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Home My WebLink AboutItem #06 Approval to Award Central Park Design Contract to DRMP - AGENDA ITEM COVER SHEET Contact Name: Contact Number: David Wheeler 407 -905-3100, ext. 1504 Meeting Date: March 3, 2009 Item # lP , i~ Reviewed By: . r r / /J Department Director: Lf. ~ It.... City Manager: "-" Subject: Award Central Park design contract to Dyer, Riddle, Mills, and Precourt, Inc. (DRMP) in the amount of $28,725.00. Background Summary: The City has a continuing contract for engineering design services with the firm of Dyer, Riddle, Myers, and Precourt, Inc. Work under this contract is authorized by purchase order following the specification of a scope of work by the City and negotiation of a price proposal. Funds to expand and improve Central Park, located on the north side of Flewelling Avenue, were budgeted by the City Commission over several fiscal years. Most recently, $200,000 was allocated for FY 2009 and $48,957.42 remains unexpended from FY 2008. From these funds, City staff has proposed a number of improvements. Among the improvements planned for this phase of the work are reconstruction of Armstrong Alley, relocation of the existing volleyball court and basketball court and construction of stormwater improvements, additional parking, enhanced access to facilities, an improved trail to the non- motorized boat ramp, and the new boardwalk being constructed along the Lake Moxie shoreline. Due to the nature of these improvements, design by a licensed engineering firm is required. Issue: The Engineering and Parks & Recreation Departments have proposed that the City Commission approve the price proposal of February 10, 2009, and award the design work to Dyer, Riddle, Mills and Precourt, Inc. under the terms of the existing continuing contract and the project proposal. Recommendations The Engineering and Parks & Recreation Departments recommend that the City Commission approve the proposed project scope of work, allocate $28,725.00 from capital budget funds previously authorized for this project, and authorize the Finance Department to issue the required purchase order. Attachments: Task work order price proposal from Dyer, Riddle, Mills and Precourt, Inc. The total amount of the proposal is $37,595.00; however, our acceptance is limited to Part I (Construction Documents for $19,805.00), Part V (Meetings, Project Management, Coordination, and Quality Control for $7,920.00), and direct expenses of up to $1,000 on a time and materials basis. 1 Financial Impact: The $28,725.00 funding for the related purchase order will be financed by the existing budget for the park improvement project. Type of Item: (please mark with an ''x') Public Hearing _ Ordinance First Reading _ Ordinance Second Reading Resolution _ Commission Approval Discussion & Direction For Clerk's Deat Use: _ Consent Agenda _ Public Hearing _ Regular Agenda _ Original Document/Contract Attached for Execution by City Clerk _ Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) ~ N/A N/A N/A 2 Dyer, Riddle, Mills & Precourt, Inc. Prlnclpels Wilfne D. Chalifoux Donaldson K. Barton, Jr. Lucius J. Cushman. Jr. Jon S. Meadows laWl'ence L Smith, Jr. , William T.Stone lM1,~ BaI",I.aP!l. ilN Ol18ftdO. Flor1d8"328't4 -'I"~ ~.1Io1,8Il!i .OW Fax: '407.8~4838 \n ,.... ~ f!aIJ:.~~~i,;? "'.. Cha~Ol1e, North Carollna-,. , , '&;i,iriI.ia. ~~r==~';;; :':'1 o.t.and,Floft!Ia . "1'1: Mie'rs.: F100da 2~':~~f:~:;~: '.:;; " :'\laJ!IIand, FIOrida"" , ;,?~~~orCi:ci;f=,~). ' Pl>n$8Cllla. Florida TanahGsee;FkltlCl8 TamJilI;t'~,$1 .S Cffi)~.8.M,~ February 10, 2009 DRMP #09-0080.0MK Al Butler, AICP, C.I.P. Manager City of Ocoee 150 North Lakeshore Drive Ocoee, Florida 34761 Subject: Proposal for Central Park Improvements City of Ocoee, Florida Dear Mr. Butler: Dyer, Riddle, Mills & Precourt, Inc. (DRMP) is pleased to provide the City of Ocoee (the City) with a proposal to perform engineering services for improvements at Central Park located at 560 Flewelling Drive. Per our meeting with Jeff Hayes and yourself at the park on February 3, 2009, we understand the improvements will include the following: reconstructing the western entrance road to reduce the slope of the vertical curve, eliminate "birdbaths" and to make the traffic direction one-way, as well as adding diagonal parking spaces, constructing a boat unloading area and space planning for the tentative relocations of the existing volley ball court and future basketball court. DRMP's Scope of Service will be to provide engineering design services to produce Construction Drawings showing these improvements. The Construction Drawings will be based on surveying performed by others. Included services will also encompass probable construction cost estimating, bidding and award assistance and construction administration. The attached pages outline our understanding of the project and our proposed Scope of Services and Fees. SCOPE OF SERVICES We have developed the following task-oriented scope of services based on our understanding of the project. DRMP's scope of services will include the following tasks: PART I CONSTRUCTION DOCUMENTS "'-'( ~, The scope of this task is to prepare Construction Documents detailing the improvements as described above, consisting of a set of plans in 24 in. x 36 in. format at a minimum scale equal to 1" = 50'. This set of plans shall consist of the following items: . Cover Sheet . General Notes . Existing Conditions Plan - Based on survey provided by others. . Demolition Plan - Based on survey provided by others, showing limits of existing improvements to be removed to allow the construction of the proposed improvements. ~)~BJ~l~ Mr. Al Buller Central Park February 9, 2009 Page 2 of 4 · Geometry Site Plan - Showing horizontal control of the proposed improvements as well as associated pavement striping, markings and signs. . Paving, Grading and Drainage - Showing vertical control of the proposed improvements and any associated grading showing means to control site runoff and conveyance to existing or proposed drainage systems. . Storm Water Pollution Prevention Plan - Showing limits of silt fence and other methods of control site runoff to prevent erosion and silt runoff. . Civil Construction Details - Will consist of details associated with work being proposed, typical for Florida and for projects within the City. . Technical Specifications - will consist of only technical specifications for the work proposed. It is assumed that the City will provide the standard front-end contract documents. Construction Documents will be submitted to the City at 90% completion for an informal staff review. Upon receipt of comments, DRMP will advance them to 100% and provide them to the City for their use. Lump Sum Fee for Part I - $19,805.00 PART II - OPINION OF PROBABLE COST DRMP will provide a construction probable cost estimate based on latest cost units published by Florida Department of Transportation with the Construction Documents submittals. Lump Sum Fee for Part II - $1,810.00 PART III - BID AND AWARD PHASE SERVICES DRMP will assist the City in the evaluation of the bids and the awarding of the contract. This task specifically includes attending one pre-bid conference to answer contractor's questions and reviewing and responding to three (3) RFI and Bid Addenda. DRMP will supply one set of reproducible construction documents to the City for plans reproduction. The City is responsible for the bid advertisement, plan distribution, bidders list, bid tabulation and selection. Lump Sum Fees for Part III - $2,710.00 PART IV - CONSTRUCTION PHASE ADMINISTRATIVE SERVICES DRMP shall assist the City during the Construction Phase by providing clarification to specific design elements and reviewing two (2) sets of shop drawings submitted by Contractor. This task also includes three (3) site visits, including one at start of construction activities, one at substantial completion and a final visit before Contractor close out their construction activities. \\OrI_c1usteriJ I \Profit-Center-Marketing\LDV\ORLANDO\2009\09-0080.0MK Ocoee Central Park\09-0080.0MK Ocoee - Central Park - Proposal 2009.02.09.doc ~~B1YJ.t! Mr. AI Butler Central Park February 9,2009 Page 3 of 4 Lump Sum Fees for Part IV - $4,350.00 PART V - MEETINGS, PROJECT MANAGEMENT, COORDINATION and QAlQC The scope of this task is to meet and coordinate with the City and the City's representatives and consultants (Surveyor, Attorney, Geotechnical Engineer, etc.) on a time and materials basis, according to our stated hourly rates, attached. DRMP anticipates one (1) pre-design site visit and three (3) design / review meetings in conjunction with the scope as outlined above. In order to ensure consistency amongst the plan elements, meet project schedule deadlines, provide QAJQC and ensure effective communication with the City and this project's team members, DRMP is budgeting time for overall project management and quality assurance reviews. Lump Sum Fees for Part V - $7,920.00 PART VI ADDITIONAL SERVICES (Not part of this contract) If the City desires to change or expand upon these services, an additional fee shall be negotiated. This renegotiation shall be accomplished prior to further work on the project. Renegotiation may be required for any of the following reasons. . Revisions to the Construction Documents after its initial approval by the City due to changes requested by the City or others . Boundary, topographic or as-built surveys, legal documents or exhibits . Formal Permitting of any kind . Wetland review, design, mitigation or permitting related environmental services . Flood plain, review, design or permitting related engineering services . Geotechnical or hazardous materials investigating and reporting . Off-site engineering design or mitigation . Additional meetings beyond those specifically addressed . Items not included in the above scope of services . Copies of completed plans, travel mileage, any other subcontracts shall be considered a direct reimbursable PART VII SCHEDULE DRMP will commence work on this project upon receipt of authorization to proceed and electronic copy of a survey. 90% Construction Documents will be provided within two (2) months of commencement. A detailed schedule of activities will be provided upon attending a Pre-Design / Kick-off meeting with the City. \\OrLc1uSlerlJl\Profit-Cenler-Marketing\LDV\ORLANOO\2009\09-0080.0MK Ocoee Central Park\09-0080.0MK Ocoee - Central Park- ProposaI2009.02.09.doc rn 00 ~.BJYJ..~ Mr. Al Butler Central Park February 9. 2009 Page 4 of 4 PART VIII COMPENSATION SUMMARY AND TERMS The following summarizes the fees and billing terms as proposed by DRMP for the Scope of Services as presented herein: Part Scope Item Terms Fee I Construction Documents Lump Sum $ 19,805.00 II Opinion of Probable Cost Lump Sum $ 1,810.00 III Bid and Award Phase Services Lump Sum $ 2,710.00 IV Construction Phase Administration Services Lump Sum $ 4,350.00 V Meetings, Project Management, Lump Sum $ 7,920.00 Coordination and QNQC - Direct Reimbursable Allowance T&M $ 1,000.00 TOTAL $ 37,595.00 The above basic fees for the Scope of Service totals to $37,595.00 and will be performed per the terms above. This will be billed in accordance with our Continuing Consulting Agreement dated October 19, 2004. We sincerely appreciate this opportunity to provide professional services for this project. We have provided two originals of this letter agreement, if you are in agreement, please sign where indicated and return one (1) copy to our office to constitute our Notice to Proceed. If you have any questions regarding this proposal, please contact our office. This Scope of Services and Fee Schedule is hereby submitted by: Dyer, R' die, Mills & Precourt, Inc. This Scope of Services and Fee Schedule as authorized above is hereby accepted by: City of Ocoee Al Butler, AICP Date Cc: Christina A. Dixon, P.E. John C. Kelly, P.E. File \\OrLctusterlll\Profit-Center-Marketing\LDV\ORLANDO\2009\09-0080.0MK Ocoee Central Park\09-0080.0MK Ocoee - Central Park- ProposaI2009.02.09.doc