HomeMy WebLinkAboutItem 10 Ocoee Crown Point PUD Professional Services
AGENDA ITEM COVER SHEET
Meeting Date: 12/6/05
\0
We:
Item #
Contact Name:
Contact Number:
Russ Wagner, AICP
407-905-3100, ext 1016
Reviewed By:
Department Director:
City Manager:
Subject: Ocoee Crown Point PUD Professional Services
Background Summary:
The City authorized our consultants, Vanasse Hangen Brustllin, Inc. (VHB), to prepare the Master Plan for the
Ocoee Crown Point PUD, Phase I Infrastructure Design and the Lake Apopka Pond including construction
administration services. A specified Scope of Services was outlined for each of these professional service
contracts. The fees associated with this work have been cost shared with the Orange County School Board as a
partner in this venture.
As part of the initial development of infrastructure of the Ocoee Crown Point PUD, VHB provided construction
administration services based upon an upset price, subject to a specific construction duration. Due to the added
length of time it has taken for the project to be closed out (about 10 months) extra services were provided by VHB
which have never been paid by the City. Accordingly, VHB has submitted a summary billing for these charges
totaling $18,454.41. Staff has reviewed these charges and finds them reasonable and appropriate for payment.
OCPS will be responsible for 50% of these costs.
In order to sell the residential portion of the Crown Point PUD to private developers, VHB will need to assist City
staff in assembly documents, help prepare the actual Request for Proposal, help review proposals, assist in
negotiating with the developer, review final subdivision plats and assist with construction inspections.
Since these services will be needed on an "as needed" basis, staff requested VHB to prepare an outline Scope of
Services (Exhibit "A") and an estimate of potential fees to be charged over time (Exhibit "B").
Issue:
Should the Mayor and City Commissioners authorize funding for additional professional services for Ocoee Crown
Point PUD?
Recommendations
Staff respectfully recommends that the Mayor and City Commissioners authorize payments from the Sun Trust
Line of Credit to VHB to cover Professional Services already undertaken with regard to Phase I Construction
Administration ($18,454.41) and those proposed in connection with the Scope of Services for the Residential Land
Sale ($50,OOO).n with regards to residential development within the Ocoee Crown Point PUD per the attached
Scope of Services.
Attachments:
Summary Invoice - Extra Services Phase I Construction
Addendum to Master Planning and Engineering Services for Coke Property, Exhibit "A"
Financial Impact:
Type of Item: (please mark with an "x'?
Public Hearing
_ Ordinance First Reading
Ordinance Second Reading
Resolution
Commission Approval
Discussion & Direction
For Clerk's Deat Use:
_ Consent Agenda
_ Public Hearing
_ Regular Agenda
Original DocumenUContract Attached for Execution by City Clerk
Original DocumenUContract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
N/A
N/A
N/A
2
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
Commissioners
Gary Hood. District 1
Scott Anderson. District 2
Rusty Johnson. District 3
Nancy J. Parker. District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM:
The Honorable Mayor and City Commissioners
DATE:
Russ Wagner, AICP, Community Development Director
~
RE: Ocoee Crown Point PUD Professional Services
ISSUE:
Should the Mayor and City Commissioners authorize funding for additional professional services for Ocoee
Crown Point PUD?
BACKGROUND:
The City authorized our consultants, Vanasse Hangen Brustlin, Inc. (VHB), to prepare the Master Plan for the
Ocoee Crown Point PUD, Phase I Infrastructure Design, and the Lake Apopka Pond including construction
administration services. A specified Scope of Services was outlined for each of these professional service
contracts. The fees associated with this work have been cost shared with the Orange County School Board as
a partner in this venture.
DISCUSSION:
As the City moves forward with the project from this point, two professional fee issues need to be resolved as
follows:
1. As part of the initial development of infrastructure of the Ocoee Crown Point PUD, VHB provided
construction administration services based upon an upset price, subject to a specific construction
duration. Due to the added length of time it has taken for the project to be closed out (about 10
months) extra services were provided by VHB which have never been paid by the City. Accordingly,
VHB has submitted a summary billing for these charges totaling $18,454.41. Staff has reviewed these
charges and finds them reasonable and appropriate for payment. OCPS will be responsible for 50% of
these costs.
2. In order to sell the residential portion of the Crown Point PUD to private developers, VHB will need to
assist City staff in assembling documents, help prepare the actual Request for Proposal, help review
proposals, assist in negotiating with the developer, review final subdivision plats and assist with
construction inspections. Since these services will be needed on an Ilas needed" basis, staff requested
1
VHB to prepare an outline Scope of Services and an estimate of potential fees to be charged over time
as attached totaling $50,000.00. These costs will be a 100% City obligation since OCPS is not a party
to this phase of the project.
STAFF RECOMMENDATION:
Staff respectfully recommends that the Mayor and City Commissioners authorize payments from the Sun Trust
Line of Credit to VHB to cover Professional Services already undertaken with regard to Phase I Construction
Administration ($18,454.41) and those proposed in connection with the Scope of Services for the Residential
Land Sale ($50,000).
Attachments:
Summary Invoice - Extra Services Phase I Construction
Addendum to Master Planning and Engineering Services for Coke Property Exhibit "A"
O:\Staff Reports\2005\SR05057 _ RBW _ OcoeeCrownPointPUD ]rofessionalServices _ CC.doc
2
. Vanasse Hangen Brustlin, Inc.
101 Walnut Street, PO. Box 9151, Watertown, MA 02472
617.924.1770. FAX 617.924.2286
Invoice
Invoice No: 0036662
November 11, 2005
Mr. Russell B. Wagner
City of Ocoee
150 N. Lakeshore Drive
Ocoee, FL 34761
VHB Project #: 60825.02
Integrated Services
Crown Point PUD
Professional Services Thru November 5. 2005
Task
00000
Reimbursables
Reimbursable Expenses
Postage & Delivery
Printing
Total Reimbursables
1.20
60.71
61.91
61.91
Total this Task
$61.91
Task
Construction Observation & Cert.
------------------------------
70000
Professional Personnel
Technical/Professional 09
Technical/Professional 08
Technical/Professional 06
Technical/Support 3
Totals
Total Labor
Hours
4.00
4.00
1.00
.50
9.50
Rate
115.00
105.00
85.00
55.00
Amount
460.00
420.00
85.00
27.50
992.50
992.50
Total this Task
$992.50
Task
Additional SJRWMD Permitting Services
------------------------------
98000
Integrated Services Crown Point Pud
Total this Task
$0.00
Payment Due Upon Receipt.
Original copy
Project
60825.02
Ocoee/Crown Point Pud/Phase I
Infrastr
1.
Invoice 0036662
------------------'-------------
Task
99001
Phase I Infrastructure Staking
Professional Personnel
Technical/Professional13
Technical/Professional11
Technical/Professional 05
Totals
Total Labor
Hours
13.50
2.50
3.50
19.50
Rate
155.00
135.00
75.00
Amount
2,092.50
337.50
262.50
2,692.50
Total this Task
2,692.50
$2,692.50
Task
99002
------------------------------
Resident Project Representation addition
Professional Personnel
Technical/Professional13
Technical/Professional11
Technical/Professional 08
Technical/Professional 07
Technical/Professional 06
Technical/Professional 05
Technical/Professional 04
Technical/Professional 03
Technical/Support 3
Totals
Total Labor
Hours
17.50
8.50
64.50
9.50
9.50
10.50
17.50
3.50
4.50
145.50
Rate
155.00
135.00
105.00
95.00
85.00
75.00
65.00
55.00
55.00
Amount
2,712.50
1,147.50
6,772.50
902.50
807.50
787.50
1,137.50
192.50
247.50
14,707.50
Total this Task
Total this Invoice
14,707.50
$14,707.50
$18,454.41
Payment Due Upon Receipt.
Page 2
Original copy
ADDENDUM TO MASTER PLANNING AND ENGINEERING SERVICES FOR COKE PROPERTY
EXHIBIT "A"
CITY OF OCOEE
CROWN POINT PUD
CONSULTING SERVICES FOR THE RESIDENTIAL DEVELOPMENT
September 28, 2005
SCOPE OF SERVICES
Consulting Services for the Residential Development
VHB will provide the following services:
On-call consulting services including civil, environmental and transportation services, during the
sale, permitting and construction of the residential portion of the Ocoee Crown Point PUD.
Services may include but are not limited to the following:
1.0 RFP Package Preparation
. Assistance in producing background data for the prospective purchasers of
the property.
2.0 RFP Process
. Attendance at the pre-bid meeting on behalf of the City
. Responding to questions during the bid process.
. Compilation and review of the acceptable bids.
. Consultation with the City during the evaluation period.
3.0 Plan Review Process
. Coordination with the successful bidder during the conceptual phase of the
project.
. Review of entitlement and construction documents to assure compatibility
with the overall PUD.
. Review of permit applications to assure compatibility with existing permits.
. Review of wetland mitigation plans to assure compliance with the existing
overall mitigation plan.
4.0 Construction Phase
. Consultation with the property developer throughout the design and
construction phase.
P:\60825\docs\contract\Amendment9-28.05.doc
Exhibit "8"
ADDITIONAL SERVICES
Task No. Task Description Upset Fee
Including
Reimbursables
1.0 RFP Package Preparation $10,000
2.0 RFP Process $15,000
3.0 Plan Review Process $20,000
4.0 Construction Phase $5,000
Total $50,000
P:\60825\docs\contract\Amendment9-28-05.doc