MEMORANDUM & CITY COMMISSION BRIEFING Orlando Avenue Landscape Plans Consent Agenda Item

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1 MEMORANDUM & CITY COMMISSION BRIEFING Orlando Avenue Landscape Plans Consent Agenda Item TO: THRU: FROM: RE: Mayor Leon Skip Beeler and Members of the City Commission Chuck Billias, City Manager Anthony Caravella, AICP, Director of Development Services Request additional scope of work for State Road A1A (Orlando Ave) Landscaping Improvements DATE: April 27, 2010 Project/Location: Orlando Avenue Streetscape (1 st North to 4 th North) State Road A1A (Orlando Ave) Landscaping Improvements FM# ; Contract: AP297 Request: Authorize the Mayor to pen a letter to FDOT District 5 Secretary Noranne Downs requesting additional improvements for Orlando Avenue Streetscape (1 st North to 4 th North) A. Project Information Final design plans for landscaping along the East side of Orlando Avenue between 1 st Street North and 4 th Street North have been completed and the contract for construction has been let to Villa and Sons. 1 The original Joint Participation Agreement (JPA) authorized construction reimbursement in the amount of $200,000. The contract was let for say $90,000, so approximately $110,000, remains available in the JPA budget. The City s landscape consultant, Miller Legg, recommended the City seek approval for additional landscape improvements to take advantage of this available $110, The Joint Participation Agreement was revised on June 23, 2008 to include irrigation. Original authorization for the JPA was by City Commission Resolution , adopted on February 7, C:\Documents and Settings\jb2248\Desktop\CC Printing\Next Meeting\Additional funds request_ccxfer ( ).docx

2 Memorandum to: Mayor Leon Skip Beeler and Members of the City Commission Re: Orlando Avenue Streetscape (1 st North to 4 th North) Date: April 27, 2010 for meeting scheduled for May 6, 2010 Page 2 To do this, it is recommended the Commission authorize the Mayor to pen a letter to FDOT District 5 Secretary Noranne Downs with a copy to George Lovett. The letter would include: Thank you for the JPA and the project is under construction and this improvement will enhance and promote improvements in the City s downtown area. Identify that approximately $110,000 remains available in the JPA allocation. Identify that (26), F.S., requires that FDOT allocate 1.5% of the amount contracted for construction to landscape. Identify that Florida Administrative Code Highway Landscape Projects, allows (d) Landscape or Landscaping means any vegetation, mulches, irrigation systems, and any site amenities, such as, street furniture, decorative paving, fences, and lighting (excluding public utility street and area lighting). [emphasis added] Request the District authorize additional improvements as presented in Attachment A, which would (1) provide sidewalk connectivity which was lost at the time of the drainage maintenance construction, and (2) continue to enhance and promote improvements in the City s downtown area. Note the cost of improvements presented in Attachment B. If the City is able to receive the funds for the decorative paving and sidewalk connectivity, the City may need to expend some funds (say not to exceed $20,000) to ensure the sidewalks on the West side of Orlando will connect to the crosswalks and other possible engineering fixes. Attachments A. Possible enhancements to Orlando Avenue landscaping B. Cost Estimate C. Draft Letter to Secretary Downs Copies A.J. Hutson, Assistant City Manager Robert Torres, Public Works, Charles Holland, Finance Miller Legg & Associates

3 ATTACHMENT A (1 of 1) Possible enhancements to Orlando Avenue landscaping Memo & Briefing dated 4/27/2010 to City Commission Orlando Avenue Landscaping

4 Orlando Ave. Supplemental Landscape Opinion of Probable Cost Prepared by: Miller Legg 631 South Orlando Avenue, Suite 200 Winter Park, Florida Prepared by: JTS (Checked by: CDK) MILLER LEGG Project # INTERSECTION IMPROVEMENTS For the north side of 1St North, both sides of Second St. North and both sides of 3Rd St. North -East side improvements only Item Quantity Unit Cost Unit Type Total Cost Mobilization Equipment transport & staging, MOT, Erosion control, Demolition 1 $5, LS $5,000 Hardscape Concrete Unit Pavers 2100 $8.00 SF $16,800 Street Print (includes side street and Orlando Ave crossings) 230 $59.00 SY $13,570 Drainage Improvements 1 $20, EA $20,000 Subtotal: $55,370 Design/Permitting 1 $15, EA $15,000 Total: $70,370 10% Contingency $5,537 GRAND TOTAL $75,907 ATTACHMENT B (1 of 1) Cost Estimate Memo & Briefing dated 4/27/2010 to City Commission Orlando Avenue Landscaping

5 May 6, 2010 District Secretary Noranne Downs Florida Department of Transportation, District S. Woodland Blvd. MS DeLand, FL via noranne.downs@dot.state.fl.us & Regular Mail Re: Orlando Avenue Streetscape (1 st North to 4 th North) State Road A1A (Orlando Ave) Landscaping Improvements Joint Participation Agreement FM# ; Contract: AP297 Dear Ms. Downs: On behalf of the City Commission, I would like to thank the district for your support of improvements to the downtown Cocoa Beach area, both for the stormwater maintenance project and the landscaping enhancements authorized in the above referenced Joint Participation Agreement (JPA). The contract for the landscaping has been executed and the landscaping improvements should be completed by early July. The JPA allocated $200,000 for landscaping improvements and the contract for those improvements is for approximately $90,000. Therefore, approximately $110,000 remains available in the JPA allocation for additional landscaping to enhance the corridor and the stormwater maintenance project improvements. As a result of the stormwater maintenance project improvement, sidewalk leads to crosswalks over Orlando Avenue were eliminated. Therefore, the City is desirous of using some of the remaining JPA funds to restore these crosswalks and further enhance this section of state roadway. A preliminary design detail and estimate of costs for this improvement is presented as Attachment A. As you are aware, Florida Administrative Code Highway Landscape Projects, allows (d) Landscape or Landscaping means any vegetation, mulches, irrigation systems, and any site amenities, such as, street furniture, decorative paving, fences, and lighting (excluding public utility street and area lighting). Therefore, the proposed decorative paving sidewalk leads and crosswalk enhancements are authorized under the JPA funding. Please have your staff contact City Manager Charles Billias at (321) , or via at cbillias@cityofcocoabeach.com to finalize the details of these additional improvements. Your support of these improvements is appreciated, and the City looks forward to continued partnership with the District on additional projects in the future. Sincerely, Mayor Leon Skip Beeler Attachments: A Preliminary Design & Cost Estimate c: George S. Lovett, District 5 Director Transportation Development (George.lovett@dot.state.fl.us) ATTACHMENT C (1 of 3) Draft Letter to Secretary Downs Memo & Briefing dated 4/14/2010 to City Commission Orlando Avenue Landscaping

6 Attachment A (1 of 2) Letter dated 5/6/2010 to FDOT District Secretary Downs RE: Orlando Avenue JPA PRELIMINARY DESIGN PLAN ATTACHMENT C (continued) Draft Letter to Secretary Downs Memo & Briefing dated 4/14/2010 to City Commission Orlando Avenue Landscaping

7 Attachment A (2 of 2) Letter dated 5/6/2010 to FDOT District Secretary Downs RE: Orlando Avenue JPA PRELIMINARY COST ESTIMATE Orlando Ave. Supplemental Landscape Opinion of Probable Cost Prepared by: Miller Legg 631 South Orlando Avenue, Suite 200 Winter Park, Florida Prepared by: JTS (Checked by: CDK) MILLER LEGG Project # INTERSECTION IMPROVEMENTS For the north side of 1St North, both sides of Second St. North and both sides of 3Rd St. North -East side improvements only Item Quantity Unit Cost Unit Type Total Cost Mobilization Equipment transport & staging, MOT, Erosion control, Demolition 1 $5, LS $5,000 Hardscape Concrete Unit Pavers 2100 $8.00 SF $16,800 Street Print (includes side street and Orlando Ave crossings) 230 $59.00 SY $13,570 Drainage Improvements 1 $20, EA $20,000 Subtotal: $55,370 Design/Permitting 1 $15, EA $15,000 Total: $70,370 10% Contingency $5,537 GRAND TOTAL $75,907 ATTACHMENT C (continued) Draft Letter to Secretary Downs Memo & Briefing dated 4/14/2010 to City Commission Orlando Avenue Landscaping

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