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Home My WebLink AboutIII (F) Approval and Authorization for Awarding Architect and Engineering Fees for South Park Agenda 11-20-2001 Item III F "CENTER O/ GOOD LI1 INC-PRIDE 014 WEST O/U VOL" MAY k•comssss10NtR S. SCOTT VANDERGRII I Ocoee O r — P CITY OF OCOEE unNNYHowI.LI. scull AMJI!RSON ./ - _ . tie RUS1Y 70HNSON ` $ M ° R 0. OCoue FLORIDA3 476 1-22 5 8 , NANCY 1. I ARKIIR s' �^v� r#r, "� � (407)905-3100 ‘0. fR s. O MA.ACRR r 4 ed �fr Goo JIM tH.1.ASON STAFF REPORT Honorable Mayor and City Commissioners F Johnny Farmer, Director of Recreation November 13, 2001 RE: Award Contract for Design and Construction Documentation and Administration for South Park. BACKGROUND: The City of Ocoee will be developing a 10 acre park (Ocoee South Park) located east of Maguire Road and directly north of the Windsor Landings Subdivision. The Ocoee Parks and Open Space Master Plan states the proposed park will serve the Southwest section of the City and function as an activity-based community park. The City of Ocoee and Orange County Public Schools entered into an inter-local agreement to purchase and develop a parcel almost twenty-five(2475 OZ) acres in area as a school and park site. Under the agreement, Orange County Public Schools will develop an elementary school on approximately fifteen acres and the City will develop about ten acres for a community park. Five acres of the property owned by Orange County Public Schools will be developed as recreational fields that may be shared by both Orange County Public Schools and the City of Ocoee. DISCUSSION: A master plan for the City Park site was completed by Spillis Candela DMJM, in February 2001 and the City is now ready to move forward with awarding a contract for the design and construction documentation for South Park. The City has been awarded two grants for this project from the Florida Recreation Development Assistance Program in the amount of$341,250. ($150,000 - land acquisition/ $191,250 - park construction). According to the grant documentation, the park construction should be completed by September 30, 2002. f� Y As indicated in the attachment, Staff has received a quote of$68,757.00 from Spillis Candela DMJM to provide Design and Construction Documentation and Administration for the development for Ocoee South Park. RECOMMENDATION: Staff recommends entering into a contract with Spillis Candela DMJM in the amount of $68,757.00 for the design and construction documentation for the development of South Park. Funds are available in the account number 302-572-00-3128, Capital Projects, and will be job #12510. JF/mdb cc: Jim Gleason, City Manager Jim Shira, Director of Engineering/Utilities Russ Wagner, Director of Planning Bob Smith, Director of Public Works Wanda Horton, Director of Finance Janet Shin, Director of Community Relations attachments CITY OF OCOEE SOUTH PARK COMMUNITY PARK SCOPE OF SERVICE October 29, 2001 The City of Ocoee (the City), which is one of the fastest growing communities in the Orlando Metro Area, seeks to prepare construction documents for a 10-acre portion of a master planned 25-acre park/school site. The school site is being developed under a separate project scope. Spillis Candela DMJM (the Consultant) shall provide general project management overview and accounting services through our continuing A/E service agreement with the City and act as a conduit through which Herbert•Halback, Inc. (HHI), as our sub-consultant will provide the professional services necessary for project implementation. HHI will be responsible for all sub- consultant contracts and deliverables. Spillis Candela DMJM will provide general administration for this service agreement for a Ten Percent ( 10% ) override fee, or Six Thousand Two Hundred Fifty One Dollars and Zero Cents ( $6,251.00 ). Client and Consultant have discussed the risks, rewards and benefits of the project and the design professional's total fee for services. HHI acknowledge that the benefits vary disproportionately between them. Accordingly, the risks have been allocated such that the Client agrees that, to the fullest extent permitted by law, design professional's total liability to Client for any and all injuries, claims, losses, expenses, damages or expenses arising out of this agreement from any cause or causes shall not exceed the total amount of Two Hundred Fifty Thousand Dollars and Zero Cents ( $250,000.00 ). Such causes include but are not limited to design professional's negligence, errors, omissions, strict liability, breach of contract or breach of warranty. The parties acknowledge that Owner is an intended third-party beneficiary of the Design Agreement affording the Owner the right to maintain a cause of action directly against the Design Professional's sub-consultants. This provision shall be included in all Sub-consulting Agreements issued by Design Professional under this Contract. The fee for services proposed and as detailed in the letter and attachments that follow, is Sixty Eight Thousand Seven Hundred Fifty Seven Dollars and Zero cents ( $68,757.00 ). The project team is available to begin the project upon your acceptance of this proposal and your directive to proceed. Please feel free to call me at your convenience. • ' herbert•halback,inc. • planning, landscape architecture &graphic design• 315 east robinson street•suite 505 • orlando •fl • 32801-11 hili October 25, 2001 Richard Foley Vice President Spillis Candela DMJM 1560 North Orange Avenue Suite 100 Winter Park, FL 32789- RE: Ocoee South Park Dear Richard: . Attached please find a copy of our scope and fee proposal for the project mentioned above. We have also enclosed a copy of VHB's proposal. Borrelli Architects and Geotechnical have agreed to provide architectural services to us and an allowance has been provided below in the fee summary. The following is a summary of fees, including reimbursable expenses for the project design development construction documentation, and construction observation: HHI professional fee's $29,356.00 VHB professional fee's $21,900.00 Borrelli Professional fee's (incl. site electrical for restroom) $8,470.00 Geotechnical Professional fee's $2.780.00 TOTAL PROFESSIONAL FEE"S $62,506.00 Surveying services have not been included in the above as we understand the school provided those services earlier and the information would be available to us. Please review the above and if you are in agreement, forward to The City for review and approval. Sinc rely, e,J. Rick Magle Vice President JAM/gas Enclosure c: Rick Magley, ASLA, RLA City of Ocoee South Park Community Park Herbert•Halback Scope and Fee Proposal For Design Documentation and Construction Administration October 24, 2001 PROJECT DESCRIPTION The City of Ocoee (the City) has a 25-acre site that shall be designed to provide a joint school- park use. The City's retained 10-acre portion of the site shall be for recreation fields to serve both the school and the community park. The school site is being designed by others. Spillis Candela DMJM (the Consultant) desires Herbert•Halback, Inc. (HHI) to serve as the landscape architect and direct the design and construction documentation process for South Park Community Park project. The following identifies the scope items that HHI will be responsible for. Task 1.0— DESIGN DOCUMENTATION 1.1 Design Development 1.1.1 Consultation with the City of Ocoee and other consultants to determine the exact requirements of the project and properly coordinate services. 1.1.2 Prepare design plans at sufficient scale and detail to properly determine the design intent of all park features, including a parking facility with dual usage as a roller hockey area, a soccer field, a little league baseball field, a basketball court, a playground with pavilion, walkways, and furnishings, (Refer to Attachment 'A') 1.1.3 Landscape plan for the site sufficient to establish design intent and proposed palette of plant materials. 1.1.4 Update estimate of probable costs. 1.1.5 Review and approval. 1.2 Construction Documentation 1.2.1 Layout and detailing of all hardscape and recreational features as outlined in above and on Attachment 'A'. 1.2.2 Landscape planting plans indicating all plant material as to location, quantity and size. 1.2.3 Irrigation plans indicating all piping, valves, heads and controllers. 1.2.4 Specifications for all of the above. 1.2.5 Final estimate of probable cost. 1.2.6 Review with applicable governmental agencies with the submission of necessary permits. TASK 2 CONSTRUCTION ADMINISTRATION 2.1 Bidding Assistance 1.3.1 The Consultant shall assist the City of Ocoee in securing competitive bids from qualified contractors. 1.3.2 Review bids and qualifications of subcontractors and make recommendations to the City of Ocoee. 2.2 Construction Observation 1.3.3 Provide observation and inspection and file field reports outlining any deviations from plans and specifications. 1.3.4 The Consultant shall review shop drawings and submittals. 2.3.5 The Consultant shall assist in the assembling of the contractors punch list prior to final approval of the City of Ocoee. HERBERT•HALBACK FEES Task 1.0 $25,076.00 Task 2.0 $3,230.00 Subtotal Fees $28,306.00 Reimbursable Expenses $1,050.00 TOTAL FEES $29,356.00 • • 1=' *_,Tt - . q�l� es s esi� `� j it • u d sw «wS ¢ i I �• ` e 9 p A. •)' tom. L y yc. -3i LL t ACR6{GESI;MtMt 8w ION ioc'9BIii - l as 01/25/01 fif TA: kfiilr A-1- '--i .. - /-� SOUTH PARK - MASTER PLAN NORTH CITY OF OCOEE ORANGE COUNTY PUBLIC. SCHOOLS Exhibit " B " VHB Scope City of Ocoee South Park Construction Plans October 25, 2001 PROJECT DESCRIPTION Vanasse Hangen Brustlin (VHB) shall provide engineering services for the design of the required infrastructure (stormwater, parking, utilities, etc.) to support a 10-acre portion of the South Park site, a 25-acre school-park project. The Orange County School Board shall retain a 10-acre portion of the site for an elementary school. The City of Ocoee shall be assigned a 10- acre portion of the site for a community recreation park. The remaining 5-acre parcel shall be for recreation fields to serve both school and the community park functions. VHB will assist in the analysis, design and preparation of Construction Documents for the 10-acre community recreational park site, which is located in the City of Ocoee. The property will be owned and operated by the City of Ocoee. The engineering issues addressed will relate to transportation, stormwater collection, conveyance and management, water supply distribution, and wastewater collection and transmission networks. In addition, VHB will investigate the possibility of joint utilization of the site infrastructure with the Orange County School Board. It is not anticipated that any site engineering services will be provided the 10-acre elementary school site adjacent to the park. SCOPE OF SERVICES 1.0 DATA COLLECTION, INVENTORY AND ANALYSIS VHB will assemble all basic data that will be necessary to timely execute the project assignments. Included within this basic data collection effort will be existing aerial photography, U.S.G.S. topographic maps, FEMA Flood Insurance Rate maps, Soils Conservation Service survey maps, existing utility maps, existing right-of-way maps, existing construction plans, existing topographic surveys, etc. Additionally, included within the scope of this task, is an initial field review by VHB project manager and project engineer. Utilizing the information gathered, VHB will prepare partial digital base maps of the area, which will contain a project boundary from the existing boundary survey and from contour information taken from existing files. 2.0 PROJECT COORDINATION: In conjunction with the development of the Construction Plans for the City of Ocoee, VHB will consult with the Orange County School Board Engineer in preparing the construction documents. Additionally, civil engineering recommen- dations will be presented concerning the possibility of joint-use of the elementary school infrastructure and cost saving opportunities. 3.0 CONSTRUCTION PLAN: Based on the plan prepared by the Project Planner, VHB will design and prepare construction plans. This plan will include the necessary infrastructure to support the development of the 10-acre site, including the parking lot/roller hockey rink, Stormwater Collection system, Water Distribution, and Wastewater Collection and Transmission. This plan will be presented to the staff of the City of Ocoee. 4.0 PERMITTING: Upon completion of the Construction Plans, VHB will process permit applications through governmental and/or regulatory agencies having jurisdiction on this project to approve the design of the Plans. These agencies are Orange County, SJRWMD, and FDEP. VHB will provide the necessary coordination and meet with each agency prior to submissions. 5.0 ENGINEER'S ESTIMATE OF MOST PROBABLE COST: Upon completion of the Construction Plans, VHB will prepare an Engineer's Estimate of Most Probable Cost for this portion of the development. 6.0 STAFF/PUBLIC MEETINGS: VHB will have the Project Manager attend meetings with the City's staff and/or the design team to coordinate the overall project design, as requested. In addition, VHB will attend public meetings, as requested, to present the plan. CLIENT-FURNISHED INFORMATION It is understood that VHB will perform services under the sole direction of the client. In the performance of these services, VHB will coordinate its efforts with those of other project team members, the client's architect, and other consultants, as required. The client shall provide VHB with project-related technical data including, but not limited to, the following: • Project size/building program • Boundary and Topographic Survey • Conceptual Land Use plan from the Project Planner • Property Boundary and Title Commitment • Geotechnical Investigation Reports VHB will rely upon the accuracy and completeness of client-furnished information in connection with the performance of services under this Agreement. SCHEDULE VHB will begin performance of the above services on the date written authorization to proceed is received. The schedule is also subject to timely delivery of information promised by the client and is exclusive of client and local review of interim products. If the client requests that work under this Agreement be stopped for more than sixty (60) days, the schedule is subject to renegotiation when written authorization to proceed is received. COMPENSATION VHB will perform the Scope of Services contained in this Exhibit A, on a time and expense basis at the standard hourly billing rates in effect at the time the work is performed. The Maximum Limit for Labor for this Scope of Services outlined in Items 1 thru 6 above, is $21,900.00, allocated approximately as follows: 1.0 DATA COLLECTION $500.00 2.0 PROJECT COORDINATION $1,250.00 3.0 CONSTRUCTION PLAN $14,500.00 4.0 PERMITTING $3,000.00 5.0 ENGINEERS ESTIMATE OF MOST PROBABLE COST $1,850.00 6.0 STAFF/PUBLIC MEETINGS` $800.00 TOTAL UPSET LIMIT FOR LABOR $21,900.00 It is anticipated that VHB will participate in two (2) staff and/or public meetings, each for a four-hour duration, attended by the Project Manager. Any authorized meetings in addition to the two (2) referenced above will be billed to the client at our standard hourly rates. In addition to the labor compensation, VHB shall be reimbursed for expenditures made specifically for the project such as: printing and reprographics; travel and subsistence; computer charges; telephone charges; shipping, postage, and courier service charges; purchase of maps and similar documents; etc. These direct expenses will be billed at cost. SERVICES NOT INCLUDED The services provided herein are intended to assist in the development of the Construction Documents for the 10-acre community recreational park. These services will be on the preliminary engineering level, with final detailed design efforts being performed under separate contracts to be executed at a later date. The following services are not anticipated, and therefore not included in this proposal at this time: • Engineering services for Elementary School site • Boundary and Topographic Surveys • Detailed on-site or off-site drainage studies • Detailed traffic studies • Off-site utility studies • Environmental studies or assessments • Geotechnical Investigations • Other services not included in this scope of work R:\0321120482001\Contract\Contract\W orkAuth4.doc V