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HomeMy WebLinkAboutItem #07 Approval to Award the Design of Ocoee Wellness Park to GAI Consultants, Inc. – Community Solutions Group in the Amount of $144,155 to be Funded by the Community Redevelopment Agency (CRA) ocoee florida AGENDA ITEM COVER SHEET Meeting Date: September 18, 2018 Item # 7 Reviewed By: Contact Name: Ginger Corless Department Director: i r♦ 4116, Contact Number: 1081 City Manager: wr /-w-- Subject: Approval to award the design of Ocoee Wellness Park to GAI Consultants, Inc. - Community Solutions Group. The amount of the award is $144,155. This project is funded by the Community Redevelopment Agency. Background Summary: The area known as the Ocoee Wellness Park is located on Bluford Avenue north of Old Winter Garden Road. The proposed park currently includes a Florida Department of Transportation (FDOT) stormwater retention facility. FDOT has, through an agreement, agreed to allow the City to use the existing site as a public amenity or park. The Community Redevelopment Agency's FY 2017-2018 budget identified funding to prepare engineering and design documentation for the area designated as the Ocoee's Wellness Park. The design documentation will be based on the Ocoee Wellness Park Conceptual Master Plan that was prepared in 2014. The design will also incorporate the stormwater pond that is located in front of the City of Ocoee's Police Department and tie into the surrounding sidewalk system. GAI Consultants Inc. is currently one of the firms the City has under contract to provide continuing landscape architecture and planning services, including park design services. Issue: The 2006 Community Redevelopment Plan identified the need for additional parks within the CRA. Currently there is an absence of quality urban parks and open space within the CRA. This design and implementation of this project will increase the park acreage of the City approximately 5 acres. Recommendations Staff recommends the Honorable Mayor and City Commission award the Ocoee Wellness Park Design and Construction Documents to GAI Consultants, Inc. in the amount not to exceed $144,155.00. Attachments: GAI Consultants Inc., Community Solutions Group, proposal to prepare Design and Construction Documents for the Ocoee Wellness park. Financial Impact: The $144,155.00 is adequately funded in the CRA's 2017-2018 budget. Type of Item: (please mark with an "x, 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 Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. ( l N/A Reviewed by () N/A 2 COMMUNITY August 16,2018 SOLUTIONS Project A170070.00 GROUP Ms.Virginia Corless CRA Administrator City of Ocoee Planning Urban Design 150 North Lakeshore Drive Landscape Architecture Ocoee, Florida 34761 Economics i Real Ectatc Ocoee Wellness Park, Ocoee, Florida Design and Construction Documents Dear Ms. Corless: Thank you for the opportunity to allow GAI Consultants Community Solutions Group(CSG), a GAI Consultants,Inc. service group,to provide you with this Scope of Services for the above referenced project.We are confident that our experience in the design and countless park projects throughout Florida, as well as the experience of our entire team,will prove invaluable to you as the project progresses. Project Understanding In late 2014 the City of Ocoee (the City) completed the conceptual design study for Ocoee Wellness Park, located on Bluford Avenue north of Old Winter Garden Road.The proposed park is currently a Florida Department of Transportation (FDOT) stormwater retention facility, and through an agreement with FDOT the City intends to develop the existing site into a public amenity. The project includes modifying the bottom of the pond elevation to create a wet pond; providing a linear walking trail around the perimeter of the site; developing a pond overlook and two boardwalks across the pond, along with a gazebo, exercise stations and pedestrian improvements; and a police memorial. Modifications are also proposed to Ocoee Commerce Way, allowing for the narrowing of travel lanes and the creation of on-street parallel parking. In addition to the FDOT pond, a retention area directly south at the corner of South Bluford Avenue, Ocoee Commerce Parkway, and Old Winter Garden Road are to be incorporated into the project, although this area was not a part of the previously described concept plan. Improvements planned to Bluford Avenue indicated on the previously described concept plan are not included in this Scope of Services and will be completed under a separate agreement for improvements to South Bluford Avenue. GAI Consultants,Inc. 618 East South Street Scope of Services Suite 700 Orlando,Florida 32801 This Scope of Services(Scope) is based upon a concept plan previously T 407.423.8398 completed by others for the City of Ocoee. This scope includes professional gaiconsultants.com A CA!Consa,ltarrrs inc Scrva.e 0,01,73 Ms.Virginia Corless Ocoee Wellness Park Page 2 August 16,2018 1 l'i°"""'y '`TLJr,D"'y" services for: site/civil engineering, landscape architecture, electrical engineering, I ann,ra,>r Archil,rtu=r Etcv,orlic, hc.,1 Es:<„c• geotechnical engineering, irrigation design, and permitting coordination.The specific tasks included in this scope are outlined below. Desired improvements include all of the elements indicated and listed on the previously described concept plan. Landscape Architecture plans shall consist of the following: • Key Map/General Notes/Landscape Notes/Furnishings Schedule • Site Hardscape and Paving Plans • Hardscape details • Streetscape modifications • Landscape Plan and Details • Boardwalk and overlook plans • Site Furnishings(selection, location and details including gazebo, benches,waste receptacles, drinking fountains, etc.) • Construction Document submittals shall coincide with all disciplines Civil Engineering plans shall consist of the following: • Limits of Construction, Existing Conditions and Erosion Control Plans • Demolition Plans • Site Geometry and Horizontal Control Plans and Details • Pavement Plans, Sections and Details • Signage and Pavement Marking Plans and Details • Paving,Grading and Drainage Plans and Details • Miscellaneous site civil details • General Notes Electrical engineering plans shall consist of the following: • Site lighting • Site power. TASK 1.0—DATA COLLECTION 1.1 CSG will visit the project site to become familiar with the site conditions and will extensively photograph the project area. 1.2 CSG will collect all available information from the City including retention as- built plans, agreements between the City and FDOT,and available surveys of the entire project area. GAI Consultants,Inc. 1.3 CSG will procure a soils reports from a geotechnical engineering sub- 618 E.South Street Suite 700 consultant to provide necessary recommendations regarding pile depth, Orlando,Florida 32801 structural requirements and seasonal groundwater elevation. T 407.423.8398 gaiconsultants.com A GA!':c;,',t,r,N !rr: _Se 61:f'G«:gym Ms.Virginia Corless Ocoee Wellness Park Page 3 August 16,2018 Piann""' °" `"y" TASK 2.0—CONTRACT DOCUMENTS londccapr Arc,itoctwe Econor•,ncs itcal Lstatr Completion of contract documents for all of the project elements indicated on the previously completed concept plan including roadway modifications, hardscapes, boardwalks, site furnishings, small structures, landscaping, lighting, irrigation, and any and all other elements required to construct the entire project. 2.1 30%Construction Documents: CSG will prepare a base drawing in AutoCAD for use in the development of the contract documents. Using surveys and the soils report along with the previously completed concept plan,the plans for the project elements described in the Scope of Services (above)will be advanced to a 30% level of completion.These plans will primarily establish the layout, preliminary elevations and location of all other project features including preliminary grading and drainage. Some material selections will be determined. • Provide a complete set of 30%construction documents to the City for review. • Attend a document review meeting with the City to receive comments regarding the 30% plans. 2.2 60%Construction Documents: Based upon the reviewed 30% Construction Documents CSG will produce Design Development drawings to fix and describe the overall character of the project.This work will include the development of design plans indicating quantities, types,sizes, and materials of the paving,site furnishings, drainage, landscaping, irrigation, lighting fixtures and any and all other project elements identified in the 30% completion phase of the work.The plans will include dimensioned layout drawings (as needed) including the selection of materials, colors and patterns. • Coordinate with the design team for consistency of drawings and incorporation of their latest design into the overall design development drawings and distribute to design team to conclude this phase. • Provide a complete set of 60%construction documents to the City for review • Attend a document review meeting with the City to receive comments regarding the 60% plans. 2.3 90%and 100% Construction Documents: Based upon the reviewed 60% construction documents and the comments received from the City, prepare 90%Construction Documents. These plans to include: • Cover Sheet GAI Consultants,Inc. 618 E.South Street • General Notes Sheets Suite 700 Orlando,Florida 32801 • Demolition Plans T 407.423.8398 ■ Paving, Grading and Drainage and Horizontal Control Plans gaiconsultants.com A 6711 COW.'it&D(S bs: -Ser VI P Gr,1it;. Ms.Virginia Corless Ocoee Wellness Park Page 4 August 16,2018 ala' " L;at'°""'r' • Dimensioned Layout Plans Lon- c.->e Arc trrturr Ecu tc.r,iu I Estate • Hardscape Details • Site Electrical Sleeving Plans • Site Furnishings Plans • Landscape Plans and Details • Irrigation Plans and Details • Provide CSI Format Technical Specifications 2.4 100%Construction Documents • 100% Construction Documents, incorporating the comments received from the 90% plan review. • Final Written Specifications • One (1) City meeting TASK 3.0 - SITE DEVELOPMENT PERMITTING The Consultant shall prepare and submit permit application packages and shall prepare and submit response packages for comments from each permitting agency as necessary. This Scope consists of permit application packages for the following agencies: 3.1 CSG will attend a pre-application meeting meeting with the City prior to submitting the project for site plan approval.CSG will submit the project for that approval and will respond to comments received. 3.2 CSG will prepare and submit the Building Permit to the City of Ocoee for all the on-site improvements. 3.3 CSG will submit the plans to FDOT for comment,will respond as required and will modify the plans if necessary according to the comments received. 3.4 Prepare and submit an application to the St.Johns River Water Management District for an ERP Permit modification Payment of permit fees are the responsibility of the City. TASK 4.0—BIDDING PHASE SERVICES 4.1 CSG will prepare the project specifications in 6—digit CSI format. 4.2 Provide quantity take-offs for the project and prepare bid tabulation schedules for bidding by general contractors.Advertising the project for bid and preparing the full bid packages for the bidders is the responsibility of the City. GAI Consultants,Inc. 618 E.South Street 4.3 Attend the pre-bid conference and answer any questions which may arise Suite 700 during the bidding process. Respond to bidder's Requests for Additional Orlando,Florida 32801 Information (RFIs), prepare any addenda that may be necessary(for T 407.423.8398 gaiconsultants.com A GA!C<:;,,'d!.tnr, ti,. Senvxre Gwira Ms.Virginia Corless Ocoee Wellness Park Page 5 August 16,2018 d J`b '" opening, and distribution by the City), attend the bid assist the Cityin the I and.rr apt Arc-:tr,a,re <«,no,,s ',,,I L.'itt review of the bids received. TASK 5.0—LIMITED CONSTRUCTION PHASE SERVICES 5.1 Attend a pre-construction meeting with the City and design team. 5.2 Visit the construction site to observe and become familiar with the progress and quality of the components of the work completed to determine if the work is generally being performed in accordance with the contract documents. CSG will only visit the project site upon the request of the City, and as will be required for the certification of utilities for the permitting agencies. CSG will ultimately provide compliance certifications to regulatory agencies including a "Substantial Completion" and a "Final Completion" site visit with punch lists to the City. 5.3 CSG will not be required to make exhaustive or continuous on-site inspections/observations to check the quality or quantity of work,to monitor work safety requirements, or to redesign/remodel and revise construction drawings due to unknown field conditions encountered during construction or changes to elements of the work designed by others. GAI shall neither have control over or charge of, nor be responsible for,the construction means, methods,techniques, sequences or procedures, or for safety precautions and programs in connection with the work, since these are solely the Contractor's rights and responsibilities under the contract document. Note:Each site visit will be followed by a field report to the City noting deviations from the contract documents. However CSG shall not be responsible for any contractors failure to perform the work in accordance with the requirements of the contract documents. 5.4 Review and process shop drawings for project construction document compliance. 5.5 Respond to Requests for Information (RFI's)from the contractor during construction. 5.6 Provide responses, both in written form and by modifying and/or preparing drawings and plans,to questions posed by the City during completion of the construction of the project for design modifications required as a result of unexpected site conditions or as may be requested by the City. 5.7 Review and provide comments for the as-builts provided by the contractor.The as-builts are required to be signed and sealed by a GAI Consultants,Inc. Florida registered land surveyor. Coordinate with the contractor to 618 E.South Street g y Suite 700 provide the level of detail necessary for the Engineer of Record's Orlando,Florida 32801 certification. T 407.423.8398 gaiconsultants.com A(U41 CC;s:,'t.rots :,.r. S-'.':, .Gr.,W. Ms.Virginia Corless Ocoee Wellness Park Page 6 August 16,2018 Nlannmy 'J,bar,Ucsyn nd:rape An hltnrture Deliverables L,,,,,,,,„,,s .Col L.:jtn At 30, 60%,90%and 100% submittals to the City, CSG will provide one PDF version of the plan set to the City. Schedule CSG will begin work upon receipt of a copy of this Proposal executed and authorized below. GAI will endeavor to complete its Scope of Services, not including the Bidding and Construction Observation phases of the work, and complete the project deliverable within a time frame mutually agreed upon by the City and CSG, subject to excused delay occasioned by factors beyond GAI's reasonable control. Compensation Compensation for services rendered by CSG for Tasks 1 through 4 will be on a lump sum basis. Task 5 will be provided on an hourly-not-to-exceed basis. During this phase of the work if the fee is expended the Consultant will request additional compensation as may be required to complete the requested services. The breakdown by Task is as follows: Method of I Task Description Fee Payment 1.0 DATA COLLECTION Lump Sum $8,990 2.0 CONTRACT DOCUMENTS 2.1 30%Contract Documents Lump Sum $15,000 2.2 60%Contract Documents Lump Sum $31,500 2.3 90%/100%Contract Documents Lump Sum $34,830 3.0 SITE DEVELOPMENT PERMITTING Lump Sum $21,680 4.0 BIDDING PHASE SERVICES Lump Sum $7,800 5.0 CONSTRUCTION PHASE SERVICES Hourly not $23,805 to Exceed REIMBURSABLE EXPENSES Cost $550 Total $144,155 GAI Consultants,Inc. 618 E.South Street Reimbursable Expenses Suite 700 Orlando,Florida 32801 Reimbursable expenses may include in-house and out-of-house projected costs required to perform and deliver the survey, ecological assessment and schematic T 407.423.8398 gaiconsultants.com design documents, such as postage, courier services, overnight deliveries,and A GA;Cr.,. ,itant, ini. Sarrvrce Grni,^;r • Ms.Virginia Corless Ocoee Wellness Park Page 7 August 16,2018 Fianntny W Gal,DLN yn nd,c,p.n« , :<< mileage. General reproduction will be provided by the City for progress printing LCOICin,l<< he,,I L.;::a, and permit submittals. Reimbursable expenses will be invoiced on an actual cost basis. Payment CSG will prepare invoices monthly and payment will be due within thirty(30)days of the date of the invoice.All other payment terms will be in accordance with the Continuing Consulting Agreement for Planning and Landscape Architectural Services between GAI Consultants,Inc and the City of Ocoee and dated July 21, 2015.. Services Not Included The proposed scope of services and cost(s) assume the following items are excluded from this scope of services: 1. Boundary,topographic and tree survey. 2. Subsurface Utility Engineering excavations to determine underground features/utilities(i.e. soft digs). 3. Traffic studies and reports. 4. Additional Phased expansion scope, design, and/or permitting. Breaking the design of the project out into multiple construction phases and bid packages other than what is stated in this proposal. 5. Design of sanitary sewer or potable water systems. 6. Contractor related dewatering permitting through jurisdictional agencies (i.e. SFWMD, FDEP, City of Orlando, etc.). 7. Bid Tabulations or full CEI Services. 8. Record Drawings and/or BIM based on the contractor's As-Builts(assumes As-Built drawings/or BIM will be provided by the contractor). Assumptions and Understandings CSG's Scope of Services, Schedule, and Compensation as set forth above have been prepared on the basis of the following assumptions and understandings: 1. City acknowledges and understands that Community Solutions Group is a GAI Consultants,Inc. Services Group. Any reference to Community Solutions Group or CSG in the Proposal for Professional Services and the Standard GAI Consultants,Inc. Terms and Conditions also refers to GAI Consultants,Inc.It is further 618 E.South Street acknowledged and understood that this agreement is between the City and Suite 700 GAI Consultants,Inc. Orlando,Florida 32801 T 407.423.8398 2. City has provided all its requirements for CSG's scope of services and all gaiconsultants.corn criteria and/or specifications that CSG should utilize at the time this Proposal A(AI C,,,,,,,,8anh, Sr; .SP"Vrl:C Gnnur Ms.Virginia Corless Ocoee Wellness Park Page 8 August 16,2018 `lta"'' 'i, t`' `;'"c is authorized.This includes any requirement for any statement of professional on » \rcRr CU/OVII.> 1 <,,c opinion or certification. 3. City has provided all available information pertinent to CSG's scope of services, including previous reports/drawings; utility information; topo information, etc. at the time this Proposal is authorized. Unless otherwise noted, CSG may rely upon such information. 4. City will give CSG prompt notice whenever it observes or otherwise becomes aware of any development that affects the scope or timing of CSG's performance. 5. City will examine and provide comments and/or decisions with respect to any CSG interim or final deliverables within a period mutually agreed upon. 6. Any of City's other consultant(s)/contractor(s)will cooperate and coordinate with CSG in a timely and efficient manner. 7. CSG's proposed compensation and schedule are based on receipt of authorization to proceed within thirty(30) calendar days of the date of this Proposal. CSG reserves the right to adjust its compensation if authorization to proceed is not received within thirty(30) calendar days. GAI Consultants,Inc. 618 E.South Street Suite 700 Orlando,Florida 32801 T 407.423.8398 gaiconsultants.com A GA?i.,.,.r,',u,t'' Inc Ref V/I'Gmuu