Item #05 Approval to Award Prairie Lake Park Design Contract
AGENDA ITEM COVER SHEET
Meeting Date: November 4, 2008
Item # 5
Contact Name:
Contact Number:
David Wheeler
407-905-3100,
ext. 1504
Reviewed By:
Department Director:
City Manager:
;01~ Jill
QJI/ _____ I
Subject: Award Prairie Lake Park design contract to Bellomo-Herbert & Co., Inc.
Background Summary:
The City has a continuing contract for park and recreation design services with the firm of Bellomo-
Herbert & Co., Inc. Work under this contract is authorized by purchase order following the
specification of a scope of work by the City and negotiation of a price proposal. A project budget of
$478,411.05 for design and construction includes $278,411.05 in City funds and $200,000 in a State
FRDAP matching grant. The proposed design work will develop construction plans and acquire
environmental permits to build these improvements, which include restrooms, multi-purpose ballfield,
additional parking, boardwalk and fishing pier, landscaping, and various park amenities (e.g., benches
and picnic tables). Future work is likely to include creation of a trail system to the west of the formal
recreational facilities.
Issue:
The Engineering Department has proposed that the City Commission approve the price proposal of
October 6, 2008 and award the design work to Bellomo-Herbert & Co, Inc. under the terms of the
existing continuing contract and the project proposal.
Recommendations
The Engineering Department recommends that the City Commission approve the proposed project
scope of work, allocate $61,556.00 from capital budget funds previously authorized for this project,
and authorize the Finance Department to issue the required purchase order.
Attachments:
Task work order price proposal from Bellomo-Herbert & Co., Inc.
Financial Impact:
The $61,556.00 funding for the related purchase order will be financed by the existing budget for the
park improvement project, leaving $416,855.05 available for construction. (Remaining budget
includes all $200,000 of the FRDAP matching grant; the City is responsible for design costs.)
1
_ 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 ( )
Type of Item: (please marl< with an "x'?
Public Hearing
_ Ordinance First Reading
_ Ordinance Second Reading
Resolution
_ Commission Approval
Discussion & Direction
For Clerl<'s DeDt Use:
_____ Consent Agenda
Public Hearing
_____ Regular Agenda
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N/A
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SCOPE OF SERVICES FOR WORK ORDER #1
HACKNEY PRAIRIE PARK
OCOEE, FLORIDA
I. PURPOSE
This is an attachment to the Continuing Contract for Landscape Architectural Services dated
June 17, 2008, between the City of Ocoee (CITY) and the firm of Bellomo-Herbert and
Company, Inc. (CONSULTANT) and made a part thereof. The purpose of this Work Order is to
specify the required services of the Landscape Architect for Hackney Prairie Park located in
Ocoee, Florida.
II. GENERAL SCOPE OF THE WORK
The general scope of work the LANDSCAPE ARCHITECT shall include, but is not necessarily
limited to: Conceptual Master Plan of the entire park and Design Development Documents,
Construction Documents, Permitting and Bidding for the northern portion of Hackney Prairie Park,
not including the wooded area to the west. It is understood that the overall project construction
budget is $400,000.00. The fee described herein is based, in part upon this construction budget.
The CONSULTANT'S services shall include the following tasks:
A. TASK 1 - SURVEY
The CONSULTANT shall retain the services of Southeast em Surveying to provide an
updated Boundary and Topographic Survey in accordance with Chapter 61G17-6 F.A.C.
to include the following:
. Establish the locations of all boundary corners and reset any missing corners.
. Recover or establish a minimum of two (2) site bench marks.
. Review the original topographic coverage, locate any changes and depict on the
updated drawing, including locating wetland flags.
. Locate those trails just west ofthe parking lot within the park parcel.
Deliverables - Project deliverables for this task will include an electronic file of the
boundary, topographic and tree survey in AutoCAD along with (2) certified copies of the
survey.
B. TASK 2 - MASTER PLAN MODIFICATION AND PROGRAMMING:
Based on the survey and base information provided above in Task A, the
CONSULTANT will evaluate the layout of the concept plan prepared by city staff and
previously submitted to the City Council. The CONSULTANT will prepare a new
concept plan for the entire park based on a review of the concept plan, CITY codes,
setbacks, and other land development regulations, and in response to further
programming with the CITY. The CONSULTANT will review and clarify programming
with the CITY during one (1) meeting for the specific programming of site elements.
PlW:e No. 1
Work Order # 1 - Hacknev Prairie Park
October 6 2008
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The CONSULTANT shall revise the concept plan one (1) time in response to any
changes and direction from the City and produce the final site plan in AutoCAD, overlaid
onto the digital survey.
Deliverables - Project deliverables for this task will include three (3) bond copies of the
final concept plan and one digital copy.
C. TASK 3 - GEOTECHNICAL INVESTIGATIONS
The CONSULTANT will retain a geotechnical engineering consultant to provide a
subsurface soil exploration and geotechnical engineering evaluation to include
determining if the bearing capacity and other soil characteristics are suitable to construct
the proposed building and pavement. The field exploration program will include the
following:
. Drill one (1) standard penetration test (SPT) boring to a depth of 10ft within the
restroom building footprint.
. Drill one (1) standard penetration test (SPT) boring to a depth of 15 ft within the
retention pond footprint.
. Drill one (1) standard penetration test (SPT) boring to a depth of 15 ft on the
landward side of the boardwalk/fishing dock.
. Drill ten (10) hand auger borings to a depth of6' within the new parking, ball
field and sports court areas and on the lake shore for the boardwalk.
Should additional borings be required, they will be billed as an additional service.
Analysis and Geotechnical Engineering Report
The geotechnical engineering consultant will prepare a report of the project, which will
respond to the requirements for the various site improvements. The report will be
prepared under the direction of a professional geotechnical engineer registered in the
State of Florida who specializes in consulting engineering. The report will summarize the
filed and laboratory services performed and provide an engineering analysis of the site
soil and ground water conditions with special attention to foundation, pavement and
stormwater design.
The geotechnical report will include the following:
. Soil boring logs and classifications.
. Existing groundwater levels and estimated seasonal high or perched groundwater
levels at the boring locations.
. Presence of unsuitable soils requiring special foundations.
. Depth to a bearing horizon for timber piles to boardwalk and typical pile capacity.
. Foundation design for other structures.
. Pavement design parameters.
. Stormwater management design parameters (excludes recovery analysis, available
on request).
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Work Order # 1 - Hacknev Prairie Park
October 6 2008
Deliverables - Project deliverables for this task will include six (6) copies of the signed
and sealed geotechnical report.
D. TASK 4 - PRELIMINARY DESIGN (60%)
1. Design Development Drawings
The CONSULTANT shall prepare complete Design Development Drawings for the
facilities identified including all necessary associated utilities, site work, parking
and pedestrian circulation (based on Task 2, above). These items are further
described as follows:
. Demolition and Grading
. Erosion Control Plan
. Grading and Drainage Plan
. Utility Plan
. Site Plan
. Restroom Facility: This will be an "off the shelf' pre-engineered building
. Parking Lots, Driveways, Multi-use Trail & Pedestrian Circulation:
Design the layout for a pedestrian circulation system within internal portions of
the site.
. Site Amenities:
Locations and determination of specific exterior site furnishings including but
not limited to benches, bike racks and trash receptacles, picnic pavilions,
playground, ballfield backstop.
. Boardwalk/Fishing Pier
. Landscaping:
Preliminary landscape plans for site as required by City of Ocoee review
process. All landscaping will be designed utilizing the latest techniques of
xeriscape design.
. Irrigation:
Preliminary irrigation drawings including spray and rotor head locations,
sleeving, main line piping and water source.
The Design Development drawings shall fix and describe the overall character
and extent ofthe project.
All of the drawings above shall adhere to the Americans with Disabilities Act
(ADA).
2. Cost Estimates
Based upon the Design Development Documents described above, the
CONSULTANT shall prepare and submit an estimate of probable construction
costs for all improvements.
3. Meetings
Pae:e No.3
Work Order # 1 - Hacknev Prairie Park
October 6 2008
The CONSULTANT shall be available to meet with the CITY staff up to two times
during the completion of the Design Development Plans.
Deliverables - Project deliverables for this task will include six (6) copies of the design
development documents.
E. TASK 5 - CONSTRUCTION DOCUMENTS (100%)
1. Based upon the approved Preliminary Design Documents, the CONSULTANT
shall prepare complete Construction Drawings (100% drawings) and specifications
for the work as described in Task 4 (above). The CONSULTANT'S services do not
include geotechnical services, or the cost of any permit application fees or
jurisdictional inspections.
2. Cost Estimate
Based upon the fmal Construction Documents, the CONSULTANT shall prepare
and submit an estimate of probable cost for all improvements. The estimate will be
itemized by feature to facilitate analysis.
3. Meetings and Presentations
The CONSULTANT shall be available to meet with CITY staff up to two times
during this phase of the work.
Deliverables - Project deliverables for this task will include six (6) copies of the design
construction documents.
F. TASK 6 - PERMITTING
The CONSULTANT shall attempt to procure the necessary permits. While every effort will
be made to receive such permits, the CONSULTANT neither warrants nor guarantees that
these efforts will be successful. Permits may be required from the following agencies:
. City of Ocoee Administrative Review
o The CONSULTANT shall file for administrative review in order to obtain a
development order for the project. The CONSULTANT shall make up to
three series of necessary revisions to the documents to obtain approval from
the City of Ocoee.
. St. Johns River Water Management District - ERP
o Pre-Application Meeting SJRWMD
o Prepare ERP
o Submit Application package to SJR WMD
o Respond to RAI's (Request for Additional Information)
. FDEP Water Permit or Determination
. FDEP Wastewater Permit or Determination
. NPDES (will prepare SWPPP and provide assistance to Contractor in preparing
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Work Order # 1 - Hacknev Prairie Park
October 6 2008
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this permit application)
Deliverables - Project deliverables for this task will include the necessary sets of 24 in. x
36 in. drawings for review by the CITY and other agencies listed above.
F. TASK 7 - ENVIRONMENTAL PERMITTING
Preliminary Ecological Assessment/Wetland Delineation/Report
1. Research existing published literature and available documents pertinent to the
project area.
2. Review existing databases from the USFWS and the FFWCC for the presence of
federal and state listed plant and animal species, including a search of the
FFWCC database for the presence of the Southern Bald Eagle on-site or within a
one (1) mile radius ofthe project area.
3. Conduct one site assessment to evaluate the presence of threatened and
endangered species, critical habitat, natural communities, and the location,
landward extent, and quality of potentially jurisdictional wetlands within the
project area.
4. Field flag the landward extent of wetlands potentially within the jurisdiction of
governmental agencies with statutory permitting authority following the Corps of
Engineers Wetlands Delineations Manual (1987) and the Unified Wetland
Delineation Methodology for the State of Florida dated 1 July 1994.
5. Coordinate with surveyors and/or engineers to locate the field flags as previously
placed.
6. Prepare a brief status memorandum outlining the findings of the on-site field
investigation. Included will be a discussion of the existing site conditions, a
summary ofthose regulatory agencies with potential jurisdiction over portions of
the site, and any opportunities and/or constraints posed by the presence of
wetlands, threatened and endangered species, or species of special concern. Also
included will be a land use map (FLUCFCS) depicting the approximate land use
limits for the project area based on observed conditions.
7. Meetings/coordination with the Client and/or project team (limited to two (2)
hours).
Permit Coordination
1. Participate in a pre-application conference with the SJRWMD.
2. Prepare an Ecological Assessment Report for inclusion in the Environmental
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Work Order # 1 - Hacknev Prairie Park
October 6 2008
Resource Permit application, which will include the following information
pertinent to the project site (with particular attention to the ecological-based items
listed in Section E of the SJRWMD Applicant's Handbook):
. Existing site conditions (including a FLUCFCS map);
. Approximate landward extent of wetlands;
. Potential for occurrence of listed plant and animal species, including wetland
dependent animal species;
. A discussion of avoidance and minimization of wetland impacts associated
with the project.
3. Assist the project engineer in the preparation of an Environmental Resource
Permit (ERP) application for submittal to the SJRWMD.
4. Request and conduct site reviews with the following agencies for verification of
the extent of jurisdictional limits:
. SJRWMD (non-binding)
5. Coordinate with the SJRWMD regarding wetlands or protected species issues.
6. Prepare a response to one (1) Request for Additional Information (RAI) from the
SJRWMD.
7. Coordination/meetings with the project team (limited to four (4) hours).
8. Assist in the review of final permit conditions.
G. TASK 8 - BIDDING
The CONSULTANT shall prepare the bid package to include the bid form, technical
specifications and drawings for use by the County. During the bidding process the
CONSUL T ANT shall issue any addenda that may be required, and shall attend the pre-
bid conference. City Contracts (Bid Package "Front End" Documents), advertisement for
bids and distribution of bid documents shall be the responsibility of the city.
III. COMPENSATION
Total compensation for all the services necessary to complete the work as described herein shall be
a closed end hourly with not-to-exceed guaranteed maximum price broken out as follows, hourly
rates listed in 'Exhibit A':
Task 1
Task 2
Survey
Master Plan Evaluation & Programming
$ 1,570.00
$ 5,540.00
Paee No.6
Work Order # 1 - Hacknev Prairie Park
October 6 2008
Task 3 Geotechnical Investigations $ 3,427.00
Task 4 Preliminary Design $ 13,463.00
Task 5 Construction Documents $ 19,803.00
Task 6 Permitting
. City of Ocoee Administrative Review $ 2,400.00
. SJRWMD $ 1,600.00
. FDEP Water $ 600.00
. PDEP Sewer $ 600.00
. NPDES $ 400.00
Task 7 Environmental Permitting $ 6,781.00
Task 8 Bidding $ 3.872.00
SUBTOTAL $ 60,056.00
Reimbursable Expenses $ 1.500.00
TOTAL $ 61,556.00
IV. SCHEDULES AND TIME CONSTRAINTS
Within ten (10) days after receiving the Notice to Proceed, the CONSULTANT shall provide a
proposed work schedule.
V. REIMBURSABLE EXPENSES
Direct, out-of-pocket expenses such as express mail delivery, postage, printing, plotting, copying
and mileage are considered reimbursable costs which are not included in the fees quoted herein.
These costs will be billed in addition to the stated fees. Automobile mileage will be billed at the
current mileage rate as designated annually by the IRS. The total amount of reimbursable
expenses during the course of the completion of Tasks 1 through 8 of the project is estimated and
broken out as follows:
Mileage
Printing/Copying
Plotting
Express Delivery
$ 200.00
$ 400.00
$ 600.00
$ 300.00
$1,500.00
TOTAL
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Work Order #1 - Hacknev Prairie Park
October 6 2008
"EXHIBIT A"
BELLOMO-HERBERT
Principal Landscape Architect
Sr. Landscape Architect
Landscape Architect
Construction Manager
Landscape Designer
Landscape Technician
Administration
KLIMA WEEKS CIVIL ENGINEERS
Principal
Project Manager
Senior Designer
Designer
Technical Secretary
Administrative
UNIVERSAL ENGINEERING SCIENCES
Senior Project Engineer
Technical Secretary
CAD/Drafting
Principal Consultant
SOUTHEASTERN SURVEYING
Principal Land Surveyor
Senior Technician
Draftsperson
2 Man Crew
3 Man Crew
LOTSPEICH AND ASSOCIATES. INC.
Project Manager
Senior Specialist
Environmental Specialist
Specialist
GIS Specialist
CADD Technician
Contract Support Specialist
Secretary/Clerical
Pal!e No.8
Work Order # I - Hacknev Prairie Park
$175.00
$150.00
$ 95.00
$ 75.00
$ 75.00
$ 65.00
$ 50.00
$145.00
$120.00
$ 90.00
$ 80.00
$ 65.00
$ 52.00
$ 95.00
$ 45.00
$ 50.00
$150.00
$ 115.00
$ 85.00
$ 75.00
$ 115.00
$ 140.00
$ 126.61
$ 121.93
$ 72.42
$ 59.49
$ 73.88
$ 69.79
$ 70.55
$ 51.21
October 6 2008