HomeMy WebLinkAboutAdd-On Item Creation of Lakeshore Center Expansion Capital Project with Allocation of Conceptual Planning Budget ocoee florida AGENDA ITEM COVER SHEET Meeting Date: August 1,,6., 201_6 Item # ADD ON Reviewed By: Contact Name: Al Butler, Support Services Department Director: Contact Number: 407-905-3100, ext. 1543 City Manager: I7 Subject: Creation of Lakeshore Center Expansion capital project with allocatit o conceptual planning budget. Background Summary: Construction of the Ocoee Community Center created a facility capable of handling banquets of up to 225 persons, which was the limit imposed by the funds available at that time. Since the facility opened, staff has seen some demand for larger events and sought the services of the original architect, Rhodes + Brito, to explore possible options for expanding the facility. They showed two basic approaches: 1. Extending the existing banquet room to the north over the space now occupied by the Employee Parking Lot, which would add 50 more seats in a banquet arrangement, at a cost of about $2 million; and 2. Expanding in the space between the Community Center and the Withers-Maguire House to provide a new banquet room capable of handling up to 500 diners, at a cost of about $4 million. This initial conceptual design work was merely suggestive of the two primary choices and needs to be followed by a more detailed design study that would explore a greater range of options and develop detailed price estimates. The architect, which is under contract to the city for providing such services, has provided a basic conceptual planning proposal for detailed conceptual planning at a cost of $23,328. The proposal also includes two optional services: a detailed budget-level cost estimate can be provided for an additional $6,000 and artists renderings of the expanded facility can be produced for an additional $5,000. Issue: The City Commission is conducting an evaluation of various proposed capital projects in the Starke Lake area. Additional information is needed to assess the costs and benefits of expanding the Ocoee Community Center as one of the projects. Recommendations: Staff recommends that the City Commission authorize creation of a new Community Center Expansion capital project in the Support Services Department and allocate funds in the amount of $30,000 from existing budgeted funds for the conceptual planning effort (basic plan, budget-level cost estimate, and reimbursable expenses). The Mayor should be authorized to execute the proposed agreement with Rhodes + Brito and the City Manager should be authorized to allocate existing budgeted funds from available sources to fund the work. 1 Attachment: • Results of initial analysis for expanding the Ocoee Community Center. • Architect's fee proposal for conceptual planning effort. Financial Impact: The cost of the study would mainly be covered by existing available budget in Cost Center 518 (Support Services Department). If this source is inadequate to cover the entire cost of the work, staff will utilize other existing and budgeted General Government funds. Type of Item: (please mark with an V) Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion&Direction _X_ Original Document/Contract Attached for Execution by City Clerk Reviewed by City Attorney N/A Reviewed by Finance Dept. 0 N/A 2 1 C CI3 OM bJ3 C •■ 4.1 (1) •. 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Sincerely; RHODES+BRITO ARCHITECTS INC. Ruffin A. Rhodes,AIA, LEED AP BD+C Principal/Director of Operations Celebrating 20 Years in Business I Orlando AIA 2016 Firm of the Year Page 1 of 6 605 E.Robinson Street Suite 750: Orlando fl,32801 :407.648.7288 : AA 0002809 • OCOEE COMMUNITY CENTER EXPANSION PROPOSAL RHODES+BRITO ARCHITECTS—CONTRACT FOR ARCHITECTURAL SERVICES: ■ RHODES + BRITO ARCHITECTS CONTRACT FOR ARCHITECTURAL SERVICES The following Agreement made as of June 30 in the year 2016 for providing architectural services as defined in Section II —Scope of Services between: OWNER: City of Ocoee City Hall 150 N. Lakeshore Drive Ocoee, FL 34761 ATTN: Jack A. Butler(Al) ARCHITECT: Rhodes+Brito Architects Inc. iC IF 605 E. Robinson St. Suite 750 Orlando, FL. 32801 FL. License: AA 0002809 Contact: Ruffin A. Rhodes, AIA PROJECT: Conceptual Study for the Expansion of the Ocoee Community Center 125 S Lakeshore Dr Ocoee, FL 34761 D:\RBArchitects\RBmyProjects\OcoeeBH\ExpansionSTUDY\RB_OcoeeCCExpProposal.doc Page 2 of 6 June 30,2016 605 E.Robinson Street Suite 750: Orlando fl,32801 :407.648.7288 : M 0002809 • OCOEE COMMUNITY CENTER EXPANSION PROPOSAL RHODES+BRITO ARCHITECTS—CONTRACT FOR ARCHITECTURAL SERVICES: • ARTICLE 1. UNDERSTANDING OF THE PROJECT: 1.1 The City of Ocoee (Owner) is considering expanding their current Community Center located at 125 S Lakeshore Dr, Ocoee, FL 34761. The current facility was constructed in 2014 and is approximately 9,000 square feet. The current facility houses approximately 291 occupants in its large banquet hall. The City wishes to explore adding another banquet hall space adjacent to the existing facility and has asked Rhodes+Brito Architects (Architect) to provide conceptual studies showing alternate concepts (two) for possible development. 5 1.2 This proposal is subject to applicable terms and conditions of prime agreement (RFQ#1201) Continuing Contract for Architectural Services between Owner and Architect dated January 3, 2012. ARTICLE 2. SCOPE OF BASIC SERVICES: 2.1 The Architect's Scope of Basic Services consist of services falling within the scope described in Article 2 Scope of Basic Services. The Architect will prepare Conceptual design drawings. The Owner acknowledges that conceptual design drawings are preliminary and intended solely to depict the design intent and architectural character of the proposed development. The Owner acknowledges that these conceptual design drawings are NOT intended for construction, and permitting. 2.2 The Architect will perform the following tasks/services as Basic services: 2.2.1 Design Charrettes: The Architect will host a meeting (Design Charette) with City Stakeholders to conduct a "lessons learned" of the previous project and look for improved functionality and operational issues. Additional discussion will focus on spatial needs for the expanded facility. Additionally, the Architect will discuss and review Owner's documents for future planned development at the proposed site. The Architect will document the discussion of the meeting and submit to the Owner for review. 2.2.2 Kitchen Caterer and Events Design Charrette: The Architect will host a meeting organized by the Owner with the current approved Caterers and Events Planner for the Ocoee Community Center. The goal of the meeting will be to assess the required spatial and functional needs for the proposed facility. The Architect will document the discussion of the meeting and submit to the Owner for review. 2.2.3 Program of Space needs: The Architect will develop a program list of required spaces necessary for the new facility. This list will include space names, square footage for each space. Total net and proposed gross square footage areas will be tabulated. Program list will be submitted to Owner for review and approval. The Architect will make adjustments as requested by the Owner. 2.2.4 Preliminary Floor Plan Concepts: The Architect will present two (2) preliminary alternate design concepts to the owner for discussion. The designs will include floor plans and site plans. Floor plan will show proposed space layouts and room sizes. Site plan will show proposed parking and pedestrian/vehicular access. The Architect will review and present concepts to City Staff. The goal of the presentation will be to come to a consensus on the final design approach. 2.2.5 Preliminary Elevation Concepts: The Architect will present two (2) preliminary Elevation concepts to the owner for discussion. The designs will include the South and West Elevations for review by City staff. Upon approval of elevations the Architect will complete final deliverables for Owner. D:\RBArchitects\RBmyProjects\OcoeeBH\ExpansionSTUDY\RB OcoeeCCExpProposal.doc Page 3 of 6 June 30,2016 605 E.Robinson Street Suite 750: Orlando fl,32801 :407.648.7288 : M 0002809 • OCOEE COMMUNITY CENTER EXPANSION PROPOSAL RHODES+BRITO ARCHITECTS—CONTRACT FOR ARCHITECTURAL SERVICES: • 2.2.6 Final Deliverables: The architect will provide conceptual renderings of final site development plan depicting proposed future development and site amenities. renderings will be provided in electronic jpeg format for use by Owner. Final deliverable to owner will include: a. Final deliverable will be pdf files and powerpoint file showing: b. Floor Plan of proposed Concept c. Color(Rendered) Elevations d. Site Plan (Rendered) showing walkways, and amenities ARTICLE 3. ADDITIONAL SERVICES (OPTIONAL): 3.1 OPTION COST ESTIMATE DELIVERABLE: Should the Owner desire a cost estimate for the project, the Architect can engage a Cost Estimator (Montgomery Consulting) to provide a budget level estimate defining construction cost for this project. This service is not included in the Architects Base Scope of Services and will be at an additional cost. The cost of this service is outlined in Article 6 Compensation. 3.2 OPTION 3D RENDERING DELIVERABLE: Should the Owner desire a series of 3D renderings (perspectives) , the Architect can provide that service at an additional cost. This service is not included in the Architects Base Scope of Services and will be at an additional cost. The cost of this service is outlined in Article 7 Compensation. ARTICLE 4. RESPONSIBILITIES OF OWNER AND ARCHITECT: 4.1 OWNER 4.1.1 The Owner shall provide Architect with available data and information regarding proposed development surrounding the project site This includes proposed parking, vehicular access roads, pedestrian walkways, and locations of any proposed regional stormwater systems. 4.1.2 The Owner will organize the current Kitchen Caterers and Events coordinator for meeting with the Architect. This meeting location will be determined by the City of Ocoee. 4.2 ARCHITECT 4.2.1 The Architect shall provide all services and work products as defined in Article 2. This work and service shall be performed expeditiously as reasonably and professionally possible. 4.2.2 The Architect will maintain confidentiality on specific information designated as such by the Owner. ARTICLE 5. ASSUMPTIONS, CLARIFICATIONS AND EXCLUSIONS: 5.1 The Owner recognizes that the following are NOT included in this Contract: 5.1.1 Property Survey 5.1.2 Geotechnical and Phase 1 Environmental Assessment 5.1.3 Civil Engineering and coordination with the Water Management District 5.1.4 Construction Documents and Specifications 5.1.5 Fees for any necessary conditional use permits, zoning changes, or required variances. The Architect has assumed this site is zoned properly for the proposed development. 5.2 Owner acknowledges that services provided in this proposal are for conceptual planning only. x' Construction documents, permitting, bidding services, etc. are not included in this proposal. D:\RBArchitects\RBmyProjects\OcoeeBH\ExpansionSTUDY\RB_OcoeeCCExpProposal.doc Page 4 of 6 June 30,2016 605 E.Robinson Street Suite 750: Orlando fl,32801 :407.648.7288 : AA 0002809 • OCOEE COMMUNITY CENTER EXPANSION PROPOSAL RHODES+BRITO ARCHITECTS—CONTRACT FOR ARCHITECTURAL SERVICES: • ARTICLE 6. COMPENSATION: 6.1 The Owner agrees to compensate and make payments to the Architect for services described in Article 2 a total lump sum fee of$23,328.00 distributed as follows (of Article 2): 6.1.1 Tasks 2.2.1 through 2.2.3 $8,000.00 6.1.2 Tasks 2.2.4 through 2.25 $10,000.00 6.1.3 Tasks 2.2.6 $5,350.00 Total Basic Services Fee $23,328.00 Should the Owner desire a Budget Level Cost estimate Per 3.1 the Architect shall be paid an additional fee of$6,000.00 Should the Owner desire 3D Renderings Per 3.2 the Architect shall be paid an additional fee of $5,000.00 for two renderings or perspective views. 6.2 Invoices will be submitted monthly on a percent complete for each phase listed above. Payment of invoices including any reimbursable expenses incurred is expected within 20 business days from Owner receipt of invoice. 6.3 Reimbursable expenses will be actual costs of incurred expenses times a 1.10 administrative fee. Such expenses may include the following: 6.3.1 Printing and reproduction costs associated with this project 6.3.2 Courier, shipping and postage costs 6.3.3 Transportation costs for out-of-town (outside Orange and Seminole County) travel 6.3.4 Additional renderings and model expenses ARTICLE 7. ADDITIONAL SERVICES: 7.1 Additional services will include any change of services as outlined in Article 2 or/and services that require the following: 7.1.1 Change in instructions or previous approvals given by Owner to Architect that require the Architect to revised completed work. 7.1.2 Change or Revision of schedule that requires Architect to increase staffing and/or work effort. 7.2 Additional services will be calculated hourly utilizing the following rate schedule: 7.2.1 Hourly Rates _ Principal's Time $160.00 Project Manager $125.00 Project Engineer $140.00 Project Architect $95.00 CADD/Production $55.00 Administrative Staff $35.00 7.3 The Architect will notify the Owner prior to initiating any changes requiring additional service fees. If the Owner refuses to approve such additional service or deem it unnecessary the Architect will NOT provide the service. The Owner must notify the Architect in writing to approve or disapprove of an additional service request. ARTICLE 8. PROJECT TERMINATION, SUSPENSION OR ABANDONMENT: 8.1 If the project is suspended for more than two (2) months or abandoned in whole or in part, the Architect shall be paid his compensation for services performed prior to receipt of written notice from the Owner of such suspension or abandonment, together with Reimbursable Expenses then due. D:\RBArchitects\RBmyProjects\OcoeeBH\ExpansionSTUDY\RB_OcoeeCCExpProposal.doc Page 5 of 6 June 30,2016 605 E.Robinson Street Suite 750: Orlando fl,32801 :407.648.7288 : M 0002809 • OCOEE COMMUNITY CENTER EXPANSION PROPOSAL RHODES+BRITO ARCHITECTS—CONTRACT FOR ARCHITECTURAL SERVICES: • 8.2 If the project is resumed after being suspended for more than two (2) months, the Architects compensation shall be subject to renegotiations. Should the project be abandoned after documents have been completed, the Architect shall be compensated for the completed portion (percentage of completion) of the total fee . 8.3 This contract may be terminated by either party upon ten (10) days written notice should the other party fail substantially to perform in accordance with its terms through no part of the party prior notice of such intent with time to correct such non-compliance. D:\RBArchitects\RBmyProjects\OcoeeBH\ExpansionSTUDY\RB_OcoeeCCExpProposal.doc Page 6 of 6 June 30,2016 605 E.Robinson Street Suite 750: Orlando fl,32801 :407.648.7288 : M 0002809 •