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HomeMy WebLinkAbout2002 08 02 Proposed Design and ScopeAttachment A Proposed Project Tasks Design/Build Services for a new General Aviation Terminal at Sebastian Municipal Airport Project Tasks A. Establish Design/Build Criteria 1. General Conditions 2. Project Management Criteria a. Project Team Qualifications i. Design Consultant ii. Builder iii. Subcontractors b. Project Team Experience i. Design Consultant ii. Builder iii. Subcontractors c. Project Organization & Key Personnel L Program Manager ii. Design Professional iii. Construction Manager iv. Quality Assurance Plan v. DBENeterans Preference 3. Project Schedule a. Design Schedule b. Construction Schedule c. Overall Project Schedule 4. Technical Criteria a. Architectural b. Structural c. Mechanical d. Plumbing e Electrical f. Communications & Information Technology g. Civil Site Work h. Landscaping ik 1C> 1 G. -J A C* E i. Soils & Material Testing & Surveys j. Other i. Fixtures & Furnishings ii. Permitting 5. Financial Criteria a. Bid Bond b. Price Proposal i. Services Design Consultant - Construction Inspection Geotechnical, Survey & Other Consultants ii. Permits & Fees iii. Performance & Payment Bonds iv. Construction - Unit Prices Allowances Lump Sum v. Invoice/Payment Criteria & Schedule B. Develop Request for Proposal (RFP) Package 1. Background Material (Existing Data) 2. Technical Proposal 3. Financial Proposal 4. Evaluation Rubric &: Forms C. RFP Advertisement 1. Develop RFP Advertisement 2. Prepare for & Conduct Pre - Proposal Meeting 3. Respond to Requests for Information (RFI) D. Proposal Evaluation 1. Brief reviewers on Evaluation Rubric and Forms 2. Review & Rank Technical Proposals 3. Tabulate Technical Proposal Evaluations 4. Review & Rank Financial Proposals �. Tabulate Financial Proposal Evaluations 6. Prepare Project Award recommendation E. Project Administration 1. Prepare for and conduct Pre- Design Meeting 2. Design Review (30160190 percent) 3. FAA Form 7460 -1 preparation & submittal 4. Prepare for and conduct Pre - Construction Meeting 5. Review Requests for Payment 6. Permitting Coordination 7. Construction Observation I� THE LPA GROUP INCORPORATED Transportation Consultants 4503 Woodland Corporate Boulevard, Suite 400 a Tampa, Florida 33614 Phone 813- 889 -3892 ■ Fax 813 -889 -3893 ■ Mobile 813 -244 -6609 Mohsen Mohammadi, Ph.D., P.E. Principal Associate Email: mmohammadi @lpagroctp.com 0 uadrex Associates, Inc. Airport Development Services David A. Byers, AICP, CM President Facilities DereMpmen Erwirormiental Anal,Ysi Financial plaididuE Program bfonagemen 800 231 -7025 Jacksonville ■ Orlando a Sarasota ■Tallahasse P.O. Box 34155 1(800)) 233-1109 [fax e ■West Palm Beach Indialantic, FL 32903 -1155 gaadrex @earthlink.ner And Other Major Cities rc,tz - 21 k,ar 0S ra SEBASTIAN MUNICIPAL AIRPORT «5 a HOAR OF PUICM -uLWro Admin Area Site And Design Build Development Note: this document contains tasks as well as notes from various meetings, etc. 1 ADMINISTRATION BUILDING SITE CONSIDERATIONS 1.1 GENERAL 1.1.1 $1,000,000 Constructionpudget 1.1.2 Waterbewer Design-Suild 1.1.3 Building Design - Build 1.2 BUILDING 1.2.1 No site visits -- 1.2.2 Current Desired size =.9000 SE 1.2.3 MEP requirements 1.2.4 Minimum requirementslspecifications 1.2.5 Add emergency command center 1.2.6 1.3 BUILDING SITE 1.3.1 FAA - Airspace Analysis & Approval 1.3.2 "Box" on site for building required for D -B Group 1.4 PARKING AND ROADS l;,.o A �:c00 C 1.4.1 Geometry 1.4.2 Pavement design 1.4.3 Materials specificationsirequirements 1.4.4 Up to 2 spaces per employee possible 1 -POV and 1 -City Vehicle (total of 2x23 employees -see LPA program= 46 spaces). 1.5 DRAINAGE 1.5.1 General Site design 1.5.2 City /LPA complete SJRWMD Permit application (update the stormwater master plan) 1.6 UTILITIES +� LPA Page 1 of 2 LPA GROUP ;anw HOW OF FEUCAN ISLAND SEBASTIAN MUNICIPAL AIRPORT Admin Area Site And Design Build Development 1.6.1 Water Design 1.6.1.1 Share with Golf Course 1.6.1.2 Prelim: 8" line for fire flow. Does not include ultimate development requirements 1.6.2 Sanitary Sewer Design 1.6.2.1 Lift Station- may connect to golf course 1.6.2.2 IRCO Permit 1.6.3 Telephone: Available nearby- conduit for telephone being installed to Electrical Vault Building 1.6.4 Electric: Available at Vault Building 1.6.5 Fiber Optic: Available at Golf Clubhouse 1.6.6 Specifications: Provide minimum requirements for each 1.7 SITE LIGHTING 1.7.1 Minimum requirements 1.7.2 Specifications 1.7.3 1.8 LANDSCAPING 1.8.1 Irrigation 1.8.2 Plants 1.8.3 Provide Specifications 1.9 COST ESTIMATE 1.9.1 See Conceptual 1.10 INFORMATION FOR DESIGN - BUILDER 9.10.1 Survey Information 1.10.2 Geotechnical Information 1.11 D -B BENEFITS _C:1:19 ee 1.11.2 Cost 1.12 D -B DRAWBACKS 7PA LPA Page 2 of 2 GROUP r Wor SIESASTIM SEBASTIAN MUNICIPAL AIRPORT HONE of PLUCM'ISLAM Admin Area Site And Design Build Development 1.12.1 A/E not acting as owner's agent 1.12.2 Cheapens certain types of buildings 1.12.3 Owner does not receive everything he wants 1.12.4 Owner's involvement costs money and time 1.12.5 Fewer involvement in details, such as layout of finishes, etc. 1.12.6 Harder to make changes 1.12.7 2 SITE PLANNING CONSIDERATIONS 2.1 GENERAL 2.1.1 Probably need to go to 40 %. This gives enough detailed design to obtain the permits mentioned in the later part of this section. 2.1.2 Schedule not as critical as Building 2.1.3 2.2 BUILDING LOCATION(S) 2.2.1 6 buildings- 50'x100' 2.2.2 Fuel Facility 2.2.3 Washrack 2.2.4 Police Evidence Compound 2.2.5 Aggregate Storage Bins 2.2.6 2.3 ROADS LOCATION 2.3.1 Strengthen/Improve Airport Drive East 2.4 FENCINGISECURITY 2.5 PERMITTING THE Page 3 of 2 L l= CROUP LR& anrof SIEBAS.TIM SEBASTIAN MUNICIPAL. AIRPORT HOW OF PIUCAN ISLAM Admin Area Site And Design Build Development 2.5.7 FAA Approval- Airspace Checklist 2.5.2 FDOT Approval 2.5.3 SJRWMD Approval 2.5.4 City of Sebastian Approval 2.5.5 Airport Layout Plan Update 2.6 UTILITY DESIGN /MASTER PLAN 2.6.1 Water Demand 2.6.2 Sewer Demand 2.6.3 Lift Station Ultimate Design 2.6.4 Fire Demand 2.7 COST ESTIMATE 2.7.1 Conceptual 2.7.2 40 % L" Page 4 of 2 GROUP Sebastian, 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 he obtainers: 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 field with the City project representatives to discuss and refine the program requirements and issues as noted in Task 1 -2. Page 1 of 1 8/21/02 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- RESIGN -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 firm(s), general contractor, and principal subcontractors). Qualifications will be used as part of the criteria to select the design -build entity. Page 2 of 2 8 /21/02 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 2 -4 — 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 -I 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 matr& 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. Page 3 of 3 8/21102 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 deem 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 perform their work in accordance with the Documents. Page 4 of 4 8121/02 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 Page 5 of 5 8/21/02 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 3. Page 6 of 6 8121102 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 formal 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 confornuty 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 flies. 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 Molars 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 ofpreviously produced deliverables as directed by City Representative.. Page 7 of 7 8/21/02 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. Page 8 of S 8121/02