VII(D) Ocoee Crown Point PUD Permitting Funding Agenda 04-06-2004
Item VII D
March 25, 2004
Honorable Mayor and City Commissioners
Page 3
g Center of Good Lig,
b
MayorCommissioners
S. Scott Vandergrift • Danny Howell, District 1
Scott Anderson, District 2
City Manager Y x --- "" ' Rusty Johnson, District 3
Jim Gleason Nancy J. Parker, District 4
STAFF REPORT
DATE: March 25, 2004
TO: The Honorable Mayor and City Commissioners
FROM: Russ Wagner, AICP, Community Development Director /
SUBJECT: Ocoee Crown Point PUD Permitting Funding
ISSUE:
Should the Mayor and City Commissioners authorize funding for additional permitting services
for Ocoee Crown Point PUD?
BACKGROUND:
When the City authorized our consultants Vanasse Hangen Brustllin, Inc. (VHB) to prepare the
Master Plan for the Ocoee Crown Point PUD and Phase I Infrastructure Design, a specified
Scope of Services was outlined for each of these professional service contracts. The fees
associated with this work are cost shared with the Orange County School Board as a partner in
this venture.
During the course of permitting for Phase I, which includes the extension of Ocoee Crown Point
Parkway and mainline utilities, the City was informed that it had to comply with the new Lake
Apopka Phosphorus Rule regulated by the St. John's River Water Management District
(SJRWMD). Additionally, we were also informed by the Orange County Utility Department that
a Utility Master Plan for the entire PUD site would be required. Both of these requirements were
unanticipated and outside the scope of services negotiated with VHB. To date, the added
professional fees attributable to the additional stormwater permitting total $51,975.50, and
Master Utility Planning total $20,000.
DISCUSSION:
When the City developed the PUD Master Plan, one of the integral parts of the project was the
formulation of a Conceptual Stormwater Master Plan for SJRWMD. The formulation and
approval of this document was a significant undertaking, and VHB was able to secure approval
prior to the New Lake Apopka Rule going into effect. All final engineering plans were developed
based upon this approved plan and submitted to SJRWMD for what was expected to be a rather
routine approval.
March 25, 2004
Honorable Mayor and City Commissioners
Page 3
Without going into excessive detail, the local SJRWMD office approved our final plans based
upon the approved Conceptual Master Plan, but the District Office in Palatka would not. Over
the course of many weeks, numerous meetings, numerous phone calls, and the furnishing of
extensive back-up material, the senior Staff at SJRWMD still would not approve our permit.
Due to timing constraints related to construction of the High School, both City of Ocoee Staff
and School Board Staff agreed that we would need to do whatever it took to get our 1st Phase
permit. As a result, VHB had to redesign the project to meet the new Lake Apopka Rule.
Accordingly, the extra hours billed to date are legitimate added project costs owed to VHB for
both the extra stormwater and utility plan work.
In order to proceed with the original project, the City and School Board must now amend the
Conceptual Stormwater Master Plan to meet the new Lake Apopka Rule. These additional
services, outlined in the proposed scope of services attached, are estimated at $110,500.00.
This is an upset figure, with work to be billed as required on an hourly basis per our Master
Contract with VHB. Fifty percent (50%) of these costs are to be reimbursed to the City by
OCPS. By undertaking this work now, the City will be able to sell land to developers at the
highest possible price due to the certainty afforded for stormwater permitting.
It should be noted that this new plan will also mean extra construction costs for both the City
and OCPS to implement the provisions of the Lake Apopka Rule. The major goal of the new
design effort is to create an approach which minimizes costs to both parties, but ensures that
both parties share proportionately in that cost. This may include revisions to stormwater ponds,
stormwater re-use systems, or pumping water from Lake Apopka for irrigation throughout the
site. We will only know the final approach and costs for this mitigation at the end of the study;
however, a further goal is to come up with an approach that minimizes upfront costs so that
future funding requirements can be transferred to developers who buy land from the City.
STAFF RECOMMENDATION:
Staff respectfully recommends that the Mayor and City Commissioners authorize payment of
funds from the Suntrust Line of Credit to VHB to cover professional services undertaken with
regards to extra permitting attributable to SJRWMD ($51,975.50) and Orange County Public
Utilities (20,000.00); and further, that the attached addendum to the VHB contract dated March
1, 2004 for Stormwater Management Design ($110,500.00) be authorized to be paid from the
Suntrust Line of Credit, with the understanding that the City will seek fifty percent (50%)
reimbursement for all the above costs from OCPS.
RBW/slz
Attachments: Addendum to Master Planning and Engineering Services for Coke Property Exhibit"A"
O:\Staff Reports\2004\SR04021 CC.doc
ADDENDUM TO MASTER PLANNING AND ENGINEERING
SERVICES FOR COKE PROPERTY
EXHIBIT "A"
CITY OF OCOEE
MASTER PLANNING AND ENGINEERING SERVICES
CROWN POINT PUD WATER RESOURCES AMENDMENT
March 1, 2004
PROJECT DESCRIPTION
The purpose of this project is to develop solutions to meet the Lake Apopka Rule and to
provide irrigation for the common areas for the City of Ocoee Crown Point PUD project,
(including the Poer Property), if feasible. The following scope of services describes the
approach and associated permit applications through the St. Johns River Water
Management District (SJRWMD) for the stormwater management system and irrigation
system.
SCOPE OF SERVICES
1.0 Stormwater Management and Irrigation System
1.1 Develop and Evaluate Alternatives.
VHB will complete the following for the overall project and on a phased
basis. For the purpose of this scope of services it is assumed that the
project will have a maximum of four (4) phases. The approach to developing
alternatives will be to consider the following in the solution: (1) utilization of
City park lands and school sites for irrigation and stormwater management;
(2) utilization of best management practices (BMPs) to meet the Lake
Apopka Rule; (3) Utilization of offsite City properties; (4) Charging the re-use
system with stormwater; (5) providing irrigation to open spaces; (6)
Expanding current stormwater management system; and (7) Utilization of
Lake Apopka for irrigation.
1.1.1. Data Collection. VHB will coordinate and will contract for the
testing of the soils of the project for phosphorus content.
1.1.2. Develop Alternatives. VHB will develop alternatives for the
stormwater management system to meet the Lake Apopka Rule
for the Ocoee Crown Point PUD project (including the Poer
Project). It is anticipated that irrigation of the common areas and
open spaces (City Parks and School sites) within the project will
be an integral part of the solution.
1.1.3. Evaluate Alternatives. VHB will evaluate each of the identified
alternatives and will complete the following:
A. Determine the feasibility and cost of alternatives.
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B. Complete a conceptual analysis for each alternative for the
purpose of meeting with the SJRWMD.
C. An evaluation of the water budget for each alternative on an
annual basis.
1.1.4. Coordination Meeting. VHB will schedule and attend one (1)
meeting with representatives of the SJRWMD to review the
identified solution alternatives.
1.1.5. Prepare Memorandum. VHB will prepare a technical
memorandum summarizing the completed tasks (1.1.1 through
1.1.3) and recommending a solution.
1.1.6. Schedule. It is anticipated that Tasks 1.1.1 through 1.1.6 will be
completed within 30 days of Notice to Proceed (NTP). A detailed
schedule will be developed that consider the construction of the
school, Ocoee Crown Point Parkway, and other project
developments.
1.2 Analysis and Design.
Based on the results of Section 1.1, VHB will complete the analysis and
design of the recommended alternative.
1.2.1. Analysis. VHB will complete the analysis of the recommended
alternative for the overall project, including Phase 1. This includes
computer analysis of the appropriate design storms, supporting
hydrologic and hydraulic computations, and stormwater/irrigation
pump analysis. As a part of the analysis an evaluation of the
water budget for the recommended alternative will be completed
on an annual basis.
1.2.2. Geotechnical Support. Nodarse and Associates will provide
geotechnical support in the analysis of the stormwater
management and irrigation solution. Nodarse's scope is attached
as Exhibit A.
1.2.3. Conceptual Design. VHB will complete a conceptual design for
the overall project. '
1.2.4. Final Design for Phase 1. VHB will complete the design for the
recommended solution for Phase 1 of the project
1.2.5. Summary Report. VHB will prepare a report that summarizes the
analysis and design of the stormwater management system.
1.3. Preparation of Conceptual Plans.
VHB will prepare conceptual plans for the remaining portions of the
project for the purpose of documenting the conceptual design and
inclusion in the Conceptual Environmental Resource Permit (ERP)
Modification.
1.4 Modification of Construction Plans.
VHB will prepare construction plans for Phase 1 of the project. The plans
will include the following (as appropriate):
• Cover Sheet
• General Notes
• Layout and Materials Plan
• Grading Sheets
• Detail Sheets
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1.5 Schedule. VHB anticipates the complete of Tasks 1.2, 1.3, and 1.4
within 90 days of NTP.
2.0 SJRWMD Permitting
2.1 Conceptual ERP and Phase 1 Modifications. VHB will prepare and
submit the modification application package for the Conceptual ERP for
the project based on the recommended design solution. Included with
this package will be the construction approval of the recommended
solution for Phase 1 of the project. The following tasks will be completed:
2.1.1. Preparation of Application Package. VHB will prepare and
submit Sections A, C, and E of the permit application. VHB will
also prepare supporting documentation, exhibits, figures, and
analyses.
2.1.2. Pre-Application Meeting. VHB will schedule and attend one (1)
pre-application meeting with the SJRWMD. Two (2) members of
VHB staff will attend the meeting.
2.1.3. Requests for Additional Information. VHB will respond to a
maximum of two (2) requests for information.
2.2 Consumptive Use Permit (CUP) (If Required). VHB will prepare and
submit a water use permit for irrigation of the common areas within the
project area. The following will be completed:
2.2.1 Preparation of Application Package. VHB will prepare and
submit the CUP application (Form Number 40C-2-1082-1). VHB
will also prepare supporting documentation, exhibits, figures, and
analyses.
2.2.2 Pre-Application Meeting. VHB will schedule and attend one (1)
pre-application meeting with the SJRWMD. Two (2) members of
VHB staff will attend the meeting.
2.2.3 Requests for Additional Information. VHB will respond to a
maximum of two (2) requests for information.
3.0 Assistance in Contracting for Phase I Mitigation. A list of services required to
mitigate for the proposed impacts to environmentally sensitive areas is described in
the St. John's River Water Management District (SJRWMD) Environmental
Recourses Permit for the Phase I infrastructure. These services are for the creation
and/or enhancement of the existing jurisdictional areas and include removing exotic
vegetation and planting habitat species. To assist in compliance with the permit
conditions, VHB will prepare a bid package and will assist the City of Ocoee in
bidding for the required mitigation services. This includes preparing a set of bid
documents, communicating with the City's attorney, communicating with the City for
advertisement of the bid offer, communicating with the bidder during bid duration,
compiling the submitted bids, and recommending award of bid to the City.
4.0 Preparation of the Conservation Easement Legal Description. VHB will
prepare a sketch and legal description for the Conservation Easement described in
the St. John's River Water Management District (SJRWMD) Environmental
Recourses Permit for the Phase I infrastructure. The document will be prepared in
accordance with the minimum technical standards established by the Florida Board
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of Surveyors and Mappers. The sketch and legal description will be submitted to the
District for review in accordance with the permit conditions.
5.0 Storm Water Pollution Prevention Plan Preparation. VHB will prepare a Storm
Water Pollution Prevention Plan (SWPPP) in accordance with the minimum
standards established by the Florida Department of Environmental Protection. The
owner and contractor will be responsible for implementation of the plan. The site
contractor shall be responsible for compliance with the plan and for amending the
SWPPP as necessary during the construction phase.
6.0 Meetings and Coordination. VHB will attend coordination meetings with the client
as appropriate for this project. Two (2) members of VHB staff will attend the
meetings. It should be noted that pre-application and agency coordination meetings
are included in Tasks 1.1.4, 2.1.2, and 2.2.2 and the fee established for this task is
an estimate only.
SCHEDULE
VHB will begin the work on the project upon receipt of a written notice to proceed (NTP).
The approach will be to receive approval for both the conceptual ERP modification for
the overall project and the construction ERP modification for Phase 1 under the same
permit application. It is anticipated that the permit applications for the ERP modification
and the CUP will be submitted to the SJRWMD within 90 days of the NTP. In is also
anticipated that final permits will be received within 180 days of submittal of the permit
applications.
MASTER AGREEMENT
The terms and conditions of the master agreement remain in full force and effect.
ITEMS NOT INCLUDED IN THE SCOPE
1. Additional geotechnical work may be required depending on the solution.
2. Construction documents for a stormwater re-use system are not included.
3. Tasks not included in the basic scope of services.
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IN WITNESS WHEREOF, the parties hereto have hereunto set their hand and
seals, or caused these presents to be signed by their proper officers on the day and year
first written above.
CITY:
CITY OF OCOEE,
a Florida municipal corporation
By:
S. Scott Vandergrift, Mayor
Attest:
Jean Grafton, City Clerk
(SEAL)
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY
THE CITY OF OCOEE, FLORIDA; COMMISSION AT A MEETING
APPROVED AS TO FORM AND HELD ON
LEGALITY this day of UNDER AGENDA ITEM NO.
FOLEY & LARDNER
By:
City Attorney
CONSULTANT:
VANASSE HANGEN BRUSTLIN,INC., a
Massachusetts corporation
JO Let/y) o .1
Printed Name Zt 4n 4 L 671 O5 0/7 Nam-. Robert S. rustlin, P.E.
Titl-: President
anti&�600
Date: 3/ //a
Printed Name: /Y
.IPS 'YY10S 135 West Central Boulevard,#800
Orlando, Florida 32801-2476
(SEAL)
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Et LODARSE
& ASSOCIATES, I N C.
Geotechnical,Environmental Consulting&Materials Engineering
Vii' 1
4i -
February 25, 2004
,-1 Project No. W01-G-152B
1
Mr.Paul Yeargain, P.E.
Vanasse Hangen Brustlin, Inc.
135 West Central Boulevard, Suite 800
Orlando, FL 32801-2436
- Additional Geotechnical Exploration for Stormwater Irrigation
Ocoee/Crown Point PUD
Ocoee, Florida
•
a
Dear Mr. Yeargain:
Nodarse & Associates, Inc. (N&A) is pleased to present this proposal for additional
geotechnical services to support evaluation and design of an irrigation field and/or
jstormwater pond modifications for the referenced project. We understand that a typical
;j bleeder system is not permissible for recovery of the wet ponds volume due to the
j phosphorus loading criteria for the Lake Apopka basin. , As means for recovery,
.;' stormwater will be pumped for irrigation within open space/park tracts for infiltration over
a wider area.
i
N&A has performed previous studies in the Crown Point PUD; however, only a couple
of the previous borings were performed in the irrigation field area. We propose to perform
a scope of services consisting of the following:
a • Up to one (1) day of hand auger borings distributed through the irrigation areas to
evaluate the depths to low permeability silty sand or clayey sand soil;
• An additional permeability test;
• Seepage analyses to evaluate infiltration from the soils and over the irrigation field
during the pumping operations;
• Preparation of a report presenting additional data collected in the results of our
analysis;
BUILD ON OUR EXPERIENCE
UPI/MLR/111E . nDun►In DCAfU . TAAADA . WCCT DAM DCAfU • WIAITFD PAQK
.,
Vanasse Hangen Brustlin, Inc.
Nodarse & Associates, Inc. Project No. W01-G-152B
Page 2
We estimate that we can perform the scope of services as described above for an upset
limit budget of$3,000.00. This assumes you can provide us with coordinates for GPS
location of proposed borings, that we have permission to access the property and that we
will not be delayed by causes outside of our control. To authorize this additional work,
please provide a subconsultant agreement for our review and signature.
We estimate that we can perform the field work for this exploration within five(5)to eight
(8) days after authorization to precede and provide analyses in approximately three (3)
weeks after authorization.
We appreciate the opportunity to submit this proposal and hope to be of continued service
on this project. If you have any questions or if we can be of further service, please contact
the undersigned.
Sincerely,
NODARSE&ASSOCIATES,INC.
J.. `V. ir
.E.
Seri•. ' :• • i' alEn�•ZZeer
Vi resident
4 lam/ `
Eric W. Nago E.I.
Project Engine:I
W:\0E0=1-ProasGEO\w01053AdnMPro 04 apd/p.
Exhibit"B"
Crown Point PUD Water Resources Amendment
Task No. Description T & M (Upset
Limit)
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1.1 Develop and Evaluate Alternatives
1.1.1 Data Collection $800.00
1.1.2 Develop Alternatives $6,100.00
1.1.3 Evaluate Alternatives $8,000.00
1.1.4 Coordination Meeting $950.00
1.1.5 Prepare Memorandum $1,100.00
1.1.6 Schedule $1,100.00
Sub-total $18,050.00
1.2 Analysis and Design
1.2.1 Analysis $9,900.00
1.2.2 Geotechnical Support $3,000.00
1.2.3 Design $5,000.00
1.2.4 Summary Report $1,850.00
Sub-total $19,750.00
1.3 Preparation of Conceptual Plans $7,600.00
1.4 Preparation of Construction Plans $17,300.00
Sub-total{pMt $24,900.00
SJRWMD Permitting^ >, ;.r_•:
2.1 Conceptual ERP Permit
2.1.1 Preparation of Application Package $8,000.00
2.1.2 Pre-Application Meeting $900.00
2.1.3 Requests for Additional Information $8,600.00
Sub-total $17,500.00
2.2 Consumptive Use Permit (If Required)
2.2.1 Preparation of Application Package $7,100.00
2.2.2 Pre-Application Meeting $900.00
2.2.3 Requests for Additional Information $5,800.00
Sub-total $13,800.00
3.0 Contracting for Mitigation Services $6,000.00
4.0 Conservation Easement $3,000.00
5.0 Preparation of SWPPP $1,500.00
5.0 Meetings and Coordination $6,000.00
Grand Total $110,500.00
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