Item 8MAGENDA ITEM # 8M
DECEMBER 14, 2009
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Request to transfer budgeted funds for use in preparing a plan for
development of Veterans Park
SUBMITTED BY: Mike Borno, Mayor
DATE: December 8, 2009
BACKGROUND: Planning for Veterans Park, located on the northwest side of the Mayport
Flyover and adjacent to the American Legion, has been ongoing since
shortly after the property was acquired by the City of Atlantic Beach in
2000. Major components that have been envisioned for this park have
included a very large flag that would be visible both approaching from the
north on Mayport Road and crossing the Atlantic Boulevard bridge
coming to the east as well as a pavilion and other facilities to hold various
ceremonies honoring veterans.
While there has been a long discussion over the desire to have these
facilities, the only park improvements that have been added over the years
have been playground equipment and a basketball court due to lack of
funds. Recently, an offer has been received from the City of Jacksonville
to fund portions of the new facilities. Strong interest has recently been
expressed also from several veteran organizations and one civic club. We
have an opportunity at hand that has not existed before to partner with
several other organizations to get the park developed.
The first thing needed is a plan. Architectural services are needed to work
with various organizations to get their input on the facilities that are
needed, and then to prepare budget estimates for each item. Construction
and installation of these facilities can then be accomplished on a phased
basis as money from outside sources becomes available. The City staff
has received a proposal for these architectural services from Tat Chan in
the amount of $10,172. Mr. Chan was approached on this project because
he had done some preliminary design for this many years ago.
Budget funds are limited in these difficult economic times, but this is a
one time opportunity to leverage scarce city dollars to get other
investments in our park system. Therefore, I recommend that the
Commission approve a transfer of funds for the architectural services from
the amount budgeted in the Bed Tax Fund to match other grants
anticipated later in the year. Staff has indicated an expectation of the cost
for those other grants will come in under initial budgets. However, if they
AGENDA ITEM # 8M
DECEMBER 14, 2009
do not, the Commission will need to consider transferring some money
from the Half Cent Sales Tax Fund balance.
BUDGET: There is no change in the budget anticipated at this time. This approval
would only transfer $10,172 from another previously budgeted project to
design for the Veterans Park.
RECOMMENDATION: Approve a motion to transfer the $10,172 from already budgeted funds in
the Bed Tax Fund to the Veterans Park Project.
ATTACHMENT: 1) Proposal from Tat Chan for architectural services
AGENDA ITEM # 8M
DECEMBER 14, 2009
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VIA Concepts, LLC _ _ __
506 Third Street South
Jacksonville Beach, FL 32233
December 7, 2009
Mr. David Thompson, Assistant City Manager
800 Seminole Road
Atlantic Beach, FL 32233
RE: Architectural and Landscape Design Services for Master Site Planning
and Design Study of Atlantic Beach Veterans Memorial Park in Atlantic
Beach, Florida
Dear Mr. Thompson:
On behalf of the VIA Concepts Team, I want to thank you for providing us with the
exciting opportunity to assist the City of Atlantic Beach's development of the
Veterans Memorial Park.
The following outlines our proposal for master site planning and design study on
Atlantic Beach Veterans Memorial Park at the northwest corner of Mayport Road and
Atlantic Boulevard. The direction that you provided us was to provide a design set of
documents for outreach/fundraising. The VIA Concepts Team would like to proceed
ahead with preliminary master site planning tasks and schematic design on the
project for this purpose. Our proposed phased scope is as follows:
SCOPE OF WORK
Task One -Preliminary Master Planning Services
Using the information that has been provided (i.e., survey and other existing site
information) as well as any 1=lndings/due diligence (e.g., site borings, environmental
assessment, archeological assessment, etc.), VIA Concepts will work with the City
and the following City appointed organizations to develop an appropriate master site
plan for the subject property:
City of Jacksonville
Oceanside Rotary
American Legion
Various Veterans Organizations (possibly NE Veterans Council, Semper Fidelis
Society, etc.)
The design team will have a "Vision" meeting with the City and the City's appointed
organizations in a form of a design charrette. This will be a working meeting where
all stakeholders have the opportunity to contribute to the design of the park. This is
AGENDA ITEM # 8M
DECEMBER 14, 2009
the "Vision" for all participating members that sets the scope and allow us to resolve
potential issues.
This >:Inal deliverable would detail general building location such as building footprint,
parking configuration, points of ingress/egress to the site as well as the surrounding
context area.
These efforts will be initiated simultaneously, but lagging slightly behind preliminary
due diligence efforts (any site related findings by Client as describe in above
paragraph). Our end goal is to work with you, the appointed veterans group(s) and
the governing jurisdictions to efficiently validate a preferable master site layout
scheme and plan for general infrastructure of the park site bound by Mayport Road on
the east, Atlantic Boulevard to the south, VFW on the west and West First Street on
the north.
Task One -Lump Sum ................................................................................. $ 4,752.00
Task Two -Preliminary Architectural Services
The VIA Concepts Team will illustrate in coordination with the new master site plan
the vertical aspects of the project to promote public interest necessary for
development on the subject property. As part of this agreement, the design team
will attend the maximum of four meetings/presentations with the Client, Outreach
and/or Fundraising event(s) to seek out information and to illustrate the venues of
the subject property. Three architectural illustrations of the development are
included. A 3-D massing rendering of the entire site is also included as part of this
service.
Task Two -Lump Sum .................................................................................. $ 5,420.00
TOTAL PRELIMINARY SERVICES $ 10,172.00
These two tasks do not include production of architectural, civil engineering,
structural engineering, MEP engineering, landscape architecture, irrigation design
documents or any construction administration services. This work does not include
any government review processes (SJRWMD), Board of Architects and Variance
requests. This work, in part or in whole, is normally negotiated at a later date. A
cursory estimate of the probable project cost is as fo/lows:
Pre-design Services $ 10,200
Survey, Permits, Geotech $ 6,500
Construction Services $250, 000 to $300, 000
A/E Services $ 25,000 to 30,000
Estimated Total Project Costs $300,000 to $350,000
The above estimate depends on various factors. The three controlling factors are the
budget, scope, and quality. In order for project success, all three factors must
comp/ement each other.
AGENDA ITEM # 8M
DECEMBER 14, 2009
Exvenses
Reimbursable expenses are billed at a mu/tip/e of 1.00 times actual amount
expended. Reimbursab/e expenses are defined as trave% lodging, auto rental,
subsistence, long-distance telephone, reproductions, courier, overnight delivery,
parking, tolls, taxi, licenses, postage, shipping and handling, film, film development,
and any required outside consultant for mode/s, other renderings or mockups.
Reimbursable Expenses are to be approved by Client.
These early efforts will in no way reflect governing agency review or approval. This
fee does not include permit drawings, design development drawings, or construction
documents. This would be commissioned and authorized by the Client at a later time
for the project given the need for more thorough site conditions verification.
An electronic copy of the master plan, architectural design and illustrations will be
provided to the City at the completion of the project.
If this proposal meets with your approval, please sign below and return one copy of
to VIA Concepts, lLC and retain one copy for your records. By signing, you will be
agreeing to the terms and conditions set forth in this document.
On behalf of VIA Concepts and Brian Burke, ASLA, we thank you for allowing us to be
your partner on this exciting development.
Sincerely,
Tat Chan, AIA, NCARB
Client/
Owners:
(Signature)
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