Item #06 Approval of Change Order No. 1 in the Amount of $16,300 for Design Services by S&ME, Inc., Related to the Lakefront Park Improvements Project 49•P
Ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: January 16, 2018
Item #
Reviewed By: /
Contact Name: Al Butler Department Director:
Contact Number: 407-554-7063 City Manager:
Subject: Authorization to execute Change Order No. 1 in the amount of$ •,300 for design
services by S&ME related to the Lakefront Park Improvements project.
Background Summary:
Lakefront Park Improvements is a capital project included in the city's list of approved investments using
funds allocated from the 2017 General Fund Capital Bond Issue and was one of the primary focal points
of the Downtown Master Plan. The project consists of multiple construction phases, as some parts of the
project depend on removal of the existing city hall. The total project budget is roughly $9 million, with an
anticipated $3,042,000 coming from the capital bond fund. The construction work will be done via low
bid based on potentially several separate procurements, depending on the nature of the work and the
specialization of the construction industry.
The master plan for downtown improvements did not list specific project elements for the Lakefront Park
project; it only suggested potential elements. Thus, the first step in the design effort is to compile a
precise list of project elements, place them on the site in various configurations, select an optimal
configuration, and propose a conceptual plan on which to base the construction design documents. Two
conceptual plans were developed during an all-day design effort involving key city staff and the S&ME
design team. Detailed cost estimates were developed for each design. Based on the cost estimates and
the difficulty of implementing either design using a phased approach due to internal dependencies, a
third concept plan was developed to support an incremental construction plan. This concept plan has
undergone extensive consultation and refinement cycles with city staff and elected officials.
The original task order for the conceptual design work provided a fee of$46,300. Several potential work
items excluded from that task order have been required in order to complete the work. These include
development of three detailed cost estimates, developing a third design concept, making numerous
presentation-level drawings for internal discussions and public presentations, and participating in the
design of on-street parking improvements for the Bluford Avenue Streetscape project. The total cost of
this additional work is $16,300.
Issue:
Should the City Commission approve the proposed Change Order No.1 in the amount of$16,300?
Recommendation:
Staff recommends the City Commission authorize the Mayor to execute the attached Change Order No.
1 and for staff to undertake any subsequent actions needed to modify the related purchase order and
take other actions to fulfill the intent of this change order.
Attachments:
• Proposed Change Order No. 1
• Original Conceptual Design Phase Scope of Work (Exhibit "B" to the contract signed June 20,
2017)
• Additional Service Request from S&ME, Inc.
Financial Impact:
The proposed change order will increase the total cost of the conceptual design effort by $16,300 to a
total fee of$62,600. The change order would be funded using available project budget.
Type of Item: (please mark with an"x")
Public Hearing For lerk's Dept Use:
Ordinance First Reading V�Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
x Commission Approval
Discussion&Direction
X Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. 0 IN/A
Reviewed by ( ) N/A
ocoee
florida
CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
LAKEFRONT PARK IMPROVEMENTS PROJECT
CHANGE ORDER NO. 1
DATE: January 16, 2018 PURCHASE ORDER:1425078
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $46,300.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $46,300.00
Net Increase (Decrease) Resulting from this CHANGE ORDER $16,300.00
The current CONTRACT PRICE including this CHANGE ORDER $62,600.00
Original CONTRACT COMPLETION DATE: Not Specified
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS Not Specified
Net Increase Resulting from this CHANGE ORDER 0 days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER Not Specified
CHANGES ORDERED:
I. REQUIRED CHANGES
Develop multiple conceptual plans with detailed cost estimates. Modify final conceptual design
proposal in response to city staff and elected official comments. Provide computer-aided design
services to convey the proposed park improvements to the Bluford Avenue Streetscape design
firm (CPH, Inc.) and provide on-street parking design. Attend additional staff meetings and
participate in public presentations.
II. JUSTIFICATION
Additional design work was required to aid the city in making final choices for what park
elements to include and where they should be located. This process required more detailed cost
estimates than originally anticipated. Complicating the process is the need to interact with other
capital projects, such as the Ocoee City Hall Replacement and Bluford Avenue Streetscape
projects.
III. NARRATIVE OF NEGOTIATIONS
Staff worked with the design firm to quantify the amount of additional work required for the
various additional or expanded tasks.
IV. PAYMENT
A lump sum fee in the amount of$16,300 will be added to the original cost of the work.
V. APPROVAL AND CHANGE AUTHORIZATION
The original project and funding allocation was established by issuance of a CITY purchase
order, subject to the terms and conditions contained in the CITY's solicitation, Project Manual,
Drawings, Specifications, and/or the CONTRACTOR's service and price proposal, which
collectively form the terms of an agreement between the CITY and the CONTRACTOR for the
performance of the Work. This proposed change to the agreement requires approval by the City
Commission under the CITY's Purchasing Rules and Regulations and is consistent with any
prior action by the City Commission to award the Work to the CONTRACTOR. It is expressly
understood and agreed that the approval of the Change Order shall have no effect on the original
agreement other than matters expressly provided herein.
CONTRACTOR acknowledges,by its execution and acceptance of this Change Order, that the
adjustments in contract price and time shown hereon constitute full and complete compensation
and satisfaction for all costs and modifications of performance time incurred by the
CONTRACTOR as a result of this Change Order. No other claim for increased costs of
performance or modifications of time will be granted by the CITY for the Work covered by this
Change Order. The CONTRACTOR hereby waives and releases any further claims for cost or
Lakefront Project Improvements, Change Order#1
time against the CITY arising from or relating to the matters or Work set forth or contemplated
by this Change Order.
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA S&ME, INC.
By: i/A61G By:
Signature Signature
Date: 03)1(4.71. 2, '2,07 Date:
Title: p„-,, Title:
APPROVED BY:
CITY OF OCOEE, FLORIDA
By: Date:
Rusty Johnson, Mayor
Attest:
Melanie Sibbitt, City Clerk
FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE CITY OF OCOEE
CITY OF OCOEE,APPROVED AS TO FORM COMMISSION IN A MEETING HELD ON
AND LEGALITY THIS DAY OF ,20 UNDER
,20 AGENDA ITEM NO.
By:
City Attorney
Lakefront Project Improvements, Change Order#1
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EXHIBIT"B" i
SCOPE OF WORK
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•:. PROJECT INFORMATION E
The Scope of Work includes the development of a conceptual site plan for the City's Lakefront Park as the first phase of the I
multiphase project in order to assist the City and S&ME in their scoping of the of the future construction document phase(s) I
of the project.The project area is bounded by Starke Lake and the lakefront along Lakeshore Drive south to the limits of I
City, East McKey Street, North Bluford Avenue, and the north Lakeview Street right of way line.The project area may also
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include the trailer park north of Starke Lake Studios, the western undeveloped portion of the Studios property, and any
additional land needed to implement the conceptual site plan.
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In brief,the this Conceptual Site Plan scope will confirm existing and/or propose new development programming,establish I
facility locations,estimate anticipated construction costs, develop a construction phasing plan, and seek approval from the
City prior to moving forward to the preparation of construction documents as a following scope of work.The anticipated #
program elements for the park are identified in scope of services. Although the desired conceptual site plan will cover the
entire property, construction will occur in two phases. The first phase of construction will include those portions of the ,.
property that can be reconstructed prior to the relocation of City Hall. The second phase of construction will begin with the I
demolition of the existing City Hall and the redevelopment of that area.
❖ SCOPE OF SERVICES: Civil Engineering& Landscape Architecture i
S&ME understands that this site planning scope of services will precede and may parallel the design efforts associated with I
other City projects, including the new City Hall, expansion of the Lakeshore Center, and nearby roadway and stormwater I
improvements. S&ME will reserve areas for the building envelopes for the City Hall and Lakeshore Center as a part of the
site planning scope of services until such time that the respective design teams have proposed and the City has approved I
conceptual floor plans.Once the conceptual floor plans have been approved by the City,S&ME will update the site plan and I
estimate of probable construction cost to accommodate the footprints.
1.0 DESIRE
1 1.1 Client Objectives —The City of Ocoee (Client) desires the S&ME Team to produce a conceptual site plan for the i
City's Lakefront Park area that will direct the future development of the site. It is anticipated that the site planning I
effort will contain the following components: ,
• Commission/Stakeholder Outreach
• Coordination with City Hall&Lakeshore Center Design Teams
• Overall Site Plan
• Cost Estimate E
• Implementation and Phasing Plan s
1.2 Preliminary Development Program—The Preliminary Development Program for the park may include:
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• Lakefront Open Space
• Boat Ramp&Parking
• Fishing Piers, Boardwalks,and Docks !
• Lakefront Erosion Control Measures/Features I
• Gazebo Replacement to Provide an Outdoor Wedding Site/Venue E
• Green Stormwater System
• Parking for all Facilities(New City Hall,Expanded Lakeshore Center,and the Park)
• Stormwater and Lakefront Restoration
• Lift Station Site
• Small Splash Pad
• Skate Elements
• Open Air Amphitheater(similar to Central Florida Fairgrounds)
SWM June 6,2017
Ocoee Lakefront Park Conceptual Site Plan 1 of 5
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• Bike Trail Terminus
Companion projects to be considered in the design,but designed by others: F
• Lakeshore Center Expansion
• City Hall Relocation
• Bluford Avenue Reconstruction
• McKey Street Reconstruction
• Off-site Stormwater Improvements
• Off-site Wastewater Collection fi
• Restaurant
• Bed&Breakfast
1.3 Approval Strategy-The Client will be the decision maker for the project and will receive input from other project
stakeholders in their decision making. The Client will approve the Final Site Plan for adoption.
1.4 Project Schedule—The anticipated schedule for the project is seven(7)weeks from notice to proceed.The first four
(4)weeks are to include the work up to the City Commission presentation and the final three (3)weeks will entail
the completion of the site planning and documentation.
1.5 The S&ME Team includes the following expertise made-up of both in-house and sub-consultants (not all of these
will have a significant role in the initial site plan development):
• Project Manager/Public Participation—S&ME
• Landscape Architect—S&ME
• Civil Engineer—S&ME
• Dock,Boardwalk,Ramp,and Fishing Pier—Applied Technology&Management
• Electrical Engineering—Bobes&Associates
1.6 Kick-off Meeting—S&ME will conduct a Kick-off Meeting with the Client. The purpose of the kickoff meeting is to
review the project work flow and process and introduce team members to the Client. A preliminary agenda for the
kick-off meeting includes:
• Team responsibilities&resources
• Client responsibilities&resources
• Stakeholder involvement
• Scope Review
• Project Schedule
• Critical Meeting Dates
• Program&Objectives
• Administration—budget,billing,progress reports,additional services requests,and collections process
• Communication plan
• Approval Process
• Base Data review
• Deliverables/final product(s)
• QA/QC process
1.7 Team Meetings —S&ME will conduct weekly team meetings (or calls) for the duration of the project in order to
have an efficient line of communications between all parties.
Deliverables:
• Kickoff Meeting Notes
• Project Schedule
• Team Member Contact Information
StsME June 5,2017
Ocoee Lakefront Park Conceptual Site Plan 2 of 5
2.0 DISCOVERY
2.1 Data Collection—In preparation for the design phase, S&ME will collect or assemble Client-provided data in order
to prepare a base map and a list of opportunities and constraints for the project. Such data include:
• Data Collection—existing studies,plans,surveys,and aerial photographs
• Base Survey and Topography
• Easements
2.2 Natural and Cultural Project Evaluation/Overview—The S&ME Team will review existing data provided by the City
and as available to determine the following:
• Soils,Muck,and Water Table(USDA or site-specific study)
• 100 Year Flood Hazard Area(FEMA)
• Shoreline/Boating Basin Dredging potential
2.3 Transportation System Overview
• Roadways,/Trails-Existing and Proposed Roadways,Bikeways,and Trails
• Programmed and Planned Park Improvements
• Parking Site Plan Requirements
2.4 Water/Sewer,Utilities and Stormwater
• General Water/Sewer Locations and Points of Connection (POC)
• General Stormwater Conditions,and Land Needed for Facilities
• Utility Easements Locations(provided by Client)
• Multiple-use Stormwater Opportunities
• Appropriateness of Rain Gardens and other Stormwater Best Management Practices(BMPs).
• Re-Use Availability
2.6 Preliminary Development Program— Based on the information obtained through the Discovery Phase above, plus
programming meetings for the Lakefront Park,the S&ME Team will prepare a preliminary development program.
Deliverables:
• Base Map
• Summary of Site Review Findings
• Meeting Minutes
• Preliminary Development Program
3.0 DESIGN—Site Plan Development
3.1 Design Charrette—S&ME will conduct a one (1) day Design Charrette with the Client, key design team members
and City-identified and invited Key Stakeholders. In preparation of the Design Charrette, S&ME will collect
comparable/precedent imagery.The Charrette agenda will include the following.
• Morning
o Commission&Staff Kickoff
o Presentation of Discovery Findings
o Review of Comparable Projects/Benchmarking
o Opportunities/Constraints
o Review of Preliminary Development Program
o Site Tour
o Design Session
• Afternoon t
o Design Session
o Pinup Review
SBME June 5,2017
Ocoee Lakefront Park Conceptual Site Plan 3 of 5
Following the Design Charrette, S&ME will produce a summary report documenting the results and the work
products generated and the direction received from the City during the pinup review.
3.2 Conceptual Site Plan—Based on the results of the Charrette and discussion with staff,the S&ME Team will prepare
a single hand drawn illustrative Conceptual Site Plan with options for various components of the plan.
3.3 S&ME will prepare a utility master plan for the Project area addressing existing and proposed water,wastewater,
and electrical service to the project site.This plan will based upon the schematic programming for existing facilities,
plus the proposed City Hall and building expansion of the Lakeshore Center,as provided by the architectural design
teams of each project. Based upon Client input, S&ME will also address the proposed bed and breakfast and
restaurant sites.Specifically:
■ S&ME will perform preliminary potable water and sanitary sewer demand calculations for the proposed uses
for the area east of Bluford Ave,north of Oakland Ave,and south of Lakeview St,in an attempt to propose stub-
out pipe sizes and locations in coordination with surrounding infrastructure improvements. S&ME will then
translate the results into an overall graphic for distribution to the city.
• S&ME's sub-consultant will visit the site, coordinate with the electrical provider, review anticipated electrical
needs for associated City projects and provide an overall graphic for the City's use in anticipating service routes.
3.4 Based upon the conceptual site plan and proposed programming, S&ME will prepare a preliminary opinion of
probable construction costs.
3.5 Conceptual Site Plan Review — S&ME will be available to assist City staff with a project update to the City
Commission on the Conceptual Site Plan and plan options.The graphics provided to City staff for the presentation
will include a plan view illustrative rendering, precedent imagery, up to three(3) perspective renderings and up to
three(3)cross sections.
3.6 Revised Conceptual Site Plan—Based on the comments received from the City Commission presentation,the S&ME
Team will prepare one (1) Revised Conceptual Site Plan for the Lakefront Park Site. This Conceptual Site Plan will
include site sections and elevations to help convey the design intent of the project.
3.7 S&ME will provide an updated opinion of probable construction cost for the Revised Conceptual Site Plan based
upon input received.
3.8 Client Review—S&ME will review the Conceptual Site Plan and updated cost estimate with the City Staff. Following
the review,the City will prepare a set of consolidated written comments for the preparation of the Final Site Plan.
At this point,S&ME may be requested by the Client to slow or pause actively working on the project until such
time that preliminary conceptual floor plans are available from the Client for the City Hall and Lakeshore Center
design efforts.It is anticipated that this suspension of work may last up to 2 months,depending upon the City's
project schedules.
3.9 S&ME will coordinate our work with the City Hall and Lakeshore Center architects (Zyscovich and Rhodes+ Brito,
respectively).S&ME will be available to meet with the architects and City staff to discuss the design of the facilities
and their integration into the site plan.
3.10 Final Site Plan—Based on the comments received the S&ME Team will prepare a Final Site Plan for the Lakefront
Park. The plan will be a hand drawn illustration, which will also include a phase 1 development scenario which
meets the phase 1 construction budget. The Final Site Plan will be an illustrative rendering and will include updated
site sections and elevations to help convey the design intent of the project. The plan will be accompanied by an
updated opinion of probable construction costs.
Deliverables:
SBME June 5,2017
Ocoee Lakefront Park Conceptual Site Plan 4 of 5
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MOM
Additional Service Request
DATE: December 14, 2017 PROJECT NO.: 5271 17093
TO: Mr.Al Butler
City Project Manager
150 N. Lakeshore Drive
Ocoee, FL 34761
FROM: Bruce Hall
PROJECT NAME: Ocoee Lakefront Park
ADDITIONAL FEES:
Hourly Time& Materials NTE $ X Lump Sum Amount $ 16,300
Additional services will be provided in accordance with the terms and conditions contained in our base agreement
for services dated JUNE 13, 2017.
Description of Work:
As discussed, S&ME is submitting this Additional Services Request for services provided beyond the agreed upon
scope of services and City of Ocoee PO No. 1424779.The following efforts made by S&ME were in response to
the City's continued study, and exploration of design alternatives and considerations.
• Advancing of Concepts A& B beyond the charrette design phase
• Developing cost estimates for Concepts A& B
• Multiple Changes to Concept C in response to staff meetings and commissioner input
• Multiple cost estimate updates to Concept C in response to changes
• CAD design of Buford Avenue
• Additional meetings with staff
Accepted and Authorized:
BY:
TITLE:
DATE:
CLIENT'S PROJECT NO.: PO No. 1424779
Sincerely,
S&ME,Inc.
Bruce C. Hall, PLA, ASLA Jay R. Hood, PLA,ASLA
Principal Project Manager Director of Landscape Architecture
S&ME,Inc.11935 21st Avenue South I Nashville West,TN 37212 I p 615.385.4144 I www.smeinc.com
• Project Program
• Charrette Summary
• Conceptual Site Plan&Cost Estimate
• Revised Site Plan&Cost Estimate
• Final Design
• Identification of Facilities to Be Constructed in each Phase
❖ EXCLUDED SERVICES
Services that may be required,which S&ME can provide,but are not part of this proposal include the following.
• Preparation of additional concepts,schematic site design(s),and/or alternative analyses for review and approval by the
Client or agencies beyond those identified for use in the City Commission presentations.
■ Rendered site plans or exhibits for public,community,or neighborhood meetings.
• Construction documents
• Development of a detailed Civil3D model of the proposed finished grade.
• Zoning changes, appeals, neighborhood meetings to review elements of design or approvals, easement documents,
rendered plans,or other related services not included in the above-described scope of services.
• Preparation of a traffic study on adjoining or nearby public streets.
• Flood study/analysis
• Additional Construction document packages such as "fast-tracked' or phased drawing releases, other than described
above.
• Off-site improvements(including utilities, drainage, roads, etc.), public improvements on-or off-site or easements for
any required public improvements.
• Preparation of Site Lighting Plan.
■ Design or evaluations of water, wastewater, or stormwater pumping stations or treatment systems (should it be
determined that any are required to serve any portion of the site).
• Environmental assessments, studies, or evaluations for U.S. Army Corps of Engineers 404 Permits, FEMA submittals,
hazardous or toxic waste investigations,wetland determinations,or EPA water quality-permitting analysis not included
in the above-described scope of services.
• Making revisions to the drawings for changes required by the Client after drawings have been submitted for review and
permitting.
• Making revisions in drawings or other documents when such revisions are inconsistent with written approvals or
instructions previously given; required by the enactment or revision of codes, laws or regulations subsequent to the
preparation of such documents;and/or due to other causes not solely within the control of S&ME.
❖ FEES
Our professional fees for the above-described services will be invoiced as per the below fee schedule.Included in the below
fees are reimbursable expenses incurred on the Project's behalf, including mileage, printing, plotting, photocopies,
reproduction, postage, long distance telephone, facsimile, express mail and/or courier services. Applications,capacity and
impact fees associated with application filings shall be the responsibility of the Owner or reimbursed to S&ME outside of
the expenses contained in this proposal. S&ME will bill monthly for all work performed and expenses incurred on the
Project's behalf. Unpaid invoices after 30 days will accrue service charges at 1 1/2% per month and include any costs of
collections and reasonable attorney's fees.
Task 1—Desire &Discovery $7,500
Task 2—Design $38,800 1
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Total Fee $46,300
S&ME June 5,2017
Ocoee Lakefront Park Conceptual Site Plan 5 of 5