Item #11 Addendum to Professional Architectural Contract for Engineering Svcs. for New Police Headquarters
't~e center of Goodlll'~
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AGENDA ITEM COVER SHEET
Meeting Date: May 6, 2008
Item # II
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Contact Name:
Contact Number:
Stephen C. Krug
6002
Reviewed By:
Department Director:
City Manager:
Subject: Approval of Addendum to Professional Architectural Contract for Engineering Services
for Interior Renovation of the New Police Headquarters.
Background Summary:
The Commission approved the contract with HKS Architects for the interior renovation of the new Police
Headquarters at the February 19, 2008 Commission Meeting. The approval allowed for the addition of
anticipated engineering costs for mechanical, electrical, plumbing, fire protection, communications,
technology and security services. City Staff, HKS and TLC Engineering have completed several
meetings at the building site to determine the scope of services for this work.
Through HKS, TLC Engineering proposes to provide professional engineering, design and construction
services for; heating, ventilating and air-conditioning (HVAC), plumbing, electrical, fire protection,
communications, technology and security engineering. These services will be provided through, and
coordinated by, HKS as an addendum to their contract.
Issue:
Approval of addendum to Professional Architectural Services contract with HKS Architects, Inc., for
Engineering Services for the interior renovation of the new Police Headquarters.
Recommendations
Staff recommends that the City Commission approve the Addendum to the Professional Architectural
Services Contract with HKS Architects, Inc., for the interior renovation of the new Police Headquarters for
Engineering Services in the amount of $30,500.00 plus a not to exceed amount of $9,000.00 for
construction administration and reimbursable expenses. The construction administration services, if
required, will only be used on an as needed basis.
Attachments:
TLC Engineering Proposal (Modified).
Financial Impact:
The estimated engineering design services fee is $30,500.00 plus a not to exceed amount of $9,000.00
for construction administration and reimbursable expenses. Funding is included in project budget.
Type of Item: (please mark with an "x')
Public Hearing
_ Ordinance First Reading
_ Ordinance Second Reading
Resolution
~ Commission Approval
Discussion & Direction
For Clerk's DeDt Use:
_ Consent Agenda
_ Public Hearing
_ Regular Agenda
_ Original Document/Contract Attached for Execution by City Clerk
_ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
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2
N/A
N/A
N/A
lID
ENGINEERING
rOR ARCHITECTURE
April 9, 2008
Mr. Matt Clear, AlA
HKS Architects, Inc.
225 East Robinson Street, Suite 405
Orlando, Florida 32801
Re: Ocoee Police Station
Professional Engineering Services Proposal
Dear Matt:
TLC Engineering for Architecture (TLC) is delighted to submit the following fee proposal to provide
mechanical, electrical, plumbing and fire protection (M/E/P/FP) and Communications, Technology
and Security engineering services for the above-referenced project. We look forward to and
appreciate the opportunity to work with you and your design team on this project.
PROJECT SCOPE
We understand the project is to consist of an existing single story building which has been recently
purchased by the City of Ocoee, in Orange County, Florida for renovation to accommodate the
Ocoee police department. Our design shall incorporate a discovery element to assist the City in
making sound decisions on the existing electrical, HV AC and communications system in an effort to
utilize as much as practical the existing systems present.
It is understood that there will also be renovation work to the interior of the existing building; however
no addition new building square footage will be added on.
The design shall incorporate the existing systems and be supplemented with new and additional
support systems as appropriate for this type of facility.
TLC's proposal is based on information provided in e-mails sent to our office and information
gathered during the kick off meeting and TLC experience in previous projects of similar scope.
BASIC SCOPE OF SERVICES
Basic Scope of Services shall be as outlined in AlA Document C141 - 1997 Edition - Standard
Form of Agreement Between Architect and Consultant, Article 4. TLC shall provide professional
engineering and design services for:
a. Heating, Ventilating and Air-Conditioning (HV AC) Engineering
b. Plumbing Engineering
c. Electrical Engineering
d. Fire Protection Engineering
e. Communications
TLC ENGINEERING FOR ARCHITECTURE, INC.
255 South Orange Avenue. Suite 1600 . Orlando, FL 32801-3463
Phone 407.841.9050 www.tlc-engineers.com Fax 407.843.5445
Matt Clear
Ocoee Police Station
April 8, 2008
Page 2
f, Technology
g. Security
See Attachment "0" for description of Communications, Technology and Security Services.
TLC anticipates submittals, for each phase of the project, at the following design stages:
>> Design Development
>> 50% Construction Documents
>> 100% Construction Documents
Up to four (4) design review meetings are included in TLC's proposed work scope.
PROPOSED CONSTRUCTION PHASE SERVICES
Construction Phase Services are as outlined in AlA Document C141 - 1997 Edition - Standard
Form of Agreement Between Architect and Consultant, Article 4.5. Additional Construction Phase
Services provided for this project shall include:
1. Response to bidder questions.
2. Response to local permitting officials' comments.
3. Response to Contractor's Request for Information (RFI) during the construction period.
4. The total number of site visits for MEP/FP, Systems and Security disciplines, shall be
accomplished hourly at the established rates in attachment B.
5. Site visits shall occur during the construction phase to become generally familiar with the
progress and quality of the construction work in order to determine if the work is being
performed in general accordance with the construction documents. (The mix of
Mechanical, Electrical, Communications, Technology and Security field representation
may change based on the needs of the project during the construction phase).
Substantial completion and final inspection, if requested, would each constitute a site
visit
INFORMATION TO BE FURNISHED BY THE ARCHITECT
In addition to Architect's Responsibilities defined in AlA Document C 141 -1997 Edition - Standard
Form of Agreement Between Architect and Consultant, Article 6, specific information and material
that impacts the design shall be provided to TLC as shown in ATTACHMENT A.
ADDITIONAL SERVICES
Additional services, when requested in writing by HKS Architects Inc., shall be performed at an
hourly rate per the TLC rates schedule shown in ATTACHMENT B. Additional Services are as
defined in AlA Document B 151- 1997 Edition - Abbreviated Standard Form of Agreement Between
Owner and Architect, Article 3. Additional Services also include those items shown in
ATTACHMENT C.
TLC shall submit the estimated additional services cost for approval and authorization prior to
proceeding with a design.
Matt Clear
Ocoee Police Station
April 8, 2008
Page 3
FEE
We propose to provide the above-described basic scope of services for:
Mechanical/Electrical/Plumbing and Fire Protection:
Discovery Phase (Existing)
Construction Documents
Construction Administration:
$ ~ Z,'50o
$ .+4,860-/.3, C)oo
Hourly not to exceed $5.000
$~
I~ ~OO
@
Communications, Technology and Security
Discovery Phase (Existing)
Construction Documents:
Construction Administration:
$ 2,500
$ 12,500
Hourly not to exceed $4.000
$15,000
plus reimbursable expenses at 1.1 times direct cost. Reimbursable expenses include all out-of-
county travel-related costs, (TLC's Orlando office to be considered point-of-origin for all trips),
plotting and printing (except as required for in-house coordination), photography, courier services,
shipping and express mail. Billing will be monthly, based upon percentage of services completed
and reimbursable expenses. Payment is due within 15 days of receipt of payment from client.
If our proposal is acceptable, your signature below will confirm our authorization to proceed. Retain
one copy and return one copy to TLC - Engineering for Architecture at the address on page 1 of this
proposal. This authorization constitutes your commitment to pay the fee and reimbursable
expenses, and represents that approval has been received by your firm from the client.
We look forward to your favorable selection of TLC and the opportunity to assist your team for this
and future projects. Please give me a call with any questions or comments.
Yours truly,
TLC ENGINEERING FOR ARCHITECTURE, INC.
HKS Architects
~1lsJ-
Thomas L. Munson, RCDD
Principal, Division Director
Communications, Technology and Security
By:
f-~
Print Name and Title
William T. Jack, PE
Principal, MEP Division Director
Date
Matt Clear
Ocoee Police Station
April 8, 2008
Page 4
ATTACHMENT A
INFORMATION TO BE FURNISHED BY THE ARCHITECT
Professional Engineering Services Proposal
April 9, 2008
1. Copy of Owner-Architect Agreement.
2. Updated, CAD-generated pre-bordered base sheets, site plans, life safety plans, elevations,
building sections, reflected ceiling plans and architectural floor plan backgrounds, complete
with room names, numbers and rated or special wall construction, will be provided by the
Architect during the course of the design (TLC standard is AutoCAD MEP Version 2008).
3. Room data sheets for each area, indicating equipment and furniture locations, quantity of
each type of outlet, receptacle, special lighting and plumbing equipment, and connection for
services as part of the TLC design.
4. Fire hydrant flow test data, performed at the hydrants required by the design ( to be indicated
by TLC), and within 6 months of the start of the individual tenant improvement MEPFP
design
5. Catalog cut sheets for Owner-furnished equipment and equipment requiring mechanical,
plumbing or electrical connections. Cut sheets shall indicate all utility connection
requirements, utility consumption and heat rejection, including information on any system
with special clearance requirements.
6. Office pre-wired furniture systems catalog cut sheets including electrical circuiting
configuration.
ATTACHMENT 8
Professional Engineering Services Proposal
April 9, 2008
TLC Engineering for Architecture, Inc. (TLC)
BilLING
FACTOR DESIGNATION
6
5
4
3
2
Director
Senior Engineer, Manager
Project Engineer, Manager
Engineer, Specialist
Graduate Engineer, Designer, Administrative Secretary
Technician, Secretary, Intern, Clerical
Rates subject to change with 30 days prior notice.
Special Consulting - 1.5 to 2.0 times normal billing rate
Rev. 8/1/07
TLC ENGINEERING FOR ARCHITECTURE, INC.
255 South Orange Avenue. Suite 1600 . Orlando, FL 32801-3463
Phone 407.841.9050 www.tlc-engineers.com Fax 407.843.5445
8/1/07 - 7/31/08
BilLING RATES
$ 195
165
135
105
85
60
Matt Clear
Ocoee Police Station
April 8, 2008
Page 6
ATTACHMENT C
ADDITIONAL SERVICES
Professional Engineering Services Proposal
April 9, 2008
1. April 2, 2008 AlA Document B151 - 1997 Edition - Abbreviated Standard Form of
Agreement Between Owner and Architect, Article 3.
2. Construction site visits or attendance at design review meetings, as requested by the
Owner or Architect, in excess of as defined in our proposal.
3. Value Engineering meetings and subsequent engineering or design reVISions to
incorporate accepted value engineering items, including changes to system design after
construction documents have been completed.
4. Significant revisions to the program, design philosophy or Architectural plans after 100%
Design Development approval, or to systems selected following schematic phase, and
which result in redesign expenses.
5. Preparation of cost comparison or performance comparison between structured cabling
system technologies.
6. Currently unidentified specialty electrical, lighting or communication systems.
7. Document reproduction beyond those required for in-house coordination and submittals as
outlined above.
8. Post-occupancy commissioning of building Communication or Networked systems.
9. Review & implementation of Third Party or Independent Testing Services.
10. Project Programming sessions
11. Design of roof top Satellite farm locations with distribution
12. Microwave and Spread Spectrum design for rooftop building to building wireless
transmission in a city or metropolitan area.
13. Temporary or permanent IS department personnel.
14. Offsite server administration
15. IS/IT outsourcing
16. Design of Active Network Electronic equipment for a Data network - Fee $ 5,800
17. Design of Phone Switch equipment to be located within the facility-- Fee $ 4,500
Matt Clear
Ocoee Police Station
April 8, 2008
Page 7
18. Complete turnkey telecommunications moving seNices. (Includes inventory of existing
equipment, boxing equipment, tagging for new location, installation and testing of unit at
new location) Fee-- $7,200
Matt Clear
Ocoee Police Station
April 8, 2008
Page 8
ATTACHMENT 0
Communications Technology and Security Design Services Scope
Professional Engineering Services Proposal
April 9, 2008
BASIC SCOPE OF SERVICES
Basic Scope of Services shall be as outlined in AlA Document C141 - 1997 Edition - Standard
Form of Agreement Between Architect and Consultant, Article 4. TLC shall provide professional
engineering and design services for:
VOICE AND DATA DESIGN SERVICES
1. Voice cabling system to accommodate the Owner selected phone switch.( See add service
for Phone Switch RFP)
2. Data cabling system to accommodate the Owner selected Servers and Data Network
equipment. ( See add service for Network Electronics RFP)
3. Main Telecommunication diverse duct-banks from the entrance-facility-telecommunications
room, to the building property line with capabilities for redundant service feeds.
4. Site and Utility Service Coordination Meeting.
5. Distribution, sizing and layout of telecommunication rooms interfacing with the Architect for
space considerations.
6. Layout of Main Telecommunications Room/Computer Room with Owner provided
equipment dimensions and loads.
7. Horizontal intra-building infrastructure for voice/data cabling (raceways) providing
coordination for space considerations with architectural and MEP systems.
8. Develop a cabling standard for the project with client input for new cabling. Voice/Data
Horizontal Structured Cabling System with copper CAT6 UTP (or higher) cabling.
9. Provide as a part of the documents requirements for selected cabling contractor to test
existing cabling (Cat 5) and provide test results documentation. Process shall also result in
a complete and coordinated re-Iabeling of the cable system in accordance with EIA-TIA
distribution standards and the TIA 606 documentation standard.
10. Provide a design for the telecommunications grounding system
11. Meet with designated staff to arrive at system topology and outlet configuration.
12. Develop a labeling and numbering scheme with client input.
13. Develop testing procedures for all copper and fiber optic cabling systems.
14. Provide and coordinate power requirements to workstations throughout the building to the
Electrical Engineer for service to data wired equipment.
15. Coordination of outside provider T1 's for Data/Radio/Phone.
16. Coordination of fiber optic connectivity to County/City.
SECURITY DESIGN SERVICES
1. A full and detailed security system design to include equipment selection suitable for bid
and construction for an integrated security system with input information from door
contacts, motion detectors, card readers and intercom systems to include interior and
exterior fixed and or PTZ cameras.
Matt Clear
Ocoee Police Station
April 8, 2008
Page 9
2. An active security monitoring point established in the building, coordinated with the owner.
This area shall provide the capabilities where signals, alarm points and CCTV monitoring
can be displayed, recorded on DVR's and responded to.
3. Location, sizing and layout of security monitoring point (control area).
4. Intra-building Horizontal infrastructure for security cabling (raceways).
5. Security design with the selected hardware vendor and the users groups.
6. Provide a door matrix indicating responsibility of each associated device.
7. Power requirements for the security equipment to the electrical engineer for his inclusion
into the electrical support documents.
8. Motion detection, CCTV monitoring and Card or Biometric access control for the evidence
areas.
AUDIONISUAL DESIGN SERVICES
1. A complete CATV distribution system design to provide television services to selected
spaces.
2. Coordination of a tie-in connection to the owner selection CATV service provider.
3. Design of a head-end system to distribute CCTV images from interview rooms to selected
monitoring location in the building. Provide Digital Audio/Video recording of interview
rooms.
4. Design of a paging system connected to the Phone system.
5. Design of an Audio/visual infrastructure only system for the training rooms.
6. Design of an Audio/visual infrastructure only system for the conference rooms.