Attachment"C".
1.9 Facility and Site Models:
The Architect shall have constructed"finished"scale models of the facility and
the overall Master Plan,illustrating site utilization,building massing,access and
egress roadways,parking areas,pedestrian walkways and stormwater retention
areas. The completed models shall be encased in Plexiglas covers. The
Professional Services Fee is as noted in Attachment"C".
H:\ADMJNUOB\618\Kevin\Attach D.doc
Attachment"D" •
Additional Services
New Main Fire Station
City of Ocoee,Florida
A.D.G.Project No. 618-99
Page Three
1.10 Special Engineering:
Special Structural Engineering services will be provided by the
Architect/Engineer,when authorized by the Owner, if unusual site soil or
geographical conditions(generally described as excessive muck or clay in soil,
sinkholes,caverns, loosely compacted soil or similar conditions) are found to
exist. Au additional fee in an amount shall be established based upon the
conditions discovered and the complexity of services necessary to correct said
conditions.
1.11 Extended Construction Observation:
The Architect, as noted in Article 2 of the Standard AIA Document B141
agreement,shall provide periodic construction observation services during the
construction phase. As also noted in this agreement,these services constitute
twenty percent(20%)of the value of Standard Services. The Construction
Documents will stipulate the period allowed the General Contractor for
construction. The Architect shall be entitled to Additional Fees if the Contractor
exceeds this stipulated period,said fees being a pro-rata monthly fee of the fee
allocated for this phase. These fees shall be documented in the Contract
specifications as the responsibility of the General Contractor and shall be payable
to the Owner to reimburse the Owner for payments to the Architect.
1.12 Post Occupancy/Warranty Inspection:
Eleven months after occupancy of the building the Architect and M/EJP Engineers
shall conduct a warranty inspection of the building and shall document all systems
and elements that are in need of corrective action on the part of the General
Contractor. The Architect shall subsequently re-inspect the facility to establish
that noted items have been satisfactorily resolved. The Professional Services Fee
is as noted in Attachment"C".
H:\ADMINUOB\6I8\Kevin\Attach D.doc
Attachment "E"(5/9/01)
Project Schedule
New Main Fire Station
City of Ocoee,Florida
A.D.G. Project No. 618-99
Task Duration/Week
1. Notice to Proceed •
Week 1
Receipt of Services Authorization
2. Schematic Design Phase Submittal Week 6
3. Owner's Review Week 7
Response to Comments
4. Design Development Phase Submittal Week 15
5. Owner's Review Week 16
Response to Comments
6. Permit Coordination Plan Submittal Week 16
7. 50%Complete Construction Document Submittal Week 24
8. Owner's Review Week 25
Response to Comments
9. Permit Applications Week 28
10. 90%Complete Construction Documents Submittal Week 32
Response to Comments
11. 100%Complete Constructions Documents Week 36
Issue for Bids
12. Receipt of Bids Week 40
13. Evaluation/Award of Construction Contract Week 44
14. Substantial Completion Week 88
15. Final Completion Week 94
16. Warranty Inspection Week 142
HAdminUobp18UCevin\Attachment E