VII(C) Lakefront And Municipal Complex Master Plan Work Order From Spillis Candela Agenda 8-15-2000
Item VII C
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR•COMMISSIONER
Ocoee S.SCOTT VANDERGRIFT
k 41n CITY OF OCOEE COMMISSIONERS
r� 150 N.LAKESHORE DRJVE DANNY HOWELL
�� a SCOTT ANDERSON
OCOEE,FLORIDA 34761-2258 RUSTY JOHNSON
`4'y ��"1. (407)905-3100 NANCY J.PARKER
OF G 000 • CITY MANAGER
STAFF REPORT ELLIS SHAPIRO
DATE:. August 7, 2000
TO: The Honorable Mayor and City Commissioners
FROM: Russ Wagner, AICP, Director of Planning j
SUBJECT: Lakefront and Municipal Complex Master Plan Work Order
ISSUE:
Should the Mayor and City Commissioners approve the attached Work Order from Spillis
Candela regarding the Lakefront and Municipal Complex Master Plan?
BACKGROUND:
On June 6, 2000, the Mayor and City Commissioners entered into a continuing contract
for Master Planning Services. This contract anticipated that the design team of Spillis
Candela DMJM, Herbert-Halback, Inc. and Vanasse-Hangen - Brustlin would undertake
professional planning, design and engineering work geared toward recreation and urban
design projects. This contract was structured to require that each Work Order with its
own scope of services be approved by the City Commission prior to commencement of
professional services.
DISCUSSION:
The attached Scope of Services outlines the various tasks to be accomplished to
formulate the Lakefront and Municipal Complex Master Plan. This 3 - 4 month effort will
enlist a wide range of community input as part of the design process and explore
multiple options for inclusion within the Plan. A public design charrette will be an
important part of the planning effort to ensure that all citizens have an opportunity to
shape this important public area. A fee of$51,830 is proposed to cover the Professional
Services necessary to develop the Master Plan.
STAFF RECOMMENDATION:
Staff respectfully recommends that the Mayor and City Commissioners approve the
proposed Scope of Services for the Lakefront and Municipal Complex Master Plan.
RBW/csa
Attachments: Draft-Lakefront and Municipal Complex Master Plan Scope of Service
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CITY OF OCOEE
LAKEFRONT AND MUNICIPAL COMPLEX MASTER PLAN
SCOPE OF SERVICE
AUGUST 4, 2000
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Project Description
The City of Ocoee (the City), which is one of the fastest growing communities in the Orlando
Metro Area, seeks to prepare a master plan that will guide the future beautification and
development of the lakefront and municipal complex overlooking Starke Lake.
This master planning effort will involve a visioning process to determine the future character and
extent of municipal buildings and recreational facilities necessary to support a city with a
projected population of 50-60,000.
For purposes of completing the master plan, the "Study Area" shall focus on the public lands
making up and directly adjacent to the City's Municipal Complex. This area will be designated
as the primary study area; however, Spillis Candela DMJM (the Consultant) shall conceptually
look at connections to such areas as Silver Star Road, Ocoee Middle School, surrounding
neighborhoods and the area known as Ocoee's historic downtown core. Bluford Avenue shall
be the primary corridor or spine for this conceptual connections study.
The Consultant shall provide project management, direct all graphic production tasks and
perform the needs assessment to determine the future municipal building requirements.
Herbert•Halback, Inc. (HHI) will serve as the community/recreational planner as well as direct
the public involvement tasks for the project. Vanasse Hagen Brustlin (VHB) shall provide an
engineering overview of required infrastructure (stormwater, parking, utilities, etc.) to support
the municipal complex.
Scope of Service
PHASE I — INVENTORY AND NEEDS ANALYSIS 45 DAYS
1.1 Kick Off Meeting
The Consultant shall conduct a meeting with the City's project manager, staff and others
as directed by the City. The purpose of this meeting is to set the work schedule, develop
a project directory, and establish meeting dates, refine and initiate the public involvement
process, assign responsibilities for acquiring information, and address concerns and
issues regarding the project.
This meeting will be at the City of Ocoee. The City shall be responsible for acquiring
space for this meeting. The Consultant shall conduct and document the meeting. An
agenda shall be sent to the City's project manager for comment prior to the meeting.
1.2 Data Collection and Analysis
1.2.1 Data Request Memorandum
Prior to the kick off meeting, the Consultant shall provide the City with a list of
requested data. The City shall attempt to provide the requested data to the
Consultant at the kick off meeting.
1.2.2 Base Map Preparation
Based on aerials or other mapping information acquired by the Consultant, the
Consultant shall prepare an overall base map/plan, at appropriate scale for the
study area. This base map shall depict existing City-owned lands and buildings.
All plan data to be illustrated during the analysis tasks shall be indicated on this
document.
1.2.3 Existing Conditions and Aesthetic Review
Existing data will be analyzed using information provided by the City. An
assessment will be conducted of the physical inventory within the primary study
area. The physical evaluation of public facilities will place special emphasis on
conditions of appearance and uses that contribute or detract from the viability
and attractiveness of the primary study area.
Elements that will be evaluated include public buildings, roadways, pedestrian
facilities, parking facilities, stormwater facilities, environmental conditions,
utilities, signage, parks and open space. The purpose of this task is to gain an
insight to the development opportunities and constraints within the area.
1.2.4 Needs Assessment
The Consultant shall assess future municipal building requirements and
recreation/cultural needs to support a population of 50-60,000 persons. This
assessment shall be completed based on existing use, comparisons to other
municipalities of similar sizes, and state and national standards.
1.2.5 Community Survey
The Consultant shall prepare a survey instrument to gauge the community's
reaction to various existing and future uses/activities that could be integrated
within the lakefront municipal complex campus. The survey will include at least
the following program elements.
• Existing City Hall/Police Station • New City Hall/Civic Center
• New Police/Public Safety Complex • Amphitheater/Band Shell
• Civic Auditorium • Women's Club
• Restrooms/Showers • Senior Center
• Maguire House/Museum • Gazebo
• Parking Areas • Boat Dock/Ramps
• Fishing Dock • Beach Area
• Sea Wall • Boardwalk
• Play Areas • Sports Facilities
• Concession Stands • Restaurant/Pier
• Fountains • Butterfly Garden
• Flower Garden • Floating Event Platform
• Sailboat Marina • War Memorial
The survey instrument will be designed to provide an overview of the planning
process, including future opportunities for public involvement. The City shall be
responsible for printing and distributing the survey. The City shall also be
responsible for tabulating results and providing the summary to the Consultant for
analysis.
1.3 Phase 1.0 Data Collection and Analysis Summary
The Consultant shall summarize the results of all the previous tasks in both written and
graphic format. This report shall also contain a suggested program or functional list of
recommended uses and facilities that may be realistically incorporated within the master
plan. Very preliminary or generalized costs will be provided for each program element.
This report shall be submitted to the City at least one (1) week prior to the kick off of
Phase II.
PHASE 2.0— MASTER PLAN PREPARATION 60 Days
2.1 Staff Meeting
The Consultant shall meet with the City's design team to discuss the Phase I report and
status of the project. Agendas for the design charrette and public meeting to be held
during this phase of the project will be discussed.
2.2 Design Charrette
The Consultant shall conduct a workshop with staff, and others as determined by staff, to
set the design parameters for the City of Ocoee Downtown/Lakefront Master Plan. The
workshop shall be conducted over a one-day period.
Image boards and other tools will be prepared by the Consultant prior to this meeting to
facilitate discussion on theming and other design issues.
The City shall be responsible for acquiring meeting space for the design charrette. The
Consultant shall be responsible for conducting and documenting the workshop.
2.3 Preliminary Master Plan
Based on the results from the design charrette, the Consultant shall prepare a
preliminary master plan in sketch form. The preliminary master plan shall include the
integration or connection to surrounding community facilities conceptually including the
downtown area, the new .Ocoee Middle School, residential brick streets, historic
neighborhoods, utility improvements, drainage plans, and community events that may
augment or tie into the redevelopment of the municipal complex.
The preliminary master plan shall present an overall design theme for the study area as
well as identify the acquisition.of lands that may be needed to permit the ultimate
development of the required facilities.
The Consultant shall refine preliminary program costs provided in Phase I and suggest a
potential phasing program for consideration.
2.4 Staff Meeting to Review Preliminary Master Plan
The Consultant shall present the preliminary master plan to the City's project manager
and staff. The purpose of this meeting is to discuss any refinements to the preliminary
master plan prior to the presentation of the materials to the public and the Ocoee City
Commission.
2.5 Public Meeting Notification
The Consultant shall assist the City in preparing an invitation or public flyer that will
inform the community about the project and request their attendance at a public meeting
to comment on the preliminary master plan. The City shall be responsible for printing
and distribution costs.
The Consultant shall prepare a press release to be submitted to the West Orange Times
and the Orlando Sentinel regarding the project and the upcoming public meeting.
2.6 Public Meeting and City Commission Presentation
The Consultant shall present the preliminary master plan to the public and the Ocoee
City Commission. The Consultant shall be responsible for meeting set-up, conducting
the meeting, meeting documentation and meeting take down.
The City shall be responsible for acquiring space to conduct the public meeting as well
as printing and distributing handouts prior to the public meeting/presentation.
2.7 Final Master Plan Report
Based on the results from the public meeting, the Consultant shall prepare a final master
plan report for the City of Ocoee Lakefront and Municipal Complex that contains a
summary of the planning process, final design plan, estimates of probable costs,
identification of potential funding sources, and a potential phasing program.
FUTURE PHASE SERVICES
Upon completion of the City of Ocoee's Downtown/Lakefront Master Plan, the City may request
the Consultant to provide services related to the implementation of the master plan. The
following provides a listing of possible future services.
• Additional Public Meetings
• Newsletters or Brochures
• Design Development and/or Construction Documents
• Permitting
• Advisory Services During Bidding
• Construction Administration Services
• Grant Writing
• Management Programs
• Recreational Programs
A more detailed scope and fee proposal will be provided for any of these services upon request
from the City.
Project Fee By Task
Task 1.0 Inventory and Needs Analysis
Spillis Candela DMJM $4,554
Herbert— Halback $7,800
Vanasse-Hangen-Brustlin $5,000
Subotal Task 1.0 $17,354
Task 2.0 Master Plan Preparation
Spillis Candela DMJM $14,156
Herbert— Halback $14,220
Vanasse-Hangen-Brustlin $6,100
Subotal Task 2.0 $34,476
GRANDTOTAL FEES $51,830
Project Fee by Firm '
Spillis Candela DMJM $18,710
Herbert— Halback $22,020
Vanasse-Hangen-Brustlin $11,100
Total Fee $51,830*
*Note: Reimbursable expenses ( including expense of procuring aerials and/or surveys as
required ) will be governed by the terms of the Prime Agreement. Fee includes 2-3
rendered vignettes ( simple water color/ink marker @ +/-18" x 24", original art-works ) of
the anticipated activities.
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Exhibit "A"
CITY OF OCOEE
DOWNTOWN/LAKEFRONT MASTER PLAN
VHB SCOPE OF SERVICE
PROJECT DESCRIPTION
VHB will assist in the analysis, design and preparation of the Master Plan to be used for the
downtown municipal complex, which is located in the City of Ocoee. These services provided
will include recommendations as they relate to transportation, stormwater collection,
conveyance and management,water supply distribution, and wastewater collection and
transmission networks. In addition, VHB will make recommendations concerning the utilization
of natural features of the land as part of the development of the site.
SCOPE OF SERVICES
1.0 DATA COLLECTION, INVENTORY AND ANALYSIS
1.1 Planning Base Maps:
Assemble all basic data that will be necessary to timely execute the
project assignments. Included with in this basic data collection effort will
be existing aerial photography, U.S.G.S. topographic maps, FEMA Flood
Insurance Rate maps, Soils Conservation Service survey maps, existing
utility maps, existing right-of-way maps, existing plats, existing
topographic surveys, etc. Additionally, included within the scope of this
task, is an initial field review by VHB project manager and project
engineer. Utilizing the information gathered, VHB will prepare partial
digital base maps of the area, which will contain a project boundary from
the existing boundary survey and from contour information taken from
existing files.
1.2 Land Use Studies:
1.2.1 Land Use Plan Preparation - In preparation of this plan, civil
engineering services shall include recommendations as they
relate to the transportation, stormwater management, water
supply systems and wastewater facilities network. Additionally,
the civil engineering recommendations will include
recommendations concerning the utilization of the natural
features of the land as these natural features relate to the
development of the facilities listed above.
1.2.2 Conceptual Engineering -VHB will assist in the development
conceptual plans. The infrastructure for VHB to address will be
the Master Stormwater Management System, wastewater
collection facilities, the domestic water and fire distribution
systems, the roadway transportation system, and other
improvements essential to the site.
1.2.3 Project Permitting and Schedule - Prepare a comprehensive site
permitting review and identify local, regional and Federal permits
required. These will be incorporated into an overall project
schedule.
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1.2.4 Project Coordination -VHB will consult with the identified
governmental and/or regulatory agencies having jurisdiction on
this project to discuss the design criteria and approval process for
the Master Plan. These agencies are: City of Ocoee, Orange
County, SJRWMD, FDEP, and the US Army Corps of Engineers.
1.2.5 Review Meetings - During the course of the review and
preparation of the Land Use Plan and the Conceptual
Engineering Studies, we will arrange and attend meetings with
the project team to provide project coordination. Additionally, we
will attend all meetings with governmental agencies, client and
project team, in order to receive approval of the stated objectives.
2.0 MASTER PLAN COORDINATION:
In conjunction with the development of the Master Plan for the City of Ocoee, VHB will
provide the necessary coordination and consult with the Project Planner to provide Civil
Engineering recommendations. Civil Engineering services shall include
recommendations as they relate to the transportation (parking, roadways, and traffic),
stormwater collection, conveyance, and maintenance, water supply system layout and
analysis, and wastewater collection and transmission network layout and analysis.
Additionally, the civil engineering recommendations will include advice concerning the
utilization of the natural features of the land as these natural features relate to the
development of the facilities listed above.
3.0 MASTER PLAN:
Upon receipt of the client's written approval of the Master Plan, VHB will assist
the Project Planner in preparing the Preliminary Master Plan of the downtown
lakefront area. This plan will include the necessary infrastructure to support the
redevelopment of the downtown area, including the Stormwater Management
system, Water Distribution, and Wastewater Collection and Transmission. This
plan will be presented to the staff of the City of Ocoee.
4.0 ENGINEERS ESTIMATE OF MOST PROBABLE COST:
Upon completion of the Master Plan, and written approval of the plan by the
Client, VHB will prepare an Engineers Estimate of Most Probable Cost for this
portion of the development.
5.0 STAFF/PUBLIC MEETINGS:
VHB will have the Project Manager attend meetings with the City's staff and/or
the design team to coordinate the overall project design, as requested. In
addition, VHB will attend public meetings, as requested, to present the master
plan. Four(4 ) meetings are included within the fee.
CLIENT-FURNISHED INFORMATION
It is understood that VHB will perform services under the sole direction of the client. In the
performance of these services, VHB will coordinate its efforts with those of other project team
members, the client's architect, and other consultants, as required. The client shall provide
VHB with project-related technical data including, but not limited to, the following:
• Project size/building program
• Conceptual Land Use plan from the Project Planner
• Property Boundary and Title Commitment
• Geotechnical Investigation Reports
VHB will rely upon the accuracy and completeness of client-furnished information in connection
with the performance of services under this Agreement.
COMPENSATION
VHB will perform the Scope of Services contained in this Exhibit 1, Task 6, on a time and
expense basis at the standard hourly billing rates in effect at the time the work is performed.
The Maximum Limit for Labor for this Scope of Services outlined in Items 1, 2, 3, 4, and 5
above, is $11,100.00, allocated approximately as follows:
1.0 DATA COLLECTION $1,500.00
2.0 MASTER PLAN COORDINATION $3,500.00
3.0 MASTER PLAN $2,500.00
4.0 ENGINEERS ESTIMATE OF MOST PROBABLE COST $2,000.00
5.0 STAFF/PUBLIC MEETINGS* $1,600.00
TOTAL UPSET LIMIT FOR LABOR $11,100.00
*It is anticipated that VHB will participate in four(4) Staff and/or Public Meetings, each for a
four-hour duration, attended by the Project Manager. Any meetings in addition to the four(4)
referenced above will be billed at the standard hourly rates.
In addition to the labor compensation, VHB shall be reimbursed for expenditures made
specifically for the project such as: printing and reprographics; travel and subsistence;
computer charges; telephone charges; shipping, postage, and courier service charges;
purchase of maps and similar documents; etc. These direct expenses will be billed at cost.
SERVICES NOT INCLUDED
The services provided herein are intended to assist in the development of the Master Plan.
These services will be on the preliminary engineering level, with final detailed design efforts
being performed under separate contracts to be executed at a later date.
The following services are not anticipated, and therefore not included in this proposal at this
time:
• Detailed traffic studies
• Off-site utility studies
• Environmental studies or assessments
• Other services not included in this scope of work
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