HomeMy WebLinkAboutItem #12 Authorization to Create a New Capital Project for Relocating the Employee Health Clinic in Advance of City Hall Construction and to Allocate $100,000 in Funds for this Purpose from Available Budget t�Yil
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AGENDA ITEM COVER SHEET
Meeting Date: March 6, 2018
Item # /&
Reviewed By:
Contact Name: Al Butler, Director Department Director: ,//f
Contact Number: 407-554-7063 City Manager:
Subject: Authorization to create a new capital project for relocating the E •loyee Health Clinic
in advance of City Hall construction and to allocate $100,000 In funds for this purpose from
available budget.
Background Summary:
Relocation of the existing Ocoee Employee Health Clinic is required to accommodate construction of the
new City Hall on the property where the clinic is presently located. The initial requirement is to find a
suitable new location for the clinic. Using the city's existing continuing services contracts for architectural
services, city staff selected CPH as the most qualified to do the work given their recent history of health
clinic design projects. They have proposed to conduct the required space study for a price of $5,500,
which staff judges to be reasonable for the work involved. That study will primarily look at relocating the
clinic to space in the City Hall Annex, which will remain after City Hall is moved and the current structure
demolished. The building presently houses offices for the City Commission, the Human Resources &
Risk Management Department, and Parks & Recreation Department's administrative offices. There is
also space being leased to two state elected officials, Senator Bracy and Representative Brown. Current
space programming for the new City Hall shows that all city staff but the Parks & Recreation
Department's administrative offices would relocate to the new building. In addition to looking at
relocating the clinic to the Annex, the study will also evaluate the possibility of constructing a new, free-
standing, multi-purpose building that would house the clinic on the first floor and have available offices on
the second floor. This latter option might be pursued with a private partner; however, timing of the
clinic's relocation is a critical factor in starting construction of the new City Hall.
Issue:
Should the City Commission authorize the creation of a new capital project for relocating the Employee
Health Clinic and allocate $100,000 in FY 2017 General Fund Bonds for that project?
Recommendation:
Staff recommends that the City Commission authorize the Finance Department to create a new capital
construction project for relocating the Employee Health Clinic and reallocate $100,000 of the initial
$200,000 in FY 2017 General Fund Bonds that were originally intended for reconstruction of the
Woman's Club building, a previously planned project that is no longer being contemplated. The City
Commission does not need to approve the award of a task order to CPH, as the work is within staffs
authority to award given the amount of the funding and the use of an existing continuing services
contract.
Attachments:
CPH proposal for space planning effort.
Financial Impact:
The proposed project will use previously allocated and budgeted 2017 General Fund Bond money that
would no longer be used for its original purpose due to the cancellation of work it funded.
Type of Item: (please mark with an 5'7
Public Hearing For Clerk's Not Use'
Ordinance First Reading x Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
x Commission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney Uses existing contract X N/A
Reviewed by Finance Dept. —yh ,o ,a.,�_ ^)\�,..t N/A
Reviewed by ( ) 1 N/A
PROPOSAL FOR PROFESSIONAL SERVICES
BETWEEN
CPH, INC. @ 0 Th
AND
CITY OF OCOEE
FOR
RELOCATION OF HEALTH CENTER SERVICES
IN
OCOEE, FLORIDA
FEBRUARY 27, 2018
This Proposal includes details of the services to be performed and compensations.
PROJECT DESCRIPTION
The City of Ocoee would like to review (2) construction options involving the relocation of its
Health Center from its current location into the annex portion of the existing City Hall building. A
third option would involve a budget for a free standing building to be built within the City of
Ocoee, Florida.
This annex portion of Ocoee City Hall currently houses their HR Department, Parks and
Recreation Department and various offices used for elected state officials.
Space Plan Criteria for Health Center Services shall include but are not limited to the following:
• Waiting Room
• Staff shall involve 2 doctors and 3 assistants
• Patient check-in/check-out/administration control desk area
• Large meeting room
• Minimum two exam rooms
• Testing rooms for hearing and cardiac/EKG
• X-Ray facility
• Room for blood draw in conjunction with adjacent restroom with specimen pass thru.
• Breakroom area
• Pharmacy Store Room and General Storage Areas
• Restrooms and Janitorial
CPH will take the lead role as the project coordinator for the CLIENT, handling the coordination
of the other project consultants to assure the timely completion and permitting of the project in a
cost effective manner.
SCOPE OF SERVICES
ARCHITECTURAL SERVICES
CPH, Inc.—FL Page 1 of 4 Rev 4/2016
1.0 Develop (3) Conceptual Options
Option 1: Develop a conceptual space plan design solution involving the
relocation of the Health Center into the spaces currently used by the
Ocoee HR Department. This concept will require developing a
conceptual design solution involving space planning of approximately
3,000 to 5,000 SF of existing floor space.
Option 2: Develop a conceptual space plan design solution involving the
relocation of the Health Center into the spaces currently used for the
Ocoee Parks and Recreation Department. The Parks and Recreation
Department would be relocated into the wing currently used for the
HR Department. This concept will require developing a conceptual
design solution involving space planning of approximately 6,000 to
8,000 SF and (2) departments– Parks and Recreation and the Health
Center.
Option 3: Develop a "construction budget" for a new free standing two story
building with the first floor occupied by the Ocoee Health Center and
the second floor occupied by another tenant.
CPH will present this conceptual design options in a workshop session, and make
appropriate refinements resulting from the workshop. Plans will be presented in 24" x 36"
format scaled plans. This task will be performed and billed as a lump sum service. Refer to
the Compensation section of this proposal for the proposed fee.
CLIENT-FURNISHED INFORMATION
It is understood that CPH will perform services under the sole direction of the CLIENT. In the
performance of these services, CPH will coordinate its efforts with those of other project team
members as required. The CLIENT shall provide CPH with project-related technical data
including, but not limited to,the following:
• Project size, location, identification number, and building program.
• Current title commitment and any existing boundary and topographic surveys and plats. If
CPH is not performing surveying services as part of the contract, CLIENT to provide current
boundary and topographic information in AutoCAD 14 or more recent version, or DXF
format.
• Previous"As Built" building plans.
• Previous Environmental investigation reports.
• Previous Geotechnical investigation reports.
• Master plan or development plans for the overall project. Preferably in AutoCAD 14 or more
recent version, or DXF format.
• Any other pertinent information concerning this project to which the CLIENT may have
access.
CPH will rely upon the accuracy and completeness of CLIENT-furnished information in
connection with the performance of services under this Proposal.
CPH, Ina—FL Page 2 of 4 Rev 4/2016
CPH will begin performance of the above services upon verbal authorization followed by written
authorization within 7 days of the verbal authorization to proceed is received. The schedule is
also subject to timely delivery of information by the CLIENT and is exclusive of CLIENT and
local review of interim products. If the CLIENT requests that work under this proposal be
stopped, the schedule is subject to renegotiation when written authorization to continue is
received.
COMPENSATION
Labor
CPH will perform the Scope of Services contained in this Proposal as identified on each task,
either lump sum or time and materials. The following is the break down of fees for each task.
Tasks that are identified as Time and Materials (Hourly) have been provided an 'Upset Limit'
(USL) budget. The CLIENT will be informed when the services are about to exceed this limit.
ARCHITECTURAL SERVICES
1.0 Develop Conceptual Space Planning Options
Lump Sum $5,400.00
Reimbursable Expenses
In addition to the labor compensation outlined above, CPH shall be reimbursed directly for
project specific expenditures such as, but not limited to travel, printing and reprographics,
postage, and telephone usage. Reimbursable expenses will be billed at their actual cost,
without increase.
SERVICES NOT INCLUDED
The following services are not anticipated and, therefore, not included in this Proposal at this
time:
• Construction documents
• Life Cycle Cost Analysis
• Site Lighting Design
• Civil Engineering
• Toxic Substance Mitigation Surveys
• LEED Consultation
• Detailed Cost Estimates
• Traffic Study.
• Expert witness for litigation.
• Construction staking.
• Environmental studies and coordination of environmental issues with the regulatory
agencies.
• Geotechnical studies and additional testing required by the regulatory agencies.
• Off-site utility analysis and design.
• Off-site storm water analysis and design.
• Expediting the review process of the permits identified herein.
• Any permits not identified herein.
• Structural Engineering design of retaining walls.
CPH, Inc.—FL Page 3 of 4 Rev 4/2016
• Fire Sprinkler System design (requirements for the system will be provided by CPH).
• Bidding assistance.
• Change Order preparation.
• Pay request review
• Review of an alternative product in lieu of the product called for on the plans and
specifications.
• Special meetings with agencies, other consultants or CLIENT not normally required to
perform the work described in the Scope of Services, except those meetings specifically
identified in the above Scope of Work
• Special requests by lending institutions or other parties not essential to completing the
work described in the Scope of Services
• Permitting efforts relating to obtaining variances for the site development including tree
issues, setbacks, parking, etc.
• Design of hardscape features including but not limited to structures, fountains, lighting,
special paving, or signage
• Storm water modeling and/or analysis of the existing storm water pond system for
retrofitting of the existing site
• Traffic studies or signalization design
• Easement or right-of-way vacation or dedication services or platting services
• Electrical, Mechanical, or Structural Engineering services
• Design and permitting of buildings and structures including bridges, retaining walls, etc.
• Design and/or permitting efforts associated with the site improvements (paving, grading,
drainage, utilities, etc.)for future phases of the project
• Services resulting from changes made by CLIENT following the completion of specific
project tasks that require re-work by CPH
• Wetlands Permitting
• Flood Plain Analyses
• Site Specific Maintenance of Traffic Plans
• Any other issues not specifically described in this proposal
Should work be required in any of these areas, or areas not previously described, CPH will
prepare a proposal or amendment, at the CLIENT's request, that contains the Scope of
Services, fee, and schedule required to complete the additional work item.
CPH, INC. THORIZATION
By:
�o n A. Baer, AIA
Vi President/Associate
Date: February 27, 2018
CPH, Inc.—FL Page 4 of 4 Rev 4/2016