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HomeMy WebLinkAboutItem 05 Approval of Silver Star Road Median Landscape Design & Permitting center of Good Lilf' ~ AGENDA ITEM COVER SHEET Meeting Date: December 20, 2005 Item # 5 Contact Name: Contact Number: Bob Zaitooni 6002 Reviewed By: Department Director: City Manager: 1f/1; ~ Subject: Median Landscape Planning, Design, and Permitting Background Summary: City's current year budget contains a pr(),ject funded by FDOT to landscape the medians on Silver Star Road from Clarke Road to eastern City limit. In addition. City Commission previously directed staff to upgrade the landscaping on Clarke Road medians from White Road to Silver Star Road for up to $20.000 expenditure. Staff solicited proposals for the planning. design. and permitting of median landscaping and irrigation from our continuing engineering consultants as well as Herbert-Halback. Inc. (HHI) who specialize in landscape architecture and have worked successfully with the City on McKey Street. The FDOTs funding is time sensitive and will expire on June 30. 2006. Therefore. in the interest of time and based on the proposals received. staff recommends awarding the pr(),ject to HHI for $38.950.00. Ho\vever. staff intends to solicit an RFQ for Continuing Services for Landscape Architecture in a very near future. Issue: Should the city award the median landscaping planning. design. and permitting for Silver Star Road and Clarke Road to HHI? Recommendations Staff is requesting City Commission to approve award of the median landscaping project to HHI for $38,950 and authorize staff to issue a purchase order to fill. Attachments: Proposal from HHI and DRMP Financial Impact: $230.000 budget is available for Silver Star Road and up to $20.000 budget is available for the Clarke Road medians. Type of Item: o Public Hearing o Ordinance First Reading o Ordinance First Reading o Resolution o Commission Approval o Discussion & Direction For Clerk's Oeot Use: 121 Consent Agenda o Public Hearing o Regul(ir Agenda o Original DocumenUContract Attached for Execution by City Clerk o Original DocumenUContract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Depl Reviewed by ( ) jg1 N/ A D N/A o N/A City Manager Robert Frank Commissioners Gary Hood. District 1 Scott Anderson. District 2 Rusty .Johnson. District :3 Nancy.J. Parker. District 4 :Mayor S. Scott Vandergrift STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Tonya Elliott, Assistant Director of Public Works DATE: December 12, 2005 RE: Median Landscaping on Silver Star Road & Clarke Road ISSUE Should the Honorable Mayor and City Commission approve award of planning, design, and permitting of median landscaping on Silver Star Road and Clarke Road to HIll for $38,950.00 and authorize staff to issue a purchase order to HIll? BACKGROUNDIDISCUSSION City's current year budget contains a project funded by FDOT to landscape the medians on Silver Star Road from Clarke Road to eastern City limit. In addition, City Commission previously directed staff to upgrade the landscaping on Clarke Road medians from White Road to Silver Star Road for up to $20,000 expenditure. Staff solicited proposals for the planning, design, and permitting of median landscaping and irrigation from our continuing engineering consultants as well as Herbert-Halback, Inc. (HIll) who specialize in landscape architecture and have worked successfully with the City on McKey Street. The FDOT's funding is time- sensitive and terminates on June 30,2006. Therefore, in the interest of time and based on the proposals received, staff recommends awarding the project to HIll for $38,950.00. However, staff intends to solicit an RFQ for Continuing Services for Landscape Architecture in a very near future. $250,000 budget is available for Silver Star Road medians and $20,000 budget is available for the Clarke Road medians. RECOMMENDATION Staff is requesting City Commission to approve awarding the design, permitting, and construction management of the median landscaping project to HIll for $38,950 and authorize staff to issue a purchase order to HIll. 423 south keller road, suite 300 orlando, fl 32810-6132 407.422.1449 (office) 407.875.0851 (fax) email@hhidesign.com www.hhidesign.com SILVER STAR ROAD (S.R. 438) AND CLARK ROAD LANDSCAPE BEAUTIFICATION OCOEE, FLORIDA SCOPE OF SERVICES AND FEES December 12, 2005 PROJECT DESCRIPTION The Silver Star Road beautification project begins at Olympus drive and runs easterly to the Ocoee City limits. The Clark Road Beautification project runs from Silver Star Road South to White Road. The City of 'Ocoee intends to landscape and irrigate the roadway median areas of both roadways. The design for Silver Star Road must meet current Florida Department of Transportation (FOOT) requirements, including updated sight distance at intersections (IndeX#546) and landscape installation (Index #544). Design coordination will occur with FOOT District 5. The Clark Road landscaping must only meet City of Ocoee standards for permitting. The City of Ocoee wishes to have landscape designs that are attractive and inviting while providing for low maintenance and low water consumption. It shall be the responsibility of the City to provide the consultant with base sheets (Le. CAD files) for their work. SCOPE OF SERVICES 1.0 Kick-Off/Site Analysis 1.1 Conduct a project kick-off meeting with City staff and FOOT to refine project goals, set the design schedule and discuss FOOT requirements for Silver Star Road that will affect the design. 1.2 Visit the project sites to document existing conditions including view sheds, sight lines from intersecting streets and driveways, sign locations and existing utilities such as overhead power lines. 2.0 Preliminary Design 2.1 For Clark Road develop a preliminary landscape design and cost estimate for comments by City staff. This submittal shall include one perspective sketch based on the preliminary design and to convey the design intent. Meet with City of Ocoee to present the preliminary/design cost estimate and to receive , Silver Star Road (S.R. 438) and Clark Road Lands~ape Beautification Scope of Services and Fees December 12,2005. Page 2 of 4 comments. Revise documents as required for presentation to the City Commission as outlined in Task 2.3 below. 2.2 For Silver Star Road (SR438) provide a preliminary landscape design and attend a design review meeting with City staff and FOOT to present the preliminary landscape design and cost estimate and to receive comments. Revise the preliminary design documents as required based on the review comments. 2.3 Provide a public presentation to the Cit~ Commission and interested citizens reviewing the preliminary designs for both projects. It is the intent of this meeting to receive comments for incorporation into the construction documents. 3.0 Construction Documents 3.1 Silver Star Road - Based on the comments received in task 2.1, 2.2, 2.3. HHI will provide complete landscape and irrigation construction documents. The documents will conform to FOOT requirements and will be submitted to City staff and FOOT for review and comment. Specific requirements for the construction documents are as follows. 3.1.1 Provide ACAO planting design documents indicating all plant material as to location, quantity and size. Drawings shall also indicate lines of site from side roads and any billboards as required by FOOT. 3.1.2 Provide ACAO Irrigation design documents for a fully automatic, underground sprinkler system serviced by potable water sources as directed by the City of Ocoee. Orawings shall indicate all piping, valves, heads, required back flow devices and controllers. Rainbird battery powered controllers shall be used to eliminate the need for electric power to the controllers. 3.1.3 Provide a detailed final estimate of probable construction cost for the landscape and irrigation. 3.1.4 Provide written technical specifications in CSI format for the landscape and irrigation. 3.1.5 After receipt of any City and FOOT review comments on 100% construction documents, HHI. shall make any required revisions and use the 100% drawings and technical specifications to obtain bids from three(3) qualified landscape/irrigation contractors. Silver Star Road (S. R. 438) and Clark Road Landscape Beautification Scope of Services and Fees December 12, 2005 Rage 3 of 4 3.2 Clark Road - Based on comments received in tasks 2.1 & 2.3, HHI will complete landscape and irrigation construction documents suitable for permitting by the City of Ocoee. 4.0 Bidding/Build Contractor Coordination 4.1 HHI shall provide the City with three (3) lanqscape/irrigation contractors to bid the projects. 4.2 HHI shall distribute contract documents to the three (3) contractors and establish a bid due date in coordination with the City. 4.3 HHI shall review the submitted bids and provide a recommendation to the City for an award of contract on both projects. 5.0 Construction Administration (Silver Star Road and Clark Road) 5.1 Attend a pre-construction meeting for each project. 5.2 Review for approval in a timely manner, all shop drawings, submittals and samples. All shop drawings review shall be completed within-ten (10) days from receipt of shop drawing. 5.3 Prepare change orders and substitutions when directed by the City of Ocoee. 5.4 Provide responses in writing to the City and contractor regarding requests for information (RFI). Responses, which resolve the issue under consideration, shall be completed with reasonable promptness so as to cause no delay. Maximum response time shall be five (5) working days from receipt of request. 5.5 Consult with contractor for clarification of documents for each project. 5.6 Providing on-site observation of the placement of all landscaping and irrigation to ensure quality, proper progress of the work and conformity to the documents and the design intent. Provide substantial/final inspections and prepare a punch list for all items of work within the scope of these design services. Site visits shall not exceed four (4) for each project (total of eight) including the substantial and final inspections and shall be accompanied by inspection reports. Silver Star Road (S.R. 438) and Clark Road Landscape Beautification Scope of Services and Fees December 12,2005 Page 4 of 4 FEE SUMMARY FOR SILVERSTAR ROAD (SR 438) AND CLARK ROAD LANDSCAPE BEAUTIFICATION PROJECTS Base Service Estimate of Expenses $2,000.00 $10,900.00 $16,650.00 $2,800.00 $4,000.00 $2,600.00 $38,950.00 1.0 Kick-Off/ Analysis 2.0 Preliminary Design 3.0 Construction Documents 4.0 Bidding 5.0 Construction Administration TOTAL SERVICES & EXPENSES * Fees assume that each project will be designed and constructed simultaneously.