HomeMy WebLinkAboutGLE Architectural & Engineering Services Task Order 1-revised 6.5.13.GLE Associates, Inc.
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June 5, 2013
Mr. Todd Morley
Community & Economic
Development Department Director
City of Cape Canaveral
7510 N. Atlantic Ave.
P.O. Box 326
Cape Canaveral, Florida 32920
RE: Architectural / Engineering Services
Cape Canaveral City Hall
Task Order No. 1 GLE Proposal No.: 13-40474P-Revised 6.5.13
Dear Mr. Morley:
GLE Associates, Inc. (GLE) is pleased to present this proposal to provide professional consulting
services to the City of Cape Canaveral (CCC), herein referred to as the ‘Client,’ for the
referenced project. This proposal outlines our understanding of the Scope of Services, and
presents an indication of the fees that we will require to complete the project.
UNDERSTANDING
GLE has been requested to provide this proposal to develop the design, prepare the construction
documents and provide bidding and construction administration services for an approximate
18,000 square foot City Hall office building. GLE’s understanding of the preliminary Scope of
Work has been depicted in the initial proposed conceptual design and site plan prepared by GLE.
SCOPE OF SERVICES
GLE proposes to perform the following services:
CIVIL ENGINEERING SERVICES
The Scope of Services for the Civil Engineering services is as follows:
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 2
Task C1 – Due Diligence
Attendance via phone or in person, one pre-application meeting with the following agencies in
order to determine requirements applicable to the conceptual site plan presented to the City of
Cape Canaveral on October 31, 2012 which will be used as an exhibit of the proposed project.
• City of Cape Canaveral Steering Committee
• FDOT – District 5
• St Johns River Water Management District – Palm Bay Office
• Brevard County
• City of Cocoa for potable water
• City of Cape Canaveral for sanitary sewer
• FPL for electric
• Space Coast Area Transit (SCAT) for bus routes/street closing
• Brighthouse Networks and AT&T
• Florida Natural Gas
Task C2 – Site Plan Development
Based on the boundary and topographic survey provided by the project surveyor and the
approved building footprint, this task will consist of generating a site plan for the proposed
development based on our interpretation of the City of Cape Canaveral Land Development
Regulations and the conceptual site plan presented to the City on October 31, 2012. The site plan
will include the following information:
• Owner Information
• Existing Land Uses and Zoning
• Building, Parking, Driveways
• Required Setbacks, and Stormwater Detention Areas
• Hardscape, Landscape, and Streetscape Design
• Traffic Statement and Road Closure Design
• Utilities
• Anticipated Regulatory Permits Required
• Topographic Information
The site plan will be forwarded to the client for review and comment. Included in this task are
three (3) rounds of comments and revision to the site plan.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 3
Task C3 – 60% and 90% Civil Construction Drawings
Based on the site plan submitted in Phase I, this task will consist of the preparation of 60% and
90% construction drawings for the proposed development to submit for review and approval
through the City of Cape Canaveral and other regulatory agencies. The plans will be prepared in
accordance with local, state and federal guidelines and will be suitable for construction and
submittal to agencies for review. This application package will include the following
construction documents:
A. Cover Sheet
B. General Construction Notes
C. Site Plan
D. Erosion Control Plan and Details (SWPPP)
E. Horizontal Control Plan
F. Signing and Marking Plan and Details
G. Hardscape, Landscape, and Reuse Irrigation Design
H. Traffic Statement and Road Closure Design
I. Stormwater Management System Design, site specific storm drainage profiles as part of
utility coordination Paving and Grading Design and Details
J. Utility Plan and Details, including preliminary layout of dry utilities
K. Water Distribution System Design
L. Sanitary Sewer Collection and Transmission Systems, Plan and Profile
M. Demolition Plan(Structures and Right-of Way)
This proposal is based on the assumption that existing potable water and sewer gravity and force
mains are abutting the project area, have enough capacity to serve the site and that no offsite
utility improvements, design and analysis are required. The plans will reflect the size of potable
water pipe and sewer lines available within the public R/W along Polk Avenue.
Included in this task are two (2) rounds of comments and revisions to the 60% construction
drawings and one (1) round of comments and revisions to the 90% construction drawings.
Task C4 – Permitting
This task will consist of the preparation and submittal of the following applications for the
Owner’s signature and associated documentation, for subsequent transmittal to the following
agencies:
• Florida Department of Environmental Protection Notice of Intent to Use the General
Permit for Construction of Water Main Extensions
• Florida Department of Environmental Protection Notice/Application for Constructing a
Domestic Wastewater Collection/Transmission System
• NPDES, Florida Department of Environmental Protection NOI – Stormwater Discharge
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 4
• St. Johns River Water Management District (SJRWMD) - Environmental Resource
Permit
• FDOT Drainage Connection Permit
• FDOT Utility Permit
• FDOT General Use Permit
• City of Cocoa, Utility Construction Permit for potable water
• City of Cape Canaveral, Tree Removal/Land Clearing Permit
• City of Cape Canaveral, Utility Construction Permit for sanitary sewer
• City of Cape Canaveral Site Development Permit
We will also provide responses to one (1) request for clarification of information required during
the review and approval of the permits. City is responsible for initial application fees.
Task C5 – Road Closure Design
This task will consist of the preparation of a set of roadway plans suitable for submittal to the
City of Cape Canaveral. This task includes off-site roadway design associated with road closure
of City of Cape Canaveral right-or-way (Polk Street). This task includes redistribution of traffic
pattern, signing and marking, drainage, traffic control and utilities. No signal design or
coordination is included. This task includes coordination with FDOT on any ROW issues.
Task C6 - Landscape, Hardscape & Irrigation
Preliminary Landscape Design Phase
This task includes the preparation of a code landscape plan for the project and submitted to the
City as part of the site plan approval process and conceptual level hardscape design plans.
This task includes the following:
1. Attend Kick-off meeting with project team to establish concept direction and budget.
2. Site Visit to inventory existing landscape material
3. Review of pertinent land development codes for the City of Cape Canaveral.
4. Coordination with architectural floor plans and elevations, etc.
5. Coordination with proposed grading, utility locations, drainage structures, etc.
6. Preparation of 20 or 30 scale (24" x 36" drawing match line sheets) landscape design
plans addressing improvements including:
a) Landscape Design
b) Conceptual Hardscape Design
c) Specialty Feature Suggestions (i.e. future fountain, walkable paths, decorative
lighting, sun dial, mosaic planet and benches)
7. Meeting with project team to discuss preliminary design plans and budget as necessary.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 5
8. Provide “code” landscape plan for the project of sufficient detail to meet minimum
requirements for the City of Cape Canaveral Codes and Ordinances, using CAD
technology suitable for submittal to the City of Cape Canaveral as part of the site plan
approval process. This plan will be reviewed with the Client. This Task will include
three (3) rounds of revisions and a resubmittal to the City as part of the site plan approval
process.
Please note that the final design of specialty features such as fountains, arbor/trellises, public art,
etc. will be considered additional services and a scope and fee will be provided once these items
are established. Site Furnishings e.g. benches, trash receptacles, pedestrian lighting, flagpoles,
etc., will be selected and detailed by others.
Landscape Construction Document Phase
Upon Client approval of Preliminary Design Phase and Approved Code Landscape Plan by the
City as part of the site plan approval process, we will provide the following:
1. Preparation of 20 or 30 scale landscape construction plans (24" x 36" matchline drawing
sheets) suitable for bidding and construction depicting landscape locations; quantities;
and sizes including planting details, general notes, and specifications.
2. Preparation of 20 or 30 scale construction plans for hardscape areas (24" x 36" matchline
drawing sheets) depicting paving materials, grading, critical dimensions, site furnishings,
such as benches, details and installation notes.
3. Preparation of 20 scale irrigation plans in compliance with City of Cape Canaveral Codes
and Ordinances, using CAD technology suitable for submittal to The City of Cape
Canaveral and bidding by Contractors. The irrigation plans shall include all head, main,
and valve sizes and locations, controller type and location, specifications, detailed
drawings, and installation notes.
Task C7 – Final Construction Drawings
Based on the 90% construction drawings prepared in Task C3 and applicable changes outlined
above, this task will consist of the preparation of final construction drawings for the proposed
development to submit for review and approval through the City of Cape Canaveral along with
an Opinion of Probable Costs (OPC) for the approved design.
Task C8 – Meetings and Public Involvement
This task will consist of arranging and attending meetings as specified below with the
project/client team, City staff, and/or public meetings in support of the development application.
Further meetings shall be provided on an as-needed basis at the hourly rates provided. It is
anticipated that the following formal and informal meetings and presentations will be required:
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 6
1. Project Management: Attend meetings with the Client to discuss and review the design
documents. We assume that six (6) meetings will be required for this task.
2. Planning and Zoning Board: One (1) presentation to the P&Z Board.
3. Community Appearance Board: One (1) presentation to the Community Appearance
Board.
4. City of Cape Canaveral City Council: One (1) presentation to the City Council.
Note: All presentation materials will be provided to the client for public record purposes.
Task C9 – Construction Phase
Bid Document Preparation and Contractor Notification.
Preparation and assembly of construction bidding documents, including specifications for the
subject Work and the construction contract, based on “Standard General Conditions of the
Construction Contract” (EJCDC No. C-700, 2002 edition) prepared by the Engineers Joint
Contract Documents Committee. Issue bid packages for the submittal of quotations to perform
the work and conduct pre-bid meetings with potential bidders. Tabulate the bids received and
evaluate the compliance of the bids received with the bidding documents. Prepare a written
summary of this tabulation and evaluation. If requested by the Client, Consultant will notify the
selected Contractor.
Construction Administration
Respond to reasonable and appropriate Contractor requests for information and issue
clarifications and interpretations of the Contract Documents as appropriate to the orderly
completion of Contractor's work. Perform such work within two (2) working days of receipt.
Scope performed under this task is estimated to be performed up to 40 hours. Additional time
will be billed as an additional service at the contractual hourly rate.
Construction Site Visits
This task consists of making on-site construction observation visits. Site visits to observe
construction of site improvements related to the certification of completion for applicable
agencies and Contractor is estimated to be performed up to 40 hours. Additional time will be
billed as an additional service at the contractual hourly rate.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 7
Shop Drawings
This task consists of the review of one (1) round of Shop Drawings and approve or take other
appropriate action with respect to water, sewer and drainage Shop Drawings, within three (3)
working days of receipt, and other data which Contractor is required to submit, but only for
conformance with the information given in the Contract Documents. Such review and approvals
or other action will not extend to means, methods, techniques, equipment choice and usage,
sequences, schedules, or procedures of construction or to related safety precautions and
programs. MOT provided by contractor. Plans will reference applicable FDOT standards.
Civil Engineering Services Not Included
Any other services, including but not limited to, the following are not included in this
Agreement:
• Title research
Civil Engineering Additional Services
Any services not specifically provided for in the above scope, as well as any changes in the scope
will be considered additional services and will be performed at our then-current hourly rates.
Additional services we can provide include, but are not limited to, the following:
1. Site Plan revisions beyond those specified above
2. Civil Engineering beyond those stated above
3. Off-site Roadway, Intersection, Drainage and Utility Design beyond those specified
above
4. Landscape and Irrigation design other than that specified above
5. Platting Services
6. Additional traffic data collection, studies and analysis not specified above
7. Agency permitting and fees beyond that stated above
8. Meetings and site visits other than those specified above, including attendance at public
hearings
9. Further Construction coordination, bid document preparation, permitting
10. Environmental Services
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 8
ARCHITECTURAL AND BUILDING ENGINEERING SERVICES
(Architectural, MEP, Structural)
GLE and the Client have discussed incorporating sustainable design elements where possible and
where feasible for the project budget. LEED certification is excluded from this proposal,
although throughout the design process GLE will review specific sustainable items with the
client. These items include, but are not limited to, the following:
• Public Transportation Access
• Bicycle Storage
• Water Efficient Landscaping and reclaimed irrigation water where necessary
• Minimum Energy Performance appliances
• Recycled content building materials, where achievable,
• Outdoor Air Delivery Monitoring
• Increased Ventilation
• Low-Emitting Adhesives, Paints and Carpet
• Lighting systems controllability
Task A1.0-Schematic Design Documents (30%), services consisting of continued development
of the previously proposed conceptual design and include but not limited to:
1. Review space allocation provided by owner. The desired building is to be approximately
18,000 gross square feet.
2. Schematic building plans.
3. Schematic building elevations.
4. Preliminary selection of building systems and materials.
5. Development of approximate dimensions, areas and volumes.
6. Written Narrative of proposed MEP (Mechanical, Plumbing, Electrical and Backbone for
Communications) systems.
Task A2.0-Design Development Documents (60%), services consisting of continued
development and expansion of the owner approved Schematic Documents and include but not
limited to:
1. Preliminary plans, sections and elevations.
2. Typical construction details.
3. Final materials selection.
4. Equipment layouts.
5. Preparation of a Statement of Probable Construction Cost.
6. Specifications:
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 9
a. Development of architectural outline specifications or itemized lists and brief
form identification of significant architectural materials, systems and equipment,
including their criteria and quality standards.
b. Coordination of similar activities of other disciplines.
Task A3.0 -Construction Documents, services consisting of preparation of:
1. Drawings based on approved Design Development Documents setting forth in detail the
architectural construction requirements for the Project.
2. Specifications:
a. Assistance to the Client in development and preparation of bidding and
procurement information which describes the time, place and conditions of
bidding, bidding forms, and the form(s) of Agreement between the Client and
Contractor(s).
b. Assistance to the Client in development and preparation of the Conditions of the
Contract (General, Supplementary and other Conditions).
c. Development and preparation of architectural Specifications.
d. Coordination of the development of Specifications by other disciplines.
e. Compilation of Project Manual including Conditions of the Contract, bidding and
procurement information and Specifications.
Task A4.0 -Bidding and Negotiations services consisting of:
1 Bidding Materials services consisting of organizing and handling Bidding Documents.
2 Addenda services consisting of preparation and distribution of Addenda as may be
required during bidding or negotiation.
3 Bidding/Negotiation services consisting of:
a. Participation in pre-bid conference.
b. Responses to questions from Bidders or proposers and clarifications or
interpretations of the Bidding Documents.
c. Attendance at bid opening.
d. Documentation and distribution of bidding results.
4 Bid Evaluation services consisting of:
a. Evaluation of bids or proposals.
b. Recommendation on award of Contract(s).
c. Preparation and distribution of sets of Contract Documents for execution by
parties to the Contract(s).
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 10
Task A5.0 -Contract Administration, services consisting of:
1 Submittal Services consisting of:
a. Processing of submittals, including receipt, review of, and appropriate action on
Shop Drawings, Product Data, Samples and other submittals required by the
Contract Documents.
b. Distribution of submittals to Client, Contractor and/or Architect’s field
representative as required.
2 Periodic observation services consisting of a maximum of (10) visits to the site to become
generally familiar with the progress and quality of the Work completed and to determine
in general if the Work when completed will be in accordance with Contract Documents;
preparing related reports and communications.
3 Evaluation of Applications for Payment and certification thereof.
4 Project Closeout services initiated upon notice from the Contractor that the Work, or a
designated portion thereof which is acceptable to the Client, is sufficiently complete, in
accordance with the Contract Documents, to permit occupancy or utilization for the use
for which it is intended, and consisting of:
a. Review of the project for determination of Substantial Completion.
b. Issuance of Certificate of Substantial Completion.
c. Inspection upon notice by the Contractor that the Work is ready for final
inspection and acceptance.
d. Final inspection with the Client’s representative to verify final completion of the
Work.
e. Determination of the amounts to be withheld until final completion.
f. Receipt and transmittal of warranties, affidavits, receipts, releases and waivers of
liens or bonds indemnifying the Client against liens.
g. Securing and receipt of consent of surety or sureties, if any, to the making of final
payment(s).
h. Issuance of Final Certificate for Payment.
5 The following services are included within the scope of GLE’s Contract Administration
Services stated above:
a. A maximum of (10) site visits during construction
b. Up to two (2) reviews of each Shop Drawing, Product Data item, sample and
similar submittal of the Contractor.
c. Up to two (2) inspections as a part of the scheduled Site visits for any portion of
the Work to determine whether such portion of the Work is substantially complete
in accordance with the requirements of the Contract Documents.
d. Up to one (1) inspection as a part of the site visits for any portion of the Work to
determine final completion.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 11
6 This proposal assumes that the Contractor will perform its responsibilities in a timely and
professional manner. Therefore, the following items have been excluded from this
proposal. These services will be provided by GLE, if requested and compensated by the
Client:
a. Exceeding the limits established above for the project.
Our proposal assumes construction duration of up to 12 months.
b. Change Orders and Construction Change Directives requiring evaluation of
proposals, preparation of supporting graphic material or revisions to the Contract
Documents which are beyond the scope of work as presented in the construction
documents.
c. Preparation of design and documentation for alternate bid or proposal requests
once the construction phase begins.
GLE and the Client have discussed various project delivery methods (ie: traditional bid,
construction management at risk). This proposal is based on delivering the project via traditional
bid. If the Owner elects to employ another project delivery method, the costs for the Bidding and
Construction Administration may be modified, upon mutual consent.
SURVEYING SERVICES
Site surveying services will consist of the preparation of a Certified Boundary and Topographic
Survey and Specific Purpose Tree Survey to include the following:
a. Establish Horizontal & Vertical control on county datum
b. Prepare an ALTA/ACSM Land Title Boundary and Topographic Survey
c. Locate surface features within the approximate 2.00 acre project area
d. Locate surface features within the Polk Avenue and Tyler Avenue ROW adjacent to the
new City Hall site
e. Locate surface features at the intersection of State Road A1A and both Polk Avenue and
Tyler Avenue for the use in the potential vacating of ROW
f. Surface features include: pavement, driveways, walks, 4” or larger trees, and visible
utility features
g. Measure elevations sufficient to develop 1-foot contours
h. Underground utilities to be located by Sunshine 811. Surface utility marks will be located
i. Accessible (via manhole/inlet) pipe size and invert data will be collected
Surveying services indicated below are based on ordinances, regulations and procedures in force
on the execution date of this Task Order by the appropriate governing bodies having jurisdiction
over the project. Any significant modification in these ordinances, regulations, procedures, etc.
shall be justification for re-negotiation of the surveying services compensation.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 12
GEOTECHNICAL ENGINEERING SERVICES
Geotechnical Engineering services will consist of the following:
Field Services:
a. Drill five (5) Standard Penetration Test (SPT) borings to depths of 20 to 40 feet below
existing land surface (bls) within the proposed building footprint
b. Drill one (1) SPT boring to a depth of 10 feet bls within the proposed retention basin
footprints
c. Drill two (2) SPT borings to a depth of 5 feet bls within the proposed parking area
d. Obtain two (2) undisturbed shelby tube samples (one horizontal and one vertical) of the
near surface soils
e. Install temporary piezometers at the SPT boring locations and obtain stabilized
groundwater level readings
Laboratory Services:
a. Two (2) wash #200 sieve tests to determine silt/clay content of the soils
b. Two (2) laboratory permeability tests (one horizontal and one vertical)
Engineering Services:
a. Utility clearance and staking boring locations
b. Engineering Analysis and Geotechnical Report including estimates of the typical wet
season groundwater levels at the boring locations, recommendations for site preparation
procedures and foundation and pavement design parameters, and general comments
concerning the anticipated infiltration characteristics of the retention basin subsoils
If groundwater contamination is encountered and casing of boreholes to the top of any
confinement layer is required, then it shall be at a rate of $35.00 per lineal foot
COMPENSATION
GLE will complete the above basic services for the following fees:
Civil Engineering Services:
Civil Engineering services as described above will be performed for the total lump sum fee for
each Phase as indicated below. All permitting, application, and similar project fees will be paid
directly by the Client.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 13
Task C1 – Due Diligence $ 3,600.00
Task C2 – Site Plan Development $ 6,000.00
Task C3 – 60% and 90% Civil Construction Drawings $ 18,000.00
Task C4 – Permitting $ 4,000.00
Task C5 – Road Closure Design $ 2,500.00
Task C6 –Landscape, Hardscape & Irrigation $ 9,000.00
Task C7 – Final Construction Drawings $ 7,500.00
Task C8 – Meetings and Public Involvement $ 7,600.00
Task C9 – Construction Phase Services $ 8,500.00
Civil Engineering Sub Total $ 66,700.00
Architectural and Building Engineering Services:
GLE will provide the A/E services described above for a lump sum fee of $177,000.00. The fee
is based on the conceptual drawings to date.
Task A1.0 - Schematic Design $ 26,400.00
Task A2.0 - Design Development Phase $ 35,200.00
Task A3.0 - Construction Document Phase $ 63,480.00
Task A4.0 – Bidding $ 5,280.00
Task A5.0 – Construction Phase $ 46,640.00
Architectural and Building Engineering Subtotal: $177,000.00
Surveying Services: Subtotal: $ 7,425.00
Geotechnical Engineering Services: Subtotal: $ 3,850.00
Total Project Lump Sum Fee: $254,975.00
GLE will provide electronic pdf files and three full size sets for review at the Schematic, Design
Development and Construction Document Phases. In addition, GLE will provide 10 full size sets
for Planning and Zoning review and six sets for permitting. Electronic files shall be provided
and distributed for bidding purposes.
AUTHORIZATION
Should this proposal meet with your approval, please complete the attached Proposal Acceptance
Sheet (PAS). The signed PAS and the current Model Form of Agreement between Owner and
Design Professional will serve as Task Order #1 authorizing us to proceed. GLE appreciates the
opportunity to submit this proposal, and we look forward to working with you on this project.
Should you have any questions concerning the proposal, please do not hesitate to contact our
office.
Mr. Todd Morley
GLE Proposal No.: 13-40474P-rev
June 5, 2013; Page 14
GLE appreciates the opportunity to submit this proposal, and we look forward to working with
you on this exciting project. Should you have any questions concerning the proposal, please do
not hesitate to contact our office.
Sincerely,
GLE Associates, Inc.
Derek A. Weaver, RA, LEED AP Craig J. Gardei, AIA, LEED AP
Manager of Architectural Services Director of Facilities and
Construction Management Services
DAW/CJG/dd
F:\Work\Arch\13000\Cape Canaveral City Hall\Project Information\Proposal\40474P Cape Canaveral-revised 6.5.13.doc
PROPOSAL ACCEPTANCE SHEET
Project Architectural / Engineering Services - Cape Canaveral City Hall
Task Order No. 1
Cost See Proposal Proposal No./Date/PM 13-40474P-rev/June 5, 2013/DAW
PAYMENT OF SERVICES
Charge Invoice to: Firm
Address
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Attention Title
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REPORT DISTRIBUTION/CORRESPONDENCE
Reports will be sent to:
Firm
Address
Zip Code
Attention Title
Telephone Fax
SPECIAL INSTRUCTIONS
PROPERTY OWNER IDENTIFICATION Firm
Address
Zip Code
Attention Title
Telephone Fax
PROPOSAL ACCEPTANCE
The Terms and Conditions of this Proposal are: As indicated in our current Agreement between GLE Associates and the City of Cape Canaveral Accepted this day of , 2013
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Signature of authorized representative
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