10 28 2014 Agenda Packet
AGENDA
YELM CITY COUNCIL MEETING
TUESDAY, OCTOBER 28, 2014 6:00 P.M.
Website Viewing: Clicking on agenda items will open associated d
resolutions, ordinances, etc. Note: some agenda items may not haattachments.
1. Call to Order
2. Roll Call
3. Appointment to Council Position #4 ACTION
MOTION TO CONFIRM APPOINTMENT OF JENNIFER LITTLEFIELD TO
a.
YELM CITY COUNCIL POSITION #4 FOR THE TERM EXPIRING
DECEMBER 31, 2015
Oath of Office
b.
c. Agenda Approval ACTION
4. Special Presentations-
Relay for Life presentation to local sponsors
South Thurston Economic Development Initiative Update (STEDI)-
Michael Cade, Thurston County EDC Executive Director
Public Comment
5.
the meeting recorder. Comment topics should not appear elsewhere
agenda. Time (three minutes per speaker) and the number of speakers (five)
are limited and may be adjusted to meet agenda requirements.
6. Consent Agenda ACTION
a. Minutes; Regular Meeting October 14, 2014
b. Payables Checks #
c. YCP, Annual Christmas in the Park, December 5 & 6, 2014, Open to the
Public
Public Hearing- none scheduled
7.
New Business- none scheduled
8.
a. Contract Award Stetz Construction, Inc Yelm Community Center ACTION
10 min Project Phase 1
Presenter: Stephanie Ray
Attachments: Staff Report, Contract
b. BCRA Contract Amendment #1 Yelm Community Center Project ACTION
Phase 1
10 min
Presenter: Stephanie Ray
Attachments: Staff Report, Amendment
Old Business none scheduled
9.
10. Council and Mayor
Councilmember Foster represents Yelm on the following committees.
Thurston County Solid Waste
Advisory Committee (SWAC)
Councilmember Baker represents Yelm on the following committees.
Intercity Transit Board Yelm Adult Community Center
Councilmember Isom represents Yelm on the following committees.
Thurston Regional Planning Yelm Economic Development
Council Committee
(TRPC)
Yelm Finance Committee
Councilmember Position 4 - Vacant
Councilmember Wood represents Yelm on the following committees.
(TRPC) Transportation Policy
Board
TComm 911 Admin Board
Councilmember Garmann represents Yelm on the following committees.
Yelm Transportation Committee Thurston County Law and
Justice
Councilmember Hendrickson represents Yelm on the following
committees.
Medic One Yelm Emergency Operations
Board
Mayor Harding represents Yelm on the following committees.
Thurston County Economic Yelm Finance Committee
Development Council
Yelm Emergency Operations
Board
Yelm Transportation Committee
Yelm Economic Development
Committee
(TRPC) Transportation Policy
Board
Executive Session- none scheduled
11.
Correspondence (Correspondence is available upon request.)
12.
AWC Cityvoice Wednesday, October 1, 2014
Thurston County Bountiful Byway Celebration October 13, 3:00-4pm,
Schilter Family Farm, Olympia
AWC Legislative Bulletin #18, October 17, 2014
Ask Municipal Research Services Center (MRSC), October 2014
Williams Washington Expansion Project Update-Third Quarter 2014
Notice to reschedule Yelm City Council meeting from Tuesday,
November 11, 2014 to Wednesday, November 12, 2014
Yelm Area Chamber of Commerce November Forum & Luncheon,
Wednesday, November 12, 2014 11:30-1, Prairie Hotel-Yelm
13. Adjourn
Upcoming Meetings
Council Study Session Wednesday, October 29, 2014, 5:00 pm, Public Safety Building
Regular City Council Meeting, Wednesday, November 12, 2014, 6:00 pm, Public Safety Building
Regular City Council Meeting, Tuesday, November 25, 2014, 6:00 pm, Public Safety Building
Please note November 11, 2014 Council meeting is moved to Wednesday, November 12, 2014 due
CITY OF YELM
MEETING INFORMATION
All regular Yelm City Council meetings are audio recorded. A $5.
information about obtaining a copy of the proceedings, please ca
Public comments are welcome. However, in order to proceed with scheduled agenda items the allowable time per
speaker is limited to 3 minutes and the number of speakers limit
portion of the meeting should not be associated with measures orhe agenda and
should not address topics for which public hearings have been co
with a disability and in need of reasonable accommodations to conduct business or participate
processes or activities, please contact Janine Schnepf, at 360.4
scheduled event. The City of Yelm is an equal opportunity provider and employer.
The Preliminary Agenda and Approved Council Minutes are availabl
www.ci.yelm.wa.us
AGENDA
YELM CITY COUNCIL STUDY SESSION
WEDNESDAY, OCTOBER 29, 2014 5:00 P.M
.
Call to Order
1.
Roll Call
2.
Agenda Approval
3.
Presentations
4.
a.Topic: Unified Development Code (UDC)-continued discussion
b2015 Preliminary Budget discussion
.
Mayor Report
5.
Council Initiatives
6.
Upcoming Meetings
Regular City Council Meeting, Wednesday, November 12, 2014, 6:00 pm, Public Safety Building
Regular City Council Meeting, Tuesday, November 25, 2014, 6:00 pm, Public Safety Building
NO STUDY SESSIONS IN NOVEMBER AND DECEMBER
Meeting Information
It
a person with a disability and in need of reasonable accommodati
in government processes or activities, please contact Janine Schnepf, at 360.458.8402 at least four (4)
working days prior to the scheduled event.
.
The Preliminary Agenda and Approved Council Minutes are availabl www.ci.yelm.wa.us
Agenda Item 6. a. Minutes
Page 1 of 3
YELM CITY COUNCIL REGULAR MEETING
TUESDAY, OCTOBER 14, 2014 MINUTES
1. Mayor Harding called the meeting to order at 6:00 p.m.
2. Roll Call Present: J. W. Foster, Joe Baker, Bob Isom, Tracey Wood, Ken Ga
and Russ Hendrickson.
3. Agenda Approval
14-087 MOTION BY JOE BAKER APPROVING THE AGENDA AS PRESENTED.
CARRIED.
4. Special Presentations
Substance Abuse Prevention Month-
Mayor Harding proclaimed October 2014 as National Substance Abus
Month and call upon the citizens of Yelm to recognize the import
prevention in promoting safe and healthy communities and commend
along with their partners, for 25 years of landmark prevention w
County. Meghan Sullivan, Executive Director for TOGETHER accepte
proclamation and thanked the Mayor and Council for bringing awar
important issue. Substance Abuse affects everyone in one way or
Sullivan stated that parents are the number one influence in whe
people choose to use. Councilmember Foster asked how Yelm compar
communities that do not have the TOGETHER program. Ms. Sullivan
that because there are only two freestanding nonprofit TOGETHER
available statewide, a lot of prevention work happens at the loc
departments. The funds for the TOGETHER program are very limited
messaging from parents and the community is important to prevent
abuse among our youth. It takes a community to prevent substance
Councilmember Isom asked if the TOGETHER program had any plans t
marijuana use now that it is legal in the state of Washington. Ms. Sullivan stated
with all the mixed messages surrounding marijuana that she expec
increased youth use across the board. Recreational marijuana use
under 21 is illegal.
5. Public Comment none
6. Consent Agenda
Minutes Regular Meeting September 23, 2014 & Study Session September 24
2014
Payables Checks #63342 - #63467 Totaling $ 784,375.22.
14-088 MOTION BY BOB ISOM APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearing none scheduled
8. New Business
a.Design Contract Amendment 2014 Asbestos Cement Water Main
Replacement
Ryan Johnstone stated the Capital Improvement Program (CIP) appr
of the current water system plan contains water replacement proj
to increase the reliability and efficiency of the potable water
By replacing old AC, water main with new PVC or ductile iron wat
Page 1 of 3
Agenda Item 6. a. Minutes
Page 2 of 3
way to do this. Council approved the contract with BHC on July 2
amount of $84,369. As the design of the current water main repla
began, that there were additional areas that were identified as
that should be added to the current project. Design of the previously approved
water main sections is underway. If the addition of Areas No. 1
approved, design will begin immediately. It is anticipated that
design work will push the design completion date to February 201
the additional water main replacement areas will increase the de
total from $84,369 to $132,710. Councilmember Isom asked for mor
regarding option 1. Councilmember Foster asked what the project
after the AC line replacement but before WSDOT came through with
Mr. Johnstone did not think there would be any impact to traffic
along the sides of the roadway.
14-089 MOTION BY BOB ISOM AUTHORIZING MAYOR HARDING TO SIGN A
CONTRACT AMENDMENT IN THE AMOUNT OF $48,341 WITH BHC
CONSULTANTS FOR ADDITIONAL DESIGN SERVICES FOR ASBESTOS
CEMENT (AC) WATER MAIN REPLACEMENT. CARRIED.
9. Old Business none scheduled
10. Mayor and Council Initiatives
Councilmember Foster attended the Watershed Festival on September 27 at the
Nisqually National Wildlife Refuge. On September 28, he met with the Yelm
nd
Farmers Market Manager and will be attending the 2 Annual Eatonville Salmon
Festival on October 18. On October 20, Councilmember Foster will
interview at City Hall with the Washington State Auditor and cit
Councilmember Isom spent three weeks in Ireland and visited our Sister City,
Ferns where he met with business people and delivered a letter f
and a Key to City of Yelm. Councilmember Isom would be happy to
interested in Ireland.
Councilmember Wood attended the Transportation Policy Board Committee
(TRPC) meeting where they discussed building a new Washington St
facility in Olympia. Councilmember Wood also attended the TComm
Board meeting and discussed the preliminary budget.
Mayor Harding attended the
meeting was held to discuss the challenges of their cities. Mayo
the Transportation Policy Board Committee meeting (TRPC) where t
funding sources and the Yelm Emergency Operations Board meeting.
with the Yelm Farmers Market manager and was satisfied with the
11. Executive Session
At 6:34 pm, Mayor Harding announced that Council would go into an E
Session for approximately 30 minutes for the purpose of evaluati
qualifications of a candidate for appointment to Yelm City Counc
42.30.110 (h)).
At 7:03 pm, Mayor Harding closed the Executive Session and recon
regular meeting.
Page 2 of 3
Agenda Item 6. a. Minutes
Page 3 of 3
Mayor Harding called for nominations for Yelm City Council Posit.
Councilmember Foster nominated Jennifer Littlefield for Council Position #4.
Seconded.
Councilmember Wood nominated Tad Stillwell for Council Position #4. Seconded.
Mayor Harding called for any further nominations. Seeing none, h
vote.
Councilmember Foster-Jennifer Littlefield, Councilmember Baker-Jennifer
Littlefield, Councilmember Isom-Jennifer Littlefield, Councilmember Wood-Tad
Stillwell, Councilmember Garmann-Tad Stillwell and Councilmember
Hendrickson-Tad Stillwell.
A majority vote is required. In the case of a tie vote, the Mayo
break the tie. Mayor Harding cast the deciding vote: Jennifer Li
Council Position #4.
Jennifer Littlefield will be sworn in to Councilmember Position
meeting on October 28, 2014.
12. Correspondence included
AWC Cityvoice Wednesday, October 1, 2014
Thurston County Bountiful Byway Celebration October 13, 3:00-4pm
Family Farm, Olympia
13. Adjourn 7:10 pm.
___________________________ Attest: _________________________
Ron Harding, Mayor Lori Mossman, Deputy City Clerk
Page 3 of 3
Agenda Item 6. c. Park Request
Page 1 of 2
Agenda Item 6. c. Park Request
Page 2 of 2
Agenda Item 8. a. Stetz Construction Contract
Page 1 of 4
City of Yelm
STAFF REPORT
To:Mayor Ron Harding
Yelm City Council
From:Stephanie Ray, Project Manager
Date:October 20, 2014(for October 28th, 2014City Council Meeting)
Subj:Contract Award StetzConstruction, Inc.- Yelm Community Center ProjectPhase I
Recommendation
To authorize Mayor Harding to sign a contractwith StetzConstruction, Inc.in the amount of (one million
eight hundred seventy nine thousand eight hundred sixty nine dollars) $1,879,869.00 for construction
services related to the Yelm Community Center Phase I Project.
Background
On February 5, 2014 Council authorized BCRA to begin the design of Phase I of the Yelm Community
Center. The scope of work included full design through the bid processand some limited construction
services.
The final design of the community center was complete at the end of August, 2014 and let to bid on
th
September 5,2014.
Current
thth
and September 12, 2014in the Nisqually Valley News, Seattle
The project was bid on September 5
Daily Journal of Commerce, ARC Plan Center, Builder’s Exchange and the City website. Bids were
opened on September 25, 2014.There were fourteen bids received.
Andy Johnson & Co $2,253,000.00
HHJ, Inc. $2,313,339.00
Schwiesow Const $2,007,000.00
Westmark Const. $2,151,000.00
Merit Construction NW $2,146,000.00
Jones & Roberts Co. $2,169,000.00
Alderizh & Assocs. $2,152,000.00
Forma Construction Co. $2,128,500.00
Lincoln Construction $2,248,480.00
Par Tech $1,938,400.00
Pease Construction $2,137,900.00
Porter Brothers $2,249,000.00
Berschauer Construction$2,261,000.00
Stetz Construction $1,879,869.00
Referencesfor Stetz Constructionhave been checked and BCRA’sletter of recommendationis included.
Staff recommends awarding the construction contractto Stetz Construction, Inc.
Agenda Item 8. a. Stetz Construction Contract
Page 2 of 4
The estimated project total including contingency, construction management and other necessary costs
(furnishings, security, insurance, survey, Geotech, commercial power install/transformer,
telecommunications)is$2,298,075.
Funding for the project:
Municipal Building Fund:$1,826,669
Cumulative (Capital) Reserve$ 389,326
Park Reserve $ 12,000
Water Reserve $ 11,780
Sewer Reserve $ 58,300
Agenda Item 8. a. Stetz Construction Contract
Page 3 of 4
October 6, 2014
Ms. Stephanie Ray, Project Manager
City of Yelm
105 Yelm Ave W.
Yelm, WA 98597
Re: Construction Contract Award for Yelm Community Center
Dear Ms. Ray;
As a result of the public bid process, a total of fourteen respoand opened on
September 25, 2014. Stetz Construction has submitted the apparen
Subsequent to the bid opening, we requested reference contacts f
bid projects with roughly equivalent contract amounts. The resul
herewith.
In our brief discussion with these references, we found nothing
contracts, which would cause us to disqualify their bid for this We therefore recommend
approval of the bid amount and contract award to Stetz Construct
It would be prudent for our team, BCRA + City of Yelm, to be in
throughout the construction phase of work. Keeping the project well managed wil
our level of service. We appreciate the foresight you have exerc
our agreement to allow for an increased level of project represe
Please note that nearly 50% of the bids we received were from we
whose bids were in a tight range between $2,137,000.00 and $2,16uld recommend
a construction contingency which when added to Stetzs bid, approaches these contract amounts for
a final contract sum.
We look forward to getting this project underway for the City of
Respectfully
Kent McLaren, Architect
Sr. Project Manager BCRA
Cc: Chris Spadafore, Project Architect - BCRA
Agenda Item 8. a. Stetz Construction Contract
Page 4 of 4
October 3, 2014
Reference Checks / Stetz Construction
Contact: Travis White*
Re: Lewis Hall Renovation
Contract Amount $1,649,502.00
Workmanship: Good
Schedule: On time
Project Management: OK wholesale staff change at one time during middle of project.
Administrative controls: OK
Project Close-out: N/A not complete yet.
Change Order record: nothing extraordinary
Contact: Troy Christensen*
Re: Randall Townsend Apartments
Contract Amount $1,400,000.00
Workmanship: Good
Schedule: Significant delays largely due to additional abatement of hazardous materials
Project Management: Not good at managing subcontractors
Administrative controls: Good, timely
Project Close-out: N/A not complete yet.
Change Order record: Far too many change orders
Contact: Alan Gozart*
Re: Grays Harbor Community College Renovation
Contract Amount $1,300,000.00
Workmanship: Good
Schedule: Delivered the project on schedule.
Project Management: Superintendent really good at managing subs
Administrative controls: Decent
Project Close-out: Adequate
some. I would work with the
*Reference calls made by Kent McLaren.
Footer
Page 2 of 2
Agenda Item 8. b. BRCA Contract Amendment
Page 1 of 5
City of Yelm
STAFF REPORT
To:Mayor Ron Harding
Yelm City Council
From:Stephanie Ray, Project Manager
Date:October 22nd, 2014(for October 28thCity Council Meeting)
Subj:BCRA Fee Agreement Amendment No. 1 – Yelm Community Center Phase I
Recommendation
Authorize Mayor Harding to sign Amendment No. 1 with BCRA, Inc.in the amount of $30,000
for additionalconstruction management services required to complete Phase I of the City’s
Community Center.
Background
In February of 2014, Council authorized BCRA to begin full design of the community center
project. The initial scope of work with BCRA included full design and limited construction
management services. The design was complete in August of 2014 and the project was bid in
September of 2014.
Current
The attached Amendment No. 1 includes increased construction management services for the
entire length of the project.
Staff recommends approving Amendment No. 1
Agenda Item 8. b. BRCA Contract Amendment
Page 2 of 5
October 20, 2014
Stephanie Ray
City of Yelm
105 Yelm Ave W.
Yelm, WA 98597
Re: Yelm Community Center / Contract Amendment No. 1 (CA Service
Amendment to Contract Documents dated Feb 3 rd, 2014
Dear Stephanie,
Pursuant to our recent communications, we are requesting a contra
and Civil CA services.
To keep in line with the level of effort expected, we propose to Construction
Administration from $33,975 to $63,975. The increase of $30,000 breaks down as follows:
Current __
Architecture CA fee: $25,000 42,000
Civil CA fee: $5,000 $18,000
Structural, Mechanical, and Electrical CA fees to remain (respec
We are confident in the level of service and the collaborative m
project on your behalf. I trust that your review of this request
consideration.
Sincerely, Accepted,
City of Yelm
______________________________________
Kent McLaren, Architect Date:
Sr Project Manager, BCRA Ron Harding, Mayor
Agenda Item 8. b. BRCA Contract Amendment
Page 3 of 5
Agenda Item 8. b. BRCA Contract Amendment
Page 4 of 5
Agenda Item 8. b. BRCA Contract Amendment
Page 5 of 5
RE: BCRA P14013 Yelm Community Center BCRA Civil
Original Construction Administration Scope:
Provide minor construction phase services to assist City during 8
submittals and 5 (approximately 36 hours)
Additional Construction Administration Scope:
The construction administration scope has been increased as foll
construction support anticipated for the onsite improvements as :
Assist with one bid addendum; assist with answering 10-12 two additional
times during construction to observe construction of the biorete,
provide roughly 12 hours of consultation via email and phone with the architect, o
contractor. (Approximately 100 hours additional)
Agenda Item 12. Correspondence
Page 1 of 3
PUBLIC NOTICE
YELM CITY COUNCIL NOVEMBER 11, 2014 MEETING
RE-SCHEDULED TO NOVEMBER 12, 2014
The November 11, 2014City Council meeting has been re-scheduled to Wednesday,
November 12, 2014 in observation of the Veteran’s Day Holiday. The meetings are held
at the Public Safety Building, 206 McKenzie Ave at 6:00 p.m.
For additional information, please contact Janine Schnepf at 360-458-8402.
It is the City of Yelm's policy to provide reasonable accommodations for people with
disabilities. If you are a person with a disability in need of accommodations to conduct
business or to participate in government processes or activities, please contact Janine
Schnepf, at 360-458-8402at least 5 working days prior to the scheduled event.
Janine Schnepf, City Clerk
Posted; City Buildings
PLEASE DO NOT PUBLISH BELOW THIS LINE
Distribution:
City Council Packets:
Mayor:Ron Harding
Councilmembers:JW Foster
Joe Baker
Robert Isom
Position 4
Tracey Wood
Ken Garmann
Russ Hendrickson
City Administrator Shelly Badger
Posted Yelm City Hall
Public Safety Building
Yelm Timberland Library
Published: NVN 10/31/14
Agenda Item 12. Correspondence
Page 2 of 3
You're invited to the
November Chamber
Luncheon & Forum
Please join us for our November Chamber forum & luncheon.
Chad Pearson will be presenting the Employment Security Department's Shared
Work Program.
Trish Becerra will be highlighting her business, Inspirah.
Lunch will be catered by Casa Mia. Cost for the forum & luncheon
When
WEDNESDAY
November 12, 2014
From 11:30 am to 1 pm
Where
PRAIRIE HOTEL
701 Prairie Park Lane
Yelm, WA 98597
Agenda Item 12. Correspondence
Page 3 of 3
ESD's Shared Work Program:
Keeping momentum when business slows
It can happen to any business. Demand for your
product or service slips. Maybe the market goes in
the tank. All you know is your business is in a fix,
and you've got hard decisions to make. You don't
want to lay off your skilled employees, but what else
can you do to cut costs?
Employment Security has an alternative called the
"Shared Work Program" Learn why more than 96
percent of enrolled employers would recommend it
to other businesses.
About our Presenter:
Chad Pearson grew up in Gig Harbor, WA and is a proud WSU Cougar. After
representing two different private employers in the hospitality
the West coast for 20 years, he exchanged the sunshine and smog
California for the rain and fog of Olympia in 2011. Mr. Pearson
Washington promoting the Employment Security Department's "Shared Work
Program" to employers. Mr. Pearson likes 60s muscle cars and dis
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