HomeMy WebLinkAboutItem 14 Authorization of Task Order to JL2 Architecture for Design of Fire Station No. 38 Under Continuing Professional Architectural Services Contract RFQ #25-004
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: August 5, 2025
Item #: 14
Contact Name: Stephen Krug Department Director:
Contact Number: Ext. 6002 City Manager: Craig Shadrix
Subject: Authorization of Task Order to JL2 Architecture for Design of Fire Station No. 38
Under Continuing Professional Architectural Services Contract RFQ #25-004. (Public Works
Director Krug)
Background Summary:
The City Commission awarded a Continuing Professional Architectural Services Contract, RFQ #25-004, to
JL2 Architecture on April 1, 2025. The first Task Order under the contract was listed as the design of the new
Fire Station No. 38 to be located on City property at the southwest corner of North Lakewood Avenue and 2nd
Ave. A scope of services meeting was held with JL2, ZHA (City's Owners Representative) and City staff to
develop a Task Order proposal. JL2's proposal of $470,000.00 for the design services has been reviewed by
both ZHA and City staff and found to be in line with industry standards. A preliminary design of the Station
was provided by JL2 at the scope of services meeting and a notice to proceed will be issued following
authorization of this Task Order. While design is underway, ZHA and City staff are working to advertise a
Construction Manager At Risk (CMAR) contract to secure the services of a building contractor prior to the
completion of the design, which will include constructability reviews to control costs and accelerate the overall
completion schedule of the station. The design of the new station is adequately funded in the current budget.
Public Works recommends Commission authorization of the Task Order for Fire Station No. 38.
Issue:
Should the Honorable Mayor and CIty Commissioners authorize a Task Order for the design of Fire Sation No.
38 to JL2 Architecture?
Recommendations:
Staff recommends the Honorable Mayor and City Commissioners authorize the Task Order for the design of
Fire Station No. 38 to JL2 Architecture for $470,000.00 in accordance with Continuing Professional
Architectural Services Contract, RFQ #25-004, and authorize the City Manager and Staff to approve change
orders to this Task Order up to the limits of his purchasing authority for each change order and up to the
budgeted amount for this project for all change orders.
Attachments:
1. Final Proposal
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
Financial Impacts:
The design cost is adequately funded by job # P000352 in the capital projects budget.
Type of Item: Consent
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
July 1, 2025
Mr. Rick Mellin
President
ZHA
2290 Lucien Way, Suite 300
Maitland, FL 32751
RE: Fire Station
SUBJECT: Professional Architectural & Engineering Design Services
Commission No. – 2025-P013
Dear Mr. Mellin:
jl2 Architecture appreciates the opportunity to submit our proposal for Architectural and Engineering services for the City of Ocoee’s
new Fire Station. Included are the attached exhibits: A-Scope of Project, B-Scope of Services, C-Compensations Schedule, D-
Deliverables and E-Hourly Rates and F-Calendar Schedule.
For the design of the new fire station/administration building, we propose a fixed fee of $470,000.00 (Four Hundred
Seventy Thousand Dollars and Zero Cents). This fee includes architectural, interior design, civil, geotechnical, landscape,
irrigation, land surveying, environmental, structural, mechanical, electrical, plumbing, fire protection, security &
communication services in five including planning, schematic design, design development, construction documents,
bidding & construction administration.
We utilized the Florida DMS curve, complexity group B, to develop our fees. Based on a construction budget of $4.5
million a base compensation of $335,575.00 has been determined. According to the Florida DMS curve, the following
items are considered additional services and have been included in our final fixed fee shown above:
1.Civil engineering - $84,200.00
2.Environmental Engineering - $13,190.00
3.Surveying - $12,035.00
4.Irrigation Design - $2,400.00
5.Geotechnical Engineering - $9,000.00
6.IT, AV & Security - $13,600.00
Our proposal is based upon the final scope of work identified in RFQ #25-004 and scoping meeting held on June 3, 2025 . jl2
Architecture will be responsible for the architectural and engineering design / coordination utilizing the following consultants:
1.CPH / Surveying, Civil, Env., Landscape & Irrigation Engineering located in Sanford, FL.
2.Burton Braswell Middlebrooks (BBM)/Structural Engineer located in Longwood, FL.
3.OCI & Associates/MEP/FP Engineers located in Maitland, FL.
4.ECS /Geotechnical located in Orlando, FL.
Clarifications:
1.Sustainable certification of any kind is not included.
2.Traffic Engineering not included.
3.Agency fees associated with the building, environmental or site permitting process are not included.
4.Project to be completed using 3D Building Information Modeling (Revit / BIM).
5.Construction Administration (CA) services assumes a construction duration of 12 months.
6.CA services include field observations but do not include inspections.
7.All expenses are included in the lump sum fee.
8.jl2 Architecture reserves the right to submit an additional service if the project construction budget is increased.
9.A phase one environmental assessment/report is not included.
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
ATTN: Mr. Mellin
RE: Fire Station
July 1, 2025 - Page 2
We hope this proposal meets with your approval and we are available to discuss with you or your staff any aspect of the information
contained herein. jl2 Architecture is prepared to initiate start-up immediately at the direction of the City of Ocoee and we are
committed to servicing you with our fullest capabilities. We look forward to hearing from you soon.
Sincerely,
Johnnie Lohrum Jr., RA
President
Attachments: Exhibit A--Scope of Project
Exhibit B--Scope of Services
Exhibit C--Compensation Schedule
Exhibit D--Deliverables
Exhibit E--Hourly Rates
Exhibit F--Calendar Schedule
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
City of Ocoee
Fire Station
Exhibit A – Scope of Project
Planning, Design, Permitting & Construction Administration
July 1, 2025 – Page 3
The Cit of Ocoee is seeking to design and construct a new Fire Station within City limits under the continuing services contract.
Scoping items may include a lobby, bunk rooms, fitness room, dayroom, kitchen, dining, EMS storage, 3 apparatus bays,
decontamination areas and other spaces that may be needed for the new station to function at full efficiency.
The new Facility structure and components shall be a Risk Category IV hardened design for resistance to winds of 155 MPH and
large missile impact meeting the fire station standards of the National Fire Protection Administration. Integration of mechanical,
electrical, plumbing, fire protection, fire alarm, security surveillance, access control, and communications systems for 24-hour
operation during an emergency event is essential. The project will consider utilizing sustainable design strategies without
certification.
The City intends on utilizing a Construction Manager. jl2 Architecture will coordinate with the City, all representatives & the County
Project Manager from design through construction completion. We will develop / implement fiscally responsible design, materials
and systems for the building and site within an approved construction budget.
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
City of Ocoee
Fire Station
Exhibit B – Scope of Services
Planning, Design, Permitting & Construction Administration
July 1, 2025 – Page 4
Phase One – Planning
1)The CONSULTANT shall provide program verification for the City & Fire staff as part of the initial data gathering.
2)The CONSULTANT shall conduct interviews with City staff for the development of conceptual design for the new Public
Works Facility. Interviews will focus on the key functional and operational characteristics of the facility, including curren t
staffing and projected staffing, labor agreements, fleet size, mix and projected growth.
3)THE CONSULTANT shall prepare a PRM (Project Requirements Manual) to include the following:
A)Conceptual Design Narrative:
-List of goals and objectives of the City for the building.
-Design criteria for each building system – architectural, structural, HVAC, electrical, lighting, plumbing,
fire protection, lightning protection, security, fire alarm, IT/ Communications/ AV Systems, civil
engineering (utilities, zoning, parking, environmental, grading, drainage, paving, access, special items
such as automated building systems.), landscaping and irrigation, special systems, fuel and water
station, generators, building automation system, redundant systems, self -sufficient on-site utilities and
related issues. Design criteria shall include, but not be limited to, redundant systems, systems for 24-
hour operation, emergency back-up systems such as generators.
B)Detailed list of all permits required, estimated application fees, required documents and calendar schedule.
C)Summary of sustainable strategies to be implemented.
D)Conceptual floor plan with room names, square footages of City program spaces and core infrastructure space.
E)Conceptual site plan. Diagrammatic site plan layouts including building footprint, parking and drive access, storm
water, utilities, emergency vehicle access, easements, setbacks, environmental analysis.
F)Water/ sewer utility capacity analysis and recommendation.
G)Fire hydrant testing
H)Report of data collection and analysis.
I)Meeting minutes.
J)Preliminary Civil / Site environmental assessment.
K)Site surveying information including tree surveying.
4)THE CONSULTANT shall conduct Design Workshops where THE CONSULTANT sketches diagrams and drawings
alongside City staff to fully investigate the building and site layout in a collaborative manner. The consultant will
prepare as many site & building layouts as necessary to incorporate the City’s vision, pending project timing.
5)THE CONSULTANT shall conduct Meetings with the City, vendors and agencies as necessary to design the building.
THE CONSULTANT shall prepare Meeting Agenda and Meeting Reports for each encounter. The City will schedule
City-CONSULTANT meetings. THE CONSULTANT will schedule vendor and agency meetings such that the City may
be present at all meetings.
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
ATTN: Mr. Mellin
RE: Fire Station
July 1, 2025 - Page 5
Phase Two – Schematic Design
1)THE CONSULTANT shall prepare computer generated dimensioned, to scale drawings:
a)Floor plan with structural elements, furniture, equipment & cabinetry.
b)Life safety floor plan
c)Exterior elevation views of the building indicating materials of exterior envelope. North, south, east, west.
d)Building Section (one).
e)Typical Wall Section.
f)Civil site layout drawing.
g)Site layout drawing with circulation patterns for vehicles, equipment, materials and personnel.
h)MEP systems narratives.
i)Structural systems narratives.
2)THE CONSULTANT shall prepare a sustainability requirements narrative with line items describing each sustainable
design element in the project.
3)THE CONSULTANT shall provide land surveying engineering services. Land surveys to be signed and sealed by a
Florida licensed surveyor. Land surveys to include boundary, legal description and topography. Topography in one-
foot contours plus spot elevations of buildings, structures, pavement and related appurtenances.
4)THE CONSULTANT shall prepare a detailed review of necessary CM submittals such as reports, tests, field notes,
meeting notes, cost estimates, pricing, value engineering, GMP forecasts, CPM schedules, subcontractor bids,
submittals, subcontractor qualifications. CONSULTANT shall submit review comments and recommendations to the
City where appropriate. CONSULTANT shall respond to CM questions and requests for information which may include
alternative designs, supplemental drawings.
5)THE CONSULTANT shall conduct meetings with the City, vendors and agencies as necessary to design the building.
THE CONSULTANT shall prepare Meeting Agenda and Meeting Reports for each encounter. The City will schedule
City- CONSULTANT meetings. THE CONSULTANT will schedule vendor and agency meetings such that the City may
be present at all meetings. The quantity of meetings will be on the basis of the preliminary schedule and includes
additional meetings as necessary due to specific issues or needs as they arise.
Phase Three – Design Development
1)THE CONSULTANT shall obtain site development permits as required for agencies such as, FFWCC, SJRWMD,
FDEP, City Land Development (conceptual, final if required and development order), DOH and any others required for
the construction of the project.
2)THE CONSULTANT shall begin the site development approval process for utilities (water, sewer, gas, power, phone,
cable, etc).
3)THE CONSULTANT shall prepare an outline specification (CSI div 1 through 32) with product cut sheets per division.
4)THE CONSULTANT shall prepare two color, computer generated, rendered, three dimensional exterior views of the
building. Fully rendered with cars, people, landscaping, sunlight and shadows and the like. THE CONSULTANT shall
revise colors and cladding on rendering as may be necessary to match the color and cladding material approvals by
the City.
5)THE CONSULTANT shall prepare electronic interior finishes sample board – minimum of two schemes.
6)THE CONSULTANT shall update the sustainability narrative.
7)THE CONSULTANT shall prepare a detailed review of necessary CM submittals such as reports, tests, field notes,
meeting notes, cost estimates, pricing, value engineering, GMP forecasts, CPM schedules, subcontractor bids,
ATTN: Mr. Mellin
RE: Fire Station
July 1, 2025 - Page 6
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
submittals, subcontractor qualifications. CONSULTANT shall submit review comments and recommendations to the
City where appropriate. CONSULTANT shall respond to CM questions and requests for information which may include
alternative designs, supplemental drawings.
8)THE CONSULTANT shall prepare dimensioned, to scale drawings including base bid and alternate plans:
a)Updated floor plan with structural elements, furniture, equipment, and cabinetry.
b)Structural foundation and framing plans.
c)Exterior elevation views of the building indicating materials of exterior envelope. North, south, east, west.
d)Building Sections.
e)Wall Sections.
f)Roof plan with all penetrations and equipment.
g)Interior finish schedule.
h)Door and Window Schedule.
i)Reflected ceiling plan with all ceiling mounted systems.
j)Life safety plan with updated building code summary.
k)Civil site drawings.
l)Landscape drawings.
m)Electrical, communication, lighting and A/V drawings. Communication systems include site fiber optic structured
cabling. Communications to include structured cabling and racks for telephone, building automation, computers
and audio-visual systems.
n)Lighting design plan with photometric analysis.
o)Electrical and communications site plan.
t)Enlarged room plans with furniture and equipment layouts – mechanical, electrical, communications, restrooms
and showers, lobby, rooms with cabinetry, plumbing, lobby and special finishes or special equipment.
u)HVAC, plumbing and fire protection drawings.
9)THE CONSULTANT shall conduct Meetings with the City, vendors and agencies as necessary to design and permit
the building. THE CONSULTANT shall prepare Meeting Agenda and Meeting Reports for each encounter. The City will
schedule City- CONSULTANT meetings. THE CONSULTANT will schedule vendor and agency meetings such that the
City may be present at all meetings. The quantity of meetings will be based on the preliminary schedule and includes
additional meetings as necessary due to specific issues or needs as they arise.
Phase Four & Five – Construction Documents/Bidding
1)THE CONSULTANT shall provide all required documents for building permit application and jurisdictional agency
submittals. SJRWMD, DEP, FFWCC City Land Development. THE CONSULTANT shall respond to agencies and
revise the construction documents as necessary to obtain agency approvals and for construction permits. The cost of
jurisdictional agency application, registration, review and permitting fees are not included.
2)THE CONSULTANT shall prepare technical specifications division 1 through 32 – Construction Specification Institute
format. All specifications shall be in a book not on the drawings. Finish door hardware schedule, civil engineering
specs, landscape architecture specs, architectural specs, structural system specs, communication spe cs, security
specs, electrical specs, mechanical specs, plumbing specs, building automation specs, generator and redundant
system specs, fire protection specs, vehicle maintenance equipment specs, , cold storage equip. specs, equipment
specs, specialty equipment specs, liquid and airborne hazardous materials containment systems specs, cabinetry and
fixed equipment specs & A/V specifications will be included as a part of the division 1 through 32 specs in the book.
3)THE CONSULTANT shall prepare a detailed review of necessary CM submittals such as reports, tests, field notes,
meeting notes, cost estimates, pricing, value engineering, GMP forecasts, CPM schedules, subcontractor bids,
submittals, subcontractor qualifications. CONSULTANT shall submit review comments and recommendations to the
City where appropriate. CONSULTANT shall respond to CM questions and requests for information which may include
alternative designs, supplemental drawings.
ATTN: Mr. Mellin
RE: Fire Station
July 1, 2025 - Page 7
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
4)THE CONSULTANT shall prepare dimensioned, to scale drawings:
a)Updated floor plan with structural elements, furniture, equipment, and cabinetry.
b)Structural foundation and framing plans.
c)Structural details.
d)Exterior elevation views of the building indicating materials of exterior envelope. North, south, east, west.
e)Building Sections.
f)Wall Sections.
g)Building envelope and penetration details.
h)Roof plan with all penetrations and equipment.
i)Roof detaisl.
j)Interior finish schedule.
k)Door and Window Schedule.
l)Door and window details.
m)Reflected ceiling plan with all ceiling mounted systems.
n)Ceiling and wall details.
o)Life safety plan with building code summary.
p)Civil site drawings.
q)Landscape and irrigation drawings.
r)Electrical, security, lighting and communications site plan.
s)Enlarged room plans with furniture and equipment layouts – mechanical, electrical, communications, restrooms
and showers, lobby, rooms with cabinetry, plumbing, special finishes or special equipment.
t)Interior elevation views.
u)Cabinet details.
v)HVAC, plumbing and fire protection drawings.
w)Building automation drawings.
x)Generator and redundant systems drawings.
y)Lightning protection drawings.
9)THE CONSULTANT shall prepare a detailed review of necessary CM submittals such as reports, tests, field notes,
meeting notes, cost estimates, pricing, value engineering, GMP forecasts, CPM schedules, subcontractor bids,
submittals, subcontractor qualifications. CONSULTANT shall submit review comments and recommendations to the
City where appropriate. CONSULTANT shall respond to CM questions and requests for information which may include
alternative designs, supplemental drawings.
10)THE CONSULTANT shall conduct Meetings with the City, vendors and agencies as necessary to design and permit
the building. The CONSULTANT shall attend the PREBID conference. THE CONSULTANT shall prepare Meeting
Agenda and Meeting Reports for each encounter. THE CONSULTANT will schedule vendor and agency me etings
such that the City may be present at all meetings. The quantity of meetings will be on the basis of the preliminary
schedule includes additional meetings as necessary due to specific issues or needs as they arise.
Phase Six -- Construction Administration/ Closeout
1)THE CONSULTANT shall conduct twice-monthly and as needed field visits. In addition to the architect visits, the civil
engineer, landscape architect, security consultant, hardware consultant, electrical engineer, communications
consultant, structural engineer and mechanical engineer will make periodic visits appropriate to the ir discipline. THE
CONSULTANT shall prepare a field report as necessary. The number of visits is based on twice-monthly visits for the
duration of the construction schedule including the period between substantial completion and final completion.
2)THE CONSULTANT shall coordinate to the best of their ability within the typical standard of care, with the CM, City and
City IT Division in locating all piping, conduit, infrastructure, structured cable and devices prior to concrete pours,
drywall or other concealment with special attention being called to the power, security and communications systems.
3)THE CONSULTANT shall review contractor shop drawings and submittals.
ATTN: Mr. Mellin
RE: Fire Station
July 1, 2025 - Page 8
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
4)THE CONSULTANT shall review contractor applications for payment.
5)THE CONSULTANT shall conduct a Substantial Completion evaluation and prepare certificate with punch list of
deficiencies.
6)THE CONSULTANT shall attend bi-weekly safety/ construction meetings with the City, CM, vendors and agencies and
as necessary to administer the construction of the building. Contractor shall prepare Meeting Agenda and Meeting
Reports for each encounter. The City will schedule the meetings and be present at all meetings. A licensed architect or
contractor, shall attend all construction meetings. The number of visits is based on bi -weekly visits for the duration of
the construction schedule including the period be tween substantial completion and final completion. Additional site
visits as necessary due to the stage of construction or specific issues that occur are also included.
7)THE CONSULTANT shall conduct a Final Completion evaluation and verify CM’s final pay application.
8)THE CONSULTANT shall conduct a pre one year warranty walk.
** End of Scope of Services*
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
10% $ 47,000.00
15% $ 70,500.00
25% $ 117,500.00
City of Ocoee
Fire Station
Exhibit C – Compensation Schedule
Planning, Design, Permitting & Construction Administration
July 1, 2025 – Page 9
Phase One Services: Planning
Planning documents complete
Phase Two Services: Schematic Design
Schematic documents complete
Phase Three Services: Design Development
Design development documents complete
Phase Four & Five Services: Construction Documents
Phase
90% complete construction documents 20% $ 94,000.00
100% complete construction documents 8% $ 37,600.00
Bidding assistance & documentation complete 2% $ 9,400.00
Phase Six Services: Construction Administration
Construction Administration 20% $ 94,000.00
TOTAL LUMP SUM COMPENSATION (includes expenses) 100% $ 470,000.00
*jl2 Architecture will bill a percentage of each completed task listed above, on a monthly basis.
*Other scope items such as surveying, geotechnical & environmental site analysis will be billed as completed.
City of Ocoee
Fire Station
Exhibit D – Deliverables
Planning, Design, Permitting & Construction Administration
July 1, 2025– Page 10
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
1)Per phased submittal, the Consultant will submit electronic document prints as follows to the County:
a.Specification.
b.Drawings.
2)To be provided with the Design Development submittal:
a.Electronic Interior Finish Boards-minimum of two options.
b.Equipment specifications and cut sheets.
c.Electronic renderings.
3)The Consultant will submit prints as necessary to jurisdictional agencies.
Notes:
-Full size drawings shall be 30 inches x 42 inches
-Half size drawings shall be 15 inches x 22 inches
City of Ocoee
Fire Station
Exhibit E – Hourly Rates
Planning, Design, Permitting & Construction Administration
July 1, 2025 – Page 11
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
Principal $250.00
Project Director / Manager $190.00
Project Architect $170.00
Senior Interior Designer $170.00
Designer $130.00
Specification Writer $170.00
Construction Administration $160.00
Administration $ 95.00
*Actual billing rates will vary by individual and will vary with customary compensation changes and will be adjusted during n ormal
annual review periods.
*Proposal is a not to exceed, lump sum proposal. Hourly rates are being provided for potential additional services negotiations.
jl2 Architecture | 1678 Kingston Road | Longwood, FL 32750
Direct 407.340.2879 | www.jl2architecture.com | Architectural License AR96099
City of Ocoee
Fire Station
Exhibit F – Calendar Schedule
Planning, Design, Permitting & Construction Administration
July 1,2025 – Page 12
Total Design Phases = 7 months
Phase One-Planning = 30 days
*Includes in meeting page turn for County Review
Phase Two-Schematic Design = 60 days
*Includes in meeting page turn for County Review
Phase Three-Design Development = 60 days
*Includes in meeting page turn for County Review
Phase Four -Construction Documents
90% Construction Documents = 45 days
*Includes 2 week County Review
100% Construction Documents = 15 days
*Includes 1 week County Review
Phase Five-Permitting & Bidding = 90 days (estimated)
Phase Six-Construction Administration/Close Out = 12 months (estimated)