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2014 10 13 Consent 306 CPH Design Public Works Administration BuildingCOMMISSION AGENDA ITEM 306 REQUEST: Informational Consent X Public Hearings Regular October 13, 2014 KS KL Regular Meeting City Manager Department The Utility/Public Works Department requests the City Commission's authorization to execute a task order with CPH, Inc. in the amount of $44,000.00 for the architectural /engineering design of the proposed Administration Building at the Public Works Compound. SYNOPSIS: The proposed Administration Building at the Public Works Compound is being redesigned by CPH as an approximately 4,900 square foot building. The original design by SRI in 2005 was for a 6,800 square foot building which was not built with the rest of the improvements at the Public Works Compound in 2007 due to budget constraints. CONSIDERATIONS: This agenda item is needed to complete the administration building at the Public Works Compound. The Public Works compound was designed, bid, and built from 2005 to 2007. Due to the booming economy at the time, only one general contractor submitted a bid at the time and the prices reflected the prevailing demand for construction. The 6,800 square foot administration building was deleted from the bid award to keep the project within budget and the rest of the project was successfully built and occupied in 2007. Subsequently, an office trailer was rented for the PW compound at an annual cost of $8,000 and the staff remaining at the Flamingo Ave. office were moved to the trailer prior to turning the use of the Flamingo office over to the Police Dept. We have solicited a proposal from CPH to redesign the original building down to about Consent 306 PAGE 1 OF 2 - October 13, 2014 4,900 square feet which is more in line with current and foreseeable future staffing and organization needs. The same exterior appearance approved in the original aesthetic review will be followed. The cost for the task proposal is $44,000 which includes design development, construction documents, permitting and bidding support. It is being submitted in accordance with the Agreement for Architectural Services with CPH approved on August 24, 2009 in response to RFQ #011- 09 -KL. The scope of work is expected to be complete in 120 days. FISCAL IMPACT: The cost for the design development, construction documents, permitting and bidding is $44,000. These costs have been budgeted in the Utility/Public Works Facility Fund - #311. The $8,000 annual rental on the trailer would be eliminated when completed. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends the City Commission authorize the execution of a task order with CPH, Inc. in the amount of $44,000.00 plus a 10% contingency for the design of the proposed Administration Building at the Public Works Compound funded by the Utility/Public Works Facility Fund - #311. ATTACHMENTS: 1. CPH Architectural Services Proposal 2. PW Compound Site Plan Consent 306 PAGE 2 OF 2 - October 13, 2014 September 15th, 2014 Mr. Kipton Lockcuff PE Utility / Public Works Director 1126 East State Road 434 Winter Spring, Florida 32708 Re: Architectural / Engineering Task Proposal for a New Office Facility Utility Public Works Compound Dear Mr. Lockcuff: We are pleased to provide the following A/E fee proposal for a new 4900 square foot office facility that will be located in the Utility Public Works Compound. Our fee will be based on the enclosed schematic design plans dated July 22, 2010. The proposed design included a lobby / reception area, six private offices, one conference room, general open office area for cubical office arrangements, IT room, mechanical equipment room for HVAC, miscellaneous storage rooms and a break room. The existing proposed building pad already has utility extensions available including domestic and fire water supply, sanitary, storm and electrical power. Basic construction shall be concrete slab on grade, reinforced concrete masonry walls weatherproofed with a stucco finish, pre-fabricated wood trusses protected with a prefinished metal standing seam roof system. Interior finishes shall include painted gypsum board, suspended ceiling panels and flooring shall include a mixture of ceramic tile and carpet. The building will be fully protected with a fire sprinkler system. With respect sustainable design we will provide the following: Exterior walls and roof areas will be properly insulated to meet and exceed code requirements. Window and door units shall be double glazed, Energy saving mechanical HVAC equipment and lighting systems will be specified along with water saving devices for all the plumbing fixtures. Please note that service to provide LEED Certification has not been included in this proposal. Our services to complete and design and assist with bidding and permitting shall include the following services: Design Development Phase Prior to start of Design Development Drawings, plans will be updated to meet the owner's latest spatial room requirements. Additional architectural details shall be provided for further confirmation and general understanding of design regarding structure, plumbing, heating ventilating and air conditioning and lighting layouts. Exterior elevations will be further detailed to include construction details that will complement existing structures on site. (Metal roofing, Window and Stucco details and storm drainage treatments) A probable cost of construction will be provided for review and approval. Plans will also be checked for meeting Florida Building and Fire Code and ADA requirements. Construction Documents Phase Construction drawings and performance specifications shall be prepared to 60% for owners review. Quality Assurance / Quality Control measures are taken to verify that total coordination has been verified between all divisions of work. Prior to release of 100% completed drawings, an adjusted statement of probable construction cost will be provided. Bidding / Permitting Phase During the Bidding Process, it is understood the owner will handle the distribution of plans and specifications to all bidders and suppliers. We will address written RFI's and Addendum's as required to keep all parties informed prior to bid opening. We will assist with review • bid proposals and provide recommendations based on qualifications and experience • lowest bidders. In reference to permitting, CPH will properly submit documents to the building tepartment and respond to all plan review comments. Administration Phase This phase of service will be reviewed after completion of the Bidding / Permitting Phase of work. Fee Proposal piilA -:16W F $44,000.00 excluding reimbursable costs. Design Development Phase Construction Documents Bidding / Permitting Administrative Phase $13,500.00 $27,000.00 $3,500.00 rw• IHAIA� Total $44,000.00 1111RT IN I • We look forward to being of service. In the meantime if you have any questions • concerns, please feel free to contact me at any time. Sincerely: • hn Baer AIA Vice President / Associate CPH C Z o E WW4 7 2 O Z ci goo ca '� p � m a o � a z p 9 LLI W? f ert o ,, o Wn x v Z - 6• �_. � ® I � � � ° � O � �^ IoW , ' �' /I' TIC` I. O ...... 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