HomeMy WebLinkAboutEmergency Item #01 Approval for additional services in the amount of $17,598 to effect design changes directed by the City and to extend the contract time to the end of the construction schedule – Change Order No. 2. 4kr
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AGENDA ITEM COVER SHEET
Meeting Date: May 1, 2018
Item # Emergency
Reviewed By:
Contact Name: Al Butler, Director Department Director:
Contact Number: 407-554-7063 City Manager:
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Subject: Approval for additional services in the amount of $17,598 to effect design changes
directed by the City and to extend the contract time to the end of the construction schedule —
Change Order No. 2.
Background Summary:
The Lakeshore Center Expansion 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 a focal point of the Downtown
Master Plan. The original plan was to construct an adjacent and connected 400-seat banquet and
conference facility at a cost of $4 million. A conceptual design study found that a less expensive
alternative that reduced the overall footprint of the building was to expand the existing structure to the
north. This approach produces a single 400-seat banquet hall with a construction cost estimate of
slightly less than $2 million. In accordance with the Florida Consultants' Negotiation Act (CCNA), the
City Commission awarded the design work to one of the city's two continuing services architectural firms,
Rhodes + Brito, which had done the original design in 2013.
In the course of developing the plan to expand the facility, it was determined that a separate storage
building for outdoor event equipment (mostly chairs and tables) was more cost-effective than enlarging
the main building by a comparable amount. The building will also include a laundry facility for staff to
clean and prepare linens for rental events. In addition, a 125-seat banquet hall was included in the main
building's design to accommodate smaller events, support larger indoor weddings, allow break-out
sessions for business conferences, and provide a more suitable pre-function support space.
After the final plan review, the Parks & Recreation Department requested changes that would enlarge the
staff office space, which requires relocating the family restroom. These changes impact several plan
sheets, including architecture, interior elevations, plumbing, electrical, HVAC, lighting, fire safety, and
finishes. The amount of work imposed on the architect and design engineers have prompted a request
to increase the design fee by $17,598. Of this amount, $7,309 would go to the architect and the majority
($10,289) would go to design subconsultants for HVAC, electrical, plumbing, and structural engineering
elements of the work. The amount of the change order represents a 7% increase in the design fee.
Design costs remain about 6% of the expected cost of construction.
Issue:
Should the City Commission approve the proposed Change Order No. 2?
Recommendation:
Staff recommends that the City Commission authorize the Mayor to execute the attached Change Order
No. 2, and that the city accordingly increase the amount of the related purchase order. The increase in
the design fee is justified by the increase in effort and is consistent with the increased cost of
construction. In addition, staff recommends that the City Manager be given the ability to make future
adjustments to contract amount and duration within the scope of his purchase approval authority.
Attachments:
• Draft Change Order No. 2
• Proposed design fee adjustment request from architect
Financial Impact:
Approval of the proposed Change Order No. 2 will increase project costs but is within the currently
available funding.
Type of Item: (please mark with an "x")
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 approved change order form X N/A
Reviewed by Finance Dept. "- k,19 N/A
Reviewed by ( ) N/A
ocoee
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CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
LAKESHORE CENTER EXPANSION PROJECT
CHANGE ORDER NO. 2
DATE: May 1, 2018
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $203,753.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $239,348.00
Net Increase (Decrease) Resulting from this CHANGE ORDER $17,598.00
The current CONTRACT PRICE including this CHANGE ORDER $256,946.00
Original CONTRACT COMPLETION DATE: October 25, 2018
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS November 17, 2018
Net Increase Resulting from this CHANGE ORDER 120 days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER March 17, 2018
Lakeshore Center Expansion Project, Design Change Order#2
CHANGES ORDERED:
REQUIRED CHANGES AND JUSTIFICATION
This change order modifies the total cost of design services to accommodate an increase
in cost of plan preparation due to recent changes directed by the City and to extend the
period for providing construction administration services to the final completion date
forecast by the construction manager at risk, The Collage Cos.
II. NARRATIVE OF NEGOTIATIONS
The proportional increase in Contract Price is substantially than the proportional change
in the construction cost estimate, and the period of contract extension matches the period
of construction.
IV. PAYMENT
There is no change in the payment schedule. Progress payments are made as the Work
progresses.
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 contract and/or
the Architect's service and price proposal, which collectively form the terms of an
agreement between the City and the Architect 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 Architect. 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.
The Architect 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 Architect 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 Architect 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.
[signature page follows]
Lakeshore Center Expansion Project, Design Change Order#2
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA RHODES +BRITO, ARCHITECTS
By: A&'7 , By:
Signature Si ,?! re
Date: 4ri/ 24 g%9 Date: 1. Z '. 20/15
Title:Prete c „cp orl-- ,r'✓ices Title: f/�,.r4„e4Ev(Jr
APPROVED BY:
CITY OF OCOEE, FLORIDA
Owner
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 AS
, 20 AGENDA ITEM NO
By:
City Attorney
Lakeshore Center Expansion Project, Design Change Order#2
rhodes+brito AA 0002809
ARCHITECTS
April 24,2018
Mr.Jack A. Butler(Al)
CIP Manager
City of Ocoee
150 N Lakeshore Drive
Ocoee, FL 34761
Re: Fee Proposal for City of Ocoee Lakeshore Center Expansion,Design Revision
Additional Services-002 , p,
Dear Al,
In regards to the Owner/CM/Design Team kick-VE meeting held on March 29, 2018,we have prepared the
attached additional services request for the proposed City of Ocoee, Lakeshore Center Expansion Building. The
following scope revisions outline the proposed revisions to the project as discussed with you and City officials and
supersede the scope outlined in our previous proposal of May 1, 2017.
1. Project Budget: The CM construction estimate is currently at$3,533,291 with value engineering options
to help reduce cost. After submittal of project for permitting,the City has requested additional design
changes via email on April 3, 2018.
2. Scope of Work: The scope of the project has been modified to include the following:
2.1 Add the space presently occupied by the Family Restroom to the existing space occupied by the
Equipment Room to create the new Office space for staff occupancy. The existing door to the
Family Restroom would be removed. There would be no changes to the existing plan to also
repurpose the previously proposed new IT/Tech Room as an additional staff office area with an
outside entrance from the new North Porch.
2.2 Relocate the Family Restroom to the area proposed for Bridal Suite lockers with a doorway to the
north.
2.3 Relocate the proposed lockers to the outside new west wall of the proposed Family Restroom.
2.4 Relocate the door to the proposed restroom in the Bridal Suite to the west wall of that room.
2.5 Extend the Foyer hallway by relocating the present door to the Bridal Suite (nee Meeting Room)
further west and removing the wall partition spanning from the restrooms on the south to the
Food Service area on the north.
3. Schedule:We will make changes to the Construction Documents clouding all changes for submission to
permitting. The schedule for the remaining construction documents will be submitted to the City once
the permit is approved.
4. Additional Fee:Our proposed Lump Sum fee to provide this additional scope of work$17,598.The total
design fee is as follows:
Current Fee: $239,348
Proposed Additional Fee(ASR No. 2): $ 17,598
Total Project Fee: $256,946
Total Architectural Design Fee: $ 7,309
■ 601 N.Magnolia Ave. • Suite 100 . Orlando,FL 32801 • 407.648.7288 •fax:407.648.7289 • www.rbarchitects.com
:\11015-0000_city of ocoeecont sys\workorders\wo-0004_lakeshore community ctr expan\administration\agreements\addl svcs\asr no.02\11015-0004 Isco asr no.02.docx
page 2 of 2
rhodes+brito architects inc.
5. Lump Sum Fee Distribution :
The Fee Distribution shall be as follows:
Permit/Bid Documents $ 17,598
$17,598
The Architect will submit invoices monthly on a percent complete basis. Reimbursable expenses will be
submitted with receipts as a separate bill.
6. Construction Administration: The Architect will include Construction Administration Services as part of
its basic scope of work for the Community Center Expansion project.
All remaining terms of our original accepted proposal shall remain. Should you have any questions, please call or
email me to meet with you to discuss. Again,we are very appreciative of this opportunity.
RHODES+BRITO ARCHITECTS INC.
•
Ruffin A.Rhodes AIA, LEED'AP
PRINCIPAL, DIRECTOR OF OPERATIONS
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1991 - 2017
S935G Lake Baldwin Lane
Orlando, FL 32814 26
VVV (407)767-5188 i ci�iiii c i
E N G IN E E RI N G4 (407)767-5772 fax ��,; •
MEP CONSULTING ENGINEERS www.sgmengineering.com
April 9, 2018
Rhodes + Brito Architects
The Day Building
605 E Robinson St, Suite 750
Orlando, FL 32801
Attention: Mr. Ruffin Rhodes
Reference: Proposal # 2017-131 AS2; Lakeshore Community Center Expansion
Ocoee; Additional Services for design mods to keep IT tech 117
Dear Ruffin,
It is our pleasure to provide additional Electrical Engineering services to provide design
for the new storage building for the Lakeshore Community Center in the City of Ocoee.
Scope of Professional Services:
Provide design revisions to keep IT Tech 117 and relocate the family restroom
to the new space in bridal suite. Modifications include wall relocations and
corridor extensions.
➢ All other conditions remain in accordance with the base contract.
➢ It is assumed this work will be incorporate with the base contract work. If this
work is done after the base is complete, the pricing is not valid.
Compensation
SGM is pleased to provide the described professional services for a lump
sum fee of Five Thousand Six Hundred and Sixty Dollars ($5,660).
SGM Engineering, Inc. • MEP Consulting Engineers
935 Lake Baldwin Lane, Orlando FL 32814
(407) 767-5188 • (407) 767-5772 (Fax)
Page 2of2
Billing Category Hours Required Hourly Billing Rate Total
Principal in Charge 1 $140 $140
Project Manager 8 $130 $1,040
Senior Engineer 12 $100 $1,200
Engineer 12 $90 $1,080
SR Designer 12 $85 $1,020
Designer 12 $80 $960
Registered Architect 0 $155 $0
2 Man Electrical Contrator with Service Val 0 $150 $0
Construction Administrator 0 $90 $0
Cadd Operator 2 $60 $120
Office Administration 2 $50 $100
TOTAL FEE $5,660
If you need any additional information or would like the scope modified, please let me
know.
Sincerely
SGM ENGINEERING, INC.
Mark A. Escott, P.E. LEED AP, CxA
Director of Electrical Engineering
SGM Engineering, Inc. • MEP Consulting Engineers
935 Lake Baldwin Lane, Orlando FL 32814
(407) 767-5188 • (407) 767-5772 (Fax)
C&S Companies
605 East Robinson Street
Q Suite 210
COMPANIES Orlando, FL 32801
407.422.11181 fax 407.841.9149
www.cscos.com
April 4,2017
Mr. Ruffin Rhodes,AIA
Principal/Director of Operations
Rhodes+Brito Architects
605 E. Robinson St., Ste 750
Orlando, FL 32801
Re: Lakeshore Comm Center—Expansion—Additional Services
Dear Mr. Rhodes«Title»:
C&S is pleased to present this fee proposal to provide M/P/FP engineering design services for the Project
mentioned above. The project includes revising the restrooms in the front lobby of the community center.
Our Scope of Work is as follows:
EFFORT REQUIRED:
1. Included disciplines:
1. HVAC
2. Plumbing
3. Fire Sprinkler
2. Revise sanitary and plumbing in the Men's restroom
3. Remove sanitary and domestic plumbing to previously plumbed family restroom
4. Provide domestic water connection for proposed fountain.
5. Provide new domestic and sanitary plumbing to relocated family restroom, adjacent to the
women's restroom
6. Revise exhaust system design to accommodate new floor plan.
7. Revise sprinkler head layout to accommodate new floor plan.
DELIVERABLES:
1. Construction Drawings in PDF format(single deliverable).
2. Revit Models,for internal use.
EXCLUSIONS AND ASSUMPTIONS:
1. Additional meetings will be addressed as Additional Services. No meetings are included in this
scope.
2. Electrical,Data,Communications,Lightning Protection,and Fire Alarm services are excluded.
3. Drawings will be conducted in Revit to a LOD- O LOD 300
4. Models will be used for internal coordination only.
5. Clash detection is excluded, except for internal design team coordination. A clash free model is
excluded.
6. Maintaining multiple versions of Revit files is excluded from this effort. C&S will not move
forward with drawing revisions until permits have been received and any permit comments
addressed.
F:\Marketing\Client\L68-Rhodes+Brito Architects\Ocoee Banquet Hall\Lakeshore Community Center-Expansion\Lakeshore Comm Center-Expansion C&S-2018-04-16.docx
Ruffin Rhodes
Lakeshore Comm Center-Expansion
May 11,2017
Page 2
For the scope discussed above,we propose these services for a LUMP SUM FEE of 2,880.
This fee may require modifications if the Scope of Services changes or additional work is requested.Rhodes
+Brito will not be billed in excess of this amount without prior written or verbal authorization.
If this proposal is acceptable, please acknowledge by signing below and emailing one executed letter
agreement to my attention.
We look forward to working with you and the rest of your staff. If you have any questions or require
additional information,please do not hesitate to contact us.
Very truly yours,
C&S ENGINEERS, INC.
XI;V .Q.1‘t 1-()•,_
Matthew McQuinn,PE
Managing Engineer
Accepted this day of
,2017.
By:
(Authorized Representative)
(Printed Name)
RAMSKI&COMPANY
• INTERIOR DESIGN&PLANNING
REQUEST FOR INTERIOR DESIGN SERVICES
Per our original agreement, we are enclosing the following estimate for additional interior design
services requested by Donald Williams
Project: 1711 Lakeshore Community Center Addition
SCOPE Hours Rate Total
Additional Scope added to address changes to the floor plan per owner direction.
Update Finish Plan per Owner Changes 5 $125 $625
Update Elevations 5 $125 $625
Meetings (2) 2ea $125 $500
TOTAL FEE $1,750
The above represents a flat fee. Invoicing will be monthly based on percentage of work completed.
Client agrees to compensate Ramski and Company for fee, plus reimbursables.
Reimbursable costs include, but are not limited to, printing, telephone charges, special postage for
mailings or services,travel and accommodations outside the Orlando area (mileage billed at .550 per
mile) presentation materials (renderings), delivery services, and additional consultants services (none
anticipated). These services are subject to a 20%administrative mark-up and are invoiced in addition
to fees.
Hourly Rates:
Principal $200.00/ hour
Director of Design $150.00/ hour
Senior Interior Designer $125.00/ hour
Interior Designer/Associate $100.00 / hour
Designer, 3D Modeler/Renderer $85.00/ hour
BIM Technician $90.00/ hour
Construction Administration $90.00/ hour
Clerical/Support: $ 65.00/ hour
Client approval is required to authorize the above requested interior design services. Work cannot be
performed until signature is obtained.
Sincerely,
Jennifer E. Ramski, IIDA
Principal
Date
500 Delaney Ave.,Suite 301,Orlando, FL 32801 • Ph:407 898.6570 • www.ramskiandcompany.com • FL License#IB-0001127
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