HomeMy WebLinkAboutDover, Kohl & Partners - Scope of Work -1998 01 13
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Scope of Work
DOVER, KOHL & PARTNERS and their subconsultants THE GIBBS PLANNING GROUP, and MICHAEL
DESIGN ASSOCIATES, INe. (hereinafter referred to as 'the Consultants') will accomplish the tasks described
below on behalf of THE CITY OF WINTER SPRINGS, FLORIDA (hereinafter referred to as 'the Client').
STEP I
The Consultants will create a Master Plan for approximately 230 acres for the town center of Winter
Springs on behalf of the Client. This plan will be created through a combination of an on-location design
session and work carried out in the offices of the Consultants.
Task 1: Kick-off Presentation
Task la - Kick-off Presentation
The Consultants will present a slide presentation to the City Commission of Winter Springs on the
basic principles of urban design and traditional town centers.
Task Ib - Base Map I Design Session Setup Coordination
The Consultants will collect base information provided by the Client and work with the City of Winter
Springs to coordinate design session logistics.
Task 2 - Field Evaluation and Market Analysis
The Consultants will visit the surrounding area including, adjacent/regional shopping centers and
the projected residential growth ar~as within the proposed trade area.
The Consultants will review existing demographic data: household income, age, growth, etc. (as
supplied by the City and available on our data base). The Consultants will define a primary and
secondary trade area for the proposed town center development area.
The Consultants will complete a qualitative analysis of the areas retail development potential
based upon: pedestrian circulation; general vehicular circulation patterns, proposed adjacent
residential and office construction, as well as other relevant conditions.
The Consultants will prepare:
. a map identifying the location of all major retail centers in the study area primary and
secondary areas.
. GIS maps of key demographic factors of the market by census tract.
. . a written summary of the relevant population and demographic characteristics of the trade
area.
. a written summary of the study area and provide a void analysis for the market with
specific recommended retail category types, tenant mix, targeted retailers, and appropriate
contacts when available.
Proposal to Mr, McLemore, The City of Winter Springs January 8. 1998 Page 2 of 11
Task 3: Design Session
The Consultants will conduct a design session of at least seven days. The Consultants will design a town
center for the City of Winter Springs. The C;onstiltants will gather and incorporate input with other
participants or local experts as determined necessary in coordination with the Client.
The Client will arrange the locationfor the on-location work and the following: Sixteen 3' x 6'folding
tables; a minimum of 100 stacking chairs; electrical power; 24 hour access to aphotocopier, telephone
and fax machine; and meals & refreshments for 7 days for 12 consultants + others as you deem
appropriate.
The room chosen for each design session should ideally be on or very near to the site, and should include a
large, well-lit and air conditioned space, with room to rearrange chairs & tables into a variety of
configurations, and with the ability to be darkenedfor minor presentations.
Task 3a - Conference Room Sessions:
The Consultants will conduct interviews and meetings with individuals or small groups chosen by the
Client. Suggested groups include the Florida Department of Transportation, vested stakeholders,
business owners, property owners, and neighborhood representatives. These sessions will last
approximately 1.5 hours each. These sessions give an individual forum to key stakeholders to discuss
relevant issues and design possibilities.
Task 3b - Design the Physical Plan
The Consultants will design an overall physical plan showing streets, blocks, curbs, public spaces, new
& existing buildings, and civic buildings at a scale to be determined, and in color suitable for
publication.
. Task 3c - Illustrate Design Concepts for the Town Center
The Consultants will draw perspective renderings (3-4) illustrating the conceptual character of the
Town Center. These drawing will be hand drawn and in color.
Task 3d - Urban Retail Plan
'The Consultants will prepare the Urban Retail Plan which will include:
. a written summary of the physical options for the property, where applicable, including
suggested reuse and/or demolition of existing structures.
. identification of specialty, regional and national retail, service and entertainment tenants that
meet the above market study criteria and that could be appropriate for the site.
. a statement of qualitative opinion regarding supportable retail development in and around the
Town Center.
. . a master leasing/tenant mix plan for the study area illustrating potential locations for retail,
residential, office, civic, entertainment and service businesses.
. an overall phasing and development plan for retail mix.
Task 3e - Urban Greenspace System Element
The Consultants will provide an interconnected greenspace system plan through the Town Center.
The greenspaces will be designed to create exciting vistas and views to public and commercial
buildings and features. The plan will be designed to promote circulation, and public gathering
functions such as art festivals, political events, and other civic and comerc!al ventures,
. Parks of all scales (passive and active)
Proposal to Mr, McLemore, The City of Winter Springs January 8, 1998 Page 3 of 11
. recreation facilitieS (associated with the greenspace system)
. Overland stormwater transfer system (incorporating wetlands, ponds, and streams)
. Boulevard greenspaces
Task 3f - Circulation Element
The Consultants establish a multimodal and interconnected street system. The community will be
pedestrian and bicycle friendly, and the vehicular traffic will be calmed with a variety of design
devices. Coordinate with City Engineer regarding utility requirements.
Task 3g - Design Session Presentation
The Consultants will make a presentation of work-in-progress to the City Commission at the end
of the design session. This presentation will:
. briefly review the design session activities;
. describe the results from the design session;
. present the design session work products;
. show the significant details of the physical Plan;
. show the significant details of the Retail Plan; and
. seek the advice and reaction of the Commission regarding the design at that point.
Task 4: Finish Design Work and Final Presentation
After the design session presentation, the Consultants will return to their offices to complete their work.
This will include updating the design, completing any work products not finished during the design
session, and incorporating input from the Commission. They will return to the City of Winter Springs
approximately three weeks later to present the Final Work Products to the City Commission.
STEP II
This step is conditional upon the approval of the final plan and work products in-concept by the City
Commission at the conclusion of STEP I.
Task 1: Urban Design Graphic Code
The Consultants will prepare a prescriptive graphic code for the town center plan in two drafts. This will
include a first draft for comments from the Client and City staff and a final version based upon those
comments and refinements. The codejs likely to include:
1. A Regulating Plan, showing build-to lines and street or building types;
2. A Basic Standards section governing details such as building placement, location of
architectural elements, parking, and lot coverage;
3, Street Standards regarding elements within the right-of-way and the relationship of buildings to
the street; and
4. Architectural Standards prescribing a palette of materials and acceptable architectural features.
Proposal to Mr. McLemore, The City of Winter Springs January 8, /998 Page 4 of 11
Work Products
The following list summarizes the work products from the tasks described above:
Step I
Task 2: Field Evaluation and Market Analysis
1. A map identifying the location of all major retail centers in the study area primary and secondary
areas.
2. GIS maps of key demographic factors of the market by census tract.
3. A written summary of the relevant population and demographic characteristics of the trade area.
Task 3: Design Session Work Products
1. Master Plan, at an appropriate scale, hand drawn and suitable for publication.
2. Perspective Renderings (3-4), hand drawn and suitable for publication.
3. . Diagrams, representing various concepts such as public space, transportation, and connectivity.
4. Retail Plan illustrating tenant mix and overall phasing.
Task 4: Final Work Products
1. Completed and Final work products from the design session (Task 3).
2. Final Master Plan, in AutoCAD format.
3. Phasing plan illustrating initial projects within the plan.
4. Final Written report of the Urban .Retail Plan.
5. A CDROM of the Final Presentation Slide Show.
STEP II
Task 1: Urban Design Code
The code is likely to include:
.1. A Regulating Plan, showing build-to lines and street or building types;
2. A Basic Standards section gQverning detai!s such as building placement, location of
architectural elements, parking, and lot coverage;
3. Street Standards regarding elements within the right-of-way and the relationship of buildings to
the street;
4. Architectural Standards prescribing a palette of materials and acceptable architectural features;
and
5. Landscape Standards prescribing streyt trees species, public green spaces requirements, and
green ways edge conditions.
Proposal to Mr. McLemore, The City of Winter Springs January 8, /998 Page 5 of J J
Proposed Schedule
. January . Execute contract; Begin Step I
. Task 1: Kick-off Presentation
. Arrange Design session Logistics
February . Task 2: Field Evaluation / Market Analysis
Feb. 11-13 . Task 3: Public Design session
Feb. 16-20
March 23 . Task 4: Final Presentation
When Authorized . Begin Step II :Graphic Code (schedule to be determined)
Ongoing . Followup work, hourly as requested
Proposal to Mr. McLemore, The City of Winter Springs JanuGI}' 8, 1998 Page 6 of JJ
Base Information
To perform the work the Consultants shall be provided by the Client with the following types of base
information:
- BASE MAP(S), which indicate existing conditions within the study area, including property
lines, buildings, rights-of-way, easements, curb lines, driveways, and sidewalks, plus any
environmental limitations if known, etc; These maps should be in AutoCAD format or comparable
computerizedfiles, and should be provided as hard copy at a scale to be determined in
coordination with the Client.
- CURRENT ZONING or FUTURE LAND USE MAP, and supporting information as necessary to
interpret the map
- AERIAL PHOTOGRAPHS, in plan view, such as 'REDI-Maps', at the largest possible scale and
preferably in color
- PROPOSED PLANS (if any)for developmentsfor the site, including development program,
phasing, site plan and any submitted traffic analysis
- OTHER RELEVANT INFORMATION, such as existing zoning regulations, street standards,
historical background, previous studies etc.
- OWNERSHIP MAP, reflecting current ownership of land parcels and lots within the study area.
Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 7 of 11
Fees & Reimbursable Expenses
The Consultants and their team agree to perform the work described above forfees not-to-exceed $147,500.
Reimbursable expenses are estimated at $18,000.
Fee Breakdown:
Fees Expenses
STEP I
Task 1: Kick -off Presentation $ $ 250
Task 2: Market Analysis / Retail Plan 27,500 5,500
Task 3: Design Session 75,000 7,000
Task 4: Finish Design / Final Presentation 20,000 3,500
SubTOTAL $122,500 $16,250
STEP 11*
Task 5: . Urban Design Code $ 25,000 $ 1,750
TOTAL $147,500 $18,000
*STEP II is conditional upon the approval-in-concept of the final plan and work products by the City
Commission at the conclusion of STEP I.
Reimbursable expenses include long distance tolls, faxes, lodging, meals, travel expenses, mileage, and
reprographic services. To minimize expenses it is essential to schedule the on-location work well in
advance. Any additional services shall be charged on an hourly basis with the Client's approval. Hourly
rates are as follows: $175 per hour for Victor Dover; $100 per hour for project managers, staff designers,
architects, illustrators; $75 per hour for draftpersons and assistants; and $35 per hour clerical work.
PAYMENT TERMS:
The Consultants require a non-refundable retainer/deposit of 25% ($35,000) prior to scheduling and
beginning the work. Invoices will be at the end of each Task with the balance due 15 days upon receipt.
Overdue accounts are charged a late fee of 1.5% per month.
Payment Schedule: .
FEES Est. Expenses
STEP I
Sign Contract (Retainer / Deposit) $ 35,000 $ 0
End of Task 3 72,500 13,250
End of Task 4 15,000 3,000'
STEPI TOTAL $122,500 $16,250
STEP II
Retainer / Deposit $ 5,000
End of Task 5 20,000 $ 1,750
STEP II TOTAL $ 25,000 $ 1,750
Proposal to Mr, McLemore, The City of Winter Spring,~ January 8, 1998 Page 8 of 11
Terms & Conditions
CHANGES IN THE SCOPE OF WORK:
Changes in the scope of work may be accomplished after execution of this agreement, and without
invalidating this agreement, by Change Order.
A Change Order is a written instrument prepared by the Consultants and signed by the Client and the
Consultants stating their agreement upon all of the following:
1. a change in the Scope of Work;
2. the amount of the adjustment in the Total Fees, if any; and
3. the extent of the adjustment in the Schedule, if any.
TERMINATION OF THE WORK:
If this project is suspended or delayed for any reason after work has' begun, the Consultat:1ts shall be paid for
all work to date and all reimbursable expenses to date. The retainer shall be credited toward this amount.
OWNERSHIP OF DOCUMENTS:
In "the course of this project, drawings, graphic aids and written materials will be produced as
documentation. Original art works. shall remain the property of Victor Dover and Joseph Kohl or the
subconsultants; a set of full-quality reproducible copies will be provided to the Client. CAD data will also
be provided on diskette to the Client for use on this and future projects. This agreement provides the.
Client with permission to publish these documents, but this permission does not extend to others without
written consent from Dover, Kohl and Partners or subconsultants; all reproductions and publications must
carry the credit 'Dover, Kohl & Partners, South Miami, FL'. If the plans or drawings are altered in any
way subsequent to their submittal by the Consultants to the Client, the Consultants shall retain the right to
remove their names from any drawings and/or documents including documents used for the permitting
and approval process, marketing, and promotion. The Client may request slides or prints taken during the
course of the project and may reproduce them at the Client's cost.
OTHER LIMITATIONS:
The Client shall indemnify and hold harmless the Consultants from all liabilities, claims, damages, costs,
and expenses including attorney's fees, incurred by, demanded, or asserted against the Consultants by third
parties as a result of the Consultants participation in providing services to the project. As part of said
indemnification, the Client shall provide the Consultants, at the sole cost and expense of the Client, with
legal council to defend against any and all such claims.
Plans, images and other items produced by Dover, Kohl & Partners and its subconsultants are for the
purposes of illustration only and do not represent a guarantee of any kind, These items are instruments of
Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 9 of l/
.
. service which remain the property of Dover, Kohl & Partners and may not be duplicated without
permission. Dover, Kohl & Partners and its subconsultants shall not have any control over and shall not
be responsible for construction means, procedures, safety precautions, or legal disclosures in the
implementation of the project, or for the errors or omissions by future consultants, developers, contractors
or government.
Hourly rates and fees in general are subject to change. The not-to-exceed fees described in this proposal
are time-critical and are guaranteed by Dover, Kohl & Partners only if this agreement is executed by both
parties within one calendar month of the date of this proposal.
Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 10 of 1 1
- , ' .
.
,
. Signatures
If the above arrangements meet with your approval, please sign below, indicate acceptance of any options,
and return an executed copy to us with the retainer so that we may schedule the work..
;&.0FD - /- /3. 98
Accepted by DOVER, KOHL & PARTNERS by Victor Dover AICP Date
,..~..---
;?t<<tII ;J ~ 1!.13/~~
A~epted for THE Crry OF WINTER SPRINGS, FL by Date
to /IJ t:\ L IJ IN. Jl/I ~ J.. ! rVl () /II!
Print Name and Title
Proposal to Mr. McLemore, The City of Winter Springs January 8, 1998 Page 11 of 11
DOVER, KOHL &, PARTNERS.
town planning
7 November 1999
VIA FACSIMILE TO (407) 327-4753
Ronald .W. McLemore, City Manager
City of Winter Springs
. 1126 State Road 434, East
Winter Springs, FL 32708
RE: Agreement for Continuing Design Services
Dear Ron:
We are happy to be of further assistance to the City of Winter Springs and to confirm our
agreement to provide additional design services relating to the agreement between Dover, Kohl
& Partners ("Dover Kohl") and the City of Winter Springs, Florida (the "City") dated January 8,
1998, and signed on January 13, 1998. It shall be our mutual understanding that additional
. design services shall include a five-day design charrette in Winter Springs, November 8-12,
1999, to address issues raised by the Wetlands Delineation Map, last updated for Schrimsher
Management on September 8, 1994, and transmitted to us on October 12, 1999.
Our fee for the additional design services shall be $25,500.00, plus reimbursable expenses.
Reimbursable expenses may include but are not limited to the following items:
(a) Graphics and reproduction expenses, such as printing, photocopying,
photographing, photo-processing, filing, and computer storage supplies and
materials;
(b) Mailing, packaging~ and shipping by couriers, overnight, express, priority; or
other type of delivery service or the U.S. Postal Service;
( c) Long-distance commtlliication charges;
. (d) Food and lodging costs;
(e) Travel and transportationcosts;and
(f) Any other misce,llaneous or out-of-pocket expenses reasonably contemplated in .
the service of the Client.
The fees shall be paid as follows: $20,000;00 shall be paid on the last day" of the charrette,
November 12, 1999, with balance paid upon~delivery of the refined master plan. Reimbursable
expenses shall become due and payable as incurred, and will be invoiced monthly or from time
to time.
Furthermore, over the past many months, the City of Winter Springs has incurred fees and
5879 Sunset Drive, Suite 1 · South Miami, FL 33143 · Tel: (305) 666-0446 ., Fax: (305) 666-0360
Dover, Kohl & Partners
Additional Design Services
Page 2 of2
reimbursable expenses that have since become past due. The remaining balance of these fees
and reimbursable expenses is $36,319,97. By entering this agreement, the City reaffirms this
obligation and agrees to immediately pay this remaining balance, plus all accrued interest.
If this . letter adequately expresses our. mutual understanding and the City would like us to
continue on its behalf, please reaffirm our agreement by signing your name and placing the date
in the space provided.
Sincerely yours,
DOVER, KOHL & PARTNERS
..~n -
Victor Dover, AICP
President
APPROVED and ACCEPTED on this . ;) d day of November, 1999.
CITY OF WINTER SPRINGS, FLORIDA
By k~~ 'If>F (--='
P'Ronald W. McLemore, City Manager