HomeMy WebLinkAboutItem #11 Approval to Execute Change Order No. 2 in the Amount of $358,000 for Design Services by S&ME Related to the Lakefront Park Improvements Project t I
OCOPP
Florida
AGENDA ITEM COVER SHEET
Meeting Date: April 17, 2018
Item # f
Reviewed By: /
Contact Name: Al Butler Department Director: �� v0'
Contact Number: 407-554-7063 City Manager:
Subject: Authorization to execute Change Order No. 2 in the amount of 58,000 for design
services by S&ME related to the Lakefront Park Improvements project—part of the Downtown
Ocoee Redevelopment effort.
Background Summary:
Lakefront Park Improvements is a capital project included in the city's list of approved investments using
funds allocated from the 2017 General Fund Capital Bond Issue and was one of the primary focal points
of the Downtown Master Plan. The project consists of multiple construction phases, as some parts of the
project depend on removal of the existing city hall. The total project budget is roughly $9 million, with an
anticipated $3,042,000 coming from the capital bond fund. The construction work will be done via low
bid based on potentially several separate procurements, depending on the nature of the work and the
specialization of the construction industry.
The master plan for downtown improvements did not list specific project elements for the Lakefront Park
project; it only suggested potential elements. Thus, the first step in the design effort was to compile a
precise list of project elements, place them on the site, select an optimal configuration, and propose a
conceptual plan on which to base the construction design documents. The City Commission approved
the final conceptual plan at its February 20, 2018 meeting.
The original contract for design services anticipated the same consulting firm, S&ME, being retained to
produce the drawings and specifications, plus other bidding and permitting documents, for construction
of the various elements of the approved conceptual plan. A change order has been prepared and a fee
negotiated for the work to proceed.
Issue:
Should the City Commission approve the proposed Change Order No.2 in the amount of$358,000?
Recommendation:
Staff recommends the City Commission authorize the Mayor to execute the attached Change Order No.
2 and for staff to undertake any subsequent actions needed to modify the related purchase order and
other actions to fulfill the intent of this change order.
Attachment:
• Proposed Change Order No. 2
Financial Impact:
The proposed change order will increase the total cost of the conceptual design effort by $358,000 to a
total fee of$420,600. The change order would be funded using available project budget.
Type of Item: (please mark with an 5')
Public Hearing For Clerk's Dent Use:
Ordinance First Reading X' 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
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney Uses existing contract and standard change order form N/A
Reviewed by Finance Dept. r-10 k-tAS�- N/A
Reviewed by ( ) N/A
A
ocoee
florida
CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
LAKEFRONT PARK IMPROVEMENTS PROJECT
CHANGE ORDER NO. 2
DATE: April 5, 2018 PURCHASE ORDER:1425078 (nee 1424779)
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $46,300.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $62,600.00
Net Increase (Decrease) Resulting from this CHANGE ORDER $358,000.00*
The current CONTRACT PRICE including this CHANGE ORDER $420,600.00
Original CONTRACT COMPLETION DATE: Not Specified
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS Not Specified
Net Increase Resulting from this CHANGE ORDER 0 days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER Not Specified
*The noted amount is the sum of$353,000 in additional consulting fees and an allowance of
$5,000 for additional reimbursable expenses.
CHANGES ORDERED:
I. REQUIRED CHANGES
Pursuant to Section 1.2.2 of the June 21, 2017 Agreement between the parties, the city is
exercising its option to retain the services of S&ME to prepare construction drawings for Phase 1
elements of the overall conceptual plan approved by the Ocoee City Commission. The
construction documents will be prepared for the following Lakefront Park elements:
1. Construction of additional Lakeshore Center event parking areas west and north of the
facility; includes expansion of the existing city employee parking near the City Hall
Annex building, relocation of the POWR Park, and internal driveways - $41,000.
2. Lakeshore Center south parking area reconstruction- $17,000.
3. Conversion of Oakland Avenue east of Bluford Avenue to serve as additional parking
area and event street- $42,000.
4. Construction of Withers-Maguire House garden and outdoor wedding/event facility-
$60,000.
5. Reconfiguration and improvement of Bill Breeze Field (a.k.a. Event Green) - $28,000.
6. Lakeshore Drive improvements related to relocation of power service for events and
conversion to parallel parking- $28,000.
7. Starke Lake Overlook buildings and plaza- $65,000.
8. Lakeshore Center fountain and hardscape changes - $10,000.
9. Site utility plan(electric power, potable water, sanitary sewer, and audio) - $40,000.
II. JUSTIFICATION
The above-listed tasks will produce the required construction documents to design,bid, and
permit the independent project elements of the approved Phase 1 conceptual plan for Lakefront
Park, which covers the City Campus north of Oakland Avenue and west of Lakeshore Drive.
Phase 2 will address improvements planned for the block bounded by Bluford, Oakland,
Lakewood, and McKey streets, which is the future location of the Ocoee City Hall. Phase 3 will
include those improvements located along the Starke Lake shoreline and the area presently
occupied by the Ocoee City Hall.
III. NARRATIVE OF NEGOTIATIONS
Staff worked with the design firm to quantify the amount of additional work required for the
various additional or expanded tasks. The architect, engineer, and landscape architect services
fees were reviewed on both a per-task and per-element basis, as shown on the attached
documents, which are incorporated herein through this reference. Each detailed design task will
be preceded by the production of a schematic design that will allow the city to approve the
overall design of the element prior to the preparation of detailed drawings and specifications.
The services to be provided by S&ME will continue through the bid and permitting phases of the
construction process. A small amount of the total price is allocated to reimburse S&ME for
expenses associated with plan production, such as the cost of document printing.
Lakefront Project Improvements, Change Order#2
IV. PAYMENT
A lump sum fee in the amount of$353,000 will be added to the original cost of the work for
services rendered by S&ME and its subconsultants. Reimbursable expenses up to $5,000 will
also be authorized by the modified purchase order. Billing will occur on the basis of work
completed during each monthly invoice cycle.
V. APPROVAL AND CHANGE AUTHORIZATION
The original project and funding allocation was established by issuance of a CITY purchase
order, subject to the terms and conditions contained in the CITY's solicitation, Project Manual,
Drawings, Specifications, and/or the CONTRACTOR's service and price proposal, which
collectively form the terms of an agreement between the CITY and the CONTRACTOR for the
performance of the Work. This proposed change to the agreement requires approval by the City
Commission under the CITY's Purchasing Rules and Regulations and is consistent with any
prior action by the City Commission to award the Work to the CONTRACTOR. It is expressly
understood and agreed that the approval of the Change Order shall have no effect on the original
agreement other than matters expressly provided herein.
CONTRACTOR acknowledges,by its execution and acceptance of this Change Order, that the
adjustments in contract price and time shown hereon constitute full and complete compensation
and satisfaction for all costs and modifications of performance time incurred by the
CONTRACTOR as a result of this Change Order. No other claim for increased costs of
performance or modifications of time will be granted by the CITY for the Work covered by this
Change Order. The CONTRACTOR hereby waives and releases any further claims for cost or
time against the CITY arising from or relating to the matters or Work set forth or contemplated
by this Change Order.
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA S&ME, INC.
By: By:
Signature Signature
Date: Date:
Title: Title:
Lakefront Project Improvements, Change Order#2
APPROVED BY:
CITY OF OCOEE, FLORIDA
By: Date:
Rusty Johnson, Mayor
Attest:
Melanie Sibbitt, City Clerk
FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE CITY OF OCOEE
CITY OF OCOEE,APPROVED AS TO FORM COMMISSION IN A MEETING HELD ON
AND LEGALITY THIS DAY OF ,20 UNDER
, 20 AGENDA ITEM NO. .
By:
City Attorney
Lakefront Project Improvements, Change Order#2
EXHIBIT "B"
OCOEE LAKEFRONT PARK PHASE 1
SCOPE OF WORK
April 2, 2018
❖ PROJECT INFORMATION
The Scope of Work includes the development of construction drawings for Phase 1 (Exhibit A) of
the City of Ocoee Lakefront Park (Project) as approved by the City of Ocoee Commission. The
project area is bounded by Lakeshore Drive south to the limits of City, Oakland Avenue, North
Bluford Avenue, and the City Hall drive.The City desires to have a number of items in the Phase 1
scope of work completed by October 1, 2018. S&ME and its architect (Rhodes Brito) and it's
electrical engineer(Bobes Associates) are prepared to complete these particular tasks by the end
of June 2018. The City should anticipate having the contactor(s) as a participant in the project
during the design process in order to have a thorough understanding of the project and for
construction to commence at the beginning of July which is the anticipated date to receive water
management district permitting. These first priority items area as follows and are included in the
subsequent project improvement list.
• Existing Restroom Demolition
• Lakeshore Drive Electrical Improvements (Duke Energy will need to review the
electrical service master plan as prepared by Bobes Associates)
• Complete the Lakeshore Center West/Employee Parking Lot
• Withers-Maguire House Wedding Garden
• Relocate Veterans Memorial to West Side of Withers-Maguire House
• Lakeshore Center South Parking Lot Oakland Entrance
It is also understood by S&ME that the Client desires to begin construction of the balance of the
Phase 1 project on November 1.
The Phase 1 project improvements include the following:
• West and North Parking Areas (west of Lakeshore Center and parking expansion
north of City Hall drive)
o Paving and Expansion of Existing Lots
o Relocation of Electric Vehicle Charging Station
o Event Power
o Pedestrian/Vehicular Lighting
o Lakeshore Center Service Area Screen Wall
• Lakeshore Center South Parking Area
o Paving and Expansion of Existing Lot with Specialty Surface
o Event Power Relocation
o Pedestrian/Vehicular Lighting
o Event Bollards
• Oakland Avenue Parking Area
o Convert Existing Street to Event Street with Specialty Surface
o Transition of Oakland onto Lakewood
o Gateway Monument (based upon City-wide Gateway Design)
o Event Power
o Pedestrian/Vehicular Lighting
• Withers - Maguire House and Wedding Garden
o Driveway
o Pathways
o Wedding Pavilion/Pergola
o Perimeter Fence and Privacy Lattice Structures
o Audio & Lighting System
o Veterans Memorial
• Event Green
o Hardscape
o Event Power
o Pedestrian Lighting
o Audio System
• Lakeshore Drive Improvements
o Electrical Service for Portable Stage and Power Pedestals
o Reinforced Surface for Stage
o On-Street Parallel Parking
o Demo of Existing Parking and Planters up to Handicap Spaces
o Portable Stage
• Starke Lake Overlook
o Restroom/Concession Building
o Pavilion &Trellis
o Plaza
o Lakeshore Edge Treatment
• Lakeshore Center Outdoor Courtyard Hardscape Modifications
o Fountain (30% design level of completion; contractor to develop shop
drawings and permitting of the fountain)
o Existing Plaza Modifications (railing removal and demolition/replacement
of lower plaza portion)
❖ SCOPE OF SERVICES: Civil Engineering & Landscape
Architecture
S&ME understands that the design services for this Project will parallel or closely follow City
improvements to Bluford Avenue and the Lakeshore Center. The City shall be responsible for
providing CAD drawings from the consultants associated with these projects to be integrated into
S&ME's base file.The City will also provide additional survey and geotechnical services from their
continuing services contract consultants to supplement existing available data as requested by
S&ME. S&ME will provide CAD files for Project improvements which impact these two projects at
the conclusion of the Schematic Design Phase.
1.0 30%Construction Document Phase
1.1 Kickoff Meeting — The S&ME Project Team will attend one (1) kickoff meeting with the
Client at the Project site. The purpose of the meeting will be to review the project scope
and phasing,the schedule, identify any conflicts with the design and the progress of other
City projects.
1.2 Project Schedule—S&ME will prepare a preliminary Project Schedule for the Client's review
and input.
1.3 Schematic Design—S&ME will prepare schematic design documents based upon the City
identified Phase 1 of approved park master plan. The schematic design will include the
project components previously identified. Design services provided will include:
• Civil Engineering
• Overall Site Layout Plan
• Post Development Drainage Basin Map
• Preliminary Demolition Plan
• Preliminary Utility/Stormwater Plan
• Typical Roadway Cross Section
• Opinion of Probable Construction Cost
• Architecture
• Preliminary plans, sections and elevations for wedding pavilion/pergola,
privacy lattice structures, lakefront pavilion and trellis and
restroom/concession building
• Coordinate program and design with Owner and S&ME
• Landscape Architecture
• Hardscape finish and accent plan
• Site Furnishings plan and schedule
• Landscape plan indicating tree locations and bedlines and a preliminary
plant schedule
• Area Stormwater Drain Systems
• Irrigation plan indicating mainline, POC, details and notes
• Electrical Engineering (Bobes Associates)
• Lighting and audio plan and equipment schedule
• Fountain Design & Engineering
• S&ME will develop alternative concepts for the Lakeshore Center fountain
to be reviewed and approved by the City.
• Based upon input received, S&ME will prepare 30% construction
documents illustrating and dimensioning the fountain design.
• S&ME will provide electrical, water and wastewater service to the fountain.
1.4 Team Page Turn—The S&ME project team will participate in a schematic document page
turn prior to providing the documents to the City for review.
1.5 Review Meetings — S&ME will attend two (2) review meetings with the Client to receive
design input.
1.6 Opinion of Probable Construction Costs—The S&ME project team will prepare an estimate
of probable construction costs reflecting the items shown in the schematic design
documents.
1.7 City Commission Presentation — S&ME will present the Schematic Design to the City
Commission for approval. Modifications to the plans based on commission meeting
comments will be incorporated into the next phase of design. Significant redesign may
be considered an additional service.
Deliverables:
• 24"x 36"Schematic Design Document in PDF Format
• Project Schedule
• Team Member Contact Information
• Opinion of Probable Construction Costs
• Meeting Notes
2.0 Construction Documents Phase
2.1 Based upon the input received from the schematic document review, the S&ME project
team will prepare construction documents for the elements list above. All drawings, plans
and specifications will meet City of Ocoee and other applicable codes. Construction
documents will be submitted for Client review at the 60%, 90% and 100% levels of
completion.
• Civil Engineering
• Final Demolition Plan
• Final Site Layout and Geometric Plan
• Typical Cross Section Detail
• Final Site Grading and Drainage Plan
• Final Stormwater Report with design calculations and exhibits
• Pond Cross Sections
• Final Erosion Control and Sedimentation Plan
• Final Site Utility Plan and details
• General Notes and Details
• Maintenance of Traffic Phasing Plans
■ Architecture
• Final construction plans which illustrate and describe the further
development of the plans for the wedding pavilion/pergola, privacy lattice
structures, lakefront pavilion and trellis and restroom/concession building.
• The document shall include materials, quantities and details sufficient for
permitting, bidding and construction.
• Material samples and colors, as applicable, shall be provided to the Owner
for review and approval.\
• Drawing documents shall also include structural, mechanical, electrical and
plumbing drawings as appropriate.
■ Landscape Architecture
• Hardscape plan, details and finish
• Site Furnishings plan, details and schedule
• Landscape planting plan indicating planting location of trees, shrubs and
groundcover with appropriate call outs, plant details and plant schedule
with quantities and specification.
• Irrigation plan, details and notes
• Electrical Engineering (Bobes Associates)
• Lighting and audio plan and equipment schedule
• Fountain Design & Engineering
• Based upon S&ME developed concepts, Freeport Fountains will develop
construction drawings for the Lakeshore Center fountain and the McGuire
House historic fountain.
2.2 Team Page Turn — The S&ME project team will participate in a construction document
page turn prior to providing the documents to the City for review at each submittal.
2.3 Review Meetings —The S&ME project team will attend two (2) review meetings with the
Client following each submittal to receive Client input prior each submittal. Budget for 5
additional meetings
2.4 Specifications—S&ME and its sub consultants will prepare a specifications outline for the
Project at the 60% submittal and a specifications document at the 90%, and 100%
submittals.
2.5 Opinion of Probable Construction Costs — S&ME will prepare an estimate of probable
construction costs reflecting the items shown in the 60%construction documents.
Deliverables:
• 24"x 36"60% Construction Documents in PDF Format
• Specifications
• Opinion of Probable Construction Documents
• Meeting Notes
3.0 Permitting &Bidding Phase
3.1 Permitting Documents - Based upon input received from the Client's 90% construction
documents review, S&ME will develop permitting documents including the following
project improvements:
• East and North Parking Areas (west of Lakeshore Center and parking expansion
north of City Hall drive)
• Lakeshore Center South Parking area
• Oakland Avenue Parking Area
• Withers-Maguire House and Wedding Garden
• Event Green
• Lakeshore Drive On-Street Parallel Parking
• Portable Stage
• Transition of Oakland Avenue to Lakewood Avenue (street design east and south
of transition not included)
• Site Amenities
• Lakeshore Center Outdoor Courtyard Hardscape Modifications
3.2 Agency Submittals and Review—S&ME will submit permitting documents to the following
agencies for applicable permits:
• City of Ocoee
• St Johns River Water Management District
• Florida Department of Environmental Protection
• Orange County Environmental Protection Division
3.3 Bidding — The Client will be responsible for preparing the bid/specifications document.
S&ME will assist the Client with the bidding of the project as follows:
• Preparing a Project line item bid form
• Attending one (1) pre-bid meeting
• Addressing contractor RFI's and providing clarifications
• Reviewing contractor bids and providing the Client with comments regarding unit
pricing and qualifications.
❖ EXCLUDED SERVICES
Services that may be required, which S&ME can provide, but are not part of this proposal
include the following.
Additional meetings and presentation
Construction phase services including; RFI, submittal reviews and construction observation
Rendered site plans or exhibits for public, community, or neighborhood meetings.
Development of a detailed Civil3D model of the proposed finished grade.
Zoning changes, appeals, neighborhood meetings to review elements of design or approvals,
easement documents, rendered plans, or other related services not included in the above-
described scope of services.
Shoreline improvement design and permitting
Preparation of a traffic study on adjoining or nearby public streets.
Flood study/analysis
Additional Construction document packages such as "fast-tracked' or phased drawing releases,
other than described above.
Off-site improvements (including utilities, drainage, roads, etc.), public improvements on- or off-
site or easements for any required public improvements.
Design or evaluations of water,wastewater,or stormwater pumping stations or treatment systems
(should it be determined that any are required to serve any portion of the site).
Environmental assessments, studies, or evaluations for U.S.Army Corps of Engineers 404 Permits,
FEMA submittals, hazardous or toxic waste investigations, wetland determinations, or EPA
water quality-permitting analysis not included in the above-described scope of services.
Making revisions to the drawings for changes required by the Client after drawings have been
submitted for permitting.
Making revisions in drawings or other documents when such revisions are inconsistent with
written approvals or instructions previously given; required by the enactment or revision of
codes, laws or regulations subsequent to the preparation of such documents; and/or due to
other causes not solely within the control of S&ME.
❖ FEES
Our professional fees for the above-described services will be invoiced as per the below fee
schedule. Included in the below fees are reimbursable expenses incurred on the Project's behalf,
including mileage, printing, plotting, photocopies, reproduction, postage, long distance
telephone, facsimile, express mail and/or courier services. Applications, capacity and impact fees
associated with application filings shall be the responsibility of the Owner or reimbursed to S&ME
outside of the expenses contained in this proposal.The master contract between the City of Ocoee
and S&ME will define the terms and conditions of this project.
Task 1—Schematic Design Phase $ 51,000
Task 2—Construction Document Phase $ 269,000
Task 3—Permitting & Bidding Phase $ 33,000
Reimbursable Fees $ 5,000
Total Fee $ 358,000
Exhibit A
,i,
F
Ii flflnfl.*4*t
--X`
Phase 3
,----
/
. / .
, f• V tor m*Areac
4 l A
1 a
x... U
' ...4
A
. , ...
1 ,
1*,
i 7,. ASV* . ' - - ; • -
, It...4...1 ,.
- Phases of
t I - - `4',Eil r :- 1 , .' ,-- : ,,T
Ili
Phas---'
Construction
lea
c.,,,,-.7.....,
,
_ .... _ ,.
=,-
III=
&
MOW
Ocoee Lakefront Park
Phase 1 Design Fee Allocation
April 4, 2018
The fees shown are based upon the design of Phase 1 in its entirety, the addition and/or subtraction of project
improvements may impact the individual fee for each improvement and may require adjustment.
• West and North Parking Areas (west of Lakeshore Center and parking expansion north of
City Hall drive) $41,000
o Paving and Expansion of Existing Lots
o Relocation of Electric Vehicle Charging Station
o Event Power
o Pedestrian/Vehicular Lighting
o Lakeshore Center Service Area Screen Wall
• Lakeshore Center South Parking Area $17,000
o Paving and Expansion of Existing Lot with Specialty Surface
o Event Power Relocation
o Pedestrian/Vehicular Lighting
o Event Bollards
• Oakland Avenue &Oakland Parking Area $42,000
o Convert Existing Street to Event Street with Specialty Surface
o Transition of Oakland onto Lakewood
o Gateway Monument (based upon City-wide Gateway Design)
o Event Power
o Pedestrian/Vehicular Lighting
• Withers - Maguire House and Wedding Garden $60,000
o Driveway
o Pathways
o Wedding Pavilion/Pergola
o Perimeter Fence and Privacy Lattice Structures
o Audio & Lighting System
o Veterans Memorial
• Event Green $50,000
o Hardscape
o Event Power
o Pedestrian Lighting
o Audio System
• Lakeshore Drive Improvements $28,000
S&ME,Inc.11935 21st Avenue South I Nashville,TN 37212 I p 615.385.4144 I www.smeinc.com
Error! No text of specified style in document.
Error! No text of specified style in document. Page 2
o Electrical Service for Portable Stage and Power Pedestals
o Reinforced Surface for Stage
o On-Street Parallel Parking
o Demo of Existing Parking and Planters up to Handicap Spaces
o Portable Stage
• Starke Lake Overlook $65,000
o Restroom/Concession Building
o Pavilion &Trellis
o Plaza
o Lakeshore Edge Treatment
• Lakeshore Center Outdoor Courtyard Hardscape Modifications $10,000
o Fountain (30% design level of completion; contractor to develop shop drawings
and permitting of the fountain)
o Existing Plaza Modifications (railing removal and demolition/replacement of lower
plaza portion)
• Site Utilities (serving park elements) $40,000
S&ME,Inc.