HomeMy WebLinkAbout2002 08 21 Programming & Conceptual DesignSebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
SCOPE OF SERVICES
The City of Sebastian, Florida desires to construct a building and related site improvements to
relocate the Airport Administration, City Engineering, and Public Works departments to a
location at the Sebastian Municipal. Airport (X26). The scope of this Work Authorization is to
define the program of improvements, to document the intent of the program in a Request for
Proposals to interested design -build entities, to assist the County in evaluation and selection of
the design -build entity, and to assist the County in administering the design and construction
phase activities of the design -build entity. The following tasks are required to accomplish these
goals.
ELEMENT 1- PROGRAMMING AND CONCEPTUAL DESIGN DOCUMENTS
Task 1-1—.Inventory of existing facilities. THE LPA GROUP INCORPORATED will obtain the
available information from the City and the Airport records on existing conditions that may
affect the project. Available drawings, aerial photos, planning studies, utility maps, GIS files, etc.
will be obtained and reviewed.
Assumptions: The Airport and City will make available any existing information for
copying. When available, files in electronic format will be obtained
Deliverables: None.
Task 1-2 — Programming for proposed building and site improvements. Identify key design
issues such as: services to be provided by the building; scope and hours of operations. Define site
program parameters such as: review of current airport planning and master planning issues
affecting the site; relation to active airfield; local zoning setbacks, height and buffer
requirements; site access; parking and loading requirements; handicap accessibility; landscape /
tree ordinance; fire protection requirements; and utilities availability and requirements.
Description of building program parameters including: general facility goals description; staffing
requirements; space descriptions and area requirement tabulation for each department;
identification of common use areas and support spaces; building access and security needs;
storage requirements; and equipment list. Create narrative descriptions of department
interrelationships and internal organization
Assumptions: A meeting will be held with the City project representatives to discuss
and refine the program requirements and issues as noted in Task 1-2.
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
Deliverables: A narrative of the program requirements for each department and a table
of space use requirements for the total building. Four (4) Draft copies will be provided
to the City representative for review by the departments. After any comments are
forwarded from the City representative, four final copies of the program narrative will
be provided.
Task 1-3 — Conceptual design of the site development. Site plan will illustrate the location and
size of building; additions to roads and parking; schematic extension of utilities from existing
services; location and demolition of airfield pavements; and relation to airfield and airspace
clearances. A cursory overview of requirements for land disturbance and stormwater
management will be performed to determine the likely extent of work for drainage and retention.
Consideration will be given to the ability to implement additional buildings and site
improvements in several phases over a period of time. A master plan for additional
improvements is to be provided under a separate work authorization.
Task 1-4 — Conceptual building design of the City administration offices. A floor plan (or plans)
with corresponding exterior elevations will be presented. Sizes of spaces and uses/names, along
with furniture and equipment layouts will be presented. A cursory overview of building code
requirements, will be performed to verify that the concept presented can be developed by the
design -build entity to meet local building and fire code requirements. Exterior elevations will
define the general height, size, and materials for the building's construction.
Assumptions: One (1) meeting will be held with the City project representative to
discuss the products created in Tasks 1-3 and 1-4. If required the concept will be
adjusted to reflect comments from this meeting.
Deliverables: Sketches of the site plan, floor plan(s), and elevations for the office
building. Four (4) Draft copies will be provided to the City representative for review by
the City and the departments. After any comments are forwarded from the City
representative, four final copies of the concept drawings will be provided.
ELEMENT 2- DESIGN -BUILD RFP PREPARATION AND EVALUATION
Task 2-1- An advertisement to solicit the interest of design -build entities will be prepared.
Criteria for the design -build entity response and selection will be defined. This will include
determining the form of agreement and general conditions for the contract, requesting
information relating to the qualifications, experience, key personnel, and proposed project
schedule of the design -build entity (design fum(s), general contractor, and principal
subcontractors). Qualifications will be used as part of the criteria to select the design -build entity.
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
Task 2-2 A package of information to document the minimum design requirements will be
developed in conjunction with the Owner. It is anticipated that this will describe the minimum
requirements for Architectural (Materials and Finishes), Structural, Mechanical, Plumbing,
Electrical, Communications & Information Technology, and Site Work. A proposal for the cost
of design and construction will be used as part of the criteria to select the design -build entity.
Task 2-3 Definition of allowance items. Cost allowances will be established for furnishings,
equipment, and landscaping and signage for the administration building as required by the
Owner. Allowance costs may include estimates of materials testing, field surveys, geotechnical
investigations, and other non -construction costs directly attributable to the project.
Task 24 - A pre -proposal conference will be held to brief interested parties on the requirements
of the project. If requires addenda will be issued to all interested parties to clarify the
requirements of the RFP.
Task 2-5 — A meeting to review and evaluate the proposals received from design build entities
will be held with the City representative and other interested parties. An evaluation criteria
scoring sheet will be developed to compare the proposals, and to select the preferred proposal.
Assumptions: A meeting will be held with the City project representative to discuss the
evaluation criteria and budgetary allowances as noted in Tasks 2-1 Through 2-2. A
pre -proposal conference will be held to present the project requirements to interested
design -build entities. A meeting will be held with the City representative(s) to evaluate
the proposals received and select the preferred respondent.
Deliverables: Advertisement for Request for Proposals (RFP), information package for
proposers, addenda to clarify requirements or answer questions from proposers,
proposal evaluation matrix
ELEMENT 3- DESIGN REVIEW AND CONSTRUCTION PHASE ASSISTANCE
THE LPA GROUP INCORPORATED (Consultant) will perform limited services to assist the
Owner's review during the design document phase, and to observe the progress of the
construction phase, The Consultant shall not be responsible for the acts or omissions of the
design build entity's Designer(s), Contractor, or of any subcontractor or supplier, or any of the
Contractor(s)' or subcontractor's or supplier's agents or employees or any other persons (except
Consultant's own employees and agents) at the site or otherwise furnishing or performing any of
the Contractor(s)' work.
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
Task 3-1 — The Consultant will review preliminary and final drawings and documents
(maximum of two submittals) and provide the Owner comments relating to the indicated
design's conformance with the information stated in the RFP minimum criteria.
A meeting to review information received from design -build entity will be held with the City
representative and other interested parties. Comments will be provided in written form with
reproducible drawing mark ups if necessary to clearly indicate the scope of the comments.
Assumptions: A meeting will be held with the City project representative and the design
build entity to review the preliminary documents. No meeting is assumed at the
completion of final documents.
Deliverables: Narrative comments, reproducible drawing mark-ups if needed.
Task 3-2- The Consultant will attend the Preconstruction Conference. Minutes issued by the
Contractor will be reviewed by the Consultant.
Task 3-3- Construction Progress Observation: The Consultant will make visits to the site at
intervals appropriate to the various stages of construction when Consultant deems necessary in
order to observe as an experienced and qualified design professional the progress of the various
aspects of Contractor(s)' work. Based on information obtained during such visits and on such
observations, Consultant shall endeavor to determine in general if such work is proceeding in
accordance with the Approved Design -Build Documents and Consultant shall keep Owner
informed of the progress of the work.
The Consultant shall not during such visits or as a result of such observations of Contractor(s)'
work in progress, supervise, direct or have control over Contractor(s)'s work nor shall the
Consultant have authority over or responsibility for the means, methods, techniques, sequences
or procedures. of construction selected by Contractor(s), for safety precautions and programs
incident to. the work of Contractor(s) or for any failure of Contractor(s) to comply with laws,
rules, regulations, ordinances, codes or orders applicable to Contractor(s) furnishing and
performing their work. Accordingly, the Consultant can neither guarantee the performance of
the construction contracts by Contractor(s) nor assume responsibility for Contractor(s)' failure to
furnish and perforin their work in accordance with the Documents.
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
Defective Work: During such visits and on the basis of such observations, the Consultant will
inform the Owner of deficiencies in the Contractor(s)' work while it is in progress if Consultant
believes that such work will not produce a completed project that conforms generally to the
Approved Design -Build Documents or that it will prejudice the integrity of the design concept of
the PROJECT as reflected in the Approved Design -Build Documents. The Consultant will
prepare a report based on observations of each site visit for distribution to the Owner and
Contractor.
Disputes between Owner and Contractor: Consultant shall act as initial interpreter of the
requirements of the Approved Design -Build Documents and judge of the acceptability of the
work or the interpretation of the requirements of the Approved Design -Build Documents
pertaining to the execution and progress of the work. Consultant shall not be liable for the results
of any such interpretations or decisions rendered in good faith.
Assumptions: When possible, site visits will be held with the City project representative
and the design build entity present to review the progress of the work Exclusive of site
visit related to Preconstruction, this task assumes- eight (8) site visits during the course
of the project
Deliverables: Narrative field report of observations after each visit
Task 3-4- Applications for Payment: Based on the Consultant's on-site observations as an
experienced and qualified design professional, and on review of applications for payment and the
accompanying data and schedules the Consultant shall determine the amounts owing to
Contractor(s) and recommend in writing payments to Contractor(s) in such amounts. Such
recommendations of payment will constitute a representation to Owner, based on such
observations and review, that the work has progressed to the point indicated, and that to the best
of Consultant 's knowledge, information and belief, the quality of such work is generally in
accordance with the Approved Design -Build Documents (subject to an evaluation of such work
as a functioning whole prior to upon Substantial Completion, to the results of any subsequent
tests called for in the Approved Design -Build Documents and to any other qualifications stated
in the recommendation). in the case of unit price work, Consultant's recommendations of
payment will include determination of quantities and classifications of such work (subject to any
subsequent adjustments allowed by the Approved Design -Build Documents);
By recommending any payment, Consultant will not thereby be deemed to have represented that
exhaustive, continuous or detailed reviews or examinations have been made by Consultant to
check the quality or quantity of Contractor(s)'s work for the purposes of recommending
payments will not impose on Consultant responsibility to supervise, direct or control such work
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
or for the means, methods, techniques, sequences or procedures of construction or safety
precautions or programs incident thereto or Contractor(s) compliance with laws, rules,
regulations, ordinances, codes or orders applicable to their furnishing and performing the work.
It will also not impose responsibility on Consultant to make any examination to ascertain how or
for what purposes any Contractor has used the moneys [paid on account of the Contract Price, or
to determine that title to any of the work, materials or equipment had passed to Owner free and
clear of any lien, claims, security interests or encumbrances, or that there may not be other
matters at issue between Owner and Contractor that might affect the amount that should be paid.
Assumptions: When possible, site visits will be held with the City project representative
and the design build entity present to review the progress of the work Exclusive of site
visit related to periodic construction observation, this task assumes an additional four
(4) site visits during the course of the project
Deliverables: Recommendations for payment after each application, including reasons
for changing amount requested as applicable.
Task 3-5- Contractor(s)' Completion Documents: The Consultant will receive and review
maintenance and operation instructions, schedules, guarantees, bonds and certificates of
inspection, tests, and approvals which are to be assembled by Contractor(s) in accordance with
the Approved Design -Build Documents (but such review will only be to determine that their
content complies with the requirements of, and in the case of certificates of inspection, tests and
approvals the results certified indicate compliance with the Approved Design -Build Documents);
and shall transmit them to Owner with written comments;
Completion Inspections: Consultant shall conduct inspections (one for substantial completion,
one for final completion) or observe contractor demonstrations to determine if the work or parts
of the work are partially accepted, substantially complete, or ready for a final inspection as
defined in the General Provisions of the Construction Contract. Such inspections shall determine
if the completed work is acceptable to Owner and other governing agencies so the Consultant
may recommend, in writing, final payment to Contractor(s) and may give written notice to
Owner and the Contractor(s) that the work is acceptable (subject to any conditions therein
expressed), but any such recommendations and notice will be subject to the limitations expressed
for the tasks under Element I
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
Assumptions: All contractor completion documents will be presented in one submittal
for review and comment. Visits will be held with the City project representative and the
design build entity present to review the completion of the work Exclusive of site visit
related to periodic construction observation or other applications for payment, this task
assumes an additional two(2) site visits during the course of the project.
Deliverables: Comments on completion documents. Recommendation for determining
the substantial completion of the work and review of the Contractor's list of incomplete
items. Recommendations for final payment and release of retainage.
ELEMENT 4- OPTIONAL CORDINATION SERVICES
Task 4-1 — Once the final site development concept has been approved and development phasing
determined, an updated Airport Layout Plan (ALP) will be prepared for submission to the FAA and
the State of Florida. These revised elements of the overall ALP set will be prepared in conformity
with the FAA/FDOT Airport Layout Plan drawing standards. If other airport drawings are affected
and need updating as a result of the proposed improvements, these drawings will be updated under a
Supplemental Agreement.
Assumptions: The update of the existing ALP includes only the general area of new
construction. Modifications will be made to the existing electronic files.
Deliverables: 1. Blueline prints of an updated Airport Layout Plan and for submission
to the FAA and the Florida Department of Transportation
2. One set of reproducible Mylars
3. An electronic file of the Airport Layout Plan
Task 4-2 — .City Commission and staff design meetings. Up to two (2) meetings will be held to
present progress to, the City Commissioners and governmental staff during regularly scheduled
public meetings or work sessions.
Deliverables: Copies of previously produced deliverables as directed by City
Representative.
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Sebastian, Florida
Sebastian Municipal Airport
City Administration Building Development
Programming And Conceptual Design — Scope Of Services
Task 4-3 -- Presentation and Administration Allowance. Administration activities may include
preparation of grant applications or attendance at meetings beyond those described in the scope
of services. Special presentations and/or graphic materials may include the development of
information handouts, Power Point presentations, etc. for meetings when deliverables are
required beyond those described in the scope of services. Such activities or materials shall be
provided, only as directed by the City Representative, up to the limitations of the allowance.
Deliverables: As directed by City Representative.
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